Cover letter guide

Cover Letter Guide

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#1 Elliot t Universit y Center • career_ser vices@uncg.edu • 336.334.5454 • w w w.uncg.edu/csc

Professional Development • SpartanCareers • InterviewStream • D.I.Y. Career • Summer 2014

Getting Started A cover letter introduces you, and your resume, to a prospective employer. It provides them with important information concerning who you are and why you are applying for a particular position. It focuses on your skills, knowledge, interests, experiences and work habits related to the position sought. Use a block style business letter format and keep it to a single page.

Why Write One • A cover letter is your only opportunity to have your own voice be heard (in writing) and to introduce yourself (and your resume) to an employer • It can showcase your knowledge of the company when written specifically for one company and position. You should always tailor your cover letter to a specific company. Once you do this a few times, it won’t be too difficult to create new ones.

• A cover letter allows you to point out the major “selling points” from your resume that most match the job description.

• A cover letter is an example of your written communication skills, an in-demand skill by virtually all employers • A well written cover letter can be the reason someone brings you into an interview. It can help you stand out.

Check out this video on how to get started writing a cover letter. Or search How to Write an Internship Cover Letter from About.com.

Pre Writing Method - Gap Analysis • The Gap Analysis is a simple way to get a sense of how you stack up in a particular industry and for a particular position.

• On the left side of the T diagram you list the aspects that a given industry or company is looking for (usually found in the job description).

• On the right side of the page, you list the experiences, expertise, skills, and training you possess that “answers” their interest.

• When completed, you should see where the “gaps” are in your ability to do that job successfully.

• If you find you are missing a few of their qualifications, you should think of skills you possess that you can draw upon to overcome what you are lacking.

• Use this as a guide for your cover letter to be persuasive.

Industry/Company/Job Description:

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UNCG Career Services Center • www.uncg.edu/csc

My Experience, Knowledge, Skill Sets:

Cover Letter Outline Your name (You can also put your Resume Header here in place of your information) Your street address City, State, Zip Code Date Ms. Jane Employer Title Organization Street Address City, State, Zip Code Dear Ms. Employer: First paragraph: Tell why you are writing; name the position, field, or general career area in which you are interested. If you were referred by a mutual contact, immediately explain the connection and tell how you heard of the opening or organization. Mention any connection you have to the company. Mention why you want to work in this geographic area, especially if applying to positions out-of-state or outside the Triad. Conclude with a sentence describing you—your major, school, and status (seeking full-time, internship. part-time).

Second paragraph: Mention one or two of your qualifications that you believe will be of greatest interest to the organization, gearing your remarks to their point of view. Tell why you are particularly interested in the employer, location, or type of work.

This demonstrates that you know about the company and the job description specifically. If you have related experience or specialized training, be sure to point it out. Refer the reader to your attached resume for additional information concerning your background and qualifications. Many times you want to include multiple stories and examples. You can split this paragraph into two to address all the information. Just keep it to one page.

Third paragraph: Close by making a request for an opportunity to talk with the employer. Indicate that you will follow up with a phone call or e-mail about the possibility of a meeting. If the employer is far away, suggest a time when you would be available for an interview. If your request is not concerning an interview but instead seeking information on the organization and current job openings, you can request that the information be sent via email. Prior to requesting this information, make sure it is not readily available on the organization’s website. Thank the employer for his/her consideration of your application materials.

Sincerely,

Your Signature Your Typed Name

TIP

You can take a photo of your signature and scan it in to MS Word as a .jpg to place in your cover letters.

UNCG Career Services Center • www.uncg.edu/csc

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Advertised Position 123 Street Rd. Greensboro, NC 27410 October 8, 2015 Bill Glover Jr., Vice President Glover Marketing Group 8910 Main Street, Suite 408 Greensboro, NC 27406 Dear Mr. Glover: I am interested in the Public Relations Internship you recently listed on your website. After speaking with Mr. Doe, VP for Sales about Glover Marketing Group, I am very impressed with the range of clients your company represents. I will be graduating from The University of North Carolina at Greensboro in May with a major in International Business and am seeking an internship where I can apply my education, technology skills, and multicultural perspective.

