Cover Letters and Other Correspondence

Career Development Center Bartels Student Activity Center

932-7342 jobs@newhaven.edu

Agenda n  Cover Letter (25 min) n  Thank You Letter (5 min)

n  References (5 min) n  Follow-up Letter (5 min) n  Letter of Accepting/Declining positions (5 min) n  Letter of Resignation (5 min) n  Questions/Critiques (10 min)

Purpose of a Cover Letter n  Many employers report that they will not consider a

resume that comes without at least a few lines of explanation:

- Why you are writing and what is important about your resume that qualifies you for the job

- Why you became involved in particular

activities - What you gained from the experiences

- Accomplishments that would be of special

interest to a given employer and elaborate on specific sections of your resume

Formatting Your Cover Letter

n  Addressed to the person who is responsible for initiating the review process or for making the ultimate hiring decision - Mr./Ms. + last name - Sir/Madam - To whom it may concern - Search Team/Committee - Hiring Professional

n  Make a phone call if necessary, to find out the name and title of the individual to whom you are writing

n  Use resume paper, the same type of font as your resume & check

for errors n  Everything sent out must project professionalism and your power

to perform!

Cover Letter Organization

n  The Opening Paragraph - should state why you are writing and position applying for

- where you found the job posting

- why you are interested in the organization or that position

- If you were referred to the employer by

someone such as a career counselor, a former employee, or a professor, this is the place to mention

the person's name and that he or she suggested you write

n  The Middle Paragraph - where you draw attention to your resume and highlight specific skills relevant to the company and position for which you are applying

- Present your motives for seeking employment

with this organization and cite achievements and qualifications related to the position desired

-If you have qualifications or projects that are not noted on your resume, this is your opportunity to discuss them

n  The Closing Paragraph - what you will do next such as calling to arrange an interview or what you would like the recipient of the letter to do next

Your Address Your phone Date Contact Person’s Name Title Company Address Dear Mr./Ms ________:

Opening Paragraph Middle Paragraph Closing Paragraph

Sincerely, (Your Signature) Your Typed Name Enc. resume

Helpful Hints

n  The first 20 words are important; they should attract the reader's interest

n  Tell your story in terms of the contribution you can make to the

employer n  Be sure to refer to your resume - It gives the facts

n  With local firms, take the initiative in suggesting that you phone

them for an interview n  Remember to use spell check and PROOFREAD!

n  Keep it short; your letter should sum up what you have to offer and act as an introduction for your resume

n  Let your letter reflect your individuality, but avoid appearing

aggressive, or overbearing

Don’t Make Any of These Common Cover Letter Mistakes

q  Repeating your resume - It’s okay to refer to your resume but don’t repeat it line for line - Your cover letter should NEVER be more than one page!

q  Using one cover letter for many positions is not professional

- You are explaining how you qualify for a particular position with a particular company or organization. You need to CUSTOMIZE each letter to each individual position

q  Including negative information

Don’t include any information that is negative, whether it is about yourself and your skills (or lack of); a previous employer; the organization or position you’re currently applying for

q  Lying or Embellishment

Don’t lie or embellish facts at all!! This should be an obvious one, yet people still do it q  Including personal information about you

You cover letter should NEVER contain any information about your personal, non-work life q  Using a non-professional tone

Make sure that your letter is written in a professional manner. Do not use metaphors, clichés, or slang. Your letter should NOT read as you would speak to a friend

The Thank You Note

** Make notes to yourself right after the job interview on what you want to highlight**

n  This thank you note is your opportunity to sell yourself and add more information that you may have neglected to say at the job interview

n  Demonstrate that you are a polite and considerate potential employee n  Serve as reinforcement to the employer n  remind an employer that you are indeed enthusiastic about the prospect

of working for his/her organization n  Should arrive a day or two after that interview n  Thank you letters should be brief, to the point, and error free

Your Address Date Employer Name Employer Address Dear ______: I enjoyed speaking with you on _(DATE) _. The information you shared with me regarding the Name of the Position at Name of the Company was very informative, and I look forward to the possibility of applying my education and experience at your firm. If I can provide you with additional information, please let me know. I look forward to hearing from you soon. Sincerely, (Your Signature) Your typed name

References n  What is a reference? n  How many is necessary? n  Types of References n  type of information to include n  How to ask n  How to follow up n  Letters of Recommendation

What is a reference?

n  Someone who knows you well through a job, class or organization

n  Able to discuss your job related qualifications, skills and

work habits n  Tailored the job in which you are applying

n  Included on a separate page from your resume but with the same format (contact info, font, sizes, etc.)

