Cover Letters and Other Business Correspondence Cover Letter Preparing the Cover Letter In a competitive job market, it's crucial to differentiate yourself from the competition. In many cases, your cover letter is your first contact with employers. If you don't impress an employer right away, you may not get the attention you want. Today, many employers prefer cover letters to be sent via email. This is where you will show the strength of your writing skills. This email can mean the difference between getting an interview, or a trip to the "deleted items" folder. The cover letter is the first introduction to you. This is as important as the skills and experience on your resume. Obviously, you want to make a great first impression. The Cover Letter has four main areas … 1. Why you are writing – Be specific to what position you want and why you would be a strong candidate. This is why you research the company’s web site, articles, annual reports, etc. Find out what the company needs, its culture and describe how you can be a contributor. 2. Value selling – Tell the employer about your qualifications for the specific position you are being considered for. Associate your experience and knowledge to the requirements of the position. Summarize your skills, talents, and accomplishments. Do not…repeat the content of the resumé. You want to tell them - Why they should be interested in you. 3. Background Summary – A 2-3 sentence paragraph summarizing your education and experience. Do not bore employers with lengthy descriptions and paragraphs. 4. Compelling Action – Action to be taken next. Here, for instance, you might say that you will follow up and call within 10 days, instead of waiting for the employer to contact you. Tips… •
Send it to a specific person. Call the company or check its Web site to find out specifically who is likely to be reading your resumé. Ask for the correct spelling of that person's name, as well as his or her title. Letters addressed "To whom it may concern" show you have little knowledge or interest in the company.
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Make your letter concise - no more than a page.
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Proof read and re-check the letter before you send it. Make sure you have addressed the letter to the correct person and have included the correct company name and job position. If you're sending your resumé via an attachment, don't forget to attach it before you send it.
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When emailing a cover letter, place it in the body of the email. DO NOT ATTACH IT! There is no need to greet the employer by name (ex. Dear Mr. Jones or Mr. Jones can be omitted) as well as any address information can be omitted. Also, a signature is not required. Who the email is to and from is assumed in the header of the email.
Cover Letters and Other Business Correspondence FIU, CBA Career Management Services Office 9/07
Sample Cover Letter Format January 7, 20xx (4 spaces)
Mary J. Carlton Marketing Manager Stallings International Consultants 123 Main Street Miami, FL 33175-3251 (2 spaces) Dear Ms. Carlton, (2 spaces)
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Vanderbuilt Consultants Human Resources Department 123 Main Street Miami, FL 33175-3251
OR
Dear Hiring Manager or Dear Recruiter
Your first paragraph should state why you are contacting the employer. This is your first opportunity to initiate and build rapport with the employer. This paragraph should be used to capture the interest of the reader. You can provide information such as: How you found out about the position? Who referred you? For what position you are applying? The second paragraph should include information that summarizes your relevant experience, applicable coursework, accomplishment and/or personal achievements that are related to the position. This is your value selling paragraph. This information is as crucial as the information that is included in your actual resumé. Although you may be proud of what you perceive as accomplishments, make careful consideration of what the employer will view as most intriguing. Tailor your cover letter to meet the employer’s needs. This information let’s the employer know how your background matches the position. Refrain from writing one general cover letter for all positions. In today’s job market, this tactic does not work. The second and third paragraph can be combined into one, if it is short enough. The last paragraph should tell the employer that you will follow-up with them on a specific date in a specific way – compelling action. Doing this lets the employer know what to expect. Many job seekers loose out on opportunities because of not wanting to be perceived as being overzealous. Even if you’re told that you are not be the appropriate candidate for the job, hearing “no” is preferable to a lingering “maybe’. Be sure to include your phone number and e-mail address. (2 spaces) Regards, (4 spaces)
Ann Marie Robinson (4 spaces) Enclosures:
One resumé Writing samples Salary requirements - Not always a requirement See www.vault.com or cover letter sample
Cover Letters and Other Business Correspondence FIU, CBA Career Management Services Office 9/07
Thank You Letter Follow-up with employers is a critical step in the interviewing process. It is important to send a thank-you note to employers immediately after the interview. A well-written, timely thank-you letter tells an employer something important about your personality that you are courteous and thoughtful. Thank-you letters are used to reconfirm and reinforce your interest in a position. They can also provide a format where you can clarify answers you gave in an interview. E-mail is one appropriate method of sending a thank-you letter, but make sure to use proper business format. Sending a thank-you letter via e-mail can be useful for getting your correspondence to an employer quickly, particularly if you expect to hear back from the employer soon after the interview. Additional options include mailing a neatly handwritten thank-you letter on a note card or typing a formal thank-you letter. The Thank You Letter has three main areas … 1. Why you are writing – Thank the employer for his or her time. Be specific, identify the specific position for which you were interviewed, along with the date and place of the interview. 2. Value selling – Reiterate how you see yourself fitting into the organization and satisfying the requirements of the position. Creating a “match” between yourself and the position. 3. Closing – Close with your phone number and e-mail address, and indicate that you look forward to hearing from the employer at the time specified during the interview. Tips… • Always send a thank-you letter to people who have spent time interviewing you or providing you with information about careers. •
If more than one person interviewed you, a thank-you letter should be addressed to the key decisionmaker and one to the coordinator of the visit. Both letters may be added to your candidate file, so personalize each letter.