As you will note in my resume, I participated in the College Internship Program at Walt Disney World (WDW). I significantly improved my interpersonal communication skills while successfully maintaining customer loyalty. I interacted with hundreds of guests of varied backgrounds on a daily basis, providing them with service to effectively meet their needs and keep the “magic.”

While at WDW, I developed valuable transferable skills and plan to use this background with your international clients.

In addition to my internship, studying abroad gave me the ability to communicate cross-culturally and gain insight into international business etiquette. In a class project, my group developed a marketing strategy for a company’s new product. We conducted research and compiled results in a presentation and recommendations. As the facilitator, I delegated tasks and assigned positions. We even earned an A on the final project. For more on our project, check out my LinkedIn profile.

I would welcome the opportunity to discuss the Public Relations Internship with you further in a personal interview. I believe that with my prior experience and skills, I would be a tremendous asset to your company. Thank you for your time and consideration.

Sincerely,

Anita Diaz Anita Diaz

Advertised Position Subject: Application for Retail Management Trainee position Dear Ms. Smithfield: I am writing to apply for the Retail Management Trainee listed on SpartanCareers. I have researched Target’s web page and I am very impressed with your commitment to guest service and your employee development training. I will be graduating from The University of North Carolina at Greensboro in May and am pursuing a retail management position. As you will note in my resume, I have had meaningful experience in retail sales and customer service. My positions at The Gap and Lucky 32 have given me the ability to work with a wide variety of clientele. I seek to always improve a customer’s experience and value being able to help others. As a management trainee, I would utilize my strong communication skills to work with customers and my team.

In addition to my work experiences, I have experience in leadership and management. As President of Alpha Chi Omega Sorority, I had the opportunity to create a fundraiser for our philanthropy, Make-A-Wish Foundation. Through coordinating the event logistics, marketing the event to the students at UNCG, and managing my sorority sisters to volunteer, I increased my management skills. The event drew a record attendance and brought me a personal sense of accomplishment. I am looking for an opportunity to further develop in this way and believe the Management Trainee program can provide that.

I will be in Wilmington the week of March 4th and would love the opportunity to speak with you regarding this position. I will call next week to see if we might identify a mutually convenient meeting time. Should you need additional information, please call me at (336) 545-5454. Thank you for your consideration. I look forward to speaking with you.

Sincerely, Natasha Gomez 4

UNCG Career Services Center • www.uncg.edu/csc

Prospecting for Non-Advertised Position Jane Jones

1256 Long Rd. Greensboro, NC 27410 jbjones@uncg.edu (336) 123-4567 linkedin/pub/jbjones March 26, 2015 Ms. Roberta Peterson XYZ Community Agency 1327 Matthew St. Greensboro, NC 27026 Dear Ms. Peterson: I will be graduating from The University of North Carolina at Greensboro next year and I am interested in gaining paid or unpaid practical experience at XYZ community agency during the upcoming summer break. I have lived in Greensboro for 3 years and have continuously heard positive remarks regarding the services offered by XYZ. Also, I have read your brochure and I was excited to learn of your commitment to improving the way of life for the elderly.

This is a mission that I am dedicated to as well.

My major is Human Development and Family Studies with a specific concentration in Family Studies. I have always known that I wanted a career that would allow me to help others. My specific interest in the elderly was solidified when my grandmother came to live with us during my junior year of high school. I am currently taking a Family Gerontology course with concepts I know I can utilize at XYZ agency.

I know how busy you must be, but I would appreciate a few minutes of your time. I’d like to call you the week of April 11 to discuss possible volunteer or employment opportunities at your convenience. In the meantime, I can be reached via e-mail at jbjones@uncg.edu or by phone at (336) 123-4567. Thank you for considering my request.

