Writing a Cover Letter Lecture 13

Yesterday Making your own résumé Sections to include How to write each section Print and e- résumés Editing and finishing your résumé

Today Cover Letters What is a cover letter? Cover letter contents Preparing your cover letter Writing your cover letter

Today Lecture material taken from: http://owl.english.purdue.edu/owl/resource

Cover Letters Also called “application letters” Introduces you and your résumé to potential employers or organizations you wish to join

Cover Letters It is the first document an employer sees, so we need to make a good first impression Should always accompany a résumé Résumé and cover letter are a team!

Cover Letters Objectives: Why you are writing Why you are good for the job How/when you will contact him/her

Cover Letters Does more than introduce your résumé Also:

Cover Letters Explain experiences through stories Relate skills/experiences to job requirements Show employer that you are targeting this job Give a sample of written skills

Sections Header Introduction Argument Closing

Sections Header Introduction Argument Closing

Header Your name The address where you can be reached Phone number Fax number (if applicable) E-mail address

Header This is to make it easy for the person to contact you

Header Then, skip a line and write the date Then skip another line and write: Name of the specific person Title of that person (if available) Address of the company

Craig M. Leroix 2987 W. Taylor Dr Craig M. Leroix 2987 W. Taylor Dr. Portland, OR 45720 890-372-1262 cmleroix@anywhere.com February 2, 2005 Amy Kincaid, Human Resource Director Western Electric, Inc. 387 Collier Lane Atlanta, Georgia 30051

Header Who do I address my letter to? Look in the job ad for the contact person. Call the company for more information. Research the company's website for the person in charge of the department you are applying to

Header Address it to the specific person when you can: If you can’t “Dear Selection Committee” “Dear Hiring Professionals” “Dear Human Resources Representative”

Sections Header Introduction Argument Closing

Introduction Purpose: Get the reader’s attention Introduce yourself Explain purpose of letter Explain why interested in the position or the company Explain how you will help the organization Preview the rest of the letter Key Concept: The facilitator should explain that a lot of times this is where the tutors are really going to have to work to find out why a student is interested in working for a company. Sometimes the student may have to do some further research to have a better reason than “I just need a job.” The first paragraph provides the thesis for the rest of the cover letter.

Introduction Be very specific and use the following techniques: State the university you attend, your major, and what position you are applying for (if you are a student). Mention where you heard about the job

Introduction Examples: As a Purdue University junior in Electrical Engineering, I would like to fill the position of Engineering Internship advertised on General Electric's website.

Introduction Examples: Professor Gene Smith speaks highly of Western Electric, and he urged me to write directly to you.

Introduction Examples: I have been thinking about our conversation at Purdue's Career Fair on January 26. I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company.

Introduction Examples: As a business adminstration student from China, I would like to fill the position of the translating internship advertised on WorkAbroad`s website.

Introduction How to make a strong claim for yourself After getting the attention, you must convince the reader that you match their organization/company’s needs

Introduction Clearly state two-three qualifications you have that match the company/position. These qualifications will then be the focus of your body paragraphs and arguments.

Introduction Clearly state two-three qualifications you have that match the company/position. These qualifications will then be the focus of your body paragraphs and arguments.

Introduction Examples I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company.

Introduction Examples I believe that my production experience, design skills, and enthusiasm for writing make me a strong candidate for the Production/Design Internship.

Sections Header Introduction Argument Closing

Argument/Body Focus your cover letter's body around the two-three qualifications you mention in the introduction. In each paragraph, concentrate on one quality, Answer the following questions:

Argument/Body How can I show I am qualified for this position and that I am a good match for the organization? What have I done that illustrates these qualifications?

Argument/Body Show, don’t tell! Don’t just mention the skills that you have; you also have to show how you have them!

Argument/Body Think of it as telling a story. You should describe the experiences of how you received and grew your skills, mentioning specific places you worked and positions you held

Argument/Body Think of it as telling a story. You should describe the experiences of how you received and grew your skills, mentioning specific places you worked and positions you held

Argument/Body Example: “My communication skills have grown in the past year. I learned how to write many different kinds of business messages, teaching me to write clearly and directly.”

Argument/Body Along with explaining your skills, you want to describe how your experience with that skill is unique.

Argument/Body Many people may have communication skills, but what have you done or accomplished? Be specific and match this information to your resume

Argument/Body Many people may have communication skills, but what have you done or accomplished? Be specific and match this information to your resume

Argument/Body Here are some ideas: Special projects Awards Explain course work that gives you a type of professional experience. Awards Show that others have recognized the high quality of your work. Include only those awards that relate to the position you desire.

Argument/Body Accomplishments Demonstrate how you improved efficiency/productivity at work or school. Include what you did at school that proves your skills. Explain how you set a goal and reached it.

Argument/body Highlight skills and benefits to the company Emphasize interest in the company Provide concrete evidence Begin paragraphs with topic sentences Key Concept: The facilitator should remind the tutor that the student should pick no more than two or three skills or benefits. Some students get in the habit of listing qualities, which tells the employer absolutely nothing. Organize your body paragraphs to emphasize your strongest and most relevant qualifications. Only include the two or three strongest qualifications from your resume. Make it easy for readers to scan your letter by beginning each paragraph with a topic sentence

Argument/Body “As the president of the student government, I acted as a bridge between students and teachers. I also coordinated large scale events and lectures and raised $5,000 for our organization. My experience with event planning and government would make me a great asset to your NGO in Beijing.”

Sections Header Introduction Argument Closing

Closing A closing sums up your qualifications and reveals what you plan to do after your readers have receive your application packet (resume, cover letter, etc.)

Closing Here are some suggestions of ways to do this: Close with a strong reminder of why you are a good match for the job position and the organization. Request an interview in some way.

Closing Provide contact information. Thank them! Sign your name and print it underneath.

Closing Saying you will contact the potential employer will cause them to read your application materials with more interest. You have a better chance that your materials will not be filed away.

Closing By following up, you can achieve three goals: Inform the employers that you are interested. Prove that you can take action Discover where you are in the hiring process.

Closing “I am eager to speak with you and discuss my possible contribution to Country Press, as I feel my experiences in communication and customer service will be an asset to the company. I will be in touch with you within a week, and if you need to reach me, you can call 423-512-1143, or email me at anyone@anywhere.com. Thank you for your time and consideration.”

Closing If you do not feel comfortable informing your readers you will contact them, you may simply delete that part of the closing. For example:

Closing I am eager to speak with you and discuss my possible contribution to Country Press, as I feel my experiences in communication and customer service will be an asset to the company. Please contact me at 423-512-1143, or email me at anyone@anywhere.com. Thank you for your time and consideration.

Formatting tips Length Keep to one page. Write one paragraph of introduction, one-three paragraphs in the body, and one paragraph to conclude.

Formatting tips Spacing Single-space your cover letter. Leave a space between addresses and dates in the heading. Leave a space between your heading (contact info) and greeting ("Dear...:")

Formatting tips Spacing Leave a space between each paragraph. Leave at least three spaces between your complimentary close ("Sincerely,") and typed name. Sign your name in ink between your complimentary close and typed name.

2 kinds of Letters Solicited application letter Unsolicited application letter

Solicited This is where an employer has advertised a specific job Good because you’ll know the qualifications needed

Solicited Bad because there will be more competition

Unsolicited This is sent to an organization that has not announced a job opening There is less competition, which means it may be read more carefully

Unsolicited It may not be read because there is no job opening

Cover Letters Understand the difference between the two in order to be more effective