Cover Letters: how to find the right words Types of Cover Letters  Responding to advertised vacancy  Applying for work based learning  Requesting internships  Referral letter  Cold Calling  Expression of interest  Applying for work overseas careers.monash.edu 2 Your letter should answer the following  What do you want to happen as a result of this letter?  Why do you want to work for this employer in this job?  Why should the employer hire you?  Do your skills/education/experience match the selection criteria? careers.monash.edu 3 Your letter should  Make the employer want to read your resume and find out more about you  Be specific about how you meet the job requirements  Link your career aspirations to the employer or industry  Follow the employer‟s instructions  Be polite, formal, confident and respectful  Be truthful careers.monash.edu 4 Your Cover Letter should NOT  Be a generic letter you send out with all applications  Have any spelling or grammar errors  Have attachments that were not requested  Begin every sentence with „I‟  Use unprofessional e-mail contact details  Use negative expressions careers.monash.edu 5 Before starting your cover letter  Research the organisation so you can personalise your letter  Review the selection criteria of the position and make a list of what the employer wants  Brainstorm examples of when and how you have demonstrated the specific criteria  Be aware of your career goals careers.monash.edu 6 Identifying what the employer is seeking  Make sure you address what the employer is seeking  Know and understand the difference between the „Duties or Responsibilities‟ of the role, and what the „Requirements‟ or the „Selection Criteria‟ are for the position  Demonstrate a genuine interest in and understanding of the company and the role – it is very obvious to employers if you have just changed the contact details and organisation careers.monash.edu 7 Identifying requirements Responsibilities Selection Criteria careers.monash.edu 8 Information to include  Your name and contact details  Date  Details of company to which you are applying  Appropriate forms of address e.g. Dear Mr/Ms/Mrs or Dear Sir/Madam  Reference number and full position title  Content of the letter (4-5 paragraphs)  Appropriate closure and signature  Enclosure / Attachments careers.monash.edu 9 Cover letter layout  Conventional business style format (everything aligned to the left)  Keep it brief (4-5 paragraphs)  Appropriate addressing  Current date  One page  Easy to read text (eg Arial, Times New Roman – 1012pt) careers.monash.edu 10 Jenny Smith 2/301 Wellington Rd, Clayton, Victoria, 3800 0400 123 456, [email protected] 9 January 2012 Ms I Needthejob Human Resources Department Acme Engineering 3400 Princes Hwy, Melbourne Vic 3000 Dear Ms Needthejob Re: Graduate Civil Engineer, (Position Reference Number- 16255) After talking with your Human Resources representative, Marjorie Smith, at the Monash University Graduate Careers Fair, I would like to apply for a position within your Graduate Engineering Program. Currently, I am in my final year of a Bachelor of Engineering (Civil) at Monash University and believe my skills and experiences are well suited to a position as a Graduate Engineer at Acme Engineering. Acme Engineering is a company of particular interest to me due to the opportunity to be involved in completing projects such as the Monash Freeway Upgrade and the Frankston Bypass safely, on time and within budget. I would enjoy the challenge of working within a graduate program that incorporates rotations through the Research and Development, Procurement and Risk Analysis departments. Through my studies at Monash, I have learnt analysis, design and management techniques in each of the four streams in civil engineering: including geotechnical, transport and traffic, water and structural engineering. The course has focused on tackling real engineering problems and incorporated twelve weeks of industrial placement which I undertook with VicRoads. During my placement I worked on the M80 upgrade where I was able to apply my theoretical knowledge of occupational health and safety, environmental management, risk management and customer service principles. In addition, my conceptual and analytical skills when assessing complex technical issues and the ability to demonstrate independent judgment was proven. As assistant shift supervisor with Fine Food Supermarket, I am required to prepare rosters, arrange shelf space, assist customers with their enquiries and provide back-up to the cashiers and storeroom staff. By working collaboratively with management and staff, I have demonstrated my written and verbal communication skills, ability to plan, set and achieve goals and expertise with staff training and support. Additionally, during my role as a volunteer instructor with VICSwim, I have presented community education programs to raise awareness of water safety and conducted swimming classes for individuals and groups. These activities have developed my skills in public speaking, organising and taking responsibility for managing an activity program. Thank you for considering my application. Enclosed is a copy of my resume and academic transcript. I would welcome the opportunity to discuss my application with you in more detail at an interview. Yours sincerely Jenny Smith careers.monash.edu 11 Appropriate Addressing Edward Employee 6 Job-Seeker Way Melbourne Vic 3000 [email protected] Edward Employee 6 Job-Seeker Way Melbourne Vic 3000 [email protected] 9 January, 2012 9 January, 2012 Mr Ian Needthejob Human Resources Department Engineering is Us Princes Hwy Melbourne Vic 3000 Recruitment Manager Human Resources Department Engineering is Us Princes Hwy Melbourne Vic 3000 Dear Mr Needthejob, Dear Sir/Madam ~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~ Yours sincerely Yours faithfully careers.monash.edu 12 The body of your Cover Letter..  