Cover Letter Guide - Students - University of Saskatchewan

Student Employmentand Career CentreCover LetterGuideIntroduction | Is a cover letter really necessary?Every resumé you send should be accompanied by a cover letter. It is a powerful tool incommunicating your uniqueness and personal qualifications. The primary purpose of the coverletter is to acquaint a prospective employer with your unique talents and skills.The cover letter should highlight your resumé by identifying how you are qualified for the position.Tailor your cover letter to the position for which you are applying, linking your qualifications withthe job description and/or qualifications requested by the employer. In order that it stand out fromthe hundreds of cover letters (resumés, application forms, etc.), your cover letter should emphasizethe specific abilities, talents, skills and accomplishments that make you the ideal candidate for thatparticular position. Highlighting one or two of your greatest strengths will increase the chancesof you standing out in the recruiter’s mind. Articulating this information in your cover letterdemonstrates your ability to write and communicate—skills that are highly regarded by employers.If your cover letter is effective, it will provide the reader with a sense of your approach and potentialfit within the organization. Keep in mind that the employer wants to know what you can do forthem, not why and how the position would benefit you.Table of Contents•¡Is a cover letter necessary? | 1•¡Step 1: Know Yourself | 1•¡Step 2: Know the Audience | 1•¡Step 3: Production and Format | 2•¡Step 4: Proofread and Critique | 3•¡Step 5: Sending Your Letter | 3•¡Keep Track | 4•¡Additional Resources | 4•¡Using Social Media in your search | 5•¡Sample Cover Letters | 6•¡Checklist | 8Step 1 | Know YourselfThe first step is to identify your interests, skills, accomplishments and any experiences that may interest the employer. Identify your goal(s) for writingthe letter—are you applying for a specific position or are you initiating the first contact? A cover letter should answer an employer’s ultimate question:Why should I hire you?If you’re struggling to identify your values, skills, interests and personality; there are helpful SECC resources available to you:•¡Career Assessment Guide - available on the SECC’s website to help you assess your career and lifestyle goals•¡MBTI and SII Workshops – formal career assessments meant to help you explore your personality and interests•¡Career Counselling – meet one-on-one with a professional to explore issues affecting your career developmentTry to keep in mind the perspective of the employer who will be reading the letter. He or she is interested in what value you could bring to theorganization. What you convey in your letter should generate enough interest to lead an employer to want to interview you. Most cover lettersstate that the applicant has the necessary skills and qualifications. To make yours unique, you must go one step further—relate how your skills andexperience can help the employer’s organization.Step 2 | Know the Target AudienceOnce you have compiled your skills and experiences, you can tailor your cover letter to the industry of interest. Think of an employer’s needs and linkyour skills to those needs. Review job descriptions, job postings and employer websites.In developing your cover letter, charting employer needs andqualifications on one side and your qualifications on the other side withhelp you organize your thoughts.Consider attending a career fair in order to develop your networkingskills, gain a better understanding of future career opportunities anddiscover employment opportunities available to you.Employer Needs >>> Your QualificationsBudget experience >>> Treasurer, Accounting ClubAccounting coursework >>> Accounting majorComputer literacy >>> Specific software, coursesCommunity service >>> Volunteer for Special Olympicswww.usask.ca/secc 1

