Cover letters

The purpose of this chapter is to help you: Understand when, why, and to whom to send a cover letter. Find the name, title, and address of the person to whom you should address your cover letter. Write a clear, compelling, and targeted cover letter.

Do I need a Cover Letter? Yes! Your resume should always be accompanied by a cover letter, which serves as an introduction to you and your resume, as well as relays the reason you are contacting a potential employer. Your end goal is to convince the reader that your qualifications are so impressive that they would like to interview you to learn more. Preparation As with any form of communication, as you begin to reflect on content for your cover letter, it is important that you do your homework. Know Yourself Look back at the notes you took during your career exploration. What are your interests and values? How do they relate to the position for which you are applying? Take a look at the skills and accomplishments you identified as you developed your resume. What are your strengths, successes, and skill sets that would be of particular interest to the hiring organization? Know the Organization Learn as much as you possibly can about the organization, its culture, and the internship/job. Go beyond visiting their website. Find individuals within the organization with whom to speak. This type of research will take time, which is why it is important that you start this process early. As you learn about the organization, think about the writing style and language that will connect with your audience. An employer within an investment banking firm typically will not connect with the same sort of tone or language as a representative from an environmental conservation non-profit. Every sentence of your cover letter should connect your skills, qualifications, motivation, and interests with that which the reader is seeking. The better you know yourself and the organization, the easier it will be to write an effective cover letter.
FORMAT

You will want to use a standard business letter format. The two most common styles of business letter writing are full block and modified block. Full Block In a full block letter, all of the paragraphs align on the left side of the page. There is no indentation. See the Consulting Cover Letter sample. Modified Block This style of business letter is aligned on the left, except for your address, date, and your signature, which are right-justified. See the Historic Preservation Cover Letter sample.

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TYPES
There are two common types of cover letters: a Letter of Application and a Letter of Inquiry. Letter of Application The Letter of Application is used when there is a specific known internship/job position posted (a position that has been advertised to the public). The internship/job description will give you a good starting point to learn about what characteristics and skill sets the employer is seeking. For this reason, it is very important that you read the internship/job description carefully. You may want to identify a system you can use to mark the internship/job description to make sure that you have identified everything the employer is seeking. You may want to highlight skills the employer is seeking, underline personality characteristics, and italicize job responsibilities. For example,
Public Relations Position Posting We are currently recruiting talented individuals who are ready to succeed as a public relations representative! We have recently taken on several new clients and are looking forward to continued growth. As a public relations representative, you will be an integral part of an account team. You will assist the public relations director with her public relations duties, including writing press releases and helping to develop public relations and publicity strategies for the client. Additional responsibilities include contacting media, designing promotions, and putting together press kits. We are looking for professional individuals who are extremely motivated and interested in a challenging and rewarding career. Your position will require a great deal of learning on the job. We focus on a team environment, so you must be a team player. You must also possess strong interpersonal, written/oral communication, and presentation skills. This position is deadline-oriented, so you must be able to work well under pressure. You must have the ability to be creative, have good graphic sense, and be able to deal with stress. Qualifications: Four-year degree required, with a 2.85 or higher GPA in a communications, journalism, public relations, English, marketing, or related major Journalism, publicity, and/or public relations experience a plus Excellent verbal and written communication skills, initiative, organization, creativity, and enthusiasm for public relations/communications field Ability to meet deadlines and complete work in a timely manner in a team-oriented environment Professional appearance and conduct Functional typing ability, Microsoft office skills, QuarkXPress, Illustrator, Photoshop skills desirable, but not required.

Letter of Inquiry The Letter of Inquiry is used to express interest in an employer and inquire about the possibility of an internship or employment (no specific opening has been advertised). Because there is no position description to help you identify the skill sets the employer may be seeking, it is helpful to read descriptions of similar posted positions. It is very important that you research the organization carefully, including speaking with people who work there so that you can specifically state why you are interested in the organization and what you can contribute.

