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Career Planning and Placement

Cover Letter Writing

The power of a quality, professionally written cover letter is essential in presenting yourself to a potential employer. The letter along with a well-developed resume are key components to get you started on a career path, or venture into switching jobs or career direction. Medaille's Career Planning Office offers one-on-one assistance and workshops to get you started.

What is a Cover Letter and Do I Need One?

Cover letters are used as a means of introduction. They are meant to complement your resume and are required with each and every resume you send out. Together, a well-crafted resume and cover letter present you effectively to an employer. A cover letter makes it clear you want the job. It not only summarizes your qualifications and targets them toward an employer's needs, it also takes your resume, a rather formal document, and personalizes it.

Types of Cover Letters

Application Letter: Written when you are responding to a known vacancy such as an ad in the newspaper or on the internet. An application letter can also known be known as a letter of intent.

Approach Letter: Used when you are inquiring about employment possibilities within an organization when you don't know of any. This could be an attempt to network, or to ask for career advice, suggestions, and guidance.
The approach letter is also useful when a person gives you permission to use them as a referral. Using their name is just another form of networking.

Regardless of which letter fits your needs, there are simple guidelines to be used with each one.

Basics to Remember:

  • Use good quality paper specifically marketed for resumes and cover letters. Even better, use the same paper you used for the resume and buy the matching envelopes. It will complete the presentation and show attention to detail.

  • Fonts should be clean and simple. Suggested fonts include Helvetica, Futura, Optima, ITC Avante Garde Gothic, Times New Roman, Arial, Palatino, and Courier. Do not use script fonts. Font size should be between 10-14 points. Again, using the same font you used for your resume will make for a cohesive presentation.

  • The cover letter must be error free. That includes grammatical errors, punctuation, and spelling. Have at least two other people proof the cover letter. Suggestions for proofreaders include Career Planning personnel, professors, and administrative assistants.

  • Do not use a form letter. Each cover letter should be written specifically for the organization you are applying to.

  • Keep the letter to one page.

  • The writing must be direct, powerful, and to the point. Be positive and upbeat. Don't apologize for bad grades or lack of experience.

  • Avoid abbreviations and acronyms-spell it out.

  • Address the letter to a specific party. Do not use To Whom It May Concern, or Dear Human Resources Representative as your salutation. If unsure to whom the letter should be addressed, call and ask for the name and the correct spelling. Before you call, make sure the ad does not forbid phone calls.

The Letter

All cover letters have the same structure. The main difference is the focus and reason you are writing.

The Opening:

  • Is one paragraph.
  • Needs to focus on the organization/person to whom you are writing.
  • You want an opening that will grab the attention of the reader.
  • Indicate the reason for writing.
  • Make reference to the type of work or job you are for which you are applying.
  • Tell where you heard about the job or organization. If someone gave you permission to use their name as a referral, here is where you want to mention their name.

Some Opening Sample Sentences

  • In response to your vacancy announcement on your website, please consider my resume in your search for a Sales Service Coordinator.
  • Please consider my qualifications for the position of Public Relations Coordinator which you advertised in the April 9, 2005 edition of the Buffalo News.
  • What you need and what I can do sound like an excellent match.
  • Your ad captured my attention.
  • Joseph Davis from the Buffalo-Niagara Partnership told me about your ambitious expansion plans. I would welcome an opportunity to speak to you further about this exciting initiative.
  • I thrive on challenge and feel that my skills and experience are applicable to the vacancy you have advertised.

The Body

  • Consists of one or two paragraphs.
  • Focuses on your qualifications, skills, training, and educational background and how it applies to the job.
  • Refers the reader to the enclosed resume.
  • You have the option of using bulleted points in order to focus on what you have to offer the employer.
  • Enhance the information already on the resume, but don't repeat it.

Some Body Sample Sentences

  • As a recent graduate from Medaille College, my professional experience is limited. However, I believe you will find I exhibit intelligence, common sense, initiative, maturity, and stability.
  • While at Medaille College, I was an active member of the Student Government Association. As a senator, I utilized my leadership, time management, and communication skills to…
  • I thrive in a team environment and enjoy the successes that come from collaborative effort.
  • My work at Baker Victory Services, a facility similar to yours, involved counseling physically and emotionally disabled adolescents. I found the job to be personally rewarding and the experience only reinforced my decision to pursue a career in the human services sector.
  • The work performed under my direction has come in at, or below budget. We met project deadlines.
  • During my student teaching with the Buffalo City Schools, I was able to integrate a variety of learning experiences, such as…

The Conclusion

  • Indicate your desire for a personal interview. Suggest a date for a meeting or phone call with the intentions of following through.Repeat your phone number in the letter and offer any additional assistance in clarifying your qualifications.
  • Close with a statement or a question that will encourage a response.

Some Conclusion Sample Sentences

  • I welcome an opportunity to elaborate on how I could make a meaningful contribution to your organization as a manager. Thank you for your kind consideration. I look forward to speaking with you soon.
  • Feel free to call me at 716-555-5555 to discuss any details.
  • My past work experience, combined with my education, make me uniquely qualified for this position. A message may be left at 716-555-5555 at anytime. If I have not heard from you by April 16, I will contact you regarding the status of my application.
  • Could your company use a higher achiever who thrives on challenge and growth? If so, please contact me at 716-555-5555 so we may discuss future opportunities with your organization.
  • I would like to learn more about your trainee position.

Summary

By taking your time and making some effort, your cover letter and resume combined will get you that important interview. But, remember, first impressions do count in this case. Employers want to know you take pride in yourself and your work. Cover letters are a reflection of the kind of work you are capable of producing.

Concentrate on using action verbs as you craft your letter. They are simply suggestions meant to get you started. There are also sample letters and a section on how to write a thank you letter. If you have additional questions, please contact the Office of Career Planning and Placement for assistance.

Required Elements

Your present address
City, state zip code

Date of letter

Contact person's name
Contact person's title
Company's name
Their address
City, state zip code

Example

Dear __________:

First paragraph: In your initial paragraph, indicate the reason for writing, the specific position or type of work you are applying for, and how you learned of the opening (placement office, newspaper, friend, employment service).

Second paragraph: Mention why you are interested in the position, the organization, its products or services; above all, explain how your academic background makes you a qualified candidate for the position. If you have had some practical work experience, point out the specific achievements or unique qualifications. Try not to repeat the same information the reader will find in the resume.

Third paragraph: Refer the reader to the enclosed resume or application blank that summarizes your qualifications, training, and experience. You may also make the employer aware your credentials can be obtained from the Medaille College Office of Career Planning and Placement.

Final paragraph: In closing, indicate your desire for a personal interview. You may want to suggest alternative dates and times or simply advise of your flexibility as to the time and place. Repeat your phone number and offer any assistance to help in a speedy response. Finally, close with a statement or question that will encourage a response. For example, state you will be in the city that the organization is located on a certain date and would like to set up an interview. Or, state you will call on a specific date to set up an interview. Ask if the company will be recruiting in your area and offer to provide additional information or references.

Sincerely,

(HANDWRITTEN SIGNATURE)

Your name typed

Enclosure (or Enc. Denotes enclosure of a resume, application, etc.)