Cover Letter Workshop

Career Development Centre 2014 - 2015

Learning Objectives • To understand the need for a cover letter

• To know what makes a cover letter effective to

strengthen job applications

• Become aware of the cover letter resources available through the Career Development Centre to assist in your job search

Purpose of a Cover Letter 1. Introduce yourself

2. Indicate your reason for sending the letter

3. Demonstrate your interest and suitability

4. Expand on information presented in the resumé

and why it adds value to the company and to the target job

When do you think the cover letter is most often reviewed? The majority of employers read the cover letter after an initial review of the resumé

An Effective Cover Letter…

• Is targeted to the job, industry and employer

• Demonstrates your suitability by showing that you know and understand your qualifications as they relate to the job

• Shows the employer you understand how you will make a tangible contribution to the organization

• Focuses on what you will do on the job in the future; not what you have done in past jobs

This Means You Must: • Do your research on the industry and organization, and

individually target each application • Understand the key job requirements • Know your most relevant qualifications • Do not simply restate a lot of details from your resumé –

expand and connect • Focus on a few key points, perhaps 3-5 key themes or

qualifications • Do not try to explain everything from your resumé • Do not try to cover every requirement from the posting

3 Parts of an Effective Cover Letter

Part I

Part II

Part III

Appearance

Organization

Content

Effective Cover Letter

Part I: Appearance

ANITA JOBB anitajobb@gmail.com ♦ http://www.linkedin.com/in/anitajobb

222 Oakbluff Lane ♦ Waterloo, ON 591.555.5555

February 15, 20XX

Juvenile Diabetes Research Foundation 2550 Victoria Park Avenue, Suite 800 Toronto, ON M2J 5A9

Dear Hiring Committee:

I am writing in response to your advertisement on Charity Village for the position of Human Resources Assistant. As a Communications student with a background in recruitment, experience in Human Resources roles and outstanding communication skills I believe I will be able to assist your team in creating Human Resources practices that will provide an employee-oriented culture that emphasizes quality, productivity and standards of a superior workforce.

I will be graduating in June 20XX from Wilfrid Laurier University where I participated in multiple opportunities demonstrating relevant skills to this role. As an executive member of the WLU Human Resources Network and Students’ Union Recruitment committee as well as a Student Member and Conference volunteer for HRPAO, I gained and demonstrated knowledge of HR administration and the recruitment and selection process through the planning of relevant events and resources. I believe I will be able to quickly integrate this knowledge when administering programs and assisting with the screening process at JDRF.

My experience as a Peer Advisor provided me the opportunity to consult with others on the development of their resumés, assist with interviews and implement marketing campaigns to recruit new volunteers. My familiarity with both resumé development and interview screening will be an asset when designing job postings and making recommendations on qualified candidates for further screening. I was complimented by my supervisor for having strong organizational skills and for taking initiative. I know my drive and ability to make connections with other will enable me to make an impact at the front end of the job, but I also understand how to effectively prioritize tasks, balance staff interactions, paperwork, and develop new initiatives.

I believe these qualifications combined with a strong demonstrated ability to develop excellent relationships with colleagues will be of interest to you in the selection process. I would appreciate the opportunity to discuss employment possibilities with you at your earliest convenience. Thank you for your consideration.

Sincerely,

Anita Jobb

Appearance

√ Consistency between resumé and

cover letter formats

√ Header style matches your resumé

Appearance

√Margins: be consistent and leave white space

√ Font: selective use of colour and same font as

resumé

JOSEPH LEE josephlee@gmail.com ♦ http://www.linkedin.com/in/stevenlee 222 Oakbluff Lane ♦ Waterloo, ON ♦ 591.555.5555

September 1, 20XX Human Resources Department Ontario Association of Professionals Dear Hiring Manager,

I am very interested in applying for the Community and Government Relations Assistant summer internship position that was posted on Laurier Navigator. As a political science student with experience organizing non-profit fundraisers and managing volunteers, along with a background in office administration tasks, I feel that your needs and my skills are an excellent match. Please note the following additional qualifications:

