Job Searches

Lesson 3: Cover Letters Made Easy

Proper Set Up

Let’s start with the basics. As an adult educator, it has always blown me away the number of people who do not realize the proper set up of ANY letter. By using proper set up, you look more professional in anything you write – even a complaint will be taken more seriously.

Yep, the parts of a letter even have names and a proper order to follow: Date, Heading, Salutation, Body, Closing

Let’s take a closer look at the following letter used for identification purpose only; you won't be following these words, but the SET UP. This example will be used subsequently to show how to correct the information. Try to see how many errors you can spot.

January 30,2005----------------------------------Date

SuiteUniversity----------------------------Heading Information
100 Main Street, Unit 5
Vancouver, BC
H0H 0H0

Dear Mr. Doe------------------------Salutation

---------------------Body
Please accept my resume in response to your ad for a Technical Supervisor, as advertised in the Daily Blab on the 12th of Never.

You’ll notice I have the required years of experience in the field you mentioned. I graduated from the University of Somecity with honours and have continued my education with the courses noted on my resume. I think I would make an excellent contribution to your company.

I have worked in the same company since graduation, and it is time for a change. You’ll notice that my responsibilities have steadily increased and I feel I would be a positive influence in your company.

Hoping to hear from you soon. ---------------Closing

Sincerely,

Jane Smith 122 Over Street Anycity, AnyState 11111 (999)999-9999 (answering machine, please leave message)

Date and Heading:

So, start off a letter with the date then put in the Heading info – who to, and not just the company but the individual. Don’t have a company name and/or address? Just put in whatever you have. IF this is sent via fax or email – put that in the section as well. Remember, if by fax, put in number of pages. DO NOT send a cover fax if at all possible. Most companies are into saving time and paper. Your cover letter will suffice for both cover fax and cover letter if done properly, and you’ll be showing the company you are aware of cutting business expenses.

Just add a line between the Heading info and Salutation:

Via Fax 1-999-999-9999 number of pages including cover – 3

Via email: jdoe@suiteu.com

Salutation:

A greeting, even if it’s just Attention: jdoe@suiteu.com. NEVER send a cover letter with “to whom it may concern” or “attention: Hiring Manager or Personnel Manager”. If the ad does not give a contact (only gives a fax number for example), DON’T USE ONE.

Body:

Ah, the crucial point of the letter. You need to divide this into sections:

Introductory paragraph – WHY are you writing? In response to an ad? Cold call? Where did you get the information?
I try to use an eye-catching phrase here instead of the standard “please accept”, but that’s me. If you are not comfortable with that, go with the standard. It’s good practice to let them know where you saw the ad.
Expanding paragraphs – the 2 or 3 paragraphs that explain why YOU'RE best for the job. DO NOT reiterate your resume – EXPAND ON IT WHILE SUMMARIZING – why your experience fits the job. You’ve had 5 years total experience being a Technical Supervisor in varying fields; this has shown you how to deal effectively with the problems of changing technology, how to keep up, how to keep your staff up to date, and how to cope with daily challenges.

This is where you really read the ad – what is it they want? Tell them you have it (if you do, that is).

TIPS AND TRICKS: If you really want to get past the first elimination round, put in EVERYTHING you see in the ad even if you don’t have full experience. Just say you have some experience. Coders are often used to initially scan through the letters to see if you have mentioned the majority or all of the required “wants”. If you score high, you could be put in a “check further” pile for someone else to go over. Be forewarned though – if they want 10 years experience and you only have 1, there is no way you could do that job and they’ll see this in the resume.

This area is also where you put in the “extras”. They may not ask for team work, but ALL JOBS require some kind of team effort, and chances are 100% if you have worked before, you’ve had to do team work. SO LET THEM KNOW. Are you flexible? Can you work well with others? How? What about being a leader, and how? Can you follow instructions? Can you think for yourself? TELL THEM. What makes you you? What can you offer them to make their jobs easier?

As a consultant, my work often entails dealing with highly confidential information, and of course for more than one client at a time. This can be used to my advantage – because of my contract experience my cover letter states I am used to the confidentiality procedures in place at varying types of offices and am bondable. No one asks for confidentiality, but this often gets me the interview based on my offering this and other “extras”.

Think of all the commercials you see on TV – which is your favourite? Why? Get past the humour and entertaining part – would you buy that product? Let’s face it – ANY candy bar will NOT change your life or really enhance it, nor will it provide the proper nutrition to think and work properly. You’ll see they have sold you on THAT PARTICULAR CANDY BAR based on what they say it can do for you – you like the lifestyle shown - that’s the principle here. What can YOU do for THEM?

Closing

This is NOT just “sincerely." How you end the letter should ALWAYS include letting them know you want an interview. If you can and are willing, mention you will follow up with a phone call or letter – THEN DO IT.

This last part is more for “cold calls” – those you send resumes to who did not advertise. Usually, with the number of applicants an advertised position generates they DO NOT want to hear from you again unless they call you. Having said this, if you feel you are a perfect match and have not received word on your application don’t hesitate to contact them. Just be sure you wait a week until after the competition closes or a week after you applied if there was no deadline. You won’t lose anything – if you weren’t in the pile to be called, this might help move you.

End with a closing remark that is up, not down. Use Sincerely or Regards or whatever you are comfortable with. I have seen people use some strange ones, but it suited their letters.

Leave space for your signature and remember TO SIGN IT. If sending via email DO NOT leave more than one line, DO NOT PUT IN A CURSIVE FONT and just put the bottom info on – your name, full address and phone number to contact you. If there is an enclosure (your resume) – put that on the last line – /encl. Resume (if mailing) or /attch Resume (if by fax or email)

TIPS AND TRICKS: – Sending by email can be tricky. Often the company does not say how they want the resume/info sent – meaning as an attachment, in Word format or Rich text format or in the body of the email. If you are not told, the best thing to do is to send everything in the body of the email with a line stating how you can send the resume by fax or email attachment if requested. WHY? Some people are paranoid about viruses. Even when you say in your cover letter that your resume is attached but you can send in the body if requested – you are often dumped for fear of a virus. Better that they see you have included all the info, and a line saying you can send in any format.

Me? I’ve done both. For a non profit organization I sent it all in the body of the email with a closing line saying my resume follows, I can also send a proper copy via fax or email attachment if requested – I got the contract – one reason they stated was because I was aware of potential viruses and gave them the info as well as a choice.

For a technical agency I sent in a cover with the resume attached – I got the interview because I was one of the few that sent my resume in rich text format so any word processor could open it.

The down side? You have no way of knowing if the information was received or opened. Remember, people often put filters on incoming mail – if they forgot to take it off, all resumes sent via email could be sent to their junk folder and deleted without ever reaching its intended destination. Not everyone is computer/internet/email savvy.

TIPS AND TRICKS: – Unless the position specifically states to send via email or it is more of an online job – if you have a fax number in the ad – USE IT. That way you have a record that the information was sent and received. Maybe not read, but received.