Cover Letters and Other Correspondence - Career...

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Cover Letters and Other Correspondence Career Development Center Bartels Student Activity Center 932-7342 [email protected]

Transcript of Cover Letters and Other Correspondence - Career...

Page 1: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

Cover Letters and Other Correspondence

Career Development Center Bartels Student Activity Center

932-7342 [email protected]

Page 2: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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)

Page 3: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 4: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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!

Page 5: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 6: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

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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

Page 8: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

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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

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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

Page 11: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 12: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 13: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

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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.)

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How many is necessary?

n  Depends on employer n  3-5 is the average

Page 16: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 17: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

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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.

Page 19: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 20: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 21: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 22: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 23: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 24: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 25: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

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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

Page 27: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 28: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 29: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

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

Page 30: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

Email all employer correspondence to us for a

review and critique:

[email protected]

Questions??

Page 31: Cover Letters and Other Correspondence - Career Centerunhcareercenter.com/.../resume-cover-letters/cover-letters-and-other-correspondence.pdfCover Letters and Other Correspondence

Career Development Center Bartels Student Activity Center

(203) 932-7342 [email protected]