Cover Letter Writing Guide for Students fall 2011 – spring 2012

Career Services Office 41 Lincklaen Street 315.655.7147 [email protected] www.cazenovia.edu/careerservices

Cover Letters Cover letters are a part of the employment application process. When preparing a resume to send to an employer, always include a cover letter. A cover letter is an introduction to the application you are submitting. Each cover letter is geared toward the specific position that you are applying for. In each letter you will introduce yourself, describe your educational and work experiences and how they relate to the position you are applying for. Cover letters allow you to include information your resume cannot portray (career changes, gaps in employment history, etc.), functioning as the “job objective” on your resume, and gives the employer a snapshot of your personality. An original cover letter needs to be written for each position (job or internship) you are applying for. Each original cover letter needs to be written specifically to each position description. Even when a cover letter is not specifically asked for, send one. In fact, few employers will seriously consider a resume that does not include a cover letter; therefore, an effective cover letter must be incorporated into your job search strategy to increase your chances of being invited for an interview. You may see job postings that ask for cover letters using different terminology. These include a letter of application, a letter of interest, or an inquiry. On the following pages are instructions, samples and ideas that may be helpful as you write cover letters.

Cover Letter Outline/Sections When writing a cover letter, there are three basic paragraphs that need to be included. Additional paragraphs may be included as needed. The following gives the three essential paragraphs and what information should be included in each paragraph. Opening Paragraph State why you are writing, identify the position for which you would like to be considered, and indicate how you heard of the position. If you are sending an interest/inquiry letter, simply indicate the type of work you are seeking. Be specific. Middle Paragraph(s) Your goal in this paragraph is to show how you can be useful to this particular organization in this particular position. Describe what strengths you have to offer. You might use one of the following approaches: Illustrate the relationship between your skills, experience and the position for which you are applying. Describe your previous accomplishments as they relate to the position. Identify three reasons for the employer to consider you for the position. State why you want to work for their organization. Refer the reader to your enclosed resume for additional information. Closing Paragraph End your letter by clarifying what will happen next and how they most easily can reach you. Whenever it is possible, you want to take the next step yourself. In addition, thank them for their time and consideration.

Cover Letters – An Introduction Cover letters are a part of the employment application process. When preparing a resume to send to an employer, always include a cover letter.

Cover Letter FAQs What is the purpose of a cover letter? A cover letter is a business letter that you write when you submit a resume in application for a job. The cover letter is a letter of introduction where you explain why you are contacting the employer, how you see yourself as qualified for the position, demonstrate skills and attributes you can bring to the employer and finally state that you would like to have an interview. Can I write a generic cover letter and adjust it to each position I am applying for? Yes and no. Certainly you can use phrases, sentences and the format in from a generic cover letter but the most effective and persuasive cover letters are those that speak to the position/job applicants are applying for. The applicants who thoroughly read job postings and then highlight their experiences in their cover letters have much better chances of being contacted by employers for interviews. What if the job posting says “send resume to….”? Do I include a cover letter? Yes. Some employers will spell out exactly what to include in your application such as a resume, cover letter, salary requirements, references and samples of writing or a portfolio. Some employers will only say “send resume to…” which likely means that they want a cover letter to accompany your resume. The only time you do not include a cover letter is if the employer specifically says “resumes only”. Some employers will not review resumes without cover letters. To many employers, only sending a resume gives the impression that the applicant has not carefully thought about how he/she fits into the organization and may be sending resumes out to everybody. Some employers will call a cover letter by the following terms: Letter of Inquiry, Letter of Application, Letter of Interest, Letter and many others. Please know that these are all the same: Cover Letters. How long should a cover letter be? Cover letters are usually three-five paragraphs in length. Always think concise and remember that concise and short mean two different things. In cover letters you want to demonstrate how and why you are qualified for a position. Think of examples of how you have demonstrated a skill and/or ability and explain that in your cover letter and tie that experience to what the employer is seeking. Do not give multiple examples that may already be included on your resume. The cover letter should always include information that makes you stand out from other candidates. Based on the position you are applying for you will need to judge how long the cover letter needs to be. If the position you are applying for has many duties and tasks, you may need to spend more space detailing how you fit in to the organization by sharing your related experiences. How do I show an employer that I have the skills and experiences needed? Review the job posting. Pick out the phrases and wording where you can demonstrate your qualifications. Look carefully at the wording the employer uses. Workplaces and colleges/universities use different terms to explain similar functions. Translate your experiences using the employers terms. If you were a Master Student at Cazenovia College and an employer is seeking someone who has training experience, use training words as listed by the employer to demonstrate that you have the skills necessary for the job.

