Writing an Effective Cover Letter: Tips & Examples by Eric R. Anderson, Lecture notes of Business

Download Writing an Effective Cover Letter: Tips & Examples by Eric R. Anderson and more Lecture notes Business in PDF only on Docsity! How to Write a COVER LETTER By Eric R. Anderson Provided by Capital University Career Development Blackmore Library, Second Floor ~ 614-236-6606 WEB: www.capital.edu/CareerDevelopment EMAIL: CareerDevelopment@capital.edu © 2022 Eric R. Anderson, Capital University 2 T A B L E O F C O N T E N T S UNDERSTANDING COVER LETTERS........................................................................... 3 TWO MAIN TYPES OF COVER LETTERS Letter of Application ...................................................................................................... 4 Use when applying for an advertised job opening Basic Example .......................................................................................................... 6 Letter of Application Content ..................................................................................... 7 Letter of Application Writing Process ........................................................................ 8 Follow-up Letter .................................................................................................... 12 Use when you haven’t yet heard from the employer Letter of Inquiry ............................................................................................................ 13 Use when applying for jobs that are not advertised Letter of Inquiry Writing Process ............................................................................. 15 Example .................................................................................................................. 17 OTHER TYPES OF COVER LETTERS “Listed Skills” Letter ................................................................................................... 18 Skills are presented either as they directly relate to the requirements in an advertised position, or as they relate in general to the field or position that you are pursuing “Conversational” Letter .............................................................................................. 19 With experience, you can personalize your cover letter using this less structured format APPLICATION ETIQUETTE ................................................................................................ 21 © 2022 Eric R. Anderson, Capital University 5 L E T T E R O F A P P L I C A T I O N : C O N T E N T Remember that you are responding to a posted job position in this letter. That will guide some of your text. Make sure that you comment on specific qualifications that are listed in the advertisement. THE EMPLOYER'S ADDRESS, NAME AND SALUTATION With advertised openings, you will sometimes be instructed to send your information to an office, or a title, such as the Director of Human Resources. In this case, you need not find the name of the individual to whom you are writing. You can address the letter to "Dear Director," or "Dear Human Resources Department," or you can simply omit the salutation (Dear_______,) from the letter. Still, if you are provided the name of the appropriate person, it is easier. Note that if the gender of the person is unclear, your salutation should omit the Mr. or Ms. title (i.e., “Dear Shannon Kirkpatrick,”). THE FIRST PARAGRAPH Length: Two or three sentences. Content: This brief paragraph introduces who you are and why you are writing to the employer.  Identify the position for which you are applying and indicate how you heard about the opening (website, contact person, etc.).  Make clear why the position is interesting to you and why you are qualified (Are you graduating? Is your major related to the position? Do you have relevant experience? Is this position a good transition for you in job-level or location?). For example (if the position relates to your major, and you’re not a graduating senior): 1. I am applying for your part-time sales position which was posted on Handshake. I am currently a sophomore, and am majoring in Marketing. Or, if the position relates to your major, and you ARE a graduating senior: 2. I am applying for your Management Trainee position which was posted on Handshake. You indicate a need for a recent graduate with a background in business and sales. I will graduate in May with a Bachelor's degree in Business Administration, and I have held part-time sales positions throughout college. 3. During the last two years, my editing position with our school newspaper has provided me with experience related to the Proofreader position which was advertised on your company website. I will graduate from Capital University in May with a Bachelor's degree in English, and I plan to enter the field of publishing. If the position doesn't relate to your major, but you have related employment experience, you will refer to your experience instead of your degree: 4. I am applying for your Customer Service Representative position which was advertised on LinkedIn. I have one year of customer service experience, and am interested in working within the insurance field. 