CONTENT SALUTATION
While many internship/job postings do not list a contact name, it is very important that you try to identify the specific individual to whom to address your cover letter. If you do not have a contact name, search for a contact in CareerLink or Career Search, then call and ask. The calling script below offers a suggestion on how to contact a company.

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Calling Script Sample

Greet the person and introduce yourself Hello, my name is Bonnie Canan. State your purpose for the call I would like to send my application to the hiring manager of the Public Relations Department. Could you please provide me with his or her name and spelling so that I am sure to address it correctly? Ask for the individuals official title Thank you. Would you also be so kind as to provide me with his (her) official title? Thank the individual Thank you very much for your time and assistance. Have a great day.

Sometimes you will see postings that will indicate No Calls Please. In this case, you will often have to be more creative. Look in the Commodore Career Connection, and search by employer. If there is an alum listed, contact that alum to conduct an informational interview. If there is not an alum listed, then look for recent news articles on the company and identify individuals listed, use Career Search, and ask friends if they know anyone in the organization. Contact these individuals and ask for an informational interview with them. See Chapter 3 to read more about informational interviews. While you are speaking to the contact, ask if that person could help you identify the individual to whom you should address your cover letter. If you have exhausted every means of identifying the name of the individual to whom you should address your cover letter, then address the letter to the hiring manager or employer. This should be an absolute last resort. Once you have identified the persons name for your salutation, you can begin your introduction. INTRODUCTION: State the purpose of the letter You want your introduction both to state the purpose of your letter and to grab the attention of the reader. State the specific position or field for which you are applying or seeking. Grab the readers attention by stating achievements that the reader would find interesting or by mentioning a mutual acquaintance/friends name if appropriate.

BODY: Express interest and sell yourself Express your motivation for applying or inquiring. State your compatibility with the company/job description. Give specifics about what interests you in the job/organization. Identify two or three of your key selling points. What are two or three skills or achievements that will set you apart from other candidates? Using the CAR approach (Challenge, Action, and Result) explained in Chapter 14, give the employer a complete story explaining these skills and achievements. These qualifications that you highlight should be related to the opening or organization. Look back at the job description to check. Convey additional related information not on your resume. Keep in mind your company research. Remember, you are competing against others who are as qualified, if not more qualified, than yourself. Indicate you have the desire to succeed and the ability to perform well.

CLOSING: Express intentions and thanks Show consideration for the reader. State when you will make contact concerning an interview. Include your contact information, a phone number, and email address. Thank the reader. Close with sincerely,

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cordially, or respectfully. Always include Enclosure or Attachment [electronic] at the bottom if you are sending any other information, including your resume. TIPS: Always spell check and proofread your cover letter, and have someone else proofread it as well, including a career adviser. Set all of your page margins to 1 inch. Use a 10-12 point font size and the same font style as your resume. Use paper that matches your resume if you are hand-mailing it. Do not go over one page. Keep your letter personal, warm, and professional. Use active voice and action verbs. Keep the readers attention by varying sentence structure and length. Be positive in content, tone, word choice, and expectations. Many times recruiters skim the cover letter. Make sure the first sentence of every paragraph states what information will be contained in that paragraph. State clearly the purpose for writing. Place the most important items first, and make sure that they are supported by facts. Be sure to talk about your career goals, strengths, skills, and abilities and how all of these relate to the position for which you are applying. Make sure there is a match between the skills the job description highlights and the skills your cover letter highlights. Make sure you talk about why you want to work for the company. Include specifics; dont just say its because they are a leader in the industry. Do your company research!!! Do NOT use a form letter for your cover letters. Each cover letter must be original and written for the job description and company.

Sample Cover Letter Paragraphs: ORIGINAL PARAGRAPH SAMPLE 1 I realize that my past work experience is not very conducive to this type of work. Due to my need to fund a large portion of my tuition, I was forced into higher-paying manual labor jobs. What it does show is that I have a hard-working and goal-oriented personality. Also, in working manual jobs, I had an opportunity to work and interact with a large variety of people, which helped my people skills tremendously. I am eager to start getting real-life experience with information that I am learning in school. BETTER PARAGRAPH SAMPLE 1 I am proud of the fact that I have financed a significant part of my education through my summer jobs. This work has enhanced my appreciation for the education I am pursuing. While working construction, we were often met with tight deadlines. It was important that the team define our goals and prioritize what we needed to accomplish each day. Communication could be a challenge, as team members were from different ethnicities. Through carefully listening to one another, we were able to meet deadlines and often finish ahead of schedule.

