How to write a “Cover Letter”

…In English!

Why is it Important?

• Your cover letter may make the difference between obtaining a job interview and having your resume ignored, so, it makes good sense to devote the necessary time and effort to writing effective cover letters.

• A cover letter is often your earliest written contact with a potential employer, creating a critical first impression.

A Good Cover Letter…

• Explains the reasons for your interest in the specific organization/company

• Identifies your most relevant skills or experiences

• Should express a high level of interest and knowledge about the position.

WHAT SHOULD YOUR COVER LETTER DO FOR

YOU?

• It should answer the question - Why should I hire you?

• It should grab the employers attention and point out why you, above all other applicants, should be contacted for a personal interview.

A cover letter should

• complement, not duplicate your resume.

• interpret the data-oriented, factual resume and add a personal touch.

Sample Format:Mr./Mrs. Person

Company Name Company Address City, State 90210

Dear Mr./Mrs. Person:Recently, I completed an internship with _____________ where I was given the responsibility of ____________. I am now seeking a position with ______COMPANY______ to help build on my experience. I believe my background and abilities will prove to be an asset to ______COMPANY______.I have performed _______________________, participated in _____________________ and foundation formation, and managed _________________________. I was given the responsibility to _______________________. My ______________ skills are excellent and I am able to work in a group or by myself to complete tasks ahead of deadlines. I can add a new dynamic to your projects and produce results.I am very interested in joining ______COMPANY______. I can be reached at the address and phone number below. I look forward to hearing from you.Sincerely,

Your Name Your AddressCity, State 90210(111) 111-1111

First:

• Write your contact information on the top

then

• Write a “salutation”Dear Mr./Ms. Last Name, (leave out if you don't have a contact)

• Also can use: “To whom it may concern”

How should you start it? Here are the most common opening lines from a sample of covering letters:

• I have just completed my final year at the Shanghai Institute of Tourism • I am a final year student at the Shanghai Institute of Tourism• As an undergraduate at Shanghai Institute of Tourism I am looking for • Currently I am pursuing a degree in .... at the Shanghai Institute of Tourism • My name is .... and I am a final year student at the Shanghai Institute of Tourism • My name is .... and I am writing in response to your advertisement • I am writing to apply for the post of .... in your company • I am writing in response to your advertisement in/for • I am writing to enquire if you have any vacancies for ....• I was very interested to read your advertisement for • I was most interested to read your advertisement for • Further to your advertisement in ...., I should like to apply for • With reference to your vacancy for a .... • I enclose my resume for consideration of the post of • Please find enclosed my application for the post of • As you will see from my resume• I am seeking a placement within a  • I am currently looking for an entry-level post in • I am very keen to work for .... because of your reputation for • Your company has an excellent reputation for the training of graduates ...

FIRST PARAGRAPH:

• This is the "why I'm writing to you" paragraph which immediately tells the employer the position you want to be considered for.

• This is short - usually 2-3 sentences.

Points to cover:

• Why you are writing and which position you are applying for.

• Show from your research why you are interested in this position or organization. The goal is to make a connection - do this Briefly and Specifically or leave it out

Research!• Research the organization or business so you can

include information or facts relating to your desired job or industry.

• This will not only help you in writing a relevant cover letter but it will also be useful if you get an interview. Some key items you should become familiar with:

• What is the employer's mission? What do they promote as setting themselves apart from competitors?

• What kind of customer base does the employer cater to? What kinds of people are in their target market?

• What are the company or organization's values? Innovation? Service? Diversity? Sustainability?

• What is the history of the employer? Who was the founder? How has the business or organization evolved?

Analyze the Job

• Read the job description carefully. • Check for the noted and assumed

needs and determine the most important skills, qualifications and experience the employer is looking for.

• Write them down, and put a check mark next to the ones you have.

SECOND PARAGRAPH:

• This is the "why I'm qualified" paragraph.

• Highlight some of your most relevant experiences and qualities as they relate to the position for which you are applying.

• Choose 2 - 3 points you want to make about Specific experiences/accomplishments, and provide  Specific examples to support those points.

• This paragraph will change according to the job/employer for which you are applying.

• This is usually the longest paragraph of the letter. • You may break this paragraph into two if it looks

too lengthy or if your points work best in separate paragraphs.

Enthusiasm!

• Show enthusiasm and a desire to help the company reach its goals!

• What can you do for them• Not-what can I get from them

FINAL PARAGRAPH:

• This is a short 2-4 sentences paragraph.

• You should refer to the enclosed resume, request an interview and let the reader know what will happen next (Contact them within specific period of time unless it is a recruiting program).

• It is vital that you thank the reader for his/her time and consideration.

Tips to Make Your Letter Professional

• Research the company and the specifics about the position so you can tailor your letter to the needs of the organization. – Avoid using too many sentences that start with "I" or

writing in the passive voice (ex. "This experience enabled me to..." or "Through my internship, I was responsible for..."); instead, make yourself the subject of each sentence and use active descriptions (ex., "In this internship, I demonstrated sound judgment and problem-solving skills on a daily basis.").

– Do not use contractions (I'd, didn't, it's). – Spelling, grammar, or punctuation mistakes are out of the

question! Cover letters are a reflection of your writing skills, so make each cover letter an example of your best work.

– Be sure to sign your letters. (Black ink is suggested) – Keep your letter short and simple. This is not the time to

tell your whole life's story. – Use good quality paper that matches your resume paper

and envelopes. 

