WWW.CAREERS.AAU.DK HOW TO WRITE A GOOD COVER LETTER STEP BY STEP WWW.CAREERS.AAU.DK WWW.CAREERS.AAU.DK RESEARCH AND MAKE IT PERSONAL Writing a cover letter is a process where you gradually get better in terms of describing and underlining your competences. Each cover letter has to be targeted the specific job and company; standard cover letters where the only difference is the name of the company are easy to spot and will be discarded right away. The challenge is often to find a way to match your qualifications with the requirements of the company to a new employee. The requirements can change a lot from one company to another, and therefore you have to research and practice in order to spot what each company is looking for. MOTIVATION AND INTEREST FOR YOU AND THE EMPLOYER The essence of writing a good cover letter is to give the reader a quick explanation of why you apply for the job, and what you have to offer the company. You have to make it clear why they should hire you and not one of the others in the line of candidates. Furthermore, the cover letter should be interesting to read and make the reader want to learn more about you at a job interview. Have a “you” focus instead of “I” as it is most important for the employer why they should hire you! FOCUS ON YOUR STRENGTHS AND NOT YOUR WEAKNESSES When you write a cover letter, you should focus on your strengths and exemplify your competences and how you are suited to solve the tasks. In the job description there will almost always be some tasks that you either don’t like or don’t feel qualified for, but you always want to enhance the positive things. In a cover letter, you should never mention if you find something difficult or hard to learn. CULTURAL AND LANGUAGE SKILLS As an international student, you have a huge advantage compared to Danish students. You need to point out your specific language- and cultural skills and maybe even suggest a project/product where you can help with your background. The company might see you as a potential link between their company and your home country. LAYOUT Another good thing to keep in mind is that a cover letter should be no more than one page (A4) but not too short either. It is important for you to keep a good structure that makes it easy for the reader to survey your competences and see if your application should be placed in the pile with the possible candidates or in the bin. A lot of info can be placed more locially in the CV. A lot of information can be placed in the CV instead of the cover letter - e.g. your name and age. Company name and contact name is not needed. Place this in the e-mail text. Page 1 WWW.CAREERS.AAU.DK 2 TYPES OF COVER LETTERS 1: THE ADVERTISED COVER LETTER The advertised cover letter is an answer to a job advert you have seen on the internet, in a newspaper, in a specialist journal etc. Usually, the company lists a number of demands to the candidate’s qualifications and the tasks this person should be able to handle. Remember, this list is nothing but a wish list and you don’t have to fulfill every single one of the demands. If you fulfill 75%, it is just fine. If you are in doubt, it is always a good idea to call the company and ask questions about the job. This way you show your interest and maybe the HR manager will remember you, when he or she reads your cover letter. You can also show an interest in a company at the Careers Fair, company visits, etc. EXAMPLE (ILLUSTRATION ON THE NEXT PAGE): A. TITLE Write a catchy title. B. MOTIVATION/PRESENTATION OF YOU: Write a short and precise presentation of your motivation and yourself giving the reader an idea of who you are as a person. You can also show that you have made research of the company. Also have a “you/recipient” focus so that the employer feels that you are specifically targeting him/her. C. YOU ARE OFFERING… Focus on writing what you have to offer the company and not the other way around. D. ANSWERS TO THE DEMANDS This is the most important part of writing a cover letter. Focus should be on matching your competences with the demands from the job advert. You have to “sell yourself” in the most positive way, and you start with the most important demands. Don’t write anything about the demands you cannot fulfill. You can have a section where you describe some of your academic competences related to the job, remember to exemplify it so your statements doesn’t become too superficial, such as: I have a theoretical knowledge of branding with an international and national focus. INSTEAD write: I have used my knowledge of branding in my 8th semester project where my group and I worked together with LEGO with focus on their new products of game boards both national and international branding. E. ABOUT YOU This is a good place for you to give the reader insight of who you are as a person by describing your personal competences. Danish company want to hire you for your personal competences. F. ENDING Leave the reader with the feeling that you really want this job, and that you are