Cover Letter Handbook FORMATS FOR SUCCESS The Cover Letter A

Cover Letter Handbook FORMATS FOR SUCCESS The Cover Letter A cover letter will usually accompany your resume when you submit an application to a position or organization. A cover letter is a short written statement that describes the key skills and experiences you possess that make you a candidate worthy of further consideration. It is also an example of your writing abilities, so proper grammar, formatting and proofreading are critical. A brief, confident, well-written cover letter can make a strong impression on a recruiter and open the door for an interview. The Basics • A cover letter is professional correspondence. It should be brief (no more than one page), tightly worded, and should not contain exclamation points, smiley faces, etc. It should be written in simple language and avoid abbreviations that may not be generally understood. • Standard business format (see accompanying examples) should be used. If you are mailing your cover letter, be sure to use formal resume paper that matches your resume and envelope color. • Your cover letter should be interesting and persuasive, and also convey your enthusiasm for the opportunity. Using brief vignettes to support the skills you state will help put “a little meat on the bones” of the letter, but should not go into too much detail. Be direct and results-oriented. • The examples provided are samples, not templates. Try to avoid the same phrases used in the samples—Be original in your writing. A recruiter doesn’t want to see the same letter coming from multiple Bowdoin students. In this Handbook, you’ll find: • A general outline for a cover letter, explaining what each paragraph should cover and the basic formatting that should be followed. • Several examples of cover letters, including situations where: o o o o A student is applying for a specific position A student is writing but does not know that an opening is available A student has a mutual networking connection to utilize A student is applying for an internship 1 Outline for a Cover Letter Full Address Date of Letter Name of Employer Title Name of Organization Full Address with Zip Code Salutation: Introduce yourself. Clarify the purpose of your letter. Always direct your letter to a specific person. You may need to make a phone call to identify the appropriate individual. Opening Paragraph: State why you are writing. Identify the position or type of work for which you are applying, explaining how you heard of the opening, or why you selected this organization for inquiry. Mention that you are currently enrolled at Bowdoin College, including your major(s), if appropriate. Middle Paragraph(s): Sell yourself! Begin with a strong topic sentence linking your experience/skills to the position for which you are applying. Convince the employer that you have an understanding of the career field and that your background and abilities will make you an asset to the organization. Elaborate upon pertinent work experience or relevant education; do not reiterate your entire résumé. Emphasize skills and abilities that relate to the position you are seeking. You may wish to refer the reader to your résumé. Closing Paragraph: Convey your eagerness for an interview. Mention that you will call within a specified time in the hope of arranging a meeting. If you already have plans to travel to the area, indicate the dates you will be available. (Should logistics preclude a visit, you may simply indicate that you will call to discuss your interest in the organization. If your budget precludes a phone call, you can close by stating that you look forward to hearing from the employer.) Sincerely, In one or two paragraphs, highlight your qualifications for this position or organization. Be specific, but concise. Identify the next step you will take, ideally to set up an interview. Thank the addressee for his or her time and consideration. Be sure to sign your letter! Indicate if resume or other material is enclosed. Your name typed enclosure 2 • Keep your letter to one page. • Use 8 ½ x 11” paper matching that of your resume and envelope. • Center Letter, approximately, on page. • Single space text of letter, double space between paragraphs. • Space down four lines from closing to typed name, and sign your name in that space. • Proofread VERY carefully! 3 Sample Cover Letter #1 This is an example of a letter inquiry; the candidate does not know if there are any entry-level positions available. 43 McKeen Street Brunswick, ME 04011 January 20, 2007 Mr. Tyler O. Jones Director of Personnel Federated Department Stores Two Main Street San Diego, CA 96709 Dear Mr. Jones: I am writing to inquire about the availability of positions in your management training program. As a senior majoring in government and legal studies at Bowdoin College in Brunswick, ME, it is my goal to begin a career in retailing with Federated Department Stores following my graduation in May. During my summer vacations, I have gained hands-on experience in both the retail world and the financial marketplace. My position as a teller at Northwest Bank provided me with excellent training in customer service, while my internship as an assistant to a buyer at Ann Taylor gave me an understanding of the challenges and rewards of retailing. Recognizing the seriousness of my interest in the field, my supervisor made it possible for me to spend time in each of the departments within the store. The experience was, in effect, a three-month training program. I believe that my strong educational background coupled with my practical knowledge of retailing has prepared me well for your management training program. The prospect of working for Federated Department Stores is very exciting to me. I will call you within ten days to discuss this possibility. Thank you very