ORIGINAL PARAGRAPH SAMPLE 2 As my resume shows, I have consistently performed exceptionally well in the classroom. I graduated with the highest academic rating in my high schools six-member district. Upon my entrance into Vanderbilt, I was awarded two of the Universitys highly competitive Honor Scholarships. During my years of collegiate study, I have earned a cumulative grade point average of 3.1 while following a rigorous premedical curriculum and developing my own program of study for my major. As an English major, I have achieved a grade point average of 3.6 and was awarded one of twelve places in the departments Honor program, which requires the development, writing, and oral defense of a thesis. This fall I was elected to the national Spanish honor society, Sigma Delta Pi. Balancing classes, assignments, several extracurricular activities, and a part-time job has required me to organize carefully and develop great time-management skills.

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BETTER PARAGRAPH SAMPLE 2 As an English major in the honors program, I independently completed a 100-page thesis. As there was no set class time, I exercised strong self-discipline. I developed a system of prioritizing in order to balance my thesis work with other assignments and activities. By proactively managing my time, I was able to devote the necessary time needed to perform significant research for my thesis. Additionally, I learned to effectively analyze and synthesize complicated information to utilize in support of my thesis, which was positively received by my adviser. I am developing a formal presentation of my findings and will be defending my position within the month. The skills I developed through this experience will allow me to make immediate contributions to the strategic consulting team.

COVER LETTER CHECK LIST YES The introduction paragraph indicated the specific position or field I am seeking. If I read only the first sentence of each paragraph, I get the message of the cover letter. My purpose for sending the letter to the reader is clear. My introductory paragraph motivates the reader to continue. I demonstrate interest in the organization/field. I address specific skills, experiences, or education that the organization/ field is seeking. I have used the CAR method to give a comprehensive example, demonstrating how the skills were developed and how they will benefit the reader. My cover letter flows smoothly. Similar skills are grouped in the same paragraph. I have thanked the reader. My contact information is included (phone # and email address). I have indicated my next step. My cover letter comes off as personal, warm, and professional. I have used active voice and action verbs. My sentences are easy-to-read, with varied structure and length. My cover letter is in a business letter format. There are no spelling or grammatical errors in my cover letter. I have signed my cover letter. NO

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Consulting Sample Jane Smith Recruiting Coordinator Consulting Group Somewhere, USA July 6, XXXX Dear Ms. Smith, I am seeking a position with Consulting Group (CG) as an Associate, specializing in the areas of Energy, Globalization, or Strategy. My background suits me well for these positions: I graduate with honors from Vanderbilt University in May of XXXX with a Bachelor of Arts in Economics. Being particularly interested in environmental economics, I obtained an internship position as a policy analyst at the Tennessee Department of Environment and Conservation, a 3000-person bureau that regulates the natural resources of the State. Working with environmental policy has given me a taste of how thrilling it is to formulate strategies that deal with complex issues, such as how to best manage 6 million scrap tires per year on a tight budget, balancing several priorities. This type of challengeachieving a programs optimum potential, given a certain set of resource constraintsis something that I both excel at and am passionate about. Therefore, I believe I would be a valuable asset to a management consulting firm that takes pride in cultivating talent and delivers a world-class product in the process. The skill set, knowledge base, and personality that I can bring to CG would augment any project team: a great personal strength is my propensity to combine quantitative analysis with creative thought; I work enthusiastically as a team member but instinctively embrace a leadership role when appropriate; and I simply thrive in fast-paced, demanding work environments. Through my company research, CG stands out as the most extraordinary management consulting firm in the market. Beyond the impressive measures that recently placed the firm 5th on the Wall Street Journals list of ideal employers, there are several facets of CGs corporate personality that, from my perspective, define it as the crme de la crme. First of all, the very prospect of working for a company that has a superb economic legacy from defining business strategy to influencing economic theory with contributions like the experience curve is enough to trigger a surge of adrenaline pumping through a young, ambitious economist! On top of this, the public service and environmental stewardship that CG exhibits by investing in pro bono work, such as the World Wildlife Fund 5-Year Strategic Plan, strongly aligns with what I value in corporate culture. I not only have the brains and tenacity to compete; I have that rare streak of innate charisma that, when added to the CG community, will continue to enhance its reputation as one of the best consulting firms across the globe. I would appreciate the opportunity to convey this to you in person through an interview. Thank you for your time and consideration. Sincerely, Jane Doe