• Recruited and managed 3 volunteer teams to staff small and large scale

successful fundraising events. Selected past fundraisers include: food drives, sporting events

• Coordinated conferences and seminars on behalf of the Laurier Political Science Association

• Experience performing office administration tasks while providing excellent customer service

• Hosted information sessions at local community centres and universities to promote the mandates of non-profit organizations

• Proficient using Microsoft Office and SPSS • Proven writing abilities as indicated by excellent professor and supervisor

feedback

Thank you for your time and consideration. I would welcome the opportunity to meet with you to further answer any of your questions and to present my qualifications in person. I look forward to speaking with you soon. With appreciation, Joseph Lee

Part II: Organization

What to include?

50% of Canadian employers said their ideal length for a cover letter is one page and 37% said they prefer half a page

Format Introductory paragraph • Introduction and greeting; goal is to grab the employer's

attention and interest Middle paragraphs (4 layout options) • Persuade the employer that you have the specific

skills/qualifications/experience • Show your research and how your qualifications fit with the

job • Connect examples to the target job Closing paragraph • Thank the employer and request an interview with

confidence

1. Paragraph Layout 2. Bolded Points

Additional Layout Options 3. Skills Match 4. Bulleted Points

JOSEPH LEE josephlee@gmail.com ♦ http://www.linkedin.com/in/stevenlee 222 Oakbluff Lane ♦ Waterloo, ON ♦ 591.555.5555

September 1, 20XX Human Resources Department Ontario Association of Professionals Dear Hiring Manager,

I am very interested in applying for the Community and Government Relations Assistant summer internship position that was posted on Laurier Navigator. As a political science student with experience organizing non-profit fundraisers and managing volunteers, along with a background in office administration tasks, I feel that your needs and my skills are an excellent match. Please note the following additional qualifications:

• Recruited and managed 3 volunteer teams to staff small and large scale

successful fundraising events. Selected past fundraisers include: food drives, sporting events

• Coordinated conferences and seminars on behalf of the Laurier Political Science Association

• Experience performing office administration tasks while providing excellent customer service

• Hosted information sessions at local community centres and universities to promote the mandates of non-profit organizations

• Proficient using Microsoft Office and SPSS • Proven writing abilities as indicated by excellent professor and supervisor

feedback

Thank you for your time and consideration. I would welcome the opportunity to meet with you to further answer any of your questions and to present my qualifications in person. I look forward to speaking with you soon. With appreciation, Joseph Lee

Part III: Content

3 Types of Cover Letters 1. Responding to a specific job posting 2. Referral by another person 3. Prospecting (inquiring about potential

positions)

Your application is 85% more likely to be read if you have had previous contact with

the prospective hiring authority.” - The Job Search Solution - Tony Beshara

Do you know the addressee’s name? YES • Begin with a personal

greeting: Dear or To • Use a proper title: Mr. or Ms.

or Dr. • If you do not know the

person’s gender, use the first and last name (do not guess at gender): –For example, To Robin

Smith, or, Dear Robin Smith

NO • Can call the company to

discern exact name of screener

• Address your letter to a specific position or committee. For example: ‘To the Director of Human Resources’ or ‘Dear Hiring Committee’

• Use ‘Dear Sir/Madam’ or ‘To Whom it May Concern’

Keys to the Opening Paragraph • The name of the

position or department • How you learned of the

opportunity (i.e., referral)

• One or two key qualifications to grab employer’s attention

• Why you are interested in this position or organization (be brief)

Responding to a Specific Posting

Prospecting

Keeps the ball in his court

Body Paragraphs

What are you trying to do in this section?

