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At certain points in your job search,
it will be necessary to write (or e-mail or fax) employers.
This handout contains information and guidelines for writing
professional correspondence including cover letters, thank
you letters, networking, acceptance, withdrawal and rejection
letters.
Purpose
of a Cover Letter
Highlight Experience - A cover letter accompanies
a resume being sent to an organization for a specific position
or area of interest. The well-written cover letter highlights
selective aspects of your background which best suit the employer's
needs. In other words, the cover letter bridges the gap between
your skills and experience and the qualifications of the position
or area of interest.
1. Capture Attention - A well-written cover letter commands
the reader's attention.
2. Stimulate Interest - It stimulates interest in you and
your resume as well as reflects your interest in the job and/or
the organization.
3. Specify the followup - Will you call the employer (and
when) or vice versa?
4. Ask for an Interview - The opportunity to interview is
the ultimate goal of your cover letter and resume.
Content
of a Cover Letter
A cover letter usually includes three to four paragraphs.
Each paragraph has a different goal. View samples of application
letters and inquiry
letters.
1. First Paragraph - This opening
paragraph explains why you are writing the letter. State your
purpose; identify the position you are applying for (if known
for a "letter of application") or the type of position
you are seeking (a "letter of inquiry"), and how
you learned about the opening. If you are responding to an
advertisement, state the name and date of the publication
where you found the ad. If a well-respected person referred
you to the organization, mention the person's name and connection.
2. Second Paragraph - Here you should tell the employer why
you are a strong candidate for this employer/job. Highlight
relevant achievements, skills and/or experience, mentioning
the most interesting points on your resume. Explain how you
intend to help the employer and contribute to the organization.
Take the time to market yourself - don't be too general, too
brief or send them immediately to your resume for details.
3. Third paragraph (optional) - This extra paragraph isn't
always needed, but can be included if there is additional
information that hasn't been mentioned on your resume or needs
to be described in more detail (your cooperative education
experience, for example).
4. Closing Paragraph - The final paragraph should be action-oriented.
Here you should ask for an interview and state when and how
you will contact the employer to arrange a mutually convenient
time to interview. Alternatively, be sure to state how and
when they may best contact you. Do not assume an employer
will contact you once you have sent your cover letter and
resume. It is your responsibility to follow up, if necessary.
Finally, thank the individual and mention that you are looking
forward to meeting him or her.
Essentials
For Success
• Communicate your ambition and enthusiasm.
• Stress accomplishments by explaining how you have
met or exceeded specific employer needs.
• Show how previous experiences/accomplishments relate
to the position for which you are applying.
• Also, the reader may be judging you on how well you
write so do your best to make the words come alive!
• Don't overuse the word "I". Rather than
starting with "I", turn some of your sentences around.
It is better to give examples of how you did something than
to say, "I did this or that..."
• Use active, not passive, verbs. For example use arranged
instead of "I was responsible for arranging" (See
Resume Writing
handout for a list of action verbs.)
• Research the organization before you write the cover
letter. Ideally, every cover letter is unique and targeted
to a specific position or type of work. Use the information
obtained through research to demonstrate that you know something
about the company.
• Address the letter to a specific person within an
organization. If you don't know the person's name, title,
or gender call the organization and ask for the correct information.
If you are unable to get a specific name, then using "Dear
Sir/Madam" or "Dear Human Resources Representative",
are acceptable alternatives. When responding to a "blind
ad" (a P.O. Box number in a newspaper ad) with no opportunity
to address your letter to an individual or the follow-up person,
you can only ask the employer to write or call you.
• Be sure to use an acceptable business letter format.
Keep a copy of each letter for your records.
• Print your resume and cover letter on good paper and
enclose them in a matching business envelope for a more professional
image.
• Make it perfect. Check to make sure your cover letter
is free of typos and grammatically correct.
Links
CareerLab: Access to over 200 Letters for Job Hunters from
the well known book by the same name. You definitely should
check this one out. http://www.careerlab.com/letters/default.htm
Job Search Correspondence: Many types
of letters and descriptions are given on this site. Also covers
e-mail as part of the job search.
http://www.career.vt.edu/JOBSEARC/coversamples.htm
MonsterTRAK: Great info on job
search correspondence, including: protocol, cover letters/application
letters, thank you letters, accepting and rejecting offers.
Many samples!
http://content.monstertrak.monster.com/tools
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