5. I am interested in the Loan Officer position with Orgo-gro. Mark Muggli, an analyst with your company, recently informed me of two openings in this division. I have two years of experience in banking, including significant exposure to loans and mortgages. © 2022 Eric R. Anderson, Capital University 6 THE SECOND PARAGRAPH Length: Three to five sentences. Content: In this paragraph, you will emphasize a match between the skills you possess and those which are required by the employer. Use the job posting to guide your writing and include:  Your qualifications for the position, as they relate to those listed by the employer. These qualifications will probably be a combination of your education and your work experience, so you will probably refer to current or previous employment, specific courses, aspects of jobs or internships, etc., that relate to this position or are listed in the qualifications.  If there's a long list of qualifications, you don't need to mention every single one. You might write something like, "I have developed a range of communication, technical, and administrative skills during my three internships." Or you might even begin with a statement like, "My background includes experience related to all of the qualifications listed in your position description."  Make some reference to your attached or enclosed resume (pay attention to whether you are attaching through email or enclosing through US Mail). Some options are: 1. My attached resume will give you a better view of my skills and abilities. 2. Please see my enclosed resume for more information. 3. Please see my attached resume for a more complete view of my background and qualifications. If you have both academic qualifications and career-related work experience, you may want to separate this paragraph into two paragraphs. By doing this, you can focus on each of these subjects individually. THE THIRD PARAGRAPH Length: Two or three sentences. Content: This is the paragraph in which you tell the employer how to get in touch with you, and thank the person for taking time to consider your application. Some examples are: 1. Should you need additional information, you can reach me at 614-236-5000 or ollege@capital.edu. Thank you for your consideration; I look forward to hearing from you soon. 2. I am available for an interview during (list dates or months or whenever you are available). You can reach me at (614) 555-1212 from 3:00 p.m.-7:00 p.m., Monday through Friday. I look forward to hearing from you. 3. I believe that my student teaching experience and academic background will be a benefit to the Wellington School. Should you need additional information, you can reach me at (614) 555-1234. Thank you for your time, and I look forward to hearing from you soon. © 2022 Eric R. Anderson, Capital University 7 “ATTACHMENT” VS. “ENCLOSURE" Usually you send a cover letter along with your resume, and sometimes you may have additional documents to send (such as a list of references, reference letters, writing samples, etc.). The word “attachment” at the bottom of the letter is used to indicate there is a document (or documents) you are sending with your cover letter. When sending your documents… By MAIL: Use the word “enclosure” or “enclosures” at the bottom of your letter By EMAIL or ONLINE APPLICATIONS: Use the word “attachment” or “attachments.” When sending:  Only your resume and cover letter, write: attachment OR enclosure  When there are more documents than your resume, indicate the number of documents you are sending in addition to your cover letter. For example, if you send your resume and list of references, write: “attachments (2)” OR “enclosures (2).” FORMAT: YOUR ADDRESS AND CLOSING When writing a standard cover letter, your address and date (on the top) and your “closing” (near the bottom of the letter) should both be about two-thirds of the way across the page, like the example to the right. To do this, start by typing your address/date and “closing” text on the left margin of the page. Then, use the indent button or the “Tab” key to move your address/date over about two-thirds across the page. Do this again to move your “closing” across the page. Make sure that you align both your address/date and your closing to the same point on the page. Your address and the date should be aligned like this Your “closing” is aligned to the same point © 2022 Eric R. Anderson, Capital University 10 STEP 2: MAKE SURE YOUR RÉSUMÉ REFLECTS YOUR COVER LETTER (WITHOUT SAYING EXACTLY WHAT YOUR COVER LETTER SAID) Kimberly Student 555 Runway Drive Bolt, Ohio 43006 