Making Cover Letters Make Sense

1. Making Cover Letters Make Sense Presented by Pomerantz Career Center

2. Pomerantz Career Center • Serves students and alumni on the UI campus • Is located just north of the Pappajohn Business Building • For more information please visit our web site www.careers.uiowa.edu. You can also get a copy of our career guide online or in our office.

3. Presentation Outline • Purpose and basics • The opening paragraph • The body of the letter • The closing of the letter • Other types of correspondence

4. Purpose of The Cover Letter • Express your intent, enthusiasm, and interest in the position • Highlight your skills to entice the employer to read your resume • Demonstrate your personality and writing skills

5. Some basics about Cover Letters • Each cover letter you send should be tailored to the organization • Use standard business letter format • Keep it to one page • Use a name in the salutation • Use paper to match the resume or put it in it’s own email attachment

6. The Opening Paragraph • It’s function is to get the reader’s attention to learn more about you and your skills • Identify how you learned of the position

7. The Opening Paragraph (cont.) • State that you wish to be considered as an applicant • Emphasize your knowledge of the organization but be brief • Identify what attracted you to the organization and the position

8. Fact: An Accountemps survey found that 60% of hiring officials reported that applicants rarely indicate in cover letters that they know anything about the organization or its field.

9. Opening Paragraph Format • Use the same header as the header on your resume. • Allows for continuity and if misplaced, it is able to be easily identified as yours. • If you wish, you can leave off your name in the header since you will sign the bottom.

10. Format (cont.) • If possible, address it to a specific person. If you must, use “Dear Members of the Search Committee” instead of “To Whom it May Concern”

11. Sample: Opening Paragraph Format 444 South Johnson Street #10 Iowa City, IA 52240 February 7, 20xx Barbara A. James Software Engineer Billings Controls 2260 Mountain View Road Billings, MT 59101 Dear Ms. James: Ms. Julia Tandy, Director of Data Systems at Thomas Corporation, suggested that I contact you directly regarding a position opening with Billings Controls. I was excited to learn that you are looking for an electrical Engineer (req. #5110) to work on your current upgrade project and would like to be considered as a candidate for that position.

12. The Body of the Letter • Highlight details about yourself that will interest the employer • Match your qualifications to the job requirements using examples of your work from job experience, internships, and activities

13. The Body of the Letter (cont.) • Use key words from the job description to make the connection between your skills and the organization’s needs • Do not duplicate the information on your resume • Complement and highlight pertinent details of your resume • Make the connections FOR them

14. Body Format Example As a co-op student at Thomas Corporation, I gained exposure to many of the same computerized manufacturing systems that are employed by your company. For example, I completed modification and testing on the systems used at Thomas Corporation. Given my co-op experience, as described in the enclosed resume, as well as my educational background, I am confident that I would be an asset to your project team. The example doesn’t repeat the resume, just highlights important experiences.

15. The Closing of the Letter • Summarize your qualifications • Express interest in an interview/meeting • Offer to supply more information • Explain what you would like to happen next! If you state a time you will contact them, FOLLOW THROUGH!!

16. Closing of the Letter Sample I would appreciate the opportunity to speak with you about my qualifications in detail and how I might make a contribution to your organization. During the week of February 15, I will call your office to see if such a meeting can be arranged. Thank you for your consideration. Sincerely, Ashley Seat

17. 444 South Johnson Street #10 Iowa City, IA 52240 February 7, 20xx Barbara A. James Software Engineer Billings Controls 2260 Mountain View Road Billings, MT 59101 Dear Ms. James: Ms. Julia Tandy, Director of Data Systems at Thomas Corporation, suggested that I contact you directly regarding a position opening with Billings Controls. I was excited to learn that you are looking for an electrical engineer to work on your current upgrade project and would like to be considered as a candidate for that position. As an intern for Thomas Corporation, I gained exposure to many of the same computerized manufacturing systems that are employed by your company. For example, I completed modification and testing on the systems used at Thomas Corporation. In addition, I had the opportunity to lead a team of 5 in analyzing such testing to ensure quality production, which directly relates to your preference for an individual who possesses both team experience as well as analyzing skills. Given my internship experience, as described in the enclosed resume, as well as my educational background, I am confident that I would be an asset to your project team. I would appreciate the opportunity to speak with you about my qualifications in detail and how I might make a contribution to your organization. During the week of February 15, I will call your office to see if such a meeting can be arranged. Sincerely, Ashley Seat

18. Other Types of Correspondence • Letter of Inquiry • Letter of Application • Thank You Letter • Apology Letter • Letter of Acceptance • Letter of Withdrawal

19. Letter of Inquiry • Used if a specific position is not listed/you wish to learn more about an organization • Highlight experiences and skills that apply to the organization you are seeking to meet with • Use this letter to entice the organization to learn more about you

20. Letter of Application • Also known as the “traditional” cover letter • Used when applying for a specific position, full-time or internship • This is a “teaser” for your resume to encourage the company to read your resume

21. Thank You Letter • Individualized notes are becoming more favorable • Write a note to each person you met with, including the person who greeted you • Highlight a topic in which you gained insight

22. Thank You Letters (cont.) • Mention any desirable qualities you forgot to reference in the interview • Reinforce your fit with the organization

23. Apology Letter • Function is to apologize for missing a meeting or interview • Letter should be written and mailed within 24 hours of the missed appointment • Don’t dwell on why you missed the appointment but rather on the steps you will take to meet again

24. Letter of Acceptance • Written to accept a position that you’ve been offered • Completed after negotiating salary and benefits, if necessary • Confirm start date, salary, relocation assistance, etc. • Express your enthusiasm to join the organization

25. Letter of Withdrawal • Sent to an employer to withdraw from consideration • Most will be sent after an interview has occurred • Express gratitude for the opportunity to be considered for the position

26. Thank You! Pomerantz Career Center C310 Pomerantz Center 335-1023 www.careers.uiowa.edu