Attachments

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Engineering Sample

Vanderbilt University Station B 11111 Nashville, TN 37235 January 30, XXXX

Mr. Tomas Man Human Resources Director Big Engineering Corporation South, TN 22222

Dear Mr. Man, I am interested in applying my skills to benefit Big Engineering Corporation as an Associate Consultant. I will graduate in May XXXX with a Bachelor of Mechanical Engineering degree from Vanderbilt University. I believe the engineering program at Vanderbilt is unique because I have had many opportunities to work with and lead several group projects. Currently I am working on a group senior design project with Jones Company in Mays, Tennessee. My strong work ethic has allowed me to perform countless hours of research and team leadership to ensure completion of the project. As an Intern at Tennessee Company, I gained and enhanced several skills. I received training skills when I was asked to teach new employees how to perform their tasks that were similar to my own. When I was placed in charge of the documentation processes, I acquired management skills. I also used Pro/Engineer. As I learned this computer drawing program, I enjoyed it so much that I completed an elective course about the program at Vanderbilt to improve my abilities. As a Consultant with Big Engineering Corporation, I would add value to the company by applying the tools and skills I have gained from my experiences and education. I have enclosed my resume as a first step in exploring the possibilities of employment with Big Engineering Corporation, and I will be contacting you within the next week to discuss my possible roles there. Thank you for your consideration. I can be reached at 615-XXX-XXXX or at Oscar.robertson@vanderbilt.edu. Sincerely, Oscar Robertson Oscar Robertson

Enclosure: Resume

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Investment Banking Sample

Vanderbilt University Station B 11111 Nashville, TN 37235 February 10, XXXX Ms. Rita Jacobs Campus Recruiter Jacobs Investment Banking Firm 1111 Investment Lane Chicago, IL

Dear Ms. Jacobs: I will graduate in May XXXX with a Bachelor in Science in Economics and English from Vanderbilt University. I am interested in applying for the Financial Analyst position at Jacobs Investment Banking Firm. My interest in Investment Banking was developed from a previous internship doing equity research at UBS Financial Services. I want to actually build companies as an investment banking analyst rather than just observe companies. I am particularly interested in Jacobs Investment Banking Firm because of their focus on middle-market companies and the fact that all analysts become generalists. In my experience in talking with John Doe, Jacobs Investment Banking Firm has a collegial atmosphere that will be conducive to professional growth. I can contribute to this position previous financial analysis experience and strong analytical ability. At UBS, I was able to assess and value companies with DCF and comparable company modeling. I also wrote research reports on many middle market healthcare companies. I would enjoy speaking with you further about the possibility of a Financial Analyst position at Jacobs Investment Banking Firm. If you need additional information, please contact me at 615111-8888 or tom.tatto@vanderbilt.edu. Thank you for your consideration. Sincerely, Tom Tatto Tom Tatto

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Internship with Prior Contact Sample

Vanderbilt University VU Station B Box 351234 Nashville, TN 37235-1234 February 18, XXXX