KStudent@capital.edu (614) 555-1212 Objective An internship in retail product management Education Capital University, Columbus, Ohio Bachelor of Arts, May 2023 Major: Leadership & Management Relevant Sales and Floorset Associate, June 2021-Present Experience THE LIMITED, Columbus Ohio  Assist in merchandise selection  Ensure customer satisfaction  Target and review daily sales goals  Develop visual floor set displays Merchandising and Sales Intern, Academic year 2019-20 WHOLLY CRAFT  Arranged window and visual merchandising displays  Assessed inventory  Contributed to product development  Assisted with trade shows  Launched final craft marketing project Design and Merchandising Intern, Academic year 2018-19 LOCAL DESIGNER, AMY D  Assisted in sewing designers’ products  Packaged designer’s merchandise, delivered by strict deadlines  Collaborated with potential carriers about quantity of products wanted in store Additional Secretary and Event Assistant, Academic year 2020-2021 Experience THE HILLEL AT KENT STATE UNIVERSITY  Assisted and arranged visual displays for Hillel events  Completed daily office tasks Technology Camp Participant/Intern, Summers 2017 and 2018 SUMMER YOUTH CAMP INFORMATION TECHNOLOGY  Learned about web development, computer programming, and software use  Participated in web design contest as appointed group leader  Launched website for Bethany Presbyterian Church located in Columbus, Ohio Special Bilingual (Spanish) Skills Adobe Photoshop, Illustrator, Microsoft Office Kimberly emphasizes relevant experience to the position in this section of her résumé. She also does not use the same wording of her responsibilities in her cover letter as she does for her bullet points in her résumé. Notice in her cover letter on the next page, Kimberly does not mention every position she’s had – that’s okay! She highlights her most relevant experience and indicates that her resume provides more information on additional experiences. © 2022 Eric R. Anderson, Capital University 11 STEP 3: WRITE YOUR LETTER – BE SURE TO CONNECT YOUR EXPERIENCE TO THE POSITION DESCRIPTION 555 Runway Drive Bolt, Ohio 43006 March 14, 2022 Jane Doe Human Resources Director Kohl’s Corporate N56 W17000 Ridgewood Drive Menomonee Falls, Wisconsin 53051 Dear Jane Doe, I am writing to express my interest in your product management summer internship position. Kent State’s internship program manager, Hillary Stone recently informed me about the opening. I am currently a junior majoring in business at Capital University. During the last two years, my employment and internship experiences have exposed me to several aspects of the retail industry. These experiences, ranging from pricing and assessing inventory to sewing apparel, have allowed me greater involvement in the industry. In particular, through my experience as a floor set associate at The Limited, I have viewed the entire development process from merchandising to sales. I have also learned about collaborative team sales analysis at The Limited, where we wirelessly discuss strategies to ensure that our clients’ store experience is excellent. The collaboration continues after every two-hour segment, when the sales team meets together, critically evaluating the results of our customer interactions and reviewing our sales goals. These experiences, along with my experiences in additional work environments, have allowed me to participate in a range of roles, and I would like to expand my skills further while working for Kohl’s Corporate. For a more complete view of my merchandise and retail experience, I have attached my resume. I am excited about the possibility of working for Kohl’s over the summer. I am ready for new challenging opportunities that can help me grow professionally and personally. Should you need any additional information, please do not hesitate to reach me at (614) 555-1212 or by e-mail at kstudent@capital.edu. I am available for an interview at your convenience. Thank you for your time and consideration. Sincerely, Kimberly Student attachment Note the highlighted phrases that address parts of the position description for which Kimberly is qualified. © 2022 Eric R. Anderson, Capital University 12 L E T T E R O F A P P L I C A T I O N : F O L L O W U P If you respond to an advertised opening, you can expect to wait anywhere from a week to more than a month for a response. Why? Human Resource departments are very busy, and sometimes things get put on the back burner. By the second week, you're feeling as if no one likes you and you're wondering if you should call to inquire about the status of your file. In general, resist the temptation to call. There are hundreds of resumes along with yours, and if each of those people called, it would get annoying. An exception might be the fields of sales and journalism, in which you are expected to be more aggressive in your approach. Some sales recruiters say that they only consider those who persistently call! Instead, you might want to send a follow-up email or letter. This type of correspondence is appropriate in two circumstances: 1. If something new came up (like you'll be gone for a while and won't be able to interview during that time). 