Cover Letters Cover Letters Find the Right Words

8/12/2019 Cover Letters Cover Letters Find the Right Words

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Cover Letters: how to findthe right words


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careers.monash.edu 2

Types of Cover LettersResponding to advertised vacancy

Applying for work based learning

Requesting internships

Referral letter

Cold Calling

Expression of interest

Applying for work overseas


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Your letter should answer the followingWhat do you want to happen as a result of this letter?

Why do you want to work for this employer in this job?

Why should the employer hire you?

Do your skills/education/experience match the selectioncriteria?


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Your letter shouldMake the employer want to read your resume and find out moreabout you

Be specific about how you meet the job requirements

Link your career aspirations to the employer or industry

Follow the employers instructions

Be polite, formal, confident and respectful

Be truthful


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Your Cover Letter should NOTBe a generic letter you send out with all applications

Have any spelling or grammar errors

Have attachments that were not requested

Begin every sentence with I

Use unprofessional e-mail contact details

Use negative expressions


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Before starting your cover letter

Research the organisation so you canpersonalise your letter

Review the selection criteria of the positionand make a list of what the employer wantsBrainstorm examples of when and how you

have demonstrated the specific criteriaBe aware of your career goals


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Identifying what the employer is seekingMake sure you address what the employer is seeking

Know and understand the difference between the Duties orResponsibilities of the role, and what the Requirements or the

Selection Criteria are for the position

Demonstrate a genuine interest in and understanding of thecompany and the role it is very obvious to employers if youhave just changed the contact details and organisation

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Identifying requirements

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Responsibilities

SelectionCriteria


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Information to includeYour name and contact details

Date

Details of company to which you are applying

Appropriate forms of address e.g. Dear Mr/Ms/Mrs or DearSir/Madam

Reference number and full position title

Content of the letter (4-5 paragraphs) Appropriate closure and signature

Enclosure / Attachments


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Cover letter layout

Conventional business style format (everythingaligned to the left)

Keep it brief (4-5 paragraphs)

Appropriate addressing

Current date

One page

Easy to read text (eg Arial, Times New Roman 10-12pt )


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Jenny Smith2/301 Wellington Rd, Clayton, Victoria, 38000400 123 456, [email protected]

9 January 2012

Ms I NeedthejobHuman Resources Department

Acme Engineering3400 Princes Hwy, Melbourne Vic 3000

Dear Ms Needthejob

Re: Graduate Civil Engineer, (Position Reference Number- 16255)

After talking with your Human Resources representative, Marjorie Smith, at the Monash University Graduate Careers Fair, Iwould like to apply for a position within your Graduate Engineering Program. Currently, I am in my final year of a Bachelor ofEngineering (Civil) at Monash University and believe my skills and experiences are well suited to a position as a GraduateEngineer at Acme Engineering.

Acme Engineering is a company of particular interest to me due to the opportunity to be involved in completing projects such asthe Monash Freeway Upgrade and the Frankston Bypass safely, on time and within budget. I would enjoy the challenge ofworking within a graduate program that incorporates rotations through the Research and Development, Procurement and Risk

Analysis departments.

Through my studies at Monash, I have learnt analysis, design and management techniques in each of the four streams in civilengineering: including geotechnical, transport and traffic, water and structural engineering. The course has focused on tacklingreal engineering problems and incorporated twelve weeks of industrial placement which I undertook with VicRoads. During myplacement I worked on the M80 upgrade where I was able to apply my theoretical knowledge of occupational health and safety,environmental management, risk management and customer service principles. In addition, my conceptual and analytical skillswhen assessing complex technical issues and the ability to demonstrate independent judgment was proven.

As assistant shift supervisor with Fine Food Supermarket, I am required to prepare rosters, arrange shelf space, assistcustomers with their enquiries and provide back-up to the cashiers and storeroom staff. By working collaboratively withmanagement and staff, I have demonstrated my written and verbal communication skills, ability to plan, set and achieve goalsand expertise with staff training and support. Additionally, during my role as a volunteer instructor with VICSwim, I havepresented community education programs to raise awareness of water safety and conducted swimming classes for individualsand groups. These activities have developed my skills in public speaking, organising and taking responsibility for managing anactivity program.

