1. Business Communication
Lecturer: Gareth Jones
Class 12: Cover Letters

2. Before Christmas Making your own CV Sections to include
How to write each section
Print and e-CV’s
Editing and finishing your CV
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3. Today Cover Letters What is a cover letter? Cover letter contents
Preparing your cover letter
Writing your cover letter
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4. Today Lecture material taken from:
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5. Cover letters Also called “application letters”
Introduces you and your CV to potential employers or organisations you wish to join
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6. Cover letters
It is the first document an employer sees, so we need to make a good first impression
Should always accompany a CV
A CV and cover letter are a team
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7. Cover letters Objectives: Why you are writing
Why you are good for the job
How/when you will contact him/her
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8. Cover letters Does more than introduce your CV, it also:
Explains experiences through stories
Relates skills/experiences to job requirements
Shows employers that you are targeting this job
Gives a sample of written skills
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9. Cover letters Header Introduction Argument Closing
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10. Sections Header Introduction Argument Closing
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11. Header Your name The address where you can be reached Phone number
Fax number (if applicable)
address
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12. Header This is to make it easy for the person to contact you
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13. 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
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14. Dave Smith 23 The Street Sittingbourne Kent
K34 5IJ
1st October 2011
Amy Jones, HR Director General Electric 1-15 Freegate Business Park Reading
Berkshire
RG6 5AW
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15. 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
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16. Header Address it to the specific person when you can: If you can’t
“Dear Selection Committee”
“Dear Hiring Professionals”
“Dear Human Resources Representative”
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17. Section Header Introduction Argument Closing
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18. 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 organisation
Preview the rest of the letter
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19. 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
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20. Introduction Examples:
As a Cardiff University undergraduate in Electrical Engineering, I would like to fill the position of Engineering Internship advertised on General Electric's website.
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21. Introduction Examples:
Professor John Smith speaks highly of Western Electric, and he urged me to write directly to you.
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22. Introduction Examples:
I have been thinking about our conversation at Cardiff's Career Fair on the 11th December. 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.
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23. 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.
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24. Introduction How to make a strong claim for yourself
After getting the attention, you must convince the reader that you match their organisation/company’s needs
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25. 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.
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26. 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.
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27. Sections
Examples
I believe that my production experience, design skills, and enthusiasm for writing make me a strong candidate for the Production/Design Internship.
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28. Sections Header Introduction Argument Closing
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29. 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:
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30. Argument / Body
How can I show I am qualified for this position and that I am a good match for the organisation?
What have I done that illustrates these qualifications?
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31. Argument / Body Show, don’t just tell!
Don’t just mention the skills that you have; you also have to show how you have them!
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32. 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
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33. 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.”
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34. Argument / Body
Along with explaining your skills, you want to describe how your experience with that skill is unique.
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35. Argument / Body
Many people may have communication skills, but what have you done or accomplished?
Be specific and match this information to your CV
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36. 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.
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37. 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.
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38. Argument / Body
Highlight skills and benefits to the company (two or three)
Emphasise 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
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39. Argument / Body
“As the president of the student council, I acted as a bridge between students and teachers. I also co-ordinated large scale events and lectures and raised £2,000 for our organisation. My experience with event planning and council would make me a great asset to your NGO in Shanghai.”
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40. Sections Header Introduction Argument Closing
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41. Closing
A closing sums up your qualifications and reveals what you plan to do after your readers have receive your application packet (CV, cover letter, etc.)
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42. 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 organisation.
Request an interview in some way.
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43. Closing
Provide contact information.
Thank them!
Sign your name and print it underneath.
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44. 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.
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45. 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.
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46. 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 , or me at Thank you for your time and consideration.”
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47. 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:
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48. 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 , or me at Thank you for your time and consideration.
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49. Closing Length Keep to one page.
Write one paragraph of introduction, one-three paragraphs in the body, and one paragraph to conclude.
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50. Closing 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...:")
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51. Closing 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.
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52. 2 Kinds of Letters Solicited application letter
Unsolicited application letter
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53. Solicited This is where an employer has advertised a specific job
Good because you’ll know the qualifications needed
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54. Solicited Bad because there will be more competition
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55. Unsolicited
This is sent to an organisation that has not announced a job opening
There is less competition, which means it may be read more carefully
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56. Unsolicited It may not be read because there is no job opening
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57. Cover Letters Summary
Understand the difference between the two in order to be more effective
Follow the guides from today to write effective cover letters
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58. Tomorrow Interviews and interview technique
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