Samples

• http://www.bestcoverletters.com/sample-cover-letter/Internship/Internship-Cover-Letter-1.html

• http://www.bestcoverletters.com/sample-cover-letter/Internship/Internship-Cover-Letter-2.html

• http://www.careerfaqs.com.au/sample-cover-letters/1330/Tour-guide-cover-letter

Sample:300 Summit St.Hartford, CT 06106-3100August 17, 1998

Ms. Arianna RikicDirector of RecruitingEastern Arbor225 East 72nd StreetNew York, NY 10098

Dear Ms. Rikic:Laura Flannigan suggested I contact you concerning the Marketing position available at Eastern Arbor. I am inspired to pursue my marketing interests at Eastern Arbor due to its reputation as a prestigious, innovative and growing company in liability policies.My diverse and intense academic, professional, and leadership experiences would make me a valuable asset to Eastern PG Arbor. Currently, as a professional Student Admissions Associate, I assist in promoting Trinity College to prospective students and parents. I am responsible for interviewing and evaluating students as well as leading group information sessions. Since I work with people every day in a business setting, I have developed strong interpersonal and communication skills.My leadership experience, particularly with the President’s Special Council on Women, is another example of my strong sense of responsibility and motivation. As a council member concerned with the rights of women, I have brought fierce new ideas onto the agenda, such as bringing student leaders together to discuss how to create a more active community at Trinity. As a result of this idea, the council along with other student leaders has begun planning a leadership forum for next semester. In all of my business experiences, my motivation and energy has ignited me to work hard and accomplish goals.My resume and transcript are enclosed for your evaluation. I will contact you on the week of Augustl 30th to schedule a time in which I may further discuss my qualifications for the Marketing position. Thank you for your time and consideration.

Sincerely,Marty E. SpruceMarty E. Spruce

Another sample:Elicia Delombard

286 North 75th St. – Apt 5LNew York, NY 10021

212-555-9988March 21, 1998Mr. Ralph CantorExecutive Vice PresidentRepublican Young, Inc.321 Marzio Rd.Mohaonk, NY 12561Dear Mr. Cantor:I would like to be considered for the Legal Assistant position offered at White, Case & Bothalemule. I learned of this opportunity through the New York Recruiting Consortium at Trinity College. My high level of concentration and excellent organizational skills have helped me achieve a strong academic record at Trinity College which reflects my diligence and commitment to success. Rigorous liberal arts courses and a concentration in psychology have provided me with a first rate writing ability as well as sharp analytical, problem-solving and research skills. In my International Politics and Clinical Psychology courses, I have written papers involving in-depth research and analysis in order to prove a specific thesis. I have also developed research skills in a different capacity by compiling and analyzing data in a Research Design and Analysis class. In addition, my studying in England and France as well as taking French and Spanish classes, has greatly expanded my knowledge of different cultures and languages. My language proficiency will be an asset to a law firm with global interests.Through challenging leadership positions, I have developed a strong sense of responsibility, effective interpersonal skills and the ability to contribute to teamwork, even in high-pressure environments. As a Resident Assistant, I successfully resolved conflicts among residents, planned social and educational programs while serving as a positive role model for my peers. With my background in liberal arts, business and leadership, I am confident that I can make a profound contribution to White, Case and Bothalemule. Enclosed is my resume for your review. I am enthusiastic about the position and look forward to meeting with you at the Consortium in January. Thank you for your time and consideration.

Sincerely,Elicia DelombardElicia Delombard

To Sum Up:• The first sentence should be a “grabbing” opener. It is a

quick introduction, which is accomplishment-oriented and directed at the skills and qualifications needed for the job/industry.

• The body of the paragraph should provide evidence to back up what you've just claimed. Cite specific jobs/internships/activities/projects and accomplishments associated with those experiences. Use your resume to come up with some specifics, but NEVER reiterate passages from your resume word for word. Discuss why what you did is to the employer- relate the facts to the job. Strong examples are important!

• The final sentence is a summary of what you've discussed above. It's a good idea to mention the position title and company name to bring the reader back to the specific job in question. 

Final Tips• Never use the passive voice (e.g. "Bones are liked by dogs") where you can use

the active voice ("Dogs like bones"). • Be positive in your letter. No one wants to hire an unpleasant co-worker. • Personalize your letter with humor or another aspect of your personality. • Personalization does not mean sharing intimate details or using cute gimmicks in

your letter. This is still a professional presentation! • If you know someone at the company you're approaching, ask him about the job

opening. • You can mention this discussion in your letter, as it reinforces your interest in the

job. • The conversation may give you insight on how to make your letter stand out from

the applicant pool. • And if you know someone at the company, check if this person can give you a

recommendation. • If you can reference an employee and his recommendation in your letter, this may

help you get to the next step- an interview! • Remember, a cover letter should be brief; being verbose and writing more than

three paragraphs will not help your chances.

Do Not…

• Say why you need a job. Explain how hiring you helps the company, not how it could help you!

• In an initial cover letter, there is no need to include your salary requirements.

• Your cover letter should not be longer than one page.

• Do not use the same form cover letter with every resume you submit.

A cover letter though email:

• This can be a little more informal and a little more fun!

HW:

• Write a Cover Letter due May 18. (Also, bring your resume.

• Continue to write two blog entries per week.

Have a nice day!

☺