Ms. Nikki Manning Perfect Publishing 123 Nokomis Blvd. Birmingham, AL 35000 Dear Ms. Manning: I enjoyed speaking with you on Friday, February 15th about internship opportunities at Perfect Publishing. As a sophomore majoring in English, I am very interested in seeking an internship with Perfect Publishing. I possess a strong desire to explore a career in childrens book publishing. Through my research I have found your company has published many Newbury Award Winning books and has been recognized by Scholastic as the most innovative publishing house of XXXX. As indicated on the enclosed resume, I have much to offer Perfect Publishing. My English coursework and position on the yearbook staff have helped me to develop strong writing skills and an eye for detail. Additionally, my summer jobs have taught me how to interact with a diverse group of people in a fast- paced and changing environment. I am eager to learn, hard working, and self-motivated and would welcome the opportunity to become a part of the Perfect Publishing team for the summer. I would like the opportunity to meet in person to share more about my background and the skills I would bring to your company. If you need any additional information, please contact me at 615421-1234, or phil.j.nichols@vanderbilt.edu. I look forward to the opportunity to interview with Perfect Publishing. Thank you for your consideration. Sincerely,
Phil J. Nichols

Phil J. Nichols Enclosure

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Internship W/out Prior Contact Sample

Vanderbilt University VU Station B Box 351234 Nashville, TN 37235-1234 November 18, XXXX

Ms. Jennifer Griffith Genetic Research Fabuloso 1000 Caliente Way Miami, Florida 33124 Dear Ms. Griffith, My unique mix of previous research experience and my status as a Vanderbilt University Molecular and Cellular Biology student with a focused study in genetics make me an ideal candidate for a summer internship with Genetic Research Fabuloso. My experience in researching endogenous DNA, combined with my courses in molecular and cellular biology, have convinced me that genetic research is a career option I would like to explore. More importantly, an internship with Genetic Research Fabuloso would be mutually beneficial. Your company has an excellent reputation for collaboration between industry and academia and I know that the combination of my laboratory experience, education, and motivation to excel will make me an asset to your research department. I would like to meet to share more with you about how I can make contributions to Genetic Research Fabuloso. I will contact you within a week to arrange a meeting. Should you have any questions before that time, you may reach me via phone, 615-222-2222, or via email sam.boyer@vanderbilt.edu. Thank you for your time and consideration. Sincerely, Sam Boyer Sam Boyer

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Management Trainee Sample

Vanderbilt University Station B 22222 Nashville, TN 37235 March 15, XXXX

Mr. John Luke Director of Management Training Vander Company 6222 Main Street Dallas, TX 75201

Dear Mr. Luke: I am writing to express my interest in the management trainee program at Vander Company. Your commitment to customers, as demonstrated through Vander Companys designation in Forbes as the number one communications company in customer relations, indicates that Vander Company is the type of organization in which I want to work. I have developed strong communication and organizational skills through my experiences and education. Currently, I am working on my senior thesis, a year-long research and writing project. This project allowed me to improve my planning and problem-solving skills. My work last summer at the law offices of Jones, Smith, and Johnson provided me with an opportunity to write reports sent directly to clients in a deadline-oriented environment, an experience I found very valuable. As captain of the womens varsity soccer team, I have exercised diligence, leadership skills, and a commitment to specific goals. Since I was not recruited for the team, my ability was far below that of my teammates when I joined as a freshman. But through hard work and determination, I am now one of the highest scorers and was honored last year with the Most Improved award and election as captain. My organizational and leadership skills are well suited to a career in management and I would like the opportunity to discuss how I might apply them at Vander Company. I can be reached at 615-333-3333 or janice.bogs@vanderbilt.edu. Thank you for your time and consideration. Sincerely, Janice Bogs

Attachments: Resume, Transcript

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Historic Preservation Sample

Vanderbilt University Station B 22222 Nashville, TN 37235 December 5, XXXX

Ms. Taylor Nick Hiring Manager The Victorian 2222 Market Street Philadelphia, PA 22222

