Argus Technical Services-C.L. What is a Cover Letter?

What is a Cover Letter?

WHY SHOULD I WRITE A COVERING LETTER?

The key objectives of a cover letter are to: -

Inform employer of your interest in the job
Persuade employer of your suitability for the job
Make you look professional
Build good will
Obtain an interview
Write the structure of your interview
Demonstrate your writing and research skills
Offer a little window into your personality

GENERAL TIPS

Do match yourself to the selection criteria listed in the advertisement/position description.
Do focus on what you have to offer an employer.
Do validate your claims of skills or knowledge with an example.
Do be positive - use positive words like contribution and success.
Do make abundantly clear your enthusiasm for the job/company.
Do know what job you are applying for.
Do use action verbs to describe your transferable skills. e.g. developed, initiated.
Do steal phrases and words from other cover letters but realise that if you steal them from this document your cover letter will look the same as many other Swinburne students.
Do be capable of discussing ANY sentence you put in your cover letter.
Do use your cover letter as an example of the fact that you can write a professional looking business letter.
Do be clear and concise (as if you didn't know)
Do use a word processor and laser printer to produce your letter.
Do use simple and uncomplicated sentences.
Do have your cover letter checked by at least one other person before you post it.
Do listen to "experts" but realise that they only have highly debatable opinions.
Do maintain a healthy scepticism to formulas and rules when writing your cover letter.

Don’t

Don't use negative language, e.g. apologise for something you should have done.
Don't sound desperate.
Don't continually use the pronoun 'I' - It is your cover letter, the 'I' is understood.
Don't bother presenting your application in a plastic folder-a staple is all that is needed.
Don't rehash your resume.
Don't expect the employer to offer careers counselling - you are meant to know what job you are applying for.
Don't apply for a job that the company doesn't have.

TWO TYPES OF COVER LETTER

1. THE INVITED LETTER

What is it?

A written response to an advertised job.
Only 15 - 33% of all jobs are advertised.

Advantages

The employer expects and welcomes the application.
There is a job.
Job advertisements will sometimes state the job's selection criteria. (Note:-recruitment consultants often place the ad and often give very few details about the job or employer)
Selection criteria give you the information to write relevant information to show that you will fit in with the company/job. (See the example below.)
When the company name is revealed you have the opportunity to research and demonstrate your knowledge of the company/industry.
An advertised position gives you the chance to telephone and speak to the person who has the power to employ you.

Disadvantage

There will be a higher level of competition for the position.

Example

Decide what is ABC Engineering Pty. Ltd. looking for.

Respond to the selection criteria in the job advertisement.

2. THE UNINVITED LETTER

What is it?

A letter you initiate to tap into non-advertised jobs (estimated at about 67 - 85% of the vacancies)
There are two types of uninvited letter; the cold contact letter and the referral letter

The Cold Contact Letter

What is it?

Blanket a given field of companies with direct-mail

Advantages

Uncover hidden jobs.
A proactive rather that reactive approach.
It may lead to an interview or a referral to another company/job.
Demonstrate ability to research the: - name of the appropriate person in the company and details of the company/industry.
The employer will not be inundated with these applications and your application may receive a thorough reading.

Disadvantages

The letter is uninvited.
It will receive little attention unless you provide a good reason for reading it.
There may be no job available.

The Referral Letter

What is it?

A letter which is the product of networking.
It is basically the same as a cold contact letter but you name drop in it.
E.g. "I met with Jessica Brown last week and she mentioned that you might need someone with a background in marketing."

Advantages

Statistically this is the most successful method of getting a job.
The employer may give your letter a serious reading out of an obligation to the referring person.
As for cold contact letters.

Disadvantages

If you approach this situation poorly it may look as if you need someone else to help you get a job.
As for cold contact letters.

THE COVER LETTER FORMULA

SUGGESTED LENGTH

Less than one side of a page. Exceptions to this suggestion arise if you are responding to several selection criteria.

TO BEGIN...

Your address (& phone number?)

The date line.

Inside Address - Employers name, job title, organisation and address.

THE SALUTATION

Find out the name of the appropriate person.

Use the poor alternative - Dear Sir/Madam.

THE OPENING

Mention the position being sought. Don’t keep them guessing as to why you are writing. In your opening paragraph:-

Include a reference to the job title &/or reference number.
Sound positive and enthusiastic from the outset.
Make the most of the opportunity to make a first impression.
Perhaps state how you found out about the position.

