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Cover Letter Guide - Students - University of Saskatchewan

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Student Employmentand Career Centre<strong>Cover</strong> <strong>Letter</strong><strong>Guide</strong>Introduction | Is a cover letter really necessary?Every resumé you send should be accompanied by a cover letter. It is a powerful tool incommunicating your uniqueness and personal qualifications. The primary purpose <strong>of</strong> the coverletter is to acquaint a prospective employer with your unique talents and skills.The cover letter should highlight your resumé by identifying how you are qualified for the position.Tailor your cover letter to the position for which you are applying, linking your qualifications withthe job description and/or qualifications requested by the employer. In order that it stand out fromthe hundreds <strong>of</strong> cover letters (resumés, application forms, etc.), your cover letter should emphasizethe specific abilities, talents, skills and accomplishments that make you the ideal candidate for thatparticular position. Highlighting one or two <strong>of</strong> your greatest strengths will increase the chances<strong>of</strong> you standing out in the recruiter’s mind. Articulating this information in your cover letterdemonstrates your ability to write and communicate—skills that are highly regarded by employers.If your cover letter is effective, it will provide the reader with a sense <strong>of</strong> your approach and potentialfit within the organization. Keep in mind that the employer wants to know what you can do forthem, not why and how the position would benefit you.Table <strong>of</strong> Contents•¡Is a cover letter necessary? | 1•¡Step 1: Know Yourself | 1•¡Step 2: Know the Audience | 1•¡Step 3: Production and Format | 2•¡Step 4: Pro<strong>of</strong>read and Critique | 3•¡Step 5: Sending Your <strong>Letter</strong> | 3•¡Keep Track | 4•¡Additional Resources | 4•¡Using Social Media in your search | 5•¡Sample <strong>Cover</strong> <strong>Letter</strong>s | 6•¡Checklist | 8Step 1 | Know YourselfThe first step is to identify your interests, skills, accomplishments and any experiences that may interest the employer. Identify your goal(s) for writingthe letter—are you applying for a specific position or are you initiating the first contact? A cover letter should answer an employer’s ultimate question:Why should I hire you?If you’re struggling to identify your values, skills, interests and personality; there are helpful SECC resources available to you:•¡Career Assessment <strong>Guide</strong> - available on the SECC’s website to help you assess your career and lifestyle goals•¡MBTI and SII Workshops – formal career assessments meant to help you explore your personality and interests•¡Career Counselling – meet one-on-one with a pr<strong>of</strong>essional to explore issues affecting your career developmentTry to keep in mind the perspective <strong>of</strong> the employer who will be reading the letter. He or she is interested in what value you could bring to theorganization. What you convey in your letter should generate enough interest to lead an employer to want to interview you. Most cover lettersstate that the applicant has the necessary skills and qualifications. To make yours unique, you must go one step further—relate how your skills andexperience can help the employer’s organization.Step 2 | Know the Target AudienceOnce you have compiled your skills and experiences, you can tailor your cover letter to the industry <strong>of</strong> interest. Think <strong>of</strong> an employer’s needs and linkyour skills to those needs. Review job descriptions, job postings and employer websites.In developing your cover letter, charting employer needs andqualifications on one side and your qualifications on the other side withhelp you organize your thoughts.Consider attending a career fair in order to develop your networkingskills, gain a better understanding <strong>of</strong> future career opportunities anddiscover employment opportunities available to you.Employer Needs >>> Your QualificationsBudget experience >>> Treasurer, Accounting ClubAccounting coursework >>> Accounting majorComputer literacy >>> Specific s<strong>of</strong>tware, coursesCommunity service >>> Volunteer for Special Olympicswww.usask.ca/secc 1