Most employers will not know what we mean when we use the title, Master Student. Help yourself and the employer by explaining how your experience as a Master Student translates to training. Also, always review websites of the employers to gain as much information as you can about the nature of the organization, their culture and their technology terms and work language.

Organizing Your Cover Letter 1.

The Heading

The heading includes your contact information, today’s date, the employers’ name and mailing address and the salutation.

Job Applicant’s Contact Information John Smith Cazenovia College • Box 0000 • Cazenovia, New York 13035 12345 Old Mill Road • Utica, New York 13258 [email protected] 315.655.0000

January 29, 2010 Employers Full Contact Information Human Resources Simon Pearce, Inc. 109 Park Road Windsor, VT 05089 Salutation(s) Dear Human Resources: Dear Ms. Jones: If you are uncertain of your contact’s gender, avoid using Ms., Mr., or Mrs. and simply use the person’s full name. Dear Hiring Professional: This is suitable if you are unable to identify a specific person, an appropriate salutation

2.

The Introduction

The Introduction includes important information about you that grabs the employer’s attention to make the potential employer keep reading. In the body of your introduction:  Include who you are and why you are writing. Example:

I am writing in response to the Graphic Design position available at Simon Pearce, Inc. that was posted on Craig’s List. In May, 2010 I will be receiving a Bachelor of Fine Arts (BFA) in Visual Communications from Cazenovia College located in upstate New York. As a graphic designer, I have defined my design style as one of elegance, simplicity and function.  Many people hear of job openings from contact associated with the company. If you decide to include a person’s name in your cover letter, make certain that your reader has a positive relationship with that person.  If you have previously met the reader, you can remind the reader of when and how you met. Example: I had the pleasure of meeting you at the Syracuse University Career Expo on February 4th. I appreciated the time you took to speak with me about opportunities with Saks Fifth Avenue.  Most importantly, briefly explain how your values and goals align with the organizations and how you will help them.  Touch on how you match the position requirements.  This will set up your reader and your cover letter to proceed with the argument portion of the cover letter. Example: I am writing in response to the Graphic Design position available at Simon Pearce, Inc. that was posted on Craig’s List. In May, 2010 I will be receiving a Bachelor of Fine Arts (BFA) in Visual Communications from Cazenovia College located in upstate New York. As a graphic designer, I have defined my design style as one of elegance, simplicity and function.

3.

The Argument (Why are you the right candidate for this position?)

The Argument includes your skills, experiences and other credentials the employer is seeking. Focus on what the employer is looking for.  Use the cover letter as a source of supporting information from your resume.  Here is your opportunity to persuade the reader and explain why you are a good fit for the position and the organization.  Carefully choose examples and information that will best demonstrate your match with the organization.  Show your reader you possess the most important skills he/she seeks  Convince the reader that the organization will benefit from hiring you  Maintain an upbeat/personable tone  Avoid “not only…”, “you will never find…”  Remember when writing your argument it is essential to learn as much as you can about the company and the job. Example: As a student designer, I have had many opportunities to work as a project team leader and member. In leadership roles, I am able to establish open lines of communication and balance differing design styles and concepts to create a unified and effective design. As a team member, I value the importance of collaboration and cooperation. I am fluent in using multiple graphic design programs including the Adobe Creative Suite. Additionally I have a great deal of experience working in customer service and my designs reflect consumer friendly concepts.

4.

The Closing (Ask for the interview)

Your final paragraph will indicate that you are including your resume, portfolio or other supporting and/or required documents. Close by thanking the reader and ask for an interview. Restate your interest, qualifications and your next step (if you will be following up with them [optional]). Add a signature section with a closing of Sincerely or Best Regards. Type your name three lines below the closing. If sending by US mail, sign your name on the letter. Example: Thank you for your consideration. The opportunity to interview for a graphic designer position with Simon Pearce, Inc. would be greatly appreciated. I believe Simon Pearce’s design style is consistent with my own and I believe this is an atmosphere where I would thrive and be able to provide creative design that will benefit Simon Pearce, Inc. Sincerely,

John Smith

~ On the following page you will find the completed cover letter ~

Cover Letter Example: Graphic Design Position

John Smith Cazenovia College • Box 0000 • Cazenovia, New York 13035 12345 Old Mill Road • Utica, New York 13258 [email protected] 315.655.0000 January 29, 2010