2. If you simply want to remind them that you are still interested, without being pushy. It's a nice way of ensuring that they received your resume and cover letter while giving them a positive impression of you. Send an email or letter that sounds something like this: Your Address City, State Zip Date Lars Holte Director of College Recruitment Midwest Lefse Commission 235 Krumkake Avenue Columbus, Ohio 43221 Dear Lars Holte, I mailed a resume and cover letter to you on July 20. I am still very interested in the Marketing Assistant position. If you would like any additional information, or if you have any questions, please call me at 614-555-7896. I look forward to meeting with you. Sincerely, (Sign your name) Your Name EMAIL MAILED LETTER © 2022 Eric R. Anderson, Capital University 15 L E T T E R O F I N Q U I R Y : EXAMPLE (Part One) (Written as a response to the newspaper article below:) GRANTS WILL HELP COUNTY'S MENTALLY ILL Grants totaling about $1.2 million will help expand a program for county residents with severe and long-term mental illness, the Franklin County Mental Health Board said yesterday. The board received $825,472 from the Robert Wood Johnson Foundation of Princeton, N.J., and $383,786 from the Ohio Department of Health. An estimated 6,000 people in Franklin County suffer severe and long-term mental illness. The Mental Health Board serves 525 through a program in which treatment teams help people manage their lives. The board has eight teams. It wants 32 teams of 3,000 more patients, spokesman Pat Groseck said. Teams are composed of nurses, social workers, and experts in medical benefits and housing. Notice in the cover letter on the next page the reference to this portion of the article. © 2022 Eric R. Anderson, Capital University 16 L E T T E R O F I N Q U I R Y : EXAMPLE (Part Two) 2346 Composite Surface Drive Westerville, Ohio 43081 March 15, 2022 Mary Sidewinder Office of Community Treatment Franklin County Mental Health Board 447 East Broad Street Columbus, Ohio 43215 Dear Mary Sidewinder, I am writing to inquire about social work positions with the Franklin County Mental Health Board. I recently read an article in The Columbus Dispatch which indicated that you are seeking to establish a number of treatment teams to assist the mentally ill in managing their lives. I am excited about the possibility of securing one of these positions, because I am extremely interested in working with this population. My combination of formal education (a Bachelor of Social Work degree) and extensive practical experience will enable me to be a productive member of your treatment team. My studies at Capital University provided me with a strong working knowledge of the social work field. My experience at Volunteer's Express has given me the opportunity to teach life management skills to clients. Please see my resume for further details concerning my additional social work experience. Again, I am very interested in working for the Franklin County Mental Health Board, and I would appreciate the opportunity to discuss these positions with you. I will call you next week to inquire further. If this is inconvenient, you can reach me by calling 614-555-4836 after 6:00 p.m. or by e-mail at jformica@capital.edu. Thank you for your consideration. Sincerely yours, Julie Formica attachment © 2022 Eric R. Anderson, Capital University 17 L E T T E R O F I N Q U I R Y : ADDITIONAL EXAMPLE (Written as a response to a conversation with a faculty member.) Box 999, Capital University Columbus, OH 43209 March 15, 2022 Peter Kirkpatrick Director of Personnel Ernst & Young Huntington Center, Suite 2000 41 South High Street Columbus, OH 43215-6150 Dear Peter Kirkpatrick, During a recent conversation with Professor Joe Fasby, my faculty advisor in the Accounting department at Capital University, we discussed the possibility of several upcoming openings for auditors at Ernst & Young. Professor Fasby has worked for Ernst & Young in the past and feels that my education and experience would make me a good match for this type of position. I will graduate from Capital University in May with a Bachelor of Arts degree in Accounting. Professor Fasby has told me that your organization values both practical experience and leadership skills. During my junior and senior years at Capital, I have worked as a student accountant in the University bookstore. In addition, I have held leadership positions in the Student Government and within the residence halls as a Resident Assistant. Please see my attached resume for a more complete view of my background. I