• Demonstrate that you know the key components and functions of the job

• Present your relevant and transferable skills and connect them to the job

This section may contain 2 to 3 paragraphs

Options For Paragraph Organization

Option 1: Organized based on what you offer Discuss the relevance of your education and/or training

• Discuss the relevance of your experiences (paid/unpaid)

Option 2: Organized based on the job’s demands Example: • Customer/client management needs of job • Technical/administrative needs of job

Do not repeat specific details and facts from your resumé

Selling Education • Mention specific, relevant skills you developed or

knowledge you acquired during your education (do not list your courses)

• Focus on your applied knowledge and its relevance – do not focus on the fact that you learned something – Do not say “During my studies, I learned . . . .” – Instead, say . . . “My knowledge of ___________

(finance or child development, etc.) includes . . . .” or “I understand the importance of _______.”

Selling Qualifications When discussing specific skills/qualifications: • Do not simply list a number of skills and claim to have them • Do provide relevant, specific examples of key skills • Do indicate that you understand how the key skills are relevant or

how they will be used on the job: Example: “My background working with the public has provided

me with the skills to effectively manage customer inquiries and relationships. My ability to listen and explain information with

clarity and enthusiasm makes the customers feel welcome. This will be a benefit to your organization when you seek to increase

repeat customer business.”

Selling Experience When discussing previous work experiences: • Mention specific relevant skills you developed, but do not

focus on the exact job where you developed them – For example, if you had previous experience working as

an assistant manager at a retail store, you do not need to list the job title and name of the store.

– You could say . . . “As a result of my previous experience working in retail managing complaints from the public,

I have a solid understanding of…”

Connecting Experience to the Job

Tell the reader how your skills will aid you in succeeding at the requirements of the job you are trying to secure Example: Server in Restaurant Seeking Entry-Level Marketing Position “In addition to my marketing coursework, I have employed marketing and customer-service skills in the restaurant field. In my most recent position, I marketed appetizers, desserts, and other add-ons to customers and added value to their dining experience. I would like to apply the same sales savvy and interpersonal skills in the marketing position with your firm.”

Connecting Experience to the Job Tell the reader how your skills will aid you in succeeding at the requirements of the job you are trying to secure: Example: Resident Don Seeking Sales Position “I am very excited about contributing my talents in the field of professional selling. I have served as a resident advisor for two years, and I was very surprised at how much selling goes on. I have learned quickly that the more you know about your customer, your product, and how to adapt to each situation, the easier the sale becomes. My success in understanding client needs results in effective selling to stakeholders. This makes me an ideal candidate for your sales team.”

Closing Paragraph • Avoid being too repetitive, bland or generic

• Show your understanding of yourself and the job by selecting

insightful points

• Summarize 2 or 3 key, unique points

“I am very interested in using my skills in co-ordination and planning, in particular my ability to identify opportunities and generate public interest to assist your team as an . . . .”

Closing Paragraph Express your interest in meeting with the employer

Advertised position: invite the employer to contact you: “I believe my qualifications, in particular my understanding of __, in combination with my excellent ___ skills, will be of interest to you

in the selection process. I would appreciate the opportunity to meet and discuss this position at your earliest convenience.”

Unsolicited application: invite the employer to contact you but indicate that you will reach out within a time frame:

“I will be in Toronto on Sept 2nd. Would it be possible to arrange an opportunity to meet? I will contact you early next week to arrange a convenient time. If you have any questions, please contact me.”

OR

Final Tips • Always target your letter to an organization and a specific

job or department

• Your letter should compliment and build from your resumé

• Your letter should reflect you (your style, language and personality)

• Ensure your letter is error free

• Always follow-up on every letter you send

Career Resources • Resumé and Employment Letters Guidebook wlu.ca/career

• Resumé & Cover Letter critiques

– in-person, telephone, email or skype

• Resumé & Cover Letter proofreading service after a critique appointment

• For quick questions, visit our drop-in, (Monday to Thursdays, 1 – 3 p.m.)

Connect With Us! 519.884.0710 x4495 careercentre@wlu.ca wlu.ca/career facebook.com/lauriercareercentre linkedin.com (Laurier Career Centre Network) @WLUCareerCentre