Human Resources Simon Pearce, Inc. 109 Park Road Windsor, VT 05089 Dear Human Resources: I am writing in response to the Graphic Design position available at Simon Pearce, Inc. that was posted on Craig’s List. In May, 2010 I will be receiving a Bachelor of Fine Arts (BFA) in Visual Communications from Cazenovia College located in upstate New York. As a graphic designer, I have defined my design style as one of elegance, simplicity and function. As a student designer, I have had many opportunities to work as a project team leader and member. In leadership roles, I am able to establish open lines of communication and balance differing design styles and concepts to create a unified and effective design. As a team member, I value the importance of collaboration and cooperation. I am fluent in using multiple graphic design programs including the Adobe Creative Suite. Additionally I have a great deal of experience working in customer service and my designs reflect consumer friendly concepts. Attached are my resume and portfolio samples for your review. Thank you for your time. I look forward to hearing from you. Sincerely,

John Smith

Cover Letter Example: Photography Position

Johnna Smith Cazenovia College • Box 0001 • Cazenovia, New York 13035 12576 Elmwood Avenue • Buffalo, New York 14222 [email protected] 716.555.0000 May 13, 2010 Digital Photographer Position ideeli, Inc. New York, New York Dear Hiring Official: I am a recent graduate from Cazenovia College in upstate New York where I earned a Bachelor of Fine Arts in Photography. As a photographer, I find personality and character in all of my subjects. Through opportunities both academically and experientially, I have compiled an extensive portfolio reflecting multiple disciplines. In working with products, lighting and composition create the opportunities to best showcase the detail and character of products. Through coursework, I have learned techniques of working in a controlled studio environment as well as on location. Professors and peers have noted that my studio work demonstrates attention to detail and the end result is clean and finished. I am skilled with Photoshop and Adobe Lightroom and am experienced with retouching, web presentation and color corrections. My resume and portfolio reflect a commitment to professional, Editorial and Fine Art photography through exhibitions, art awards and academic honors. I am motivated to perfect my photography and believe that Ideeli, Inc. would welcome my work ethic, artistic vision and professional standards. Thank you for your consideration. I look forward to discussing the Digital Photography position with you. Sincerely, Johnna Smith

Cover Letter Example: Human Services Position

Nancy Rice Cazenovia College • Box 0002 • Cazenovia, New York 13035 12576 Westcott Street • Syracuse, New York 13202 [email protected] 315.556.0002 May 14, 2010 Hillside Family of Agencies 1183 Monroe Avenue Rochester, New York 14620 Re: Position #2471 Dear Human Resources Administrator: I am very interested in being considered for the Youth Advocate position with the Hillside Work Scholarship Connection. I have attached my resume for your review. As you will note on my resume, I will be graduating (with high honors) this week with a Bachelor of Science in Human Services. As a student I have had several jobs and internships working with diverse populations with various needs. As an AmeriCorps/Vista Volunteer, I worked with programs in Syracuse including Prevention Network, CNY Works and the American Red Cross. In one experience I volunteered at Syracuse Central Technical High School. There I helped students discover their goals and ambitions and discussed with high school students the value of education beyond high school and mentored students to be successful. Also, several students from the Syracuse Central Technical High School visited Cazenovia College and I was privileged to give these students tours of the campus. Often, financing college can be overwhelming to lower-income families and I was also able to speak with these students and their families about ways to afford college on any budget. Through other AmeriCorps/Vista programs I created activities and outings that encouraged youth to explore their talents and abilities and worked with them on following through on their ideas. Through the Red Cross I developed and implemented the American Red Cross youth groups in the Syracuse Central School District high schools where I advised and mentored high school students on the value of community involvement and taught groups on how to prepare, prevent and respond to disasters. The approach I use when working with clients is a client-centered and strength-based approach. I find that when people are in very difficult situations it is very easy for clients to become discouraged and become overwhelmed by their circumstances. The client-centered and strength-based approach I use almost always results in clients feeling empowered to ask questions and make decisions on their own behalf. I am extremely organized, have a strong work ethic and communicate well with others. These skills have been demonstrated in my work experiences and in my college course work. I believe my education and experience make me an excellent candidate for the Youth Advocate Position. Thank you for your consideration. I look forward to meeting you. Sincerely, Nancy Rice

Cover Letter Example: Equine Business Graduate Applying for a Position in Politics/Law

Alyssa Lee Jamison 504 Caster Road • Scranton, Pennsylvania 18021 Cazenovia College • 22 Sullivan Street • Cazenovia, New York 13035 [email protected] 000.111.2222 April 8, 2010

