How to Write a Cover Letter A cover letter is a formal introduction to your job application and plays a key role in your initial communication with a prospective employer. It outlines why you have sent the application and highlights your strengths in relation to meeting the needs of the employer. It is important to make a good first impression, so take the time to analyse the job advertisement (if applying for an available position) and research the relevant organisation / industry in order to tailor your cover letter accordingly. Tips • • • • • • • Emailed Applications When applying for positions electronically it is preferable to send your cover letter and resume as a single attachment (rather than copy your cover letter into the body of the email or attach your resume and cover letter as two separate documents). You still need to remain formal in your email text, as a good application can be ignored if the email is written like a text message with abbreviations etc. or left blank! • • • • Types of Cover Letters Solicited – used when applying for job vacancies (available jobs that have been advertised). Unsolicited – used when cold canvassing employers for possible employment/placement opportunities (no advertised job vacancy exists). • • Use professional business format (left justified). Ensure there are no spelling and grammatical errors. Check the date is accurate. Keep the letter to one page in length or to the length specified in the advertisement (often it can be longer when specific Selection Criteria / Work Related Requirements need to be addressed within the letter). Read all instructions carefully! Use a standard font type/size that is easy to read. Attempt to get the person's name and title of whom you are writing to (may require some investigating). Sign the letter "Yours sincerely" if you have the name and "Yours faithfully" if you have the title only. Clearly identify the position you are applying for. Don’t begin every paragraph with “I” and consider other creative ways to change the syntax. Research the organisation – focus on their services, values and new initiatives/projects then state how you match the employers needs. Be sure to address the skills and experience outlined in the advertisement but don’t make any unsupported statements about yourself (i.e. provide evidence). NOTE: If you are required to address specific Selection Criteria / Work Related Requirements within the cover letter, see “How to Address Selection Criteria” resource document for further details. If it is an unsolicited cover letter (canvassing for possible employment), list the skills and experience which you think relate to the company or organisation. A tailored cover letter MUST be prepared with every job application – do not use a standard template. GENERAL COVER LETTER FORMAT Your Postal Address Date (in full) Person to whom letter is addressed (Full, Name) Job title Organisation Address, State and Postcode Dear Mr/ Ms/Dr/Prof. Re: Position title and quote reference number if there is one (in bold) Paragraph 1: Why are you writing? How did you find out about the position or if an unsolicited letter, what kind of position you are seeking and why. Paragraph 2: Why are you interested in this position or the particular organisation? What attracts you to the job? Refer to your knowledge of what the organisation does/it’s values/special projects and how this appeals to you. Paragraph 3: How do you match the requirements of the job with regard to skills, education, personal qualities/attributes or experience? Highlight any relevant successes. Try not to make any unsubstantiated claims i.e. provide concrete evidence/examples where you can. NOTE: You may be required to address specific Selection Criteria/Work Related Requirements in this section. List each one separately and see “How to Address Selection Criteria” document for further details. Paragraph 4: Mention you would be grateful for the opportunity to discuss your application further. Include your contact number/email address. Close with “Yours sincerely” (or” Yours faithfully” if you cannot find a name to address the letter to and resorted to “Dear Sir/Madam”) Your name Example 1. Solicited: a cover letter in response to an advertised position Peter Oville 100 Murdoch Drive LEEMING WA 6149 Tel: 0000 000 000 E: [email protected] 1 March 20?? Mr Theodore Gumbrill WA Water Treatment Manager WA Water Corporation PO Box 290 PERTH WA 6000 Dear Mr Gumbrill RE: Water Corporation Graduate Program (Position No. 568494) I am a final year Bachelor of Science student majoring in Mineral Science and Chemistry keen on applying for your Graduate Program as advertised on the W.A. Government electronic jobs board – jobs.wa.gov.au. The opportunity to participate in your professional development program appeals to me greatly in terms of the practical experience and on-site project work opportunities offered