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Although this is a business letter, be personal to the extent that you are comfortable. You may wish to refer to one of the highlights or one of the specific points discussed during the interview; by doing so, you will create a more personal letter and may refresh the interviewer’s memory of you and the interview.
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Keep it brief—no more than one page and three to four paragraphs.
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If you are sending a thank-you letter by mail, make sure to use appropriate stationary.
Cover Letters and Other Business Correspondence FIU, CBA Career Management Services Office 9/07
Sample Thank You Letter Format January 7, 20xx (4 spaces)
Mary J. Carlton Marketing Manager Stallings International Consultants 123 Main Street Miami, FL 33175-3251 (2 spaces) Dear Ms. Carlton, (2 spaces)
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Vanderbuilt Consultants Human Resources Department 123 Main Street Miami, FL 33175-3251
OR
Dear Hiring Manager or Dear Recruiter
Your first paragraph should express appreciation for the time the interviewer spent with you. As well as, identify the specific position for which you were interviewed, along with the date and place of the interview. The second paragraph should articulate what you feel you can provide to prospective employer and why you have an interest in the opportunity and reiterate how you see yourself fitting into the organization and satisfying the requirements of the position. Finally, in the last paragraph, indicate that you look forward to hearing from them in the near future. Be sure to include your phone number and e-mail address. (2 spaces) Regards, (4 spaces)
Ann Marie Robinson (4 spaces)
Cover Letters and Other Business Correspondence FIU, CBA Career Management Services Office 9/07
Information Interview Letters Informational interviews are a wonderful opportunity to obtain further information about different careers and network with individuals in the field. The letter should clearly state that your purpose is to gather advice and information, not to obtain a position. Attaching a resume to the letter will give the contact a frame of reference for your experience and background. The letter should introduce you and prepare the reader for the follow-up phone call or visit. Tips… • Introduce yourself and your reason for contacting the person. •
Explain how you acquired the person’s name.
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Briefly explain your background and your interest in the person’s field.
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Provide details of when and how you will be contacting the person for a time to meet.
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Use proper business format and be brief.
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Follow up after the informational interview and send a thank-you note to the individual who assisted you.
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Follow up with your contact concerning the outcome of your search.
Offer Acceptance/Decline Letters You have the option of providing written documentation to confirm your acceptance or decline of an offer. Letters responding to offers are used to maintain positive, professional relationships with employers. Tips… • Always respond to an offer by telephone first, and then follow up with a letter. •
The acceptance letter should include basic details such as job title, starting location and date. Other details such as salary, relocation agreement, benefits and other bonuses should be included in your offer package you receive from the employer.
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Always include a statement of appreciation for the opportunity to join the organization and become part of the “team.”
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A decline letter should include a statement of appreciation for the offer, a reason for declining the offer, a statement, if appropriate, that leaves the door open for some possible future contact.
Use proper business format and be brief when constructing an acceptance or decline letter.
Cover Letters and Other Business Correspondence FIU, CBA Career Management Services Office 9/07
Sample Acceptance Letter Format January 7, 20xx (4 spaces)
Mary J. Carlton Marketing Manager Stallings International Consultants 123 Main Street Miami, FL 33175-3251 (2 spaces) Dear Ms. Carlton, (2 spaces)
OR
Vanderbuilt Consultants Human Resources Department 123 Main Street Miami, FL 33175-3251
OR
Dear Hiring Manager or Dear Recruiter
In the first paragraph, indicate that this letter is to confirm/follow up on the previous telephone conversation. Say thank you and mention the exact title of the position that you are accepting. Be sure to state that you are accepting the position. In the next paragraph you should restate the terms of your employment as you understand them. These terms include salary, benefits, location, hours, job title, and any other items that have already been discussed between you and your future employer. In the third paragraph, write something that will show that you are looking forward to coming to work for the company. You should also include a sentence like, "If you need to contact me for any reason before my first day of work, I can be reached at..." The company already has your information on file, but this is considered standard in an acceptance letter. Regards, (4 spaces)
Ann Marie Robinson (4 spaces)
Cover Letters and Other Business Correspondence FIU, CBA Career Management Services Office 9/07
Sample Decline Letter Format January 7, 20xx (4 spaces)
Mary J. Carlton Marketing Manager Stallings International Consultants 123 Main Street Miami, FL 33175-3251 (2 spaces) Dear Ms. Carlton, (2 spaces)
OR
Vanderbuilt Consultants Human Resources Department 123 Main Street Miami, FL 33175-3251
OR
Dear Hiring Manager or Dear Recruiter
In the first paragraph, indicate that this letter is to confirm/follow up on the previous telephone conversation. Specify that after much consideration you have decided to decline the position, and be sure to state the exact title of the position you are declining. In the second paragraph, you should indicate how you enjoyed meeting them or their team; however you have decided to pursue another opportunity. In the third paragraph, thank them again for their time and consideration during the recruitment process. Regards, (4 spaces)
Ann Marie Robinson (4 spaces)
Cover Letters and Other Business Correspondence FIU, CBA Career Management Services Office 9/07