How to Write an Effective Cover LetterJob Seekers ClubNovember 19, 2015

Presentation Outline

Why we write cover letters?

What to include to make your cover letter stand out

Types and formats of cover letters

Exercise for the group

Why Write a Cover Letter? A cover letter can help a job-seeker stand out from

other applicants.  It’s a way to introduce  yourself to the organization. Stand out from other candidates. Explain why you qualified for position. Show how motivated you are. Impressive cover letters will most likely get you a

job interview.

What to Include? What the Employer wants: Make sure you read the job

description entirely and craft your cover letter according to what the employer lists as essential requirement for the position.

Expound on what makes you an ideal candidate for the job: What skills do you possess that will make you succeed at the job.

Demonstrate in your cover letter that you are passionate and motivated about the job you are applying for.

Demonstrate that you are knowledgeable about the position.

Use proper writing and formatting

A cover letter should always be written in your own words. Most likely employers will be able to tell if its not a letter

written by you. Your cover letter should be COMPLETELY free of any

spelling, grammar, or formatting errors. Any errors reflects sloppiness, a quality any employer does not want in an employee

Your cover letter should be unique to the job you are applying for.

Your letter should look professional

Importance of Original Cover Letters Even if you apply to a different job at a organization you have already

applied at, your cover letter should change Most organization will recognize you have applied at the organization

before Certain elements of your cover letters can be re used, but make sure the

employer knows that you read the job announcement and care enough about the position that you wrote a cover directly related to the position you are applying.

It’s ok to use cover letter templates as a reference  but ensure the cover letter includes your exact skills for the exact job you are applying for.

Always Be Specific! Be specific in your cover letter. Avoid writing statements such as

that are seen in many cover letter templates: “I am a skillful and enthusiastic candidate.”

This statement is too general. Be specific about what skills you posses and why you are enthusiastic.

“I would like to apply to the secretary position at your company.”

Always mention the name of the company you are applying at.

“I am a hard worker and will help your company grow” Describe why you are a hard worker and how you will make the organization grow.

Always Be Specific! When using statements such as the ones mentioned

on the previous slide: You say nothing about why you want this position

in this company.

How your strengths, skills, and past experiences will help in the job you are applying for now.

Why you meet the job requirements stated in the job description.

Types of Cover Letters Application Letter: An application letter is written to apply for a

specific job opening. Referral Cover Letter: A referral cover letter mentions the name of a

person who referred you to a job Letter of Interest/Prospecting Letter: A letter of interest, also

known as a prospecting letter, inquires about possible job openings at a company.

Networking Letter: Networking letters request job search advice and assistance.

Value Proposition Letter: A value proposition is a brief statement explaining what makes the candidate unique

Application Letter Think of the Application Letter as a “sandwich.” It should

be 3 paragraphs, 4 paragraphs at the most The introduction and closing paragraphs are the “bread”;

why you are writing, basic information about yourself, thanking them for reading your letter, and reinforcing you are a great candidate.

The middle paragraph(s), the “meat,” is your chance to show why you are a great candidate for the job. This is where you write about your strengths skills, experience, etc.

1. Application Letter An Application Letter: responds to a specific job opening.

It should be sent to the place you are applying at with your resume

The purpose of this type of cover letter is to sell yourself to the organization or company you are applying at that you are the right person for the job.

It should be formatted in a professional way and always include proper salutations and closings.

Organization of an Application Cover Letter

A. Contact Information:1. Your contact information goes at the very top center of the cover letter and is your heading. Your

contact information should include: a) Your Name b) Home Address c) Email Address d) Phone Number

B. Organization’s Contact Information:1. You should always attempt to address your cover letter to a person. If the job description does not

say who to address the letter to try to find the person to address it to, usually the Hiring Manager or Human Resources Manager. This information usually can be found on the website of where you are applying.

2. If you still can not find the Hiring Manager name it is acceptable to address the cover letter to, “Dear Human Resources Manager”

3. The name of who you are addressing the letter to and the name and address of the organization you are applying to will be two lines below your contact information to the left of the page.

Organization of an Application Cover Letter (Continued)

C. Salutation:1. Always begin your cover letter, “Dear Ms./Mr. Doe:” Always use a colon after the

person’s name you are addressing to when beginning a cover letter instead of a comma.