by an international leader in water management. The on-going mentoring and support from well regarded professionals in the field is also invaluable. Regarding my relevant university studies, I have maintained a Distinction grade average to date with strengths in scientific research, team project work and report writing. Throughout my studies I secured a 10 week placement within the mining industry, undertaking practical laboratory work to complement my theoretical skill development. I also financially supported my studies by buying and selling electronic equipment which I built and/or modified. Accordingly, I developed excellent skills in negotiating, liaising with the public and industry personnel. I am genuinely interested in the Water Corporation Graduate Program and look forward to the opportunity to discuss my application further and can be contacted on mob:0589 7867 976 or email: [email protected]. Yours sincerely Peter Oville UNSOLICITED COVER LETTER PROFORMA Sandra Student 14 Murdoch Mews Murdoch WA 6150 Tel: 0000 000 000 E: [email protected] Date Ms Sandrine Hubert (always get a name – call to get it if you have to) Acme Management Consultants PO Box 9999 Perth WA 6000 Dear Ms Hulbert (salutation should just be the surname) 1. The reason for your letter and your present circumstances I am writing to explore (e.g. employment opportunities) ____ OR I write to express interest in ____ with ____ (company) OR I am writing about the possibility of ___ _ OR I heard recently that ______ and write now to _____ OR I am writing to you having been referred by ? from ? who suggested you might be recruiting ____. At present ____ (details of what you are doing, e.g. final-year/graduate/ postgraduate). 2. Indicate your interest in “this” organisation and “support” your interest I would be particularly interested in obtaining a position with ___ OR I was interested to read that you ____ OR I strongly believe in the importance of (your approach to )____OR I first became aware of (company’s activities) ___ (statements supporting your genuine interest in the organisation)____. 3. Match what you have read they require/think they might want with what you can offer (plus outline any other skills) I have read (your annual report/website) and note your interest in graduates who ___ OR You consistently indicated an interest in (e.g. kinds of grads, from paper/online adverts) ____ OR I believe I am well suited to a position requiring _____ (refer to stated attributes, skills etc they need or you think they would value). You will note my results ____ OR As indicated in my resumé, I _____ (sentence supporting how you claim to be able to meet their major requirements)_____. 4. Closing remarks (contact details/when you will phone to try for face-to-face discussion. Final expression of interest) I look forward to discussing further my interest in ___ (graduate position/kind of role)____ with ____ (name of organisation) ____. I will phone you ____ (when?) ___ about the possibility of (statements indicating your wish to make further contact)_____. I am strongly drawn to ____ (final statement indicating interest)_______. Thank you for considering my application. Yours sincerely Sarah Student Example 2. Unsolicited: seeking a possible opportunity 74 Brokerage Road EAST FREMANTLE WA 6158 29 April 20?? Mr Howard Black Investment Manager White, Brown and Black Investment Advisers 24 Strathmore Circus PERTH WA 6000 Dear Mr Black I recently acquired a copy of your Annual Report as a result of my interest in pursuing a career within the financial industry. Details of your operations and moves to expand your services to include the South East Asian market has prompted me to formally apply for a position which may arise within your organisation in the near future. Regarding my relevant qualifications, I completed a degree in Commerce, majoring in Banking and Finance at Murdoch University earlier this year. At Murdoch, I had the opportunity to undertake units in South East Asian studies, focussing on cultural issues and economic development in that region. Accordingly, I worked on individual and group projects which involved the practical components of teamwork, liaising with industry representatives and compiling written reports. Whilst at University, I also became a student member of IBN (Intervarsity Business Network) and attended a range of seminars and workshops on business networking as well as assisting student organisers with student recruitment and Network promotions. Further details of my university activities and relevant skills are outlined in the enclosed resumé. Thank you for taking the time to consider my application and I look forward to an opportunity to discuss my suitability for possible employment with your consultancy firm in more detail. I hope to follow up in the next fortnight with regard to this correspondence. Yours sincerely Mary Messenger