Diagrama de temas

  • Introduction

    • Cover letters explains to a potential employer why you are sending your candidature for a job. Their principal aim is to present your CV and thus convince who receives your application to read it. Moreover, they are also very important since cover letters give you the chance to talk about yourself, your skills and your abilities, to point out previous experiences that may be related to the field in which you are applying and finally to state why you could be a good match for the company. They are also called “motivation letters” since, in the application procedure, you will often be asked to provide motivations and reasons why you want to apply for a specific job or to work in a company.
       
      In this unit we will present some general considerations about cover letters, and then we will provide you with information about the style and structure of a cover letter. Also, we will briefly go through different kind of cover letters that you may use according to your needs. Finally, you will find 2 examples of cover letters.

  • General considerations

    • In order to be successful, before you start writing your cover letter, there are some elements that you need to take into account.
       

      • Prior researches: before you start writing your letter, remind to find information about the company visiting its web site or calling to the recruitment agency if the name of the company is not specified. Also, it is important to read carefully the description of the position and understand the kind of people they are looking for.
      • Address it to the right person: do some research to find out who the hiring manager of the company is. If it is not specifically stated in the job advertising, you can search for it on the internet, for instance on LinkedIn, or call the company human resources department explaining that you are going to apply for that position and  therefore you would like to know the name of the hiring manager. Your research will be worth it since addressing the letter to the right person gives a very good impression to the recruiter and shows your effort.
      • Follow the instructions: if the description of the job offer asks you to answer specific questions in your cover letter, make sure to do so. Also, follow the instructions for submitting your cover letter (and your candidature in general) that are specified in the job advertising.
      • Professional email address: Use an appropriate email address when applying for jobs. For instance with your name and surname. You can also consider the idea of creating an email account dedicated only to job search using free web-based email providers, such as Gmail or Yahoo. If you are already working in another company, do not use its email address to send your candidatures.
      • Disability issues: if you decide to mention your disability in the cover letter, make sure to present it as a positive aspect, specifying what have you learn from it and how it helped you in developing other skills.
      • Correction: ask a sighted person to review your cover letter, especially to make sure that the visual presentation is tidy and clear.

  • Layout and style

    • Your letter should have the layout of a typical business letter. In particular, it is important to space different elements and different paragraphs. You should also remember to left-justify your letter. When choosing a font, you can use simple fonts like Arial, Verdana, Courier New or Times New Roman. The size of your text should be between 10 pt. and 12 pt., so to facilitate the recruiter in reading your letter. If it is not explicitly stated differently, the length of your letter should not exceed one page.
       
      Use a professional language, but don’t be overly formal because it could make you seem unfriendly. The letter should be read smoothly and easily, so avoid using complicated language. Furthermore, you should find out which are the key words of the sector (or the company) in which you are applying, and use them in your letter. It will show the recruiter that you have a good knowledge and are already familiar with that field of work. Lastly, avoid generic phrases and take some time to choose more original words and phrases that best reflect you.

  • Structure

    • In the structure of your letter, you have to include the following element, preferably in this order. Remember to space all these different elements.
       

      1. Contact information of the applicant: It means your name, your address, your city/state/zip code, your phone number and your email address. You could also choose to link your professional social media account (LinkedIn or Twitter) if you deem it relevant. Each of these elements has to be written on a separate line, but it is not necessary to space them from each other.
      2. Contact information of the company: You can follow the same order and structure of your contact information when reporting the company name, address, phone number and email address.
      3. Date: Date format depends on the country, however, in English you can either choose the British version (day month year; e.g. 15 March 2018) or the American version (month day year, with a comma after the day; e.g. March 15, 2018). You can write both the day and the year using numbers, but the name of the month should be written with words. You usually write the date in the right part of the page.
      4. Salutation: Use the results of your research to address it to the right person in the company who is going to read your letter. You can write, for example, Dear Mr./Ms. and his/her last name, Dear Doctor/Professor and his/her last name or Dear Name and Last Name. Although, sometimes companies decide to leave the name of the hiring manager anonymous so you don’t know the name of the contact person, in this case you can use general salutations such as Dear Hiring/Human Resources Manager, To Whom It May Concern, Dear Sir or Madam. The salutation must always be followed by a comma.
      5. Content: It is the body of your letter and it is divided into three or more paragraphs. We will see how to organize it in the next section.
      6. Closing salutation: Some appropriate examples of closing salutations are: Sincerely, Most sincerely, Sincerely yours, (Best) Regards, Yours Truly, Respectfully (yours), Thank you (for your consideration). They also have to be followed by a comma.
      7. Signature: If you are sending your letter by post, you can type your full name and then sign the letter below it with a blue or black ink pen. However, if you are sending it electronically, it is sufficient to write your full name with the same font of the rest of the letter.