2. The cover letter should be addressed to the same person that is listed under the organizations contact information.

D. Introductory Paragraph:1. State why you are writing: What position are you applying for? 2. Include how you learned of the organization or position. 3. The rest of this paragraph should briefly present basic info about yourself, for example

it could include: degree, area of study/expertise.4. Career goals in terms of how they align with the goals of the company. 5. Mention that you enclosed your resume and/or other documents you included with your

application

Organization of an Application Cover Letter (Continued)

E. 2nd Paragraph, “The Meat”:1. The purpose of this paragraph is to make yourself stand out to the

employer. 2. What motivates want THIS position at THIS organization.3. Explain what experience and skills you possess that make you an ideal

candidate for the position. Be specific about your skills and experiences, using real life examples.

4. Relate your skills and experience to the position you are applying for and/or the organization you are applying to work at.

5. Focus on what you can do for the organization and why you would be a great candidate for the position, not what the organization can do for you.

6. This is an opportunity to explain in more detail relevant items in your resume.

Organization of an Application Cover Letter (Continued)

F. Closing Paragraph:1. Indicate that you would like the opportunity to interview for a

position or to talk with the employer to learn more about their opportunities or hiring plans.

2. Thank them for their consideration of you as a candidate for the position.

3. Tell them that you look forward to speaking with them soon. You may want to indicate that you will follow up with them in two or three weeks.

4. End the letter with “Sincerely,” two spaces under closing paragraph and than your name, two spaces under “Sincerely.”

2. Referral Cover Letter A Referral Cover Letter: is used to mention a mutual

connection, person who both you and the organization knows when you are applying for a job.

When you have been referred to a potential employer by a colleague, friend or acquaintance it's important to mention this mutual contact, by name, in the first paragraph of your cover letter.

Mentioning your connection provides an opportunity for you to use your contact who is at the company or affiliated with the company to help secure both an interview and possibly a recommendation for the job.

The set up of the referral cover letter and application cover letter are the same, other than the fact you mention a mutual connection

3. Letter of Interest/Prospecting Letter A Prospecting Letter: is what you write when you

want to work for an organization/company, but there is no specific job you are applying for.

This is a letter that is inquiring if there are any open positions that you may be qualified to fill.

You may know that the company is hiring but not know if there are any specific jobs that may suit you.

Many aspects of a Letter of Interest and Application Letter are the same, but it is written in a more general way that outlines your experience, skills, talents since you are not applying to a specific job.

The format is the same as the Application Letter.

Letter of Interest/Prospecting Letter

(Continued) Like the Application Letter you want to stand out to

the employer so that you will be invited to an interview.

Always send your resume along with the Letter of Interest.

You may be told that your letter and resume has been placed on file and you will be contacted if a position become available.

4. Networking Letter A Networking Letter: is used to reach out to friends,

friends of friends and professional contacts, asking for job leads, career advice, referrals and introductions.

Make it clear in your letter why you are contacting the person.

The letter's focus is not to ask your contacts for a job, but to request their assistance in your job search by connecting you with people or opportunities.

Tap into your network and create job leads, consider all these sources: friends, your spouse or significant other's friends, current or former coworkers and supervisors, professionals you have met through online networking sites, associations, nonprofit organizations.

4. Networking Letter (Continued) Keep the letter short, yet professional. If you don't know the person well or it's been awhile since you

last spoke, refresh his memory in the first paragraph. It needs to provide a brief summary of key strengths you bring

to the table and include a few examples of ways you can benefit employers.’

If you want to meet with the person for an informational interview ask them when would good time for them to meet

Whether you are looking for job leads or seeking professional advice, be positive and upbeat in your letter.

5. Value Proposition Letter A Value Proposition Letter is a brief statement (100-150

words) written to a recruiter or hiring manager. The statement concisely explains what makes you a unique

candidate (including skills, strengths, and accomplishments), and how he or she will add value to a company.

The value proposition letter is a short statement that shows why you are uniquely qualified for a job.

Unlike a resume, a value proposition letter should not focus on the past, it should focus on what you can bring to the company or client

Tell employers what you can do for them, not what you’ve done for others.

Exercise What type of job(s) are you seeking?

What strengths skills, talents, and/or experience do you possess that would benefit you in finding a job?

What are your motivations to get the job you are seeking?

What makes you a unique candidate for the job you are seeking?