much for your time and consideration. I look forward to speaking with you soon. Sincerely, Susan S. Smith enclosure 4 Sample Cover Letter #2 In this instance, the candidate is writing to express interest in a specific opening. Bowdoin College 100 Smith Union Brunswick, ME 04011 April 13, 2007 Ms. Deborah Clark, Administrator Abbott, Brown & Chandler One Murphy Square Boston, MA 02100 Dear Ms. Clark: I am writing to express my interest in the paralegal position with Abbott, Brown & Chandler which was recently advertised through the Bowdoin College Career Planning Center. As a double major in sociology and environmental studies, I expect to graduate magna cum laude in May. Law has been a long-standing interest which I have actively pursued through my studies in sociology. In addition to selecting the law-related courses offered through this department, I have undertaken two independent projects concerning law. Demanding extensive library research and numerous case studies, my first independent study investigated how the courts and legislatures have contended with problems confronting the American educational system. Presently, I am researching an honors thesis evaluating an Alternative Dispute Resolution (ADR) Project which was mandated by the Maine Supreme Judicial Court and was conducted in two Maine Superior Courts during 1988 and 1989. My statistical analysis of over four hundred court cases will reveal whether mediation or ADR yielded higher and more rapid settlement rates than traditional legislation. In addition to examining new ideas, applying new concepts, and working through conflicting theories, I have developed skills in the gathering and analysis of empirical data. My teaching and office experience has taught me to accept responsibility and to work with commitment and perseverance. With the above experience, I am well prepared for this paralegal position. Enclosed please find a copy of my resume. Should you desire references, I will be pleased to furnish them upon request. Due to my teaching responsibilities, I am not available on Fridays, but would welcome the opportunity to meet with you at any other time. I will contact you within two weeks to discuss this possibility further. Thank you for your time and consideration. Sincerely, James J. Hobbs enclosure 5 Sample Cover Letter #3 A cover letter sample to a person with a mutual acquaintance or networking connection. 78 Smith Union Bowdoin College Brunswick, ME 04011 November 30, 2007 Ms. Gretchen F. Davis Senior Consultant Lyford & McPhinney 1200 Avenue of the Americas, Suite 204 New York, NY 10019 Dear Ms. Davis: Lucy Green suggested that I contact you regarding my interest in pursuing a career in management consulting. The diversity of services and the small size of Lyford & McPhinney are especially appealing to me. Please give serious consideration to my application for the position of Associate. As a biology and economics double major at Bowdoin College, I have learned to analyze data and conceptualize problems. My summer employment as Marketing Director for Basic Designs, Inc. has given me the opportunity to attack a problem independently and propose a solution, as well as to develop organizational and negotiating skills. Recently, the recommendations I proposed have been implemented, and resulted in a significant increase in sales. As a newsletter editor for the Burbank Recreation Department, I refined my ability to present information in a clear and concise manner. On campus, my positions as Admissions Office Senior Interviewer and Peer Career Advisor have further sharpened my written and oral communication skills. I would like very much to discuss my qualifications with you. During the first two weeks of January, I expect to be in New York. I will call you within ten days in the hope of scheduling a mutually convenient time for an interview. I am looking forward to speaking with you. Thank you for your consideration. Sincerely, Bertha Banks Enclosure 6 Sample Cover Letter #4 Sample cover letter for an for an internship. 234 Smith Union Bowdoin College Brunswick, ME 04011 February 22, 2007 Mr. Peter Rollins Manager, College Relations Roberts Corporation 42 Emerald Boulevard Rockville, IL 62888 Dear Mr. Rollins: I am writing to apply for an internship with the Roberts Corporation this summer. I found the internship posting on the Bowdoin College Career Planning website, and was immediately interested in the training and experience that can be gained from this opportunity. A Sarah and James Bowdoin Scholar (Dean’s List) student at Bowdoin, I am planning to pursue a major in economics and a minor in English. Marketing is an area in which I have a particular interest, but I am willing to be assigned to whatever division can best utilize my skills. As my enclosed resume indicates, I am currently the head waitress for the Bowdoin College Dining Service. In addition to giving me the opportunity to develop organizational and management skills, this position has required that I communicate effectively with students and upper-level executives alike. At Marine Craft, Inc., I gained an excellent overview of small business operations and an understanding of the importance of customer satisfaction. In my role, I was tasked with developing a customer satisfaction survey requiring me to write an entire ten-page survey and present it to company executives. I would appreciate the opportunity to speak with you about a summer position with Roberts Corporation. As I plan to be at home in Chicago for a few days during the end of March, it would be possible for me to arrange to travel to Rockville at that time. I will contact you within two weeks in the hope of scheduling an interview. Thank you for your time and consideration; I look forward to speaking with you soon. Sincerely, Joan J. Jacobson enclosure 7