Cover Letters: how to find the right words

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
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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?
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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
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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
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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
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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
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Identifying requirements
Responsibilities
Selection
Criteria
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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
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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)
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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
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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
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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
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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
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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
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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.
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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.
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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.
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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
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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
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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
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Let’s look at a sample….
 http://www.careers.monash.edu.au/students-grads/apply-for-ajob/cover-letters.html
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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
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Action Verbs
Reference: http://www.englishclub.com/business-english/resumes-vocab.htm
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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
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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.
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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
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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
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Copy and paste the
text of your letter
here
Upload your cover
letter here
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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
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Example
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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
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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‟
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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.
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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
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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)
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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.
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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)
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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)
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