JOBTALKSJOBTALKS

Developing and Using Your

Cover Letter

Indiana UniversityKelley School of BusinessC. Randall Powell, Ph.D

Contents used in this presentation are adapted from Career Planning Strategies and used with the permission of the author.

Cover Letter StructureCover Letter Structure

1 Introduction2 Body3 Close

FormatFormatone to four paragraphsmaximum four sentences per paragraphwell organized patternperfect spelling and grammar

IntroductionIntroduction

Establishes purpose

Attractsattention

Introductory SentencesIntroductory Sentences

emphasize accomplishmentsqualifications statements

mutual acquaintancesdescribe position sought

IntroductionIntroduction

how youheard of opening

what you want

what you offer

IntroductionIntroduction

Dr. C. Randall Powell, Professor of Business Administration at Indiana University, recently suggested that I write you concerning your opening and my interest in a labor relations assistant position. With a B.S. degree in personnel management and courses in labor economics, collective bargaining, and labor law, I am confident that I could make a positive contribution in the position.

personal referral drop name

state credentials

Website AdvertisementWebsite Advertisement

Your advertisement for an Internal Auditor in the CareerJournal.com website on October 15 appears to match my interests and qualifications closely. As a June, 20xx graduating senior majoring in accounting at ______ University, I would like to apply for this position.

IntroductionIntroduction

<Advertisement source

<position

<credentials

Your advertisement in Professional Magazine prompted me to write you about consideration for a position as a lab assistant. I will receive a bachelor of science degree in biology from State University in June.

Cold ContactCold Contact

<credentials

<position

< rationale

Dear Mr. Big:

Please consider this an application for a position as an electrical engineer with ABC Electronics. On June 21 I receive a B.S. degree in electrical engineering from State Technical University. I am originally from Anywhere so I know ABC well and feel that I want to begin my career where I have roots.

IntroductionIntroduction

<source<position<advertisement

<credentials

I graduated five years ago from the University of ______ with a degree in computer systems and a minor in Business Administration. After reading your advertisement for the "Engineering Supervisor" position posted in our Career Center, I am pleased to submit to you my qualifications in the attached resume.

Body

1. Sell credentials

2. Explain why this employer

3. Relate background to position 4. Build a match

Balance these four major points in your body

BodyBody

<match exists<have done

homework

<contacts

My academic and part-time work experience background appears to match the job applications that your career website describes for your marketing position. To supplement my course background, I have also been a student leader on several projects in college which I believe adds strength to my credentials for this assignment. Two of my friends who graduated last year are now with _______ and have encouraged me to contact you.

The words you use must show:

– that you and the job match

– what sets you apart from the others

I see that you are trustworthy, loyal, helpful, friendly,

courteous, kind, and cheerful, now what can you do for me?

Word ChoicesWord Choices

BodyBody

<related part-time work

<supportingcourses

During my first three years at ______University, I worked as a part-time assistant at the University central administration office. During summers I worked as a clerk/secretary, basically filling in as vacation relief in several jobs. Beginning my senior year I worked part-time in the Bursar's Office doing odd jobs dealing with cash balances, fee collections, auditing statements, calling on bad debts, report writing, etc. I have taken courses in money and banking, financial institutions, and two courses in accounting and finance which I took at night school during summers.

BodyBody

< relates skills to activities

< outsidecourseworkreferred to

< excited

< performance

< wants more

I really enjoy the public contact and servicing the customer but I want to get more experience in marketing, supervision, and general administration. As vice president of a student organization of 100 students, I learned much about management skills. This encouraged me to take two courses in business (accounting and retail marketing) which should help my understanding of your business operations. I hope to graduate in the top twenty percent of my class.

Body must do Three ThingsBody must do Three Things

Body must:Refer to resume.Describe your assets.Point to accomplishments.