interested in the further developments of the case. G. REMEMBER Signature, name and a reference. Only attach diplomas, references etc. IF the company has asked for it. Otherwise, bring it for the job interview. If you need an individual counseling on your cover letter, send an email to [email protected] Page 2 WWW.CAREERS.AAU.DK EXAMPLE: THE ADVERTISED COVER LETTER You and I can make sweet music together – here is your new marketing coordinator! A Your company is in a constant growth both in Denmark, 14 % in 2010 and in Europe, 9 %. Due to my degree in international business and sales, I know how to market products and combined with my personal background in music, I have a knowledge of how I can help you continue your success. B In my master’s thesis I worked together with company X and X and compared different marketing strategies when trying to launch new products to already satisfied customers. Your company has similar challenges, and thus I already know your customers’ profile. I have new ideas of how to brand your products. My upbringing in both Spain and Germany has given me a strong international profile with cultural and language strengths. C My bachelor in music from University of Barcelona gave me a very good insight in how feeling the music means to the musicians. Therefore, a sale is not just a sale, but an experience that has to be told as well as understanding of customers’ need. My student job in an music store also gives me experience in direct contact with customers, argumentation and how sales can be targeted. D As a person, I am very outgoing, humorous and responsible. Before I came to Denmark last year I used these qualities in my spare time where I volunteer at the local youth club, arranging sport events and other social activities. I don’t mind having to be in charge and make sure all the pieces fall into place. E I find the job very interesting, and I am sure we will be a perfect match for each other. I am looking forward to speaking with you about this employment opportunity. F Yours sincerely, XXXX G Page 3 WWW.CAREERS.AAU.DK 2: THE UNSOLICITED COVER LETTER The unsolicited cover letter is characterized by being the type of cover letter where you are the one to take the initiative. You contact a certain company and offer your labour. Before you apply for a job, it is important that you acquaint yourself with the company and learn about its working area and its needs. In this way it is easier for you to target your cover letter and make it interesting, and it is a good way to enhance the competences you have to fit the company. Also, it is important that you check the company’s website in case they already have posted a job advert here. If this is the case, you apply for this job. There are several advantages concerning the unsolicited cover letters. One is that your application doesn’t drown in a pile of applications from other candidates. Another is that you might be lucky to contact the company at a point where they have the time to carefully read your cover letter and maybe call a meeting with you. In any case it is necessary to research the company as much as possible in order to be able to target the cover letter directly at the specific company. Standard cover letters will not be taken seriously by any company; it has to be relevant for the HR manager to take the time to read it. EXAMPLE: A. Title: write a catchy title. You might suggest a position you want to hold in the company or describe your area of interest. B. Argument: when you write an unsolicited cover letter, you have to describe why you want to work in this particular company and with certain projects. Maybe you have read an interesting article about the company in the newspaper, followed them on LinkedIn or talked to them at the Careers Fair. D. Describe the job you are looking for: this is where you inform the company about your competences and what you are dedicated to work with. Make it clear what you have to offer and which tasks you are able to solve. Also, it is a good idea to mention if you are versatile and able to handle other tasks than the ones you have focused on in the application. Focus should be on enhancing your most essential competences, both academic and personal, and relevant work experiences. You have to make yourself as interesting as possible in order to get a job interview. E. About you: this is a good place for you to give the reader an idea of who you are as a person by describing your personal competences. F. Ending: when you send an unsolicited job application, you show initiative. You have to sustain this initiative by writing that you will contact the company. Name a date two weeks later. Remember to actually do this. This way you give them the most reliable impression of you as a person. G. Remember: signature and name. Only attach diplomas, references etc. IF the company has asked for it. Otherwise, bring it for the job interview. If you need an individual counseling on your cover letter, send an email to [email protected] Page 4