How many is necessary?

n  Depends on employer n  3-5 is the average

Types of References n  Professional

n  Most valuable to a potential employer n  Can provide specific work abilities and qualifications n  Best to come from a direct supervisor

n  Academic n  Professors can attest to your knowledge base and study habits n  Necessary for graduate school n  Great for current students and recent college graduates

n  Personal n  Not recommended unless specifically asked n  Friends, Neighbors and other acquaintances n  Can attest to your values, morals and integrity n  Not weighed as heavily as other 2 types

information To include n  Full Professional Name n  Title, office or organization n  Address – city, state and zip code n  Telephone number n  Email address

How to ask for a reference

n  Arrange a meeting to discuss your request

n  Do not hand a form to your reference and expect him/her to fill it out

n  Explain why you are asking the particular

person to serve as a reference n  Ask if he/she would feel comfortable giving

you a favorable recommendation and discussing your skills, qualifications, etc.

n  Tell your potential reference the type of position/graduate program you are looking for

n  Provide a copy of your resume

n  provide current information n  help your reference speak more knowledgeably

about you n  Provide job descriptions if possible or

specific details about the company and position

follow up with your references

n  Always write a thank you note to each person who serves as your reference

n  Keep them informed of your

application progress

Letters of Recommendation

n  May or may not be required n  Good idea to bring to an interview n  Identifies your skills and qualifications

related to the job in which you are applying

n  Do not date n  Can be generic or specific

Follow-up Letters

n  Keep track of all positions in which you apply n  If you do not hear back from a company within 2-3 weeks,

send them a follow up email, letter or place a phone call to make sure that they have received your application materials

n  This will reiterate your interest and keep your name on the

radar if they have not started the application process n  If they have selected a candidate it will still make your

name stand out in a GOOD way for any future openings within that company

Your Address Date Contact Name Company Address Dear _______: I am writing to follow-up on the hiring process for the position of ____________. I am still interested in the position if you have not yet found a suitable candidate. Any updated information that you have regarding the hiring process for this position would be greatly appreciated. Sincerely, (Your Signature) Your Typed Name

Letter of Acceptance

n  It is a good idea to send a written letter when you accept an position

n  it should be typed, to the point and error

free

Your Address Date Name Company Address Dear _______: I am very pleased to accept your offer _State offer _ as outlined in your letter dated ________ . (Include all details of offer- location, starting salary, starting date). I look forward to meeting the challenges of the job and I will make every attempt to be successful in fulfilling your expectations. Sincerely, (Your Signature) Your Typed Name

Letter Declining An Offer

n  Every job searchers dream is to receive numerous job offers

n  If you find yourself in the position of

receiving more offers than you are interested in, you will need to decline all of the unwanted positions in a professional manner

n  You never know if you will try to get a

position with that company again in the future

Your Address Date Contact Name Company Address Dear _______: After considerable thought, I have decided not to accept your offer of employment as outlined in your Date letter. This has been a very difficult decision for me. However, I feel that I have made the correct decision at this point in my career. Thank you for your time, effort and consideration. Your confidence in me is greatly appreciated. I wish you much success in finding a suitable candidate. Sincerely, (Your Signature) Your Typed Name

Letter of Resignation n  When you are ready to leave a position, you need

to put it in writing n  You can’t say “I Quit” and leave n  The letter that you provide should be brief and

professional n  You may wish to state a reason for leaving

n  Personal reasons n  you are relocating n  you have been offered another job

Your Address Date Name Address of Company Dear ________: Please accept this letter of resignation effective Date You Will Be Leaving Position. After careful thought, I feel that this is the best career move for me at this time. I appreciated working with you at Name of Organization. It has been rewarding and fulfilling experience. Sincerely, (Your Signature) Your Typed Name

Email all employer correspondence to us for a

review and critique:

jobs@newhaven.edu

Questions??

Career Development Center Bartels Student Activity Center

(203) 932-7342 jobs@newhaven.edu