am very interested to learn more about these positions at Ernst & Young and look forward to the possibility of interviewing with you. I will contact you next week to inquire further. If this is inconvenient for you, you can reach me by phone at 614-236-0000 or by e-mail at ccollege@capital.edu. Thank you for your time and consideration. Sincerely, Chris M. College attachment © 2022 Eric R. Anderson, Capital University 20 C O N V E R S A T I O N A L S T Y L E : EXAMPLE 10101 Binary Way Columbus, OH 43209 March 14, 2022 Gail Giga Recruiting Coordinator Information Technology Department 1234 Hard Drive New York, New York 10004 Dear Gail Giga, I am a senior at Capital University in Ohio majoring in Computer Science with a minor in Accounting. I am interested in interviewing for an Information Technology (IT) Analyst position at Goldman, Sachs. Having spoken with a former Goldman Analyst, read your brochures and visited your web site, I believe that Goldman, Sachs is the right global investment bank for me. I am interested in an IT Analyst position because I have really enjoyed my internship at the Ohio Bureau of Workers' Compensation (BWC), where, for the last year, I have been the only intern at the 17-person IT department that provides computer support to over 2000 in-house customers. My additional course work in accounting and finance has exposed me to concepts of financial services, an area to which I now want to apply my computer-related skills. With an analytical, yet service-oriented, background that includes working 40 hours every week while carrying a full course-load, I want to be an IT Analyst at Goldman, Sachs for two reasons. First, your ‘technology is the business’ idea appeals to me since I too value IT work not as a backstage operation but as a very important team-based part of Goldman’s business. Second, in my spare time, along with colleagues and friends, I want to pursue community service in the New York area. Ms. Giga, having seriously thought about being an IT Analyst in general and at Goldman, Sachs in particular, I would very much enjoy speaking with you further about the possibility of my being considered for an interview. I have attached a copy of my resume and my transcript. I will call you soon to follow-up on this letter. Thank you for your consideration. Sincerely, Chip Cobol attachments (2) © 2022 Eric R. Anderson, Capital University 21 A P P L I C A T I O N E T I Q U E T T E E-MAILING OR UPLOADING YOUR LETTER AND RESUME Attach your cover letter (DON’T send it in the body of the email) The employer will often print your cover letter, or will want to save it in a document folder. If it’s in the body of the email, the formatting will look ugly, and create more work for the employer. Document format When sending your resume and cover letter by email or uploading them for an online application, attach as a PDF (convert from Word, Google Docs, Pages, or Canva). Name your resume document correctly: Instead of sending your resume as “resume.pdf”, you should use your name in the document name (e.g., DaveStudent-resume.pdf). Name your resume file FOR YOUR AUDIENCE, not for you. Or you can send them as one document: Create one PDF that contains both your resume and cover letter. Open your cover letter PDF in Adobe and select “Combine Files” from the tools listed on the right side. Then just add your resume PDF and combine. Save your new combined document with a new name. Body of email No matter the format of attached documents, in the body of the e-mail write a brief note like: Dear Shannon Kirkpatrick, I have attached my cover letter and resume for the Legal Assistant position. Please let me know if you have any questions. Dave Student E-mail subject line Make sure that your subject line will make the employer want to read your email (and not delete it!). This is especially true for the letter of inquiry; in this case, you might want to use the name of the person who referred you (e.g., “Steve Mellum referred me”). Otherwise, you might include the name of the position (e.g., “Public Relations Intern application”). Signature You don't need to sign the letter between “Sincerely” and your typed name, but it’s simple to add the signature in the Word document with your iPad and Apple Pencil, and then convert to PDF (see below). Create the signature for an emailed cover letter using your iPad OPEN YOUR COVER LETTER IN WORD  You’ll need to use the official version of Word that allows editing on your iPad. You have access to this version through your Capital account. SELECT “DRAW” FROM THE OPTIONS ON THE TOP OF THE SCREEN  Choose your “pen”  Select width and color  Make sure there is space for a signature between “Sincerely” and your typed name  Sign your name using your Apple Pencil EXPORT YOUR CHANGES TO PDF  Click the three dots in the upper right corner of the screen  Select Export, and choose PDF