When submitting
a resume, you must have a cover
letter that introduces you, states the job you are applying for, and
adds depth
and a personality to the qualifications on your
resume.
Your task in writing this letter is to convince your
reader that you are an
outstanding
candidate for that specific position. The goal of the letter is to get
an
interview.
Even
if you
are a modest person, your must show why that
company will benefit from hiring you. Hows else can the company know
unless you tell them? You should demonstrate that you
have all the for
the job. Don't
overlook any of the job duties and required qualifications mentioned in
the job listing.
They are put there for a reason. Address them directly
and, if possible, in
list format.
Your
letter must be proofread carefully. Guaranteed:Candidates who submit a
letter or resume with a single grammatical or
mechanical mistake will be the first to hit the round file.
Opening
Section of the
Letter
If you have
had personal contact with someone in the company
or if you have been invited to apply, mention that in the opening
sentence or
two.
Indicate
the
title of the specific job you are applying for
and the source of your information. Did you see the job listed on at a
job fair or in the newspaper?
Summarize
your qualifications and state clearly what you can offer this company.
Middle
Section of the
Letter
Here you make strong, point-by-point
connections between your qualifications and
the job description.
Expand
on
your experience, education, and qualifications, and add background that
enhances your appeal as an employee but that isn't evident in the
résumé. For
example, if leadership or supervision skills are important and you
indicate
that you held an elected office in a volunteer group, note
that
you won by a wide majority in a large field of candidates. Doing so
will show that
you are liked by people, seen as a leader, and stand
out in a
crowd.
Closing
Section of the
Letter
Conclude with
an action step. What do you want your reader
to do? Contact you? If so, how can you be contacted? Are you available
to come
for an interview? When?
Thank
the
reader for considering your resume.
Indicate
below your signature that the resume is enclosed.
At the left border/margin, under your name, note an enclosure.
Your StreetAddress City,
State Zip Code
Telephone Number
Email Address
Month,
Day, Year
Mr./Ms./Dr.
FirstName LastName
Title
Name of Organization
Street or P.O.BoxAddress City,
State Zip Code
Dear Mr./Ms./Dr.
LastName:
Opening
paragraph: State why you are writing; how you learned of
the
organization or position, and a summary of your qualifications.
2nd
paragraph: Tell why you are interested in the employer or
type of work
the employer does (Simply stating that you are interested does not tell
why). Demonstrate that you know enough
about the
employer or position to relate your background to the employer or
position. If possible, use a bullet list to mention specific
qualifications which make you a good fit for the job requirements
listed in the job description. Refer to the fact that your resume is
enclosed. Mention other
enclosures if such are required to apply for a position.
3rd
paragraph: 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. State what you will do to follow up, such as telephone
the
employer within two weeks. If you will be in the employer’s
location and could
offer to schedule a visit, indicate when. State that you would be glad
to
provide the employer with any additional information needed. Thank the
employer
for her/his consideration.
Sincerely,
(Your
handwritten signature)
Your
name typed
Enclosure(s)
(refers to resume, etc.)
(Note:
the contents of your letter might best be arranged into three sections.
Consider what you need to say and use good writing style. See the
following
examples for variations in organization and layout.)
Cover Letters: Types
and Samples
The
guidelines
here apply to both
hard copy correspondence
and email. (To decide which to use, see email in
your job search.)
The main difference between email and hard copy correspondence is
format: your
signature block (address, etc.) goes below your name in email, while it
goes at
the top of the page on hard copy. Of course you won't have a
handwritten
signature on email, but don't forget this on hard copy.
All
cover letters should:
O Explain
why you are
sending a resume:
Don't send a resume without a cover
letter. Don't
make the reader
guess what you are asking for; be specific: Do you want a summer
internship
opportunity, or a permanent position at graduation; are you inquiring
about
future employment possibilities?
O Tell
specifically how
you learned about the position
or the organization:
A flyer posted in your
department, a web site, a
family friend who works at the organization. It is appropriate to
mention the
name of someone who suggested that you write.
O Convince
the reader to
look at your resume:
The cover letter will be seen first. Therefore, it must be very well
written
and targeted to that employer.
O Call
attention to
elements of your background: Education,
leadership, experience that are
relevant to a position you are
seeking. Be as specific as possible, using examples.
O Reflect your attitude,personality,
motivation, enthusiasm, and communication skills.
O Provide
or refer to any
information specifically
requested in a job advertisement that might not be
covered in your
resume, such as availability date, or reference to an attached writing
sample.
O
Indicate
what you will
do tofollow-up:
In a letter
of application — applying
for an advertised opening — applicants often say something
like "I look
forward to hearing from you." However, it is better to take the
initiative
to follow-up, saying something like, "I will contact you in the next
two
weeks to see if you require any additional information regarding my
qualifications."
In a
letter
of
inquiry — asking about the possibility of an
opening — don't assume
the employer will contact you. You should say something like, "I will
contact you in two weeks to learn more about upcoming employment
opportunities
with (name of organization)." Then mark your calendar to make
the
call.
1000 Terrace View Apts.
Blacksburg, VA 24060
(540) 555-4523
stuvw@vt.edu
March 25, 2003
Mr. John
Wilson
Personnel Director
Anderson Construction Company
3507 Rockville Pike Rockville,
MD20895
Dear Mr.
Wilson:
I read
in the March 24th Washington
Post classified section of your need for a Technical Writer
for one of your Washington, DC, area
sites. I will be
returning to the Washington
area after graduation in May and believe that I have the necessary
credentials
and experience for the project.
I have
worked at various levels in the construction industry every summer
since the 8th grade. As you can see from my resume, I worked several
summers as
a general laborer, gradually moved up to a carpenter, and last summer I
worked
as assistant construction manager on a 100 million dollar job.
In
addition to this practical experience, I will complete requirements for
my Technical Communications degree in May. As you may know,
Virginia Tech is
one of the few universities in the country that offers such a
specialized
degree for the construction industry. I am confident that my
communications degree, along with my years of construction industry
experience,
make me an excellent candidate for your job.
The
Anderson Construction Company projects are familiar to me, and my
aspiration is to work for a company that has your excellent
reputation. I
would welcome the opportunity to interview with you. I will be
in the Washington
area during
the week of April 12th and would be available to speak with you at that
time.
In the next week to ten days I will contact you to answer any questions
you may
have.