Senator Charles E. Schumer Capitol Building Washington, DC 00221 Dear Senator Schumer: I am interested in being considered for the Executive Assistant position available with your Washington, DC office. I have attached my resume for your review. Currently, I am an intern in your Central New York Office in Syracuse, New York where I work with constituents and the administrative staff in managing the projects and events as well as serve as a liaison for your activities in Central New York. I find this work very interesting and am exhilarated with the pace and stress of a politician’s schedule and responsibilities. Next month, I will graduate with a degree in Business Management from Cazenovia College in upstate New York and will move to Washington, DC to begin my career in government and public service. As you will note on my resume, I have held positions where making sound decisions quickly was required of me. I have the ability to organize and implement events and people and believe I would be an excellent candidate for the Executive Assistant position with you. Thank you for your consideration. I look forward to hearing from you. Sincerely,

Alyssa Lee Jamison

Marketing Internship with AVP Pro Beach Volleyball Tour, Los Angeles, CA: Research event markets to develop local marketing programs, including but not limited to media outlets, popular nightspots and trendy neighborhoods. Send cover letter and resume to: AVP Pro Beach Volleyball Tour, 1 Volleyball Plaza, Los Angeles, CA 90000.

Before Cover Letter

Hannah Hubbard 899 Aspin Cove Road Fort Plain, New York 12222 (518) 777-7777 [email protected]

October 1, 2009

AVP Pro Beach Volleyball Tour 1 Volleyball Plaza Los Angeles, CA 90000 Dear:

If you do not have a name, use “Dear Hiring Manager:”

Your name is on the top of the page and at the bottom. You do not need to start your letter by stating your name.

applying for the marketing internship with AVP Pro Beach Volleyball Tour for the summer of 2010.

What is the writer trying to say? This statement is too general and does not provide insight or demonstration of skills and qualifications. Grammatically, this sentence is incorrect.

Do not use contractions.

My name is Hannah Hubbard and I’m interested in receiving a job in the Los Angeles area. My experience with sports throughout the years has allowed me to enjoy all the different sport that are out there. Also being I have much experience working with children and adults has helped me being able to relate to others. I hope to be able to help out and learn more from your organization in Los Angeles. In sport management it is better to be well rounded in an area of interest. My interests are sports and I especially enjoy the marketing end and administrative areas. Being that I’ve had much experience with working with computers and coordinating activities I feel that I can help in the organization in many ways. Knowing that it isn’t always easy to work with some people I have learned to keep an open mind and to help in any situation that may be occurring. I am an enthusiastic person who enjoys to learn more and to experience new opportunities. I hope my qualifications are to your organization’s standards and you will qualify me for your internship program so I may be a part of your organization. I hope to hear from you soon and I thank you for your time. Sincerely, The writer needs to speak to her abilities, skills and experiences in these areas.

Hannah Hubbard

This is not business-letter language. Instead, “I have had a great deal of experience using multiple software programs and in coordinating activities.”

Never word something negatively. Say, “I work well with groups, on teams and individually.

Overall, this cover letter does not address the specifics of the position. The wording sounds like a conversation rather than a formal business letter. The purpose of the cover letter is to provide the employer with a demonstration of your writing skills, your ability to translate your experiences and abilities to the position description.

After Cover Letter

Hannah Hubbard 899 Aspin Cove Road Fort Plain, New York 12222 (518) 777-7777 [email protected]

October 1, 2009 AVP Pro Volley Ball Tour 1 Volley Ball Plaza Los Angeles, CA 90000 Dear Hiring Manager: I am interested in being considered for the Marketing position available with the APV Pro Volley Ball Tour. The course work I have completed in sports marketing combined with previous work experience in sports will allow me to create a successful AVP Pro Volley Ball Tour. As stated on the attached resume, I am a Sport Management major and have had completed the Sport Marketing, Promotion and Sales course. In this course, we learned market research skills and then developed and implemented a marketing plan to increase the number of spectators at our home men’s basketball games. In this plan we provided incentives for attending games. We solicited donations from our regional business community and donations included gift certificates to restaurants, bookstores, personal services and a culminating give-away of an Apple I-Pod at the last home game. The results of this marketing plan increased basketball game attendance by 43% and ignited a great spirit and following for our basketball team. Also, I have experience as a camp counselor and have taught volley ball skills and rules to campers ages 10 – 14 for the past three summers. I believe that sports involvement and support teaches us how to work together toward common goals and teaches us the value of fair play. The opportunity to discuss the Marketing position with AVP Pro Volley Ball Tour would be greatly appreciated. I look forward to hearing from you. Sincerely,

Hannah Hubbard