Attending employer information sessions is also a great way to network and get information directly from an organization’s representatives. Sessionsusually consist of a brief presentation, refreshments, and time to mingle. These sessions may help with your decision to apply, and the information youcollect will allow you to write a targeted cover letter that references your discussions with the organization’s representatives.Step 3 | Producation and FormatA cover letter should be no longer than one page in length and written in astandard business format that aligns all the information to the left margin. Whenorganizing your cover letter, it should be composed of the following:•¡Your Contact Information: Include your name, full address, telephonenumber and e-mail address.•¡Date: Place one line of space between your contact information and thecorrespondence date.•¡Recipient’s Contact Information: Place another line of space then list therecipient’s contact information. Include her or his name, title (if available), thecompany’s name and address.•¡Reference Line: It is highly recommended that you use a “Re:” heading toclearly indicate the purpose of the letter. The Re: line may include topics suchas the job title, competition number or position inquiry.•¡Greeting: It is very important that you tailor your cover letter to a specificperson or company rather than sending out a generic letter.When you research the organization, you may be referred to someone as youengage in networking opportunities. Ask for the contact person’s name, jobtitle, mailing address, telephone and fax numbers, and email address.If you cannot find the name of the appropriate person, you may address yourletter in one of the following ways: “Human Resources,” “Hiring Committee”or “Selection Committee.” Avoid addressing your letter with “To whom it mayconcern,” and never guess about someone’s gender. If you are unsure, do notmake any reference to “Mr.” or “Ms.”•¡Introductory Paragraph: If you use the “Re:” heading, there is no reason torepeat the purpose for writing in the opening paragraph. Instead, use thisopening paragraph to grab the reader’s attention. For example, if a referencesuggested you write this letter, use her or his name in the opening paragraph:“Sarah Smith from Engineering Plus’ Communications department indicatedto me that opportunities may be available in your Marketing Department.”If you are applying to an organization without a referral, grab the reader’sattention by explaining why their organization appeals to you. For example:“Engineering Plus is one of few organizations that give young engineers thechance to develop multiple skill sets in the early stages of their career.”The introductory paragraph should be brief, perhaps two or three sentenceslong.If you do not use a “Re:” heading, your opening sentence must clearly indicateyour purpose for writing the letter.•¡Main Body: The main content of the cover letter, consisting of one to twoparagraphs, should explain why the employer should take an interest in you.The goal is to match your background and experience (key strengths, skills,abilities, achievements, experiences and/or extracurricular activities) with theposition by selecting the most relevant qualifications listed in your resuméand discussing them in detail.COVER LETTER WRITINGGUIDELINES•¡Ideally, the letter should be one page in length,single spaced, three to four paragraphs, withparagraphs limited to six or seven lines.•¡Make sure the letter looks professional informat, structure and design.•¡Write your letters in the first person, yet varyyour sentences with beginning phrases andclauses so that they do not all start with “I” or “My.”•¡Communicate a clear purpose—organizeyour thoughts and present them in a way that iseasy for the reader to follow, and avoid jargon,acronyms and trite language.•¡Use words that demonstrate your confidencebut do not make you appear overly aggressive orarrogant.•¡Use the first sentence of each paragraphstrategically—cover letters are often skimmedand the first sentence is key in enticing the reader.•¡Highlight and draw attention to the points inyour resumé that uniquely qualify you for theposition.•¡Do not use vague descriptors such as “loyal,”“hardworking,” or “good at working with people”unless you give concrete examples to supportthese.•¡Do not highlight your weaknesses. If you do nothave direct experience, you can emphasize youreagerness to learn and to master new systems.•¡Pay special attention to grammar, spelling andneatness. The cover letter should represent yourvery best efforts. Have someone else proofreadyour letter, rather than relying on your computer’sspell check feature.•¡Use the same font and quality paper thatyou used for your resumé. Print your letterusing a laser printer for better quality and matchenvelopes with a typed or printed address.•¡Print an original letter rather than sending amass‐produced copy.¡ • Read your letter out loud and listen to thelanguage. Ask yourself: Does it sound like a formalletter? Do I convey enthusiasm and a sense of whoI am? Have I sold myself as a strong candidate?2 www.usask.ca/secc

Step 6 | Keep TrackKeep track of what positions and organizations you have applied to. For example, if you send out a letter to an employer requesting an interview andoffer to call them during the week of March 3rd, record that date so that you remember to meet that commitment. It is critical to know what you havesaid in correspondence with employers so that you can follow it up.Additional Types of LettersAlthough there are many types of job-search related letters, these are some of the most common. Refer to our Career Library at the SECC for moreinformation about these and other types of letters.Follow-up or Thank-you LetterEvery meeting and interview should be followed by correspondence that demonstrates good manners and serves as a refresher in the mind of theinterviewer. Within two days of an interview or meeting, send out a thank-you correspondence to the person(s) who conducted the interview orarranged the meeting. Reiterate your interest in the employer by mentioning new points or assets you may have failed or forgotten to address in theoriginal interview. After attending a career fair or after a casual meeting with an employer, write a thank you note to employers with whom you met orrequest to add them to your LinkedIn account.Letter of Declination or WithdrawalA letter of declination is written to organizations whose job offers you are rejecting. This letter informs an employer that you will not be accepting thejob offer or that you have accepted another offer. Express your appreciation to the person who presented the job offer. You need not explain why youaccepted another position or the salary offered. It is important to be courteous and tactful.Looking for some feedback? Join us for a QuickTalk!Upon completion of your cover letter, you are encouraged to attend a QuickTalk session. Meet with a friendly SECC staff member to discuss your coverletter strategy and presentation. These are one hour drop in sessions held at various times throughout the week in an informal setting. Visit the SECCwebsite to find a time that is convenient for you.Additional ResourcesStudent Employment and Career Centre (SECC) Services and Resources:Career•¡Interactive online “Career Assessment Guide”•¡Myers-Briggs Personality Type Indicator® (MBTI) Workshop•¡Strong Interest Inventory® (SII) Workshop•¡Career CounsellingEmployment•¡Online job posting system and job search websites•¡Online resumé builder OptimalResumé•¡Drop-in resumé help sessions QuickTalks•¡Online interview preparation through OptimalResumé•¡One-on-one Mock Interviews•¡Career Fairs•¡On-campus employer interviews•¡Employer Information Sessions4 www.usask.ca/secc

