How to write a cover letter

Before we begin… We will talk about how to write a cover letter for the first half of class During the second half of class, you will write a draft of a cover letter So, take notes about what makes a good cover letter during the first half of class! The English used in the examples today is advanced. They were written by business professionals who are also native English speakers Do not worry, I do not expect you to write your cover letter at the same level as these examples. Just do your best

First: a question Think about the last time you went to the mall and saw an item you had to buy

First: a question What was it about that item that caught your attention? Why did you want to buy it? – Was it trendy? – Well-made? – Did it call to you? A cover letter is like a sales letter that should attract employers to call and interview you

What is a cover letter? A cover letter is a letter of introduction attached to, or accompanying another document such as a résumé. It is a way of introducing yourself to potential employers and explaining your suitability for the desired position Remember, you never get a second chance to make a first impression A cover letter is short! It is only one page, so you must be concise

5 Parts of a Cover Letter Return Address – The applicant’s address/your address Letter Address – Employer’s address/where you are sending the letter Salutation – Greeting (Ex: Dear Mr. Smith) Body – Main portion of the letter – Should have three paragraphs The first paragraph should bring attention to the applicant and summarize why the applicant is good for the company The second paragraph tells about specific skills and talents to show how the applicant meets the company’s needs The last paragraph summarizes what is said and asks for an interview Complimentary Close – Saying goodbye in a polite and interesting way

Deconstructing a bad cover letter We will look at an unsuccessful cover letter in two parts Work with a partner to determine what is wrong with the cover letter – Hint: Everything that is underlined is wrong! Bad cover letter from: sample-before.html?WT.mc_n=CovLetBef sample-before.html?WT.mc_n=CovLetBef

Renee Simmons 15 Elm St. | Sometown, NY | | June 16, 2010 To Whom It May Concern: I am submitting my resume for your review for the retail manager position. I have a long and successful career with XYZ Company and I'm looking for a new career challenge. My experience and training in management techniques is enhanced by my strong work ethic and ability to learn new concepts quickly. I am an excellent communicator, a results-oriented performer and get great satisfaction from making a difference. I thoroughly enjoy working with people and have done so throughout my career. I bring top results in managing a retail operation.

Renee Simmons 15 Elm St. | Sometown, NY | | June 16, 2010 The Letter Address is missing To Whom It May Concern: It is MUCH better to use a specific name here I am submitting my resume for your review for the retail manager position. Better to reference where the job was posted. I have a long and successful career (should mention how many years of experience) with XYZ Company and I'm looking for a new career challenge. She should write what she can offer an employer, not just what she wants My experience and training in management techniques is enhanced by my strong work ethic and ability to learn new concepts quickly. I am an excellent communicator, a results-oriented performer and get great satisfaction from making a difference. I thoroughly enjoy working with people and have done so throughout my career. I bring top results in managing a retail operation. This paragraph should include examples

I have a wide array of skills that will increase productivity and effectively contribute to an already successful company such as yours. I am a professional who is detail- oriented, flexible and able to meet deadlines, both independently and in a team environment. Given the challenge the current market presents, my ability to quickly assess and provide solutions would be valuable. I would welcome the opportunity to discuss my qualifications and learn more about the open position. Thank you for your time and consideration of the enclosed resume, and I hope to hear from you in the near future. Respectfully, Renee Simmons

I have a wide array of skills that will increase productivity and effectively contribute to an already successful company such as yours. I am a professional who is detail-oriented, flexible and able to meet deadlines, both independently and in a team environment. These are all “fluff” skills. To make this effective, she needs to give examples that demonstrate these skills. Given the challenge the current market presents, my ability to quickly assess and provide solutions would be valuable. This statement of what she offers should be stronger. I would welcome the opportunity to discuss my qualifications and learn more about the open position. She could have requested an interview here. Thank you for your time and consideration of the enclosed resume, and I hope to hear from you in the near future. She should have included contact information so the employer knows the best way to contact her. Respectfully, Renee Simmons

What was wrong? Parts of the letter were missing The language was weak and unclear There were no examples or details She did not include an interview request or her contact information

Deconstructing a good cover letter Now we will look at a good cover letter in three parts It’s your job to tell me why this letter is better than the first – Hint: All of the underlined sections are better! Good cover letter from: sample-after.html?WT.mc_n=CovLetAft sample-after.html?WT.mc_n=CovLetAft

Renee Simmons 15 Elm St. | Sometown, NY | | June 16, 2010 Ms. Ellen Jones HR Manager ABC Company 15 Park Place Sometown, NY Re: Retail Manager (Ref Code: 12345) position, advertised on Monster Dear Ms. Jones: My 15+ years of experience managing big-box retail operations is an excellent match to the qualifications you are seeking for your New York City store manager. I bring to the table a record of delivering breakthrough improvements, multimillion-dollar sales growth and goal- surpassing performance-to-plan.

Renee Simmons 15 Elm St. | Sometown, NY | | June 16, 2010 Ms. Ellen Jones HR Manager ABC Company 15 Park Place Sometown, NY Re: Retail Manager (Ref Code: 12345) position, advertised on Monster Dear Ms. Jones: My 15+ years of experience managing big-box retail operations is an excellent match to the qualifications you are seeking for your New York City store manager. I bring to the table a record of delivering breakthrough improvements, multimillion-dollar sales growth and goal-surpassing performance-to-plan. The Letter Address is included here It’s always helpful to include a reference line She starts with her strongest quality: her experience. Then, she tells them how this experience will benefit their company

Since 1995 I have worked for XYZ Company, advancing through promotions and receiving dozens of awards for driving company-leading results across all key business metrics. In my current role as manager overseeing a $9 million flagship store, I have recently achieved: A 14% ($1.1 million) increase in quarterly store sales, despite the challenge of a severe market slowdown in the retail industry. An 8% reduction in shrink from 2008 to 2009, benchmarking a new- store best in this category across the district. A 15% increase in employee retention and improved staff morale by focusing on innovative employee training and incentive programs. Recognition for achieving the highest dollar-per-transaction averages companywide in 2009.