  • Content

    • The body of your letter can be structured in different ways; however it should be composed by different paragraphs that are spaced from each other. We are going to propose you an example of the structure you could follow.
       

      First paragraph – introduce yourself (2-4 sentences)


      You should state why you are writing, specifying the name of the position you are applying for, and explain how you knew about this opportunity. Then you can introduce yourself briefly, for instance, you can mention your degree, the date of your graduation or, if you have more expertise, your professional experience and goals that may be relevant for the position.
       

      Second paragraph – sell yourself (5-10 sentences, you can also separate it in two distinct paragraphs)


      In this part, you can use what you learnt through your research. You should state how you could be a good choice for the company and how you can contribute to its improvement. In particular, make evident how you mach the requirements for the position. To do so, it is important that you provide examples of your transferable skills and knowledge that may be relevant for the job. You can also use a bulleted format so that your features will stand out more clearly and evidently. Moreover, you need to underline your previous achievements, for instance using numbers and data to better demonstrate your results. 

      Here below, we provide a list of suggestions that you should keep in mind that can facilitate you in writing your letter.
       

      • Be specific: do not use the same letter for each application you do. Underline only your specific skills and experiences that can be relevant for the position you are applying for. 
      • Be concise: avoid long letters and go straight to the point. Repetitive and long cover letters could refrain the recruiter from reading them.
      • Do not repeat your CV: a cover letter should complete your CV with more elaborated information that you couldn’t fit in it.
      • Be concrete: mention clearly why you would be a good match for the company with concrete examples. Although, without being arrogant.
      • Skills and examples: when reading the job description, try to find out which skills are needed for that position. Then choose two or three of your skills that match those needed for the job in order to highlight them by providing evidence from moments of your life when you showed these skills.
      • Achievements: state clearly what you achieved so far in terms of education and professional career. In particular, explain what can distinguish you from other candidates.
      • Focus on the company: when talking about yourself, avoid overusing the pronouns “I”. In fact, your goal should be to convince the company that you are a good candidate because you can offer them a valuable contribution. Therefore, everything that you write about yourself should be aimed at explaining how the company could benefit from hiring you.

       

      Third paragraph – closing (2-4 sentences)


      Restate that you are motivated for the job and, if you attach it, invite the recruiter to read your CV for further information. Finally, it is preferable not to use vague sentences where you say that you “hope to hear from them soon”. Instead, try something more enthusiastic and concrete, for instance mentioning your passion for that field of work, stating your willingness to contribute to the success of the company or informing the recruiter that you will call them later on to follow up your application (if you write it, make sure you do so).

  • Email cover letters

    • You can be asked to send your cover letter as an email instead of adding or attaching a separate document. In this case, write your name and the position you are applying for in the subject line, then avoid the part of the address and start with “Dear xxx” directly. To end the email, sign with a professional signature including your phone number and your contact information.

  • Speculative cover letters

    • When job offers are not advertised, but you want to work in a particular company, you could use the technique of “cold callings” and send speculative letters to reach out to employers that may be interested in hiring you. However, there are some aspects that you should take into account if you want your letter to be successful. In particular, you should try to find out who is the hiring decision maker of the company in the field you would like to work, for instance it can be worth it making some calls or spending some time searching for information in the corporate website.
       
      Concerning the body of your letter, start with a brief presentation of yourself, explain what the job you are looking for is and ask if there are any available positions in that field. Then, in the second paragraph, explain how you knew the company and why you would like to work in that department. Finally, describe your skills and experiences that might be relevant for the role. However, do not focus excessively on a particular skill, but try to underline your versatility and remain open to different options. Also, avoid talking too much about yourself, instead try to understand the needs of the company and concentrate on them. A good strategy could be imagining which are the strengths, weaknesses, opportunities and threats of the company (you can remember the acronym SWOT), and thus provide pieces of evidence that match these elements. As closing paragraph, you can write that you are going to contact them soon, but that you will be happy to hear from them before. If you don’t receive an answer within a couple of weeks, you can email or call them to discuss your candidature.

  • Cover letters if you don't have much experience

    • Even if you don’t have much professional experience, a cover letter can be a good instrument to point out some of your personal skills that you gained in non-formal context and that can help you to learn to work in a professional environment. Moreover, you can mention volunteering experiences, sports club memberships, community clubs participation, hobbies etc. if they are relevant for the position and have helped you develop particular competences. 