Using Social Media In Your Job SearchWith recruiters leveraging social media to research potential candidates it is becoming increasingly important that you manage the presence you haveonline via Google, Facebook, Twitter, LinkedIn, etc. When you Google your name, what search results are generated? Inappropriate web content can bevery damaging to your job search. Remember, once hired, it is never appropriate to post comments or information about your company without youremployer’s consent. The SECC has compiled a list of social media websites where you can manage what information is published about you onlineand some tips to consider when using these websites.FacebookTraditionally used as a tool to connect with friends, Facebook is sometimes being used by employers to reach out to prospective jobseekers. Because of the informal nature of this tool, it’s possible that you or your friends may have posted material that may not beappropriate for the world of work. Here are a few tips for ensuring that your Facebook profile does not deter employers from eliminatingyou from the recruitment process.•¡Change your privacy settings to “Friends only” so that your information remains private•¡Choose an appropriate profile picture as it will appear in search results•¡Monitoring your online presence does not end once you have secured employment. Be sure to cautiously consider adding your newcolleagues to your Facebook friends’ list. It may be more appropriate to add them on LinkedIn.LinkedInDescribed as the “professional version of Facebook”, LinkedIn allows you to upload your resumé and connect with professionals locallyand around the world. The SECC highly recommends LinkedIn profiles for connecting with employers. LinkedIn offers several strategiesfor making the most of your profile in their Learning Centre called How to Build a Professional Student LinkedIn Profile found at http://careerservices.linkedin.com/Build-A-Professional-Profile.pdf. You can also search thousands of student internships and jobs for graduates onLinkedIn by visiting http://www.linkedin.com/studentjobs.TwitterA tool used for microblogging (a web post no longer than 140 characters) which could include a comment, link, video or picture and canbe highly valuable in your job search if used properly. Twitter is a great way to let employers know exactly what kind of job opportunitiesyou are seeking and it is helpful in showcasing your professional personality.•¡Have an appropriate account photo•¡Develop a well written bio that describes your career objectives and could include various areas of interest or unique hobbies•¡Tweet relevant, upbeat, useful pieces of information such as interesting/inspiring articles and videos•¡Follow and engage with companies that interest youStay in the loop via the SECC’s social media outlets to receive up to date information on managing your career and job search!www.usask.ca/secc 5

Sample Cover LettersSample 1 | Advertised PostitionReferencing thepostition heremeans that youdo not have torepeat it in the firstparagraph.ANITA CAREER201 – 110 Penniless RoadBroke, SK S7N 2C4(306) 555-1234abc123@mail.usask.caFebruary 12, 2011Debbie ReynoldsHuman Resources ManagerEngineering Plus1000 – 100 Street EastSaskatoon, SK S2P 9S1RE: Engineering Support Analyst (#A875)The first paragraph of the cover lettershould align you with the employer. Answerthe following questions to convince theemployer that they should keep reading.1. What inspired you to apply to thisorganization? (Besides the fact that theyhave a vacant position!)2. What makes your skill set, personality andbackground an asset to the company?How are you a unique candidate?3. In what way could you contribute to thisspecific organization’s goals?Avoid using “Towhom it mayconcern” or “DearSir/Madam.”Addressing yourletter to the “HiringCommittee” or“Human ResourcePersonnel” is morepersonal.Communicateyour skills, abilitiesand experiencesas they relate tothe job posting.Choose only themost relevanthighlights fromyour resumé anddon’t be afraidto leverage across‐section ofyour academic,project, volunteerand workexperiences.Dear Ms. Reynolds:Engineering Plus is one of the few organizations that give young engineers the chance to developmultiple skill sets in the early stages of their careers. The opportunity to apply my skills in thedesign, production and service divisions of the company is exactly the type of challenge I amlooking for. With this in mind, I was quite happy to see your advertisement in The Sunday News.My background in mechanical engineering and two years of relevant experience will allow me tomake a significant contribution to the achievement of Engineering Plus’ service goals andobjectives.Recently, I completed an internship experience with an engineering firm in SouthernSaskatchewan. I was given the responsibility of managing a small project. Throughout thisexperience, I acted as a liaison between plant engineering personnel and equipment suppliers,prepared quotes and technical documents, gathered operational data for design purposes andcoordinated production. My strong mathematical skills, ability to meet deadlines and completetasks unsupervised would be a valuable asset to Engineering Plus.Accepting challenges is the foundation of my education and work experience. You will find mea committed individual who takes pride in producing quality work, providing innovativesolutions, and communicating effectively with all members of the team.I look forward to meeting you to further discuss how my education and experience would bebeneficial to Engineering Plus. You may reach me at the above telephone number or emailaddress.Thank you for considering my application.Sincerely,Anita CareerEnclosures: resumeletters of recommendation (2)Finish off with astrong conclusionby conveying howyour qualitieswould be valuableto the employer.The examples utilized within this guide are fictitious. No association with any real person,company, organization, product, e-mail address, place, or event is intended or should be inferred.6 www.usask.ca/secc