1st Paragraph Explanation of purpose of letter and brief introduction (not personal introduction, education focus)  2nd Paragraph Explain why you want to work for that employer and express interest in the specific job role careers.monash.edu 13 The body of your Cover Letter..  3rd & 4th Paragraphs Detail your relevant technical and generic skills, experience and personal attributes (these should match the employer‟s requirements). Explain how you developed or demonstrated your skills and knowledge  5th Paragraph Finish on a positive note, and express interest in meeting at interview careers.monash.edu 14 14 Paragraph One  Why are you writing? What is the purpose of your letter? What are you studying? – Explain the purpose of your letter – Confirm the position you are applying for – Mention having met the person or a mutual contact if possible – Confirm your qualifications or a brief specific outline about the degree you are studying, and what year you are in careers.monash.edu 15 Paragraph One example  Responding to an advertisement Please accept my application for the position of Social Worker, Acute and Non Admitted, Reference number NSS09, at Peninsula Health, as advertised on Monash University Career Gateway on January12, 2012. In support of my application I have attached a copy of my resume and details of three referees as requested. careers.monash.edu 16 Paragraph One example  Canvassing for employment (expression of interest) As a fourth year Chemical Engineering student at Monash University, I write to express my interest in any work opportunities with Life Source Water during the period of January – March 2012. I am particularly interested in your company‟s progressive approach to water management. My final year project investigating the environmental impact of wastewater services in the Lower Valley region developed skills that I believe will benefit your organisation. careers.monash.edu 17 17 Paragraph One examples  Referral: After recently speaking with Sally Scientist at the 2012 Monash GradFest, it is with great enthusiasm I am submitting my resume for the Environmental Science Intern Program at Monarc Environmental. I am in my penultimate year of a Bachelor of Science at Monash University and am particularly interested in the five year commitment to educating industry on waste control project on which Monarc Environmental has recently embarked. careers.monash.edu 18 Paragraph Two  The “Win Theme” paragraph - simple, specific and unique reasons why you should be given this job which relate to the employer  Demonstrate to the employer a genuine interest in the organisation and the job (do not simply cut and paste from their website)  Demonstrate your enthusiasm and motivation for applying for the position careers.monash.edu 19 Paragraphs Three and Four  Address the criteria that the employer has specifically requested here  Provide justification of your skills with evidence from study, employment or other experiences  Demonstrate to the employer how your skills, employment, experience etc are a match to the position requirements careers.monash.edu 20 Final Paragraph and Closure  Include 2 key messages: – A statement of appreciation to the reader – A request to meet them in person  Keep a positive, succinct and action oriented tone  Promise and deliver: – If you state you will call to follow up your application, make sure you do careers.monash.edu 21 Let’s look at a sample….  http://www.careers.monash.edu.au/students-grads/apply-for-ajob/cover-letters.html careers.monash.edu 22 22 Appropriate Vocabulary  Avoid using technical vocabulary or jargon, unless it is referred to in the job ad and you are sure the reader will understand  Use specific examples, and provide strong quantitative evidence to support the example (eg I increased sales by 30%, I received a high distinction, The project for which I was responsible came in $20000 under budget)  Use verbs in the active voice (eg I organised this exhibition, I facilitated the training, I spoke to the customer)  Avoid starting every sentence with I, be creative and demonstrate your written communication ability careers.monash.edu 23 Action Verbs Reference: http://www.englishclub.com/business-english/resumes-vocab.htm careers.monash.edu 24 What not to do  Have a cover letter with a poor overall appearance  Have grammatical and punctuation errors, and misspelled words  Ramble – keep your cover letter focused and concise  Be completely self-focussed - focus on the needs of the employer NOT you  Use bland, boring text and have every sentence starting with „I‟  Grossly exaggerate your abilities and experiences  Use an aggressive, pushy tone  Self deprecate and point out your weaknesses careers.monash.edu 25 Using e-mail- what’s the difference?  