Since 1995 I have worked for XYZ Company, advancing through promotions and receiving dozens of awards (this shows her work was valued) for driving company-leading results across all key business metrics. In my current role as manager overseeing a $9 million flagship store, (giving the size of the store lets the employer know she is qualified to manage a similar sized store) I have recently achieved: A 14% ($1.1 million) increase in quarterly store sales, despite the challenge of a severe market slowdown in the retail industry. An 8% reduction in shrink from 2008 to 2009, benchmarking a new- store best in this category across the district. A 15% increase in employee retention and improved staff morale by focusing on innovative employee training and incentive programs. Recognition for achieving the highest dollar-per-transaction averages companywide in The bullet points in this section make it easier to read. It is important to include accomplishments that would be important to an employer. She uses numbers to support her accomplishments where it is appropriate

In all positions held, I have consistently met or exceeded profit and revenue growth goals. I would be honored to serve as manager of your New York City store and lead the team to achieve gains in revenues, service levels and customer satisfaction. If you agree that a meeting could be to our mutual benefit, please contact me at or I look forward to speaking with you. Sincerely, Renee Simmons Enclosure: Resume

In all positions held, I have consistently met or exceeded profit and revenue growth goals. I would be honored to serve as manager of your New York City store and lead the team to achieve gains in revenues, service levels and customer satisfaction. Here she repeats her interest in the position, and what she wants to achieve If you agree that a meeting could be to our mutual benefit, please contact me at or I look forward to speaking with you. She asks for an interview and tells the employer the best way to contact her. Sincerely, Renee Simmons Enclosure: Resume This lets the employer know the resume is with the cover letter

What was good? All parts of the letter were included In the first paragraph, she told them why she was a good match for the company In the second paragraph, she gave details and examples to support her claim In the third paragraph, she gives her goals for the position, requests and interview, and gives her contact information

Now it’s your turn! Plan and write the first draft of a cover letter for the office manager job we looked at in class last time (use your CV to help) – Pick out specific skills and accomplishments from your CV to highlight in the cover letter I am here to help with grammar, vocabulary, and format questions For homework, you will edit the draft from class today, type it up, and hand it in next time we have class

To remind you about the job… Person specification – The successful candidate will have worked in a similar role and have had full responsibility of all aspects of office and facilities management. You will be an adaptable person who is solutions oriented, an excellent communicator and able to manage other members of staff and progress them in their position. This role offers great scope to someone who is able to pick up the current systems that are in place but who also is able to implement any changes that would be positive for the business Make sure your cover letter shows you are this type of person!

In response to the February 24th advertisement in the Bangor Daily News, I have enclosed my resume for the Receptionist position. I have two years of prior work experience as a head waitress at The Frosty Mug in Holmen Wi. My work has involved greeting customers in a fast-paced setting and delivering superb customer service. I have also been responsible for all managing other Frosty Mug team members, as well as reordering supplies and completing nightly closing functions. I am very detail oriented and able to handle multiple tasks simultaneously. I am currently completing my high school diploma and plan to attend UW LaCrosse with a Bachelors Degree in Business Administration. I have gained valuable experience in several computer programs including Microsoft Word, Excel, and Access during the past 3 years of High School. Additionally, my training has provided me with the skills to reach my goal of office management. I welcome the opportunity to discuss my qualifications with you in person. I can be reached at (207) Thank you for your time and consideration. BODY (PART 4) INTRODUCTORY PARAGRAPH 1ST MAIN PARAGRAPH Describe your qualifications. Sell your skills and knowledge. Tell why you are interested in the company or college. Point out any related experience you have. 2ND MAIN PARAGRAPH Continue to describe qualifications. Highlight relevant training or classes that relate to the job or major for which you are applying. CLOSING PARAGRAPH Close by thanking the reader and requesting an interview.

Homework: Cover letter Format: 12 pt font, Times New Roman or Arial, 1 inch margins, 1 page maximum No name is given in the job description, so address the letter to Mr. Smith Include all 5 parts of a cover letter Tailor your cover letter to the job description and choose a few skills and accomplishments from your CV to highlight You may use the resources at the end of this presentation to help you, but DO NOT COPY DIRECTLY FROM THEM OR FROM ANY OTHER STUDENTS Points will be taken off for poor spelling, bad style and lateness Again, do not worry about being perfect! Just do your best and you can pass

Resources for you Cover letter writing: – (This link has a good example of a cover letter at the intermediate level. It might be the most useful example for you!) – Cover letter templates: letters/templates/ letters/templates/ template template – Sample cover letter: cover-letters/cover-letter-samples/sample-cover-letter/article.aspxhttp://career-advice.monster.com/resumes- cover-letters/cover-letter-samples/sample-cover-letter/article.aspx – Sample cover letter (use the standard, conservative style): – How to write a cover letter for English Language Learners: Job listing: manager/ #/jobs/admin-secretarial-pa/office-managerhttp:// manager/ #/jobs/admin-secretarial-pa/office-manager Lesson plan adapted from Katie Johnson’s website, iteachstudents.weebly.com