Sample Cover LettersSample 2 | Networking LetterAnita Career201 -110 Penniless RoadBroke, SK S7N 2C4306.555.1234abc123@mail.usask.ca26 September 2011Mr. Joel Robinson, Product Development ManagerAgri-Impact987 Bright Futures AvenueRegina, SK S5H 8G2RE: Research & Development OpportunitiesDear Mr. Robinson:As an industry leader in product development, Agri-Impact stands alone in terms ofinnovation and quality. I had the opportunity to speak with you on September 23, 2011 atthe University of Saskatchewan’s Campus Career Expo, where it was mentioned that anumber of opportunities are available for new graduates. As of May 2012, I will haveobtained my Bachelor of Science in Agriculture and I am interested in entry-level positionswithin your organization.If you have any personalcontacts in the companyor if a person referredyou to the position ororganization, this is thebest place to mentionthem.My research background in the field, complemented by my education, would be of highvalue to Agri-Impact. As a Research Assistant with NuGrowth Botanicals, I worked as acontributing member of the Development Team. My role involved extensive fieldwork;including seeding, spraying, and harvesting of research plot trials.Referencingimportant detailsthat your contacthas mentionedabout the positionor organizationshow your attentionto detail, interestand commitmentto learning aboutthe prospectiveemployer.Further, as a participant in the University of Saskatchewan Leadership Advantage program,I was able to learn and apply the principles of solid leadership: awareness, competence, andrespect. As part of the program, I worked with a team of five students from a variety ofcolleges, as well as community partners, to investigate the feasibility of bringing a ScienceCentre to Saskatoon. Through this experience, I worked independently on various aspectsof the project and brought back my research for integration with the team document. Fromthis experience, I applied and learned how to effectively communicate with team membersand manage numerous projects concurrently. Within your team-focused environment, Iwould be a valuable asset.As you mentioned, the continued expansion of your dynamic organization is allowing awide variety of opportunities. I will contact you the week of October 1 st to ensure you havereceived my document and enquire about possible employment within the company. Pleasefeel free to contact me at 306.555.1234 to discuss my qualifications and interest inAgri-Impact. Thank you for your time and consideration; I look forward to speaking withyou in the near future.Best regards,Anita CareerEnclosures: Resume, Transcript of Gradeswww.usask.ca/secc 7

Cover Letter ChecklistNow it’s time to be sure that you have everything you need to create an outstanding cover letter that compliments your resumé by referencing theSECC’s Cover Letter Checklist:Know Yourself and Your Audience£ Can you comfortably articulate your values, skills, abilities and interests as they relate to job search documents?£ Did you perform an adequate amount of research on the prospective employer?Production and Format£ Is your cover letter limited to one page?£ Did you grab the reader’s attention by explaining why their organization appeals to you in the first paragraph?£ If a reference suggested you apply for the position, did you mention her or his name in the opening paragraph?£ In the second paragraph, did you communicate your strengths as they relate to the job posting?Proofread and Critique Your Letter£ Have you reviewed your document for spelling and grammar errors?£ Were you concise and to the point in your cover letter?£ Did you sign your name?Sending Your Letter£ Did you print an original letter for each employer rather than sending a mass produced photocopy?£ Did you attach your cover letter and resumé as one document and write a brief e-mail message?Student Employmentand Career CentreSa£ Have you been keeping track of what positions and organizations you have applied to so that you can follow up with the employers you have sentcorrespondence to?Student Employmentand Career CentreSaSTUDENT EMPLOYMENTAND CAREER CENTREG50 Lower Marquis HallOffice Hours: Monday–Friday,8:00 a.m.–4:00 p.m.Student Employmentand Career CentreSaARTSMAINLIBRARYPLACERIELCAMPUS DR.ST.THOMASMORETHORVALDSONMARQUISHALLBOOKSTOREQU’APPELLE HALLCAMPUS DR.BIOLOGYGEOLOGYTHE BOWLSASK. HALLPHYSICSCOLLEGEBUILDINGAGRICULTUREADMINISTRATIONJOHNMITCHELLKINESIOLOGYUniversity of SaskatchewanLower Marquis Hall97 Campus DriveSaskatoon, SK S7N 4L3CanadaStudent Employmentand Career CentreTel: (306) 966-5003Fax: (306) 966-5092Email: student.employ@usask.caalumni.employ@usask.cawww.usask.ca/seccSa8 www.usask.ca/secc