Dear Ms. Nick: Your recent posting in The Victorian for a marketing assistant at your historic preservation firm attracted my attention. I will be graduating from Vanderbilt University with a Bachelor of Arts in History and a French minor. I have three summers of volunteer experience in historic districts, and I am eager to continue my work in this environment. My freshman year I started working summers at the Old Fort in Williamsburg. This past year I participated in a summer-long project of promoting the recent renovation of a building within this historic district. During my time in the public affairs department, I gave historic tours of the district, presenting in front of both large and small groups. It was both challenging and rewarding to ensure that I connected with both the younger and older individuals within my tours. Additionally, I wrote informational materials about the transformation of the area that were later published for public distribution. Furthermore, I have worked for the Commodore Alumni Fund, calling Vanderbilt alums to request financial support for the university, where I learned telephone communication and sales skills. I successfully reached my goals of raising $5,000 within my first month. I look forward to discussing with you my candidacy for the marketing assistant position with The Victorian. I am excited at the prospect of working together to achieve our similar professional goals. I can be reached at 615-555-5555 or dora.flowers@vanderbilt.edu. Thank you for your consideration. Sincerely, Dora Flowers Dora Flowers

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Sales Sample

Vanderbilt University Station B 55555 Nashville, TN 37235 January 10, XXXX

Dr. Marsha Williams Director of Pharmaceutical Studies Cutting Edge Phamaceutica 5555 Jefferson Street Palo Alta, CA 55555 Dear Dr. Williams: I have been following the recent changes at Cutting Edge Pharmaceutica through my current research involvement and articles and have been consistently impressed with their commitment to the community. An entry-level position on your sales team would allow me to contribute my proven qualifications and interests in research and sales to your rapidly developing organization. This May I will graduate from Vanderbilt University with a Bachelor of Science in Biological Sciences. I have spent the past summer raising money for the Susan G Komen Breast Cancer Foundation, which, as you know, has been instrumental in supporting research on the study of Breast Cancer. Through my work at the foundation, I was first introduced to the research performed at Cutting Edge. Many of the organizations with which I worked were also strong advocates of your drugs. Additionally, I have gained significant sales experience as I worked for the past 8 years in my familys hardware store. Over this time I have developed the ability to learn new products quickly, identify the customers needs, and match their need with the most effective product. I understand the importance of closing the deal and have found that customer loyalty and satisfaction play a significant part. I would appreciate the opportunity to meet with you to learn more about potential opportunities on your sales team and to discuss the various ways I might contribute to its success. I will call you next week to set up an appointment. In the meantime if you would like to contact me, I can be reached at p.d.cole@vanderbilt.edu or 615-333-3333. Thank you for your time.

Sincerely, Paula Cole Paula Cole

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Teaching Sample

VU Station B # 351234 Nashville, TN 37235-1234 July 21, XXXX

Ms. Cynthia Douglas Principal Warren High School 3232 Crossing Lane Nashville, TN 37212

Dear Ms. Douglas: Please accept my letter of application for the position of mathematics teacher at Warren High School. I learned about this specific opening on the Nashville Metropolitan Public Schools website. I am especially interested in Warren High School because of its demonstrated commitment to quality education, as evidence by the favorable student/faculty ratio and state-ofthe-art classroom technology. With my major in mathematics and my secondary education teaching certificate, I am particularly interested in utilizing my skills and knowledge in a high school setting. During my student teaching experience I am striving to emphasize conceptual understanding of math topics being presented and facilitating connections between the current lessons with the students previous knowledge. As a teacher, I can provide students with a stimulating, challenging, and healthy learning environment that will allow them to become active in their learning experience. As a student at Vanderbilt University, I have had the opportunity to experience many schools that serve a variety of populations. In addition to student teaching, I have several years of experience working with children in various settings. With my diverse experience, I embrace the challenges and joys of teaching children who need passionate teachers. I would appreciate the opportunity to meet with you to discuss the mathematics position at Warren High School and schedule an interview time that is convenient for your interview committee. I may be contacted at (615) 555-1902 or jan.b.teacher@vanderbilt.edu. Thank you for your time and consideration. I look forward to hearing from you. Sincerely, Jan B. Teacher Jan B. Teacher Enclosure

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