Continue to use Dear Sir/Madam as a form of address to the reader or Dear Mr SURNAME / Ms SURNAME  Still need to demonstrate your match to the selection criteria  Write for on-screen readability (send a copy to yourself first to check the format)  Put your contact details address under your „signature‟  Use pdf for attachments, unless the employer‟s instructions ask otherwise. careers.monash.edu 26 careers.monash.edu 27 Dear Sir/Madam Paragraph One - Intro Paragraph Two - Interest in position / company Paragraph Three – Technical skills Paragraph Four – Transferable skills Paragraph Five – Close Yours faithfully careers.monash.edu 28 Applying online  If there is an option, do submit a tailored cover letter  You may need to complete an online job profile  Read the directions for the service you are using – each website is likely to be different  You may be able to cut and paste your cover letter into a text box or you may be able to attach as a .pdf, .docx, .doc etc  If you are cutting and pasting, write in a word processing program first so you can spell check and proof read  Be mindful of your formatting, remembering to check once you have pasted that it still looks ok careers.monash.edu 29 Copy and paste the text of your letter here Upload your cover letter here careers.monash.edu 30 30 Accompanying key selection criteria  Generally essential as part of Public Sector and Tertiary job applications  Prepare as a separate document  Respond to each individual criterion, writing at least 1 to 2 paragraphs  Explain how you have demonstrated the particular skill or quality in relation to the stated selection criteria  Use the STAR technique to respond (specific and relevant examples that are results oriented)  Address each part of the criterion careers.monash.edu 31 Example careers.monash.edu 32 32 Online Application Forms  Take time to read and ensure all sections are completed accurately  Used as a comparative tool for applicants  Provide labour market information/indicators  Forms/questions may include: – – – – – Job preferences Competency questions Open questions Values questions Other information such as contact details, employment/education history, achievements etc careers.monash.edu 33 Final Tips  Keep your language clear, concise and to the point  Do not plead- “If only you would give me a chance”  Do not put your self down – “Although I am only a XXX student…”  Be credible - there is no need to exaggerate or lie  Keep your cover letter to 1 page  Write a new cover letter for every job for which you are applying – target to the employer and their needs  If you don‟t know the company talk about your fit for the specific industry or job for which you are applying  When responding to a recruitment agency, refer to „your client‟ careers.monash.edu 34 International applications - examples of differences  France: many companies request a hand written application letter  India: you might mention the personal information at the end of the CV instead of at the beginning  US: Prospective employers don‟t want to be accused of discrimination and therefore will often „return to sender‟ applications that include personal details such as age, sex, marital status, a photo  Germany: CV is usually in strict chronological order with a photo and signature on the bottom right. careers.monash.edu 35 Resources GoinGlobal http://careers.monash.edu.au/going-global/  Information on employment and industry trends for different countries  Job vacancies, internships and recruitment opportunities postings updated daily for over 100 countries  Directory of key global employers, including contact information  Country-specific information on applications, resume and interview techniques  Insider tips on visas, work permits, financial and cultural considerations careers.monash.edu 36 Get feedback on your job application We can check your resume, cover letter, selection criteria, online and scholarship applications and provide you with feedback to help you improve your job applications. Drop-in service, 10am Mon-Fri  Be on time, limited spots available and students are seen in order of arrival.  Bring: – your student ID card – A printed copy of your resume or cover letter - we spend up to 10 minutes checking one document per visit – A printed copy the job advertisement and/or position description (if applicable and available) www.careers.monash.edu 37 Email service  You may prefer to email your resume or cover letter. We can check 2 documents for you each semester.  Email us from your student email address and include the following: – First and family names – Student ID number – Details of the job you are applying for (eg. position, organisation, key selection criteria)  Attach your resume and/or cover letter as a Word document and send to [email protected]  We will email you a completed checklist with feedback. We aim to send this within 3 working days, but it may be longer during periods of high demand. www.careers.monash.edu Our Caulfield Location Building S, Level 3 Tel: +61 03 9903 2114 Email: [email protected] Web: www.careers.monash.edu Join us on Facebook (www.facebook.com/MonashECD) careers.monash.edu 39 Our Clayton Location Ground Floor Campus Centre, (Building 10W) Tel: +61 03 9905 4170 Email: [email protected] Web: www.careers.monash.edu Join us on Facebook (www.facebook.com/MonashECD) careers.monash.edu 40