Attending employer information sessions is also a great way to network and get information directly from an organization’s representatives. Sessionsusually consist <strong>of</strong> a brief presentation, refreshments, and time to mingle. These sessions may help with your decision to apply, and the information youcollect will allow you to write a targeted cover letter that references your discussions with the organization’s representatives.Step 3 | Producation and FormatA cover letter should be no longer than one page in length and written in astandard business format that aligns all the information to the left margin. Whenorganizing your cover letter, it should be composed <strong>of</strong> the following:•¡Your Contact Information: Include your name, full address, telephonenumber and e-mail address.•¡Date: Place one line <strong>of</strong> space between your contact information and thecorrespondence date.•¡Recipient’s Contact Information: Place another line <strong>of</strong> space then list therecipient’s contact information. Include her or his name, title (if available), thecompany’s name and address.•¡Reference Line: It is highly recommended that you use a “Re:” heading toclearly indicate the purpose <strong>of</strong> the letter. The Re: line may include topics suchas the job title, competition number or position inquiry.•¡Greeting: It is very important that you tailor your cover letter to a specificperson or company rather than sending out a generic letter.When you research the organization, you may be referred to someone as youengage in networking opportunities. Ask for the contact person’s name, jobtitle, mailing address, telephone and fax numbers, and email address.If you cannot find the name <strong>of</strong> the appropriate person, you may address yourletter in one <strong>of</strong> the following ways: “Human Resources,” “Hiring Committee”or “Selection Committee.” Avoid addressing your letter with “To whom it mayconcern,” and never guess about someone’s gender. If you are unsure, do notmake any reference to “Mr.” or “Ms.”•¡Introductory Paragraph: If you use the “Re:” heading, there is no reason torepeat the purpose for writing in the opening paragraph. Instead, use thisopening paragraph to grab the reader’s attention. For example, if a referencesuggested you write this letter, use her or his name in the opening paragraph:“Sarah Smith from Engineering Plus’ Communications department indicatedto me that opportunities may be available in your Marketing Department.”If you are applying to an organization without a referral, grab the reader’sattention by explaining why their organization appeals to you. For example:“Engineering Plus is one <strong>of</strong> few organizations that give young engineers thechance to develop multiple skill sets in the early stages <strong>of</strong> their career.”The introductory paragraph should be brief, perhaps two or three sentenceslong.If you do not use a “Re:” heading, your opening sentence must clearly indicateyour purpose for writing the letter.•¡Main Body: The main content <strong>of</strong> the cover letter, consisting <strong>of</strong> one to twoparagraphs, should explain why the employer should take an interest in you.The goal is to match your background and experience (key strengths, skills,abilities, achievements, experiences and/or extracurricular activities) with theposition by selecting the most relevant qualifications listed in your resuméand discussing them in detail.COVER LETTER WRITINGGUIDELINES•¡Ideally, the letter should be one page in length,single spaced, three to four paragraphs, withparagraphs limited to six or seven lines.•¡Make sure the letter looks pr<strong>of</strong>essional informat, structure and design.•¡Write your letters in the first person, yet varyyour sentences with beginning phrases andclauses so that they do not all start with “I” or “My.”•¡Communicate a clear purpose—organizeyour thoughts and present them in a way that iseasy for the reader to follow, and avoid jargon,acronyms and trite language.•¡Use words that demonstrate your confidencebut do not make you appear overly aggressive orarrogant.•¡Use the first sentence <strong>of</strong> each paragraphstrategically—cover letters are <strong>of</strong>ten skimmedand the first sentence is key in enticing the reader.•¡Highlight and draw attention to the points inyour resumé that uniquely qualify you for theposition.•¡Do not use vague descriptors such as “loyal,”“hardworking,” or “good at working with people”unless you give concrete examples to supportthese.•¡Do not highlight your weaknesses. If you do nothave direct experience, you can emphasize youreagerness to learn and to master new systems.•¡Pay special attention to grammar, spelling andneatness. The cover letter should represent yourvery best efforts. Have someone else pro<strong>of</strong>readyour letter, rather than relying on your computer’sspell check feature.•¡Use the same font and quality paper thatyou used for your resumé. Print your letterusing a laser printer for better quality and matchenvelopes with a typed or printed address.•¡Print an original letter rather than sending amass‐produced copy.¡ • Read your letter out loud and listen to thelanguage. Ask yourself: Does it sound like a formalletter? Do I convey enthusiasm and a sense <strong>of</strong> whoI am? Have I sold myself as a strong candidate?2 www.usask.ca/secc

Step 6 | Keep TrackKeep track <strong>of</strong> what positions and organizations you have applied to. For example, if you send out a letter to an employer requesting an interview and<strong>of</strong>fer to call them during the week <strong>of</strong> March 3rd, record that date so that you remember to meet that commitment. It is critical to know what you havesaid in correspondence with employers so that you can follow it up.Additional Types <strong>of</strong> <strong>Letter</strong>sAlthough there