Sincerely,

Jane Jones Jane Jones

TIP

You can cut and paste your heading from your resume and create personalized “letterhead” for your resume

UNCG Career Services Center • www.uncg.edu/csc

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Networking Letter 1256 Long Road Greensboro, NC 27410

TIP

When uploading your cover letter in SpartanCareers, use a file name to include the company name to ensure you attach the correct version, i.e. GloverADiaz Cover Letter.

February 14, 2015 Mr. Steve Henderson Activities Coordinator and Manager ABC Country Club Greensboro, NC 27455 Dear Mr. Henderson:

Shelley Landit, a close friend of mine, suggested that I contact you. Shelley and I were roommates while in a Study Abroad program in London last semester. We have also become close friends while participating in Women’s Club Volleyball and Soccer at UNCG, and I understand that you share our interest in recreational sports.

I am currently working towards a B.S. in Recreation, Parks, and Tourism. Last week I mentioned to Shelley that I am having trouble deciding between a concentration in Leisure Services Management and Therapeutic Recreation. Since Shelley had such a great experience being supervised by you at ABC Country Club, she suggested that I contact you to learn more about the day-to-day operation of a leisure-related business.

As you can see from the enclosed resume, I have been involved in many leadership positions which have helped me to develop strong interpersonal and organizational skills. I am anxious to learn more about Leisure Services Management and whether my skills, interests, and experiences will match well. Additionally, I feel as though I may need related workplace experience to know for sure where I can contribute the most. Perhaps you may be aware of someone who is currently seeking an intern for the summer or fall in any area of recreation or tourism. If not, I would appreciate your suggesting some key contacts within the industry that I should approach.

I will contact your office this coming week to discuss the possibility of a meeting, perhaps over lunch. I look forward to the prospect of speaking with you personally. I can be reached at 336-888-8888 or by email NNelson@uncg.edu.

Sincerely,

Natasha Nelson Natasha Nelson

Networking Email Subject: Shelley Landit suggested I contact you Dear Mr. Henderson, Shelley Landit, a close friend of mine, suggested that I contact you. Shelley and I were roommates while in a Study Abroad program in London last semester. We have also become close friends while participating in Women’s Club Volleyball and Soccer at UNCG, and I understand that you share our interest in recreational sports. I am currently working towards a B.S. in Recreation, Parks, and Tourism. Last week I mentioned to Shelley that I am having trouble deciding between a concentration in Leisure Services Management and Therapeutic Recreation. Since Shelley had such a great experience being supervised by you at ABC Country Club, she suggested that I contact you to learn more about the day-to-day operation of a leisure-related business.

I am anxious to learn more about Leisure Services Management and whether my skills, interests, and experiences will match well. I would appreciate a few moments of your time to discuss this further. Would you be available this coming week to discuss the possibility of a meeting, perhaps over lunch? I am free on Tuesday, Wednesday and Thursday between 11am– 1pm. I look forward to the prospect of speaking with you personally.

Sincerely, Natasha Nelson 336-888-8888 6

UNCG Career Services Center • www.uncg.edu/csc

Thank You—Follow Up Dear Mr. Finnigan: I want to thank you for taking the time to speak with me at the UNCG Career Fair yesterday. I enjoyed meeting you and learning more about the financial services Savesafe provides. I am impressed with your firm’s dedication to customer satisfaction and the emphasis your firm places on integrity and commitment to the welfare of your employees.

My enthusiasm for working for Savesafe has increased as a result of our conversation. I believe my degree in finance, along with my internship at USA Bankwell, has provided me with the financial knowledge and communication skills necessary to fulfill the position requirements of a financial planner. I am confident that I can make a significant contribution to your firm in providing quality financial planning services to your customers.

