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Guide to Writing Job Search Cover Letters Also including: ♦ Approach Letters ♦

Guide to Writing Job Search Cover Letters Also including: ♦ Approach Letters ♦ Thank You Letters ♦ Letters of Recommendation University of San Francisco, Priscilla A. Scotlan Career Services Center Page 2 Contents Cover Letter Basics………………………………………………3 Writing a Targeted Letter………………………………………..3 Cover Letter Checklist…………………………………………...4 Basic Sample Cover Letter…………………………………......5 Sample Letters in Response to Posted Vacancies………6-10 Electronic Cover Letters / Sample Email Letter ……………11 Sample Approach Letters……………………………………..12 Sample Thank You Letter……………………………………..13 Sample Letter of Recommendation Worksheet…………….14 Other Job Search Letters………………………………..……15 Additional Resources………………………………………….15 Priscilla A. Scotlan Career Services Center University of San Francisco University Center 429 2130 Fulton Street San Francisco, CA 94117 Phone: 415.422.6216 • Fax: 415.422.6470 www.usfca.edu/career Hours: Monday, Thursday and Friday 9:30am–5:00pm; Tuesday and Wednesday 9:30am–7:00pm Revised 8/2002 University of San Francisco, Priscilla A. Scotlan Career Services Center Page 3 Responded to inquiries from students, alumni and general public regarding program and services offered by University office Wrote public service announcements regarding community events for Bay Area radio station 18 months’ office experience with major Bay Area transportation agency 4 years’ work experience, 2 internships related to public affairs and promotions Public speaking coursework at USF Computer skills listed on resume Public Information Rep. Staff public info center; respond to public questions and issues via telephone, written correspondence, and in person; provide info to the public and media; develop materials and weekly press releases for project; deliver presentations; coordinate with transit agencies. BA in Comm., PR, Lib. Arts, Pub. Adm., or related, 1-3 yrs. related exp. Strong verbal and written communication skills; public speaking; ability to work independently; Microsoft Word, Excel and Access. Send or fax resumes to… Cover Letter Basics The cover letter acts as a letter of introduction and serves to supplement and clarify your resume. Through it you can focus on your interest in a particular firm or type of company/employer. Be clear, concise and factual. Below, and on the following pages, are guidelines and examples to help you prepare effective cover letters. It is best to write an individual letter to each person to whom you send a resume. Direct your letter to a specific person whenever possible by calling the company and asking for the name and title of the hiring manager. You can also use your networking contacts to learn the name and title of someone who will be able to direct your resume to the proper individual. Letters mailed to “Dear Sir or Madam” or “Hiring Committee” are usually not met with the same response as “Dear Ms. Thompson.” Follow accepted business letter protocol with regard to style and format. When possible, use the same quality paper on which your resume is printed (you can usually purchase extra paper from the business where your resume was duplicated). The letter should not exceed one page. Use the letter to demonstrate your investigative and writing skills, and your professional approach toward securing a job. Be accurate, precise and error-free; hire a typist if necessary. Do not rely solely on the “spell check” feature of a word processor to spot typographical errors — have one or two people carefully proofread your letter before you mail it. Writing a Targeted Letter A “targeted” letter is written to a specific employer in response to a particular job opening. Targeted letters are personalized and emphasize your skills and experience that are most relevant to the position. To write a targeted letter, first carefully analyze the job announcement and highlight the specific skills and experience requested by the employer. Next, make a list of your skills and experience which most closely reflect what the employer is seeking. Choose two or three of the strongest examples of your related accomplishments and describe them in the body of the letter. Position Description Your Related Accomplishments Cover Letter Checklist Be sure to… Write the letter yourself and have someone else proofread it for grammar, syntax, and spelling. Keep the letter to one page, three to four paragraphs (shorter for email). Address the letter to a specific individual with his or her correct title and business address. Tailor your letter for each situation. In the opening paragraph, mention the name of the person who referred you, if applicable. Write a letter that is work-centered and employer-centered, not self-centered. Mention something you know about the company that is related to the position for which you are applying. Tell the reader why you are qualified for the position. Mention a personal interest you have in the company, its location, service, or product. Make it attractive and easy to read. Use high quality, matching stationery and envelopes (16-25 pound weight). Produce error-free, laser-printed, clean copy. Refer the reader to your resume. Be honest. Be positive. Be direct. Write clearly and simply; use industry- specific keywords. Use the active voice and action verbs. Be sure your phone number, email and home address are included. Sign your cover letter in blue or black ink (or type your name if you are sending it electronically). Keep your letter personal, warm and professional. Never… Give a summary of your life, values, goals, etc. longer than 50 words. Describe, at length, your admiration for the company’s history. Overuse the pronoun “I.” Explain why you left your last job or want to leave your present one. Use a form letter and just change the company name. Begin the letter with “To Whom It May Concern,” or “Gentlemen.” Repeat verbatim the information in your resume. Include your salary history or current salary requirements (unless specifically required to do so, and even then it may not be advisable). Inflate or exaggerate your experience and qualifications. Hint that you are interested in virtually any job with that organization. Say anything negative about your previous employer(s). Expect the reader to figure out what job you are best qualified for. Use copier paper and/or a dot-matrix printer. University of San Francisco, Priscilla A. Scotlan Career Services Center Page 4 Basic Sample Cover Letter Your Street Address Your City, State Zip Block Style – all sections left-aligned. Date Note: formal business letters should have margins of at least one inch around the entire page. These reduced-size examples do not necessarily illustrate that practice. Name of Recipient Title Company Street Address City, State Zip Dear Name of Recipient: INITIAL PARAGRAPH: State the reason for the letter, the specific position or type of work for which you are applying, and indicate from which resource (i.e., Career Services Center, news media, friend, employment service) you learned of the opening. Some examples include: I am writing to express my interest in the position of _______________. Your advertisement in the ____________ for a ______________seems to perfectly match my background and experience. I am writing to you at the recommendation of ____________________. In response to your job posting for a __________ on your company’s website, I have attached my resume for your consideration. If you are seeking a talented, motivated salesperson for your outside sales team, I believe my skills and background are a good match for your organization. SECOND PARAGRAPH: Indicate why you are interested in the position, the company, its products or services. State clearly what you can do for the employer. If you are a recent graduate, explain how your academic background makes you a well-qualified candidate. If you have some practical work experience, point out your specific achievements or unique qualifications. Try not to repeat the same information the reader will find in your resume. Refer the reader to the enclosed resume or application form which summarizes your qualifications, training and experience. Sell yourself! Convey enthusiasm! Some examples include: My qualifications for the position include . . . I believe my background in . . . I have experience/education in the field of . . . THIRD PARAGRAPH: In the closing paragraph, indicate your desire for a personal interview and your flexibility as to the time and place. Repeat your telephone number in the letter and offer any assistance to help in a speedy response. Finally, close your letter with a statement or question which will encourage a response. For example, state that you will be in the city where the company is located on a certain date and would like to set up an interview. Or, state that you will call on a certain date to set up an interview. Some examples include: I would like to speak to you in person . . . Should you be interested in my qualifications . . . For an interview, I can be reached at . . . The sample cover letters included in this guide illustrate a variety of styles and formats. All of the identifying information on the letters is fictitious. Sincerely, Your Signature Your Name University of San Francisco, Priscilla A. Scotlan Career Services Center Page 5 Sample Letter in Response to Posted Vacancy Job Sought: Marketing uploads/s1/ cover-letter-guide.pdf