Thank you for considering my application. Enclosed is a copy of my resume and academic transcript. I would welcome theopportunity to discuss my application with you in more detail at an interview.

Yours sincerely

Jenny Smith
mailto:[email protected]:[email protected]


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Appropriate AddressingEdward Employee6 Job-Seeker WayMelbourne Vic [email protected]

9 January, 2012

Mr Ian NeedthejobHuman Resources DepartmentEngineering is UsPrinces HwyMelbourne Vic 3000

Dear Mr Needthejob,

~~~~~~~~~~~~~~~~~~~~~~~~

Yours sincerely

Edward Employee6 Job-Seeker WayMelbourne Vic [email protected]

9 January, 2012

Recruitment ManagerHuman Resources DepartmentEngineering is UsPrinces HwyMelbourne Vic 3000

Dear Sir/Madam

~~~~~~~~~~~~~~~~~~~~~~

Yours faithfully


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The body of your Cover Letter..

1st ParagraphExplanation of purpose of letter and brief introduction (notpersonal introduction, education focus)

2nd ParagraphExplain why you want to work for that employer and express

interest in the specific job role


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The body of your Cover Letter..

3rd & 4th ParagraphsDetail your relevant technical and generic skills, experience andpersonal attributes (these should match the employers

requirements). Explain how you developed or demonstrated yourskills and knowledge

5th ParagraphFinish on a positive note, and express interest in meeting atinterview

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Paragraph One

Why are you writing? What is the purpose of yourletter? What are you studying?

Explain the purpose of your letter Confirm the position you are applying for Mention having met the person or a mutual

contact if possible Confirm your qualifications or a brief specific

outline about the degree you are studying, andwhat year you are in


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Paragraph One example

Responding to an advertisement

Please accept my application for the position of SocialWorker, Acute and Non Admitted, Reference number NSS09,

at Peninsula Health, as advertised on Monash UniversityCareer Gateway on January12, 2012. In support of myapplication I have attached a copy of my resume and detailsof three referees as requested.


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Paragraph One exampleCanvassing for employment (expression of interest)

As a fourth year Chemical Engineering student at MonashUniversity, I write to express my interest in any workopportunities with Life Source Water during the period ofJanuary March 2012. I am particularly interested in yourcompanys progressive approach to water management. Myfinal year project investigating the environmental impact ofwastewater services in the Lower Valley region developed skills

that I believe will benefit your organisation .

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Paragraph One examples

Referral: After recently speaking with Sally Scientist at the 2012 MonashGradFest, it is with great enthusiasm I am submitting my resume

for the Environmental Science Intern Program at MonarcEnvironmental. I am in my penultimate year of a Bachelor ofScience at Monash University and am particularly interested inthe five year commitment to educating industry on waste controlproject on which Monarc Environmental has recently embarked.


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Paragraph Two

The Win Theme paragraph - simple, specific andunique reasons why you should be given this jobwhich relate to the employer

Demonstrate to the employer a genuine interest inthe organisation and the job (do not simply cut andpaste from their website)

Demonstrate your enthusiasm and motivation forapplying for the position


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Paragraphs Three and Four Address the criteria that the employer has specificallyrequested here

Provide justification of your skills with evidence from study,employment or other experiences

Demonstrate to the employer how your skills, employment,experience etc are a match to the position requirements


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Final Paragraph and Closure

Include 2 key messages:

A statement of appreciation to the reader A request to meet them in person

Keep a positive, succinct and action oriented tone

Promise and deliver: If you state you will call to follow up your

application, make sure you do


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Lets look at a sample. http://www.careers.monash.edu.au/students-grads/apply-for-a-

job/cover-letters.html

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http://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.htmlhttp://www.careers.monash.edu.au/students-grads/apply-for-a-job/cover-letters.html


