Hollins University, Career Center

 

Creating a Cover Letter & Other Business Correspondence

 

 

You will engage in much letter writing during your job search.  Employers expect college students and graduates to have excellent skills in this area.  The National Association for Colleges and Employers (NACE) publishes the Planning Job Choices magazine annually and always includes an excellent article on the art of writing job search letters.  The Career Center also offers online and print resources that will help you produce results-oriented letters.

 

Basic Principles for Business Writers 

·         Decide your purpose for writing, then plan accordingly. Place the most important items first, supported by facts.

 

·         Group similar items together in a paragraph, then organize the paragraphs in logical relationship to one another.  Do the work of organizing your information for the reader.

 

·         Keep your letters personal, warm and professional.  Avoid being either overly familiar or overly officious in tone.  However, do remember that business letters are formal, not informal, documents.

 

·         Say what you mean directly without a lot of verbiage.  Demonstrate that you understand the value of the reader's time by being as brief as possible.

 

·         Write clearly and simply.  Avoid jargon and overly complex sentences.

 

·         Be positive in content, tone, word choice, and expectations.  Suggest that you are an optimistic, responsible, productive, and reasonable person.

 

·         Use active voice and action verbs in your writing.

 

·         Keep the reader's interest.

 

·         Reduce the uncertainty and abstraction for the reader by including specific facts.

 

·         Provide information that reflects the reader’s interest. Stress benefits for the reader.

 

 

The Perfect Cover Letter

A cover letter, or letter of application, can powerfully enhance a resume if it conveys to the employer your ability to add value to the organization.  The bottom line in any hiring is whether or not the applicant will bring more value than cost!  According to Tom Jackson, author of The Perfect Resume, an effective cover letter must observe the following rules:

 

RULE 1

Always address your letter to the person who can make the hiring decision.  If this is an unknown, call the company and ask for the person's name and title. You may have to make several calls, but a personal letter is essential if you want to make a positive impression. If securing a name is impossible, use the greeting “Dear Sir or Madam.” 

 

RULE 2

Communicate something personal about the organization, if you expect to receive personal attention from the hiring staff.  Comment on something that is uniquely associated with the company, thus showing you have completed some basic research about the structure, purpose, and goals of the organization.

     

RULE 3

Answer the question, "Why should I see you?"  Companies are not interested in what you want from them, only in how valuable you could be as an employee.  Clearly comment on your skills that would be of interest to this potential employer.  Aim to convey your ability to be an important and supportive member of a work team. 

 

RULE 4

Use the language of the industry or field represented by the company, organization, or agency.  If you are not sure, read trade journals or articles by professionals.  Use carefully and avoid overkill.

RULE 5

Ask for an interview in your closing paragraph.  Your resume and cover letter are designed for one purpose:  to get an interview.  Suggest a date and time (or time period) for a personal meeting.  Be sure to follow through!

 

A sample cover letter follows.

 

 Source:  The Perfect Resume, Tom Jackson.

Cover Letter Template

 

                                                                                                Your present address

                        City, State, Zip Code

 

                        Date of writing

 

 Ms. Jane Blank

Title

Company

Street Address

City, State, Zip Code

 

Dear Ms. Blank:

 

First paragraph: Tell why you are writing and name the position or field about which you are asking.  Tell how you heard of the opening or organization.  Make this an interesting introductory paragraph so the writer will continue.

 

Second paragraph: Mention one or two qualifications you think would be of greatest interest to the employer, slanting your remarks to employer's point of view.  Tell why you are particularly interested in this company, location, or type of work.  If you have had related experience or specialized training, be sure to point it out.  If enclosing your resume, do not restate content of resume, but expand upon it.  This is your opportunity to emphasize the value you can bring to the organization.

 

Third paragraph: Refer the reader to the enclosed application form, resume, or the fact that the XYZ Placement Office has sent or will send full credentials as a medium that will give additional information concerning your background and interests.

 

Fourth paragraph: Close by making specific request for an interview, suggesting date and time.  Indicate that you will call within 7-10 days to confirm an appointment unless you hear beforehand that the reader does not wish an interview.  If, instead of wanting an interview, your request is for further information concerning the opening, it is polite to enclose a self-addressed, stamped envelope.  Make sure your closing is not vague but makes a specific action from the reader likely.

 

Fifth paragraph: Include a statement of appreciation.

 

 

                        Sincerely,

 

                                                                                                            (Sign your name here.)

 

                        Type your name here.

 

 Enclosures (optional if all materials are listed in the letter.)                                                 

 

 

Sample Cover Letter

 

  

                                                                                                                                432 Whitlock Drive

                                                                                                                                Roanoke, VA 24019

 

                                                                                                                                August 1, 2007

 

 Ms. Allison Gordon

Executive Director

Children's Advocacy Center

560 Jefferson St.

Roanoke, VA  24015

 

Dear Ms. Gordon:

 

            I am writing to apply for the position of volunteer coordinator with the Children's Advocacy Center that was advertised in the Roanoke Times on Sunday, February 10.

 

I will be graduating from Hollins University in May 2008 with a degree in Sociology and a minor in Psychology. During my four years of experience with SHARE, the Hollins student volunteer organization, I progressed from student volunteer to serving as coordinator of the program for the 2005-06 academic year.

 

I have developed and utilized many of the qualifications you seek. During this academic year I will recruit and work with approximately 80 members of the student body who volunteer at many local social service agencies. It is my responsibility to develop and monitor the volunteer schedule, find replacements, and maintain positive relationships with each agency contact person. While I consult with the director of student activities, I am completely self-directed in the implementation of this extensive volunteer program. Additionally, I will volunteer as a tutor for four hours per week at the West End Center for Youth.

 

            I feel that my greatest strengths are organizational skills and the ability to communicate effectively, both orally and in writing. I train new volunteers, prepare a monthly newsletter, and interact with diverse populations throughout the city of Roanoke. You will find me to be a positive, "can do" person with a strong work ethic and belief in personal accountability.

 

            Enclosed please find my resume and list of references. I will contact you regarding my interest in this position and hope that we can arrange a personal interview that is mutually convenient. If you wish to contact me sooner, please call me at 540.362.5434.

 

            Thank you very much for your attention and consideration.

 

                                                                                                                                Sincerely,

 

                                                                                                          Jennifer Wilson              

 

                                                                                                                                Jennifer Wilson  

 

 

Other Business Correspondence