      If you have limited experience or you don’t completely match the requisites asked in the job description, do not mention them and focus instead on your other skills. In fact, you will be asked about your weak points during the interview. Another strategy is avoiding pointing out your weaknesses, but showing initiative and a positive attitude towards learning and developing new competences.

  • Examples

    • In this part you can read two examples of cover letters. You can use them as an inspiration and as a template for writing your own letter, although make sure to change the relevant information and correct them in order to match your qualifications and the requisites of the position.

      The first one is an example of a letter written by a person that already has a quite large experience in the sector, while the second one is a letter written by a student and can be taken as a model if you are also applying for one of your first jobs.

      First example


      [Name Surname

      Address

      City, State, zip code

      Phone number

      Email address]

      [Company Address

      Company City, State, xxxxx

      Telephone number

      hiring.manager@xmail.com]

      [Today’s Date]

      Dear Mr./Mrs./Ms. [Hiring Manager’s Name],

      Please accept my enclosed application for the position of executive assistant. I found your job posting on [Website Name], and I’m pleased to say that my skills match your requirements perfectly. According to your job posting, you need an experienced executive assistant who can schedule meetings, prepare agendas, and take care of daily issues without supervision.

      In my current role as an executive assistant at PaxWay Incorporated, I handle all of these duties, and more, with great capability. Allow me to point to three bullet points from my resume that demonstrate both my abilities and achievements:

      ·                     Perform a variety of accounting activities, such as preparing between 10-20 check requests, expense reports, purchase orders, and invoices a week

      ·                     Handled all domestic and international travel reservations, cutting company’s travel expenses by 12%

      ·                     Organized 3+ monthly meetings and their logistical elements (scheduling, preparing the facility, organizing handouts and/or binders for attendees, etc.)

      I also spearheaded the movement to “go digital,” which has proven to be a significant efficiency boon for the company. I am frequently praised for my ability to handle complex tasks and solve problems without requesting input, but also maintain an awareness of when input may be desired. In short, as an executive assistant, I am efficient, attentive, and competent. Finally, I have all the basic skills necessary for the role. I type at 80WPM, am familiar with CRM systems, and have a mastery of the MS Office Suite.

      I am eagerly anticipating having a follow up conversation with you about how I can help make the lives of your company executives easier. Please feel free to contact me at any time.

      Best,

      [Your Name]

      Available at: https://resumegenius.com/cover-letters-the-how-to-guide/administrative-assistant-cover-letter-samples#Executive

      Second example


      Joanne Tint

      Email: joannetint@xmail.com

      Mobile: XXX XXXX XXXX

      Mr Allan Moyle

      Moyle Retail Solutions

      Phone: XX XXXX XXXX

      Email: enquiries@moyleretailsolutions.com.au

      23 April 2015

      RE: Application for Casual Retail Sales Assistant position

      Dear Mr. Moyle,

      As a highly motivated and dedicated student with strong communication and interpersonal skills, I would like to apply for the position of Casual Retail Sales Assistant.

      As a student I have been extensively involved in my school community, which has allowed me to develop strong interpersonal skills. My involvement in various events, including drama eisteddfods and sports carnivals, has allowed me to work closely with my peers while supporting the school community as a whole.

      These experiences have allowed me to develop strong time management and organisational skills, which I see as being very important when seeking to work in casual employment while continuing to study.

      Personal attributes that I believe make me suitable for this position include:

      Motivation: Volunteer participation and school results demonstrate high motivation.

      Customer Service: Assisting with the sale of products at community events has allowed the development of customer service skills.

      Communication: Acting in drama performances and working as an MC for school events has allowed the development of communication skills.

      My teachers and educators have commended me for my willingness to participate and my dedication to helping out where possible. I enjoy working with others and believe that my strong communication skills will ensure that I can meet the expectations of this role.

      I am aware that you will receive a large number of applications for this job, but I would very much appreciate the opportunity to demonstrate my capabilities to you in person.

      I believe that I have a lot to offer your organisation. I am keen to develop my professional skills and look forward to discussing my application with you at an interview. I have enclosed a copy of my resume for your consideration. I can be contacted at all times on the details provided above.

      Thanking you in advance for your time,

      Joanne Tint

      Available at : https://www.youthcentral.vic.gov.au/jobs-and-careers/applying-for-a-job/what-is-a-cover-letter/sample-cover-letters/cover-letter-no-work-experience

  • References