BODY OF LETTER

The body of your letter must answer the question-

Why should an employer select you?

Your answer should include

What contributions you can make to the organisation/job?
How will you add to their success?
What is your unique selling position?

You need to match yourself to the company &/or job

...so

1. Analyse the job requirements.

2. Include at least one of the following that is relevant to the jobs selection requirements:-

State your education levels and qualifications

Illustrate an example of your transferable skills and competencies

Explain your relevant technical knowledge of the jobs duties

Describe personal traits e.g. communication skills, leadership skills

Elaborate on a relevant point from your resume e.g. work experience

State your reason for applying/interest in the position/job

Display your specific knowledge of the company

State your career objective/s

THE CLOSE

Explain the action you require - that is, an opportunity to discuss your application in more detail (don't be wishy-washy).
State when you are available for an interview and the best way to contact you.
Refer to your resume and any other attachments you are including.
If a cold contact letter - tell the employer when you will phone to follow up the letter.
Thank the employer for their time and consideration.

THE END

Write;

Yours faithfully - if you don't know the name (Dear Sir/Madam)

Yours sincerely - if you use a title and surname (Dear Ms Green)

Regards - if you use a first name (Dear Judi)

Sign the letter.
Type your name.

WHAT TO DO WHEN YOU THINK YOU HAVE FINISHED

Proofread and spell check your letter
Get someone else to proofread and spell check your letter.
Ask some from the Careers and Employment Unit to proofread and spell check your letter.
Ask yourself - "Have I written the best letter I am capable of?"

IDEAS FOR POSSIBLE OPENING PHRASES

Your advertisement in today’s paper for a ... appealed to me because...

Your pursuit for a suitable applicant may well be over.

You obviously need a reliable ... who can not only ... but also …

I am enthusiastic about ... because...

My hands on expertise with would stand me in good stead for the position of …

I believe my previous expertise and my ability to work as part of a team, would qualify me for this position.

I believe I could confidently carry out the task mentioned in your advertisement/job description.

Your advertisement and my skills seem to be tailor-made ...

I have some innovative ideas which I would like to discuss with you.

Your time is too precious for irrelevant details, but it may help you to know that...

I believe I could make a worthwhile contribution to ...

I am confident that I have the experience, enthusiasm and ability to successfully fill the position of ...

If you need a switchboard operator who can soothe, smile and keep your customers calm, then please contact me.

If commitment, loyalty and team work are important to you, then maybe I ...

Expertise in the ... field has given me a background which I believe could make me effective in your organisation.

I believe my background and education qualify me for consideration as a ... in your organisation.

The description of your company in ... encourages me to apply for a position with you.

I believe my experience would stand me in good stead for the position of...

Your companies reputation as a market leader is known to me through my personal research of ...

I would appreciate the opportunity to further enhance your companies excellent reputation with clients by...

I know the importance of respecting and valuing customers.

I believe I have the competence to meet the challenges of the position you offer.

My ambition is to work productively for...

My strong desire for success would make me an efficient employee of ...

My extensive background in ... has given me the expertise you require.

Given the opportunity I am confident I could successfully fulfill your requirements.

I’d like the opportunity to meet the challenges of ...

I believe I can offer your professional skills in …

IDEAS FOR POSSIBLE ENDINGS/REQUESTING AN INTERVIEW

I look forward to discussing the position with you personally.
Although my application will give you some idea of my qualifications, I believe an interview would be to our mutual advantage.
I would be happy to supply you with further information at an interview.
I will ring you next week to arrange a suitable time to discuss this position with you.
May we meet to discuss how I can effectively contribute to ...?
An interview would confirm my willingness .
May I arrange a time to discuss how effective I can be for your company?
I would like to discuss employment possibilities with you personally.
I am eager to have an interview with you.
I believe a meeting would affirm my suitability for the position.
The enclosed resume in response to your selection criteria presents the facts you require, but I would appreciate an interview so you can see how I could best contribute to your organisation.
References and further information could be made available at an interview.
I would appreciate the opportunity to meet with you ...
I’d like the opportunity to demonstrate that I have the necessary qualities.
Resumes reveal fact, but an interview would enable you to really see the type of person I am and understand how I can best contribute to ...
I wish you every success in your pursuit for a successful ...
I’m looking forward to meeting you and learning more about your organisation and the challenges of the position you advertise.