<strongacademiccredentials

< refers toresume

< practical person

My coursework consists of 18 hours of chemistry, 6 hours of physics, 12 hours of math, and 30 hours of biological sciences. My advisor, Dr. I.M. Smart, is encouraging me to go to graduate school, but I am more interested in utilizing my background in a practical setting instead of a research orientation. My resume gives a better understanding of why I feel this way.

BodyBody

BodyBody

< faculty referral

<positiveattitude

<skills

Several of my professors have recommended that I interview with _______, given the fact that my technical background coupled with a business education seems consistent with that of other graduates whom you have hired in the past. I am not a professional technician, but I am quite familiar with your technical equipment since I worked part-time at a local service center.

Use ExamplesUse Examples

activitieswork

education

Describe experiencesDescribe experiences

To show an employer your creative abilities, briefly describe an episode which used this skill

BodyBody

< grades

<values

<work

<activities

I have not been an academic superstar but I have never earned anything less than a “average" grade in by major academic area. I have worked 20 hours each week as a night auditor for the University Union for the past two years which has limited my extracurricular activities, but working allowed me to finish college. During my first two years here, I was quite involved in organizing an intramural softball league for women, but wound up umpiring because I needed the money.

Personal description Personal interestsRelate to peopleState why this job

Personalize Your LetterPersonalize Your Letter

Describe experiencesDescribe experiences

Solicit ideas from others as you write your cover letter

That’s it! Now put in one more line about my creativity and I’ll toss in an extra candy bar.

Close - Last ParagraphClose - Last Paragraph

close sale

invite action

I just read your cover letter, YOU'RE HIRED!!

Ask for ActionAsk for Action

direct

positive

convincing

Close AggressivelyClose Aggressively

take command

list expectations

suggest future action

Passive ClosesPassive Closes

invites the employer to ignore you

reveals a weak will suggests you are a marginal candidate

waste of time

CloseClose

< specific date

<pressureon employer

< thankemployer

I hope that we can get together. My personal plans call for a trip to _______ next month. Would it be possible for us to meet on February 20? I will call you or your secretary next Tuesday to set up a specific appointment time. Please feel free to call me at 812-334-5678 if that date is inconvenient. I sincerely appreciate your consideration.

CloseClose

<confident

< specific date

<appreciation

Since I am very interested in a chance to speak with you about my qualifications and interests, I hope we can get together soon. I will call you on xx/xx/xx to see if a convenient time for an interview can be arranged. I sincerely appreciate your consideration given to my application.

Weak CloseWeak Close

if you have anyinterest, pleasecontact me

Aggressive CloseAggressive Close

I will pay any expensesI will call on…I will be in town on…Is...date ok?

CloseClose

survey

returnrequested

I prefer to locate in your area and am trying to determine if a long trip in late January is worth the cost. I do have relatives with whom I can stay. If you can offer the slightest encouragement to me, I am willing to pay for a trip to the area. I shall look forward to your reply and hopefully to a personal interview.

–Employers Options:Employers Options:–Call for an appointmentCall for an appointment–Stop in when get hereStop in when get here–Call when you arrive in townCall when you arrive in town

–Recontact in Recontact in weeks weeks–No present matchNo present match–Return application blankReturn application blank

Do More Than Imply!Do More Than Imply!

make a pass-ask for the interview!

Plan StrategyPlan Strategy

avoid "circular file"

Communicate desired and expected action

Follow-Up ActionFollow-Up Action

pick up the ball - telephone for an appointment

don't delay - you can score

Be Persistent!Be Persistent!

You may "win" if you're :

aggressiveenthusiasticpersistent

Illustrated Cover LetterIllustrated Cover Letter

opens with goalcredentials match

experience influencedvalues

personal qualitiesknows the job

refers to resumepersonal qualities

appointmentwill call

I'm still looking!

If you would like to If you would like to learn more, learn more, Career Career Planning StrategiesPlanning Strategies textbook will supply textbook will supply additional additional information on this information on this topic.topic.