I want to reiterate my strong interest in this position and in working with you and your staff. Your company provides the kind of career opportunity in the financial industry that I seek. Please contact me at (336) 123-4567, or email me at jmtravers@uncg.edu, if you need any additional information. Thank you for your consideration. I look forward to hearing from you.

Sincerely, Justin Travers B.S. Finance, 2015 Bryan School of Business and Economics, UNCG President, Future Financial Professionals (‘14–’15) Connect with me on LinkedIn - LinkedIn.com/pub/jtravers

TIP

Your cover letter must be approved in SpartanCareers before it can be submitted for a job. Be sure to give yourself enough time to make revisions before the deadline. Stop by CSC for help M–F, 10am–5pm.

Tips for Emailing a Cover Letter Communicating professional is essential when exchanging emails with potential employers and other professionals. Below are some tips to ensure that your email communication is always professional.

Always include a subject line. Subject lines should be specific. Below are a few examples.

• • • • •

“Application from Joe Smith for job #573” “Referred to you by Patrick Madsen at UNCG” “Question about internship from a UNCG student” “Request for informational interview from UNCG Media Studies major” “Application for Marketing Internship (#622)”

When addressing the contact use “Dear Mr. Jones” or “Dear Ms. Grey,” - do not use the first name unless you have already established that this is appropriate.

Use appropriate grammar, spelling, sentence structure and paragraphs in an email and letter.

You can save your cover letter as a PDF and attach it with your resume separately in the same email -OR- you could make the body of your email your cover letter. Be sure to use email format rather than business letter if you do this.

Don’t start your email message with “Hey” or “Hi” if you’re communicating with someone for professional purposes. Use “Dear Mr. Jones” or simply “Mr. Jones.”

Proofread and send yourself a copy of the email before sending it to the employer, to ensure attachments and formatting is all the way you want it to appear.

UNCG Career Services Center • www.uncg.edu/csc

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Cover Letter Approval Checklist U

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Quick Review

To be approved in SpartanCareers, the cover letter must meet the following guidelines. You should be able to answer “Yes” to each of these questions. If you have any concerns about getting your cover letter approved, talk with a career team member today.

Appearance and Format

Cover letter is one page in length and in business letter formatting

Cover letter is written for a specific position to be approved in SpartanCareers.

Language is professional and there are no grammatical or spelling errors

Standard font (such as Times New Roman, Arial, Palatino) and sizes (10–12pt.) used; matches resume Contact Information

Your contact information is first, followed by the date

Address of the company is below the date and above the body

Greeting indicates name of appropriate contact and ends with a colon (i.e. Dear Mr. Jones:)

If no name can be found it is addressed Dear Recruiter or Dear Hiring Manager (not To Whom it May Concern) First Paragraph

Includes reason for applying and how you learned of the job opening

Summarizes strongest qualifications by emphasizing relevant skills that you bring to that company/organization

Demonstrates interest in the company/organization and the position Body Paragraph(s)

Clearly shows knowledge of the company and the position

Uses specific examples from past work/volunteer/education to demonstrate how your qualifications match the

organization’s needs

Utilizes action-oriented verbs to communicate past accomplishments

Focuses on how your experiences/skills can help the organization accomplish its goals

Does not duplicate content word for word from the resume

Conveys enthusiasm for the position

Avoids repetitive phrasing (Not every sentence begins with “I” or “My”)

Final Paragraph

Expresses interest in an interview

Includes contact information for the employer to contact, if not already stated in heading

Thanks the recipient for their time and consideration Closing

Signs off with a professional closing (i.e. Sincerely,)

Includes signature (a script font or photo of signature preferred)

#1 t tUUniversit ni ve r si t y yCCenter e nt e r •• ccareer_ser are e r_ s e r vvices@uncg.edu ic e s @un c g.e du •• 336.334.5454 336. 33 4. 5 45 4••wwwww.uncg.edu/csc w.un c g.e du/c s c #1E lliot Elliot