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Appropriate Vocabulary Avoid using technical vocabulary or jargon, unless it is referredto in the job ad and you are sure the reader will understand

Use specific examples, and provide strong quantitativeevidence to support the example (eg I increased sales by 30%,I received a high distinction, The project for which I wasresponsible came in $20000 under budget)

Use verbs in the active voice (eg I organised this exhibition, Ifacilitated the training, I spoke to the customer)

Avoid starting every sentence with I, be creative anddemonstrate your written communication ability


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Action Verbs

Reference: http://www.englishclub.com/business-english/resumes-vocab.htm


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What not to doHave a cover letter with a poor overall appearance

Have grammatical and punctuation errors, and misspelledwords

Ramble keep your cover letter focused and conciseBe completely self-focussed - focus on the needs of theemployer NOT you

Use bland, boring text and have every sentence starting with I

Grossly exaggerate your abilities and experiences

Use an aggressive, pushy tone

Self deprecate and point out your weaknesses


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Using e-mail- whats the difference? Continue to use Dear Sir/Madam as a form of address to thereader or Dear Mr SURNAME / Ms SURNAME

Still need to demonstrate your match to the selection criteria

Write for on-screen readability (send a copy to yourself first tocheck the format)

Put your contact details address under your signature

Use pdf for attachments, unless the employers instructions ask

otherwise.


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Dear Sir/Madam

Paragraph One - Intro

Paragraph Two - Interest in position / companyParagraph Three Technical skillsParagraph Four Transferable skillsParagraph Five Close

Yours faithfully


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Applying onlineIf there is an option, do submit a tailored cover letter

You may need to complete an online job profile

Read the directions for the service you are using each

website is likely to be differentYou may be able to cut and paste your cover letter into a textbox or you may be able to attach as a .pdf, .docx, .doc etc

If you are cutting and pasting, write in a word processing

program first so you can spell check and proof readBe mindful of your formatting, remembering to check once youhave pasted that it still looks ok


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Copy and paste thetext of your letterhere

Upload your coverletter here


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Accompanying key selection criteriaGenerally essential as part of Public Sector and Tertiary jobapplicationsPrepare as a separate documentRespond to each individual criterion, writing at least 1 to 2

paragraphsExplain how you have demonstrated the particular skill orquality in relation to the stated selection criteriaUse the STAR technique to respond (specific and relevantexamples that are results oriented)

Address each part of the criterion


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Example

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Online Application FormsTake time to read and ensure all sections are completedaccurately

Used as a comparative tool for applicants

Provide labour market information/indicatorsForms/questions may include:

Job preferences Competency questions

Open questions Values questions Other information such as contact details,

employment/education history, achievements etc


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Final TipsKeep your language clear, concise and to the pointDo not plead- If only you would give me a chance

Do not put your self down Although I am only a XXXstudent

Be credible - there is no need to exaggerate or lie

Keep your cover letter to 1 page

Write a new cover letter for every job for which you are applying

target to the employer and their needsIf you dont know the company talk about your fit for the specificindustry or job for which you are applyingWhen responding to a recruitment agency, refer to your client


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International applications - examples of differences

France: many companies request a hand written application letter

India: you might mention the personal information at the end of the CVinstead of at the beginning

US: Prospective employers dont want to be accused of discriminationand therefore will often return to sender applications that includepersonal details such as age, sex, marital status, a photo

Germany: CV is usually in strict chronological order with a photo andsignature on the bottom right.


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Resources

GoinGlobal http://careers.monash.edu.au/going-global/

Information on employment and industry trends for differentcountries

Job vacancies, internships and recruitment opportunities -postings updated daily for over 100 countries

Directory of key global employers, including contact information

Country-specific information on applications, resume andinterview techniques

Insider tips on visas, work permits, financial and culturalconsiderations
http://careers.monash.edu.au/going-global/http://careers.monash.edu.au/going-global/http://careers.monash.edu.au/going-global/http://careers.monash.edu.au/going-global/


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Get feedback on your job applicationWe can check your resume, cover letter, selection criteria, online andscholarship applications and provide you with feedback to help youimprove your job applications.

Drop-in service, 10am Mon-Fri

Be on time, limited spots available and students are seen in order ofarrival.

Bring:

your student ID card A printed copy of your resume or cover letter - we spend up to 10

minutes checking one document per visit A printed copy the job advertisement and/or position description

(if applicable and available)

www.careers.monash.edu 37


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Email serviceYou may prefer to email your resume or cover letter. We can check 2documents for you each semester.

Email us from your student email address and include the following:

First and family names

Student ID number Details of the job you are applying for (eg. position, organisation,

key selection criteria) Attach your resume and/or cover letter as a Word document and sendto [email protected]

We will email you a completed checklist with feedback. We aim tosend this within 3 working days, but it may be longer during periods ofhigh demand.

www.careers.monash.edu
mailto:[email protected]?subject=Resume%20Feedback&body=Student%20ID%20number:First%20name:Last%20name:Job%20position:Organisation/Recruitment%20company:Copy%20and%20paste%20the%20Key%20Selection%20Criteria%20from%20the%20job%20advertisement%20in%20the%20space%20below:mailto:[email protected]?subject=Resume%20Feedback&body=Student%20ID%20number:First%20name:Last%20name:Job%20position:Organisation/Recruitment%20company:Copy%20and%20paste%20the%20Key%20Selection%20Criteria%20from%20the%20job%20advertisement%20in%20the%20space%20below:mailto:[email protected]?subject=Resume%20Feedback&body=Student%20ID%20number:First%20name:Last%20name:Job%20position:Organisation/Recruitment%20company:Copy%20and%20paste%20the%20Key%20Selection%20Criteria%20from%20the%20job%20advertisement%20in%20the%20space%20below:mailto:[email protected]?subject=Resume%20Feedback&body=Student%20ID%20number:First%20name:Last%20name:Job%20position:Organisation/Recruitment%20company:Copy%20and%20paste%20the%20Key%20Selection%20Criteria%20from%20the%20job%20advertisement%20in%20the%20space%20below:


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Our Caulfield Location

Building S, Level 3

Tel: +61 03 9903 2114

Email: [email protected] Web: www.careers.monash.edu

Join us on Facebook(www.facebook.com/MonashECD )
mailto:[email protected]://www.careers.monash.edu/http://images.google.com.au/imgres?imgurl=http://www.stolaf.edu/services/hr/facebook_logo.png&imgrefurl=http://www.stolaf.edu/services/hr/jobs/&usg=__XPO0g_RcuJGmzYIhV2ATZygVS3I=&h=311&w=311&sz=54&hl=en&start=2&zoom=1&itbs=1&tbnid=b_65DXkKSdvnIM:&tbnh=117&tbnw=117&prev=/images?q=facebook+logo&hl=en&gbv=2&tbs=isch:1http://www.careers.monash.edu/http://www.careers.monash.edu/mailto:[email protected]


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Our Clayton Location

Ground Floor

Campus Centre, (Building 10W)

Tel: +61 03 9905 4170

Email: [email protected]

Web: www.careers.monash.edu

Join us on Facebook(www.facebook.com/MonashECD )
mailto:[email protected]://www.careers.monash.edu/http://images.google.com.au/imgres?imgurl=http://www.stolaf.edu/services/hr/facebook_logo.png&imgrefurl=http://www.stolaf.edu/services/hr/jobs/&usg=__XPO0g_RcuJGmzYIhV2ATZygVS3I=&h=311&w=311&sz=54&hl=en&start=2&zoom=1&itbs=1&tbnid=b_65DXkKSdvnIM:&tbnh=117&tbnw=117&prev=/images?q=facebook+logo&hl=en&gbv=2&tbs=isch:1http://www.careers.monash.edu/mailto:[email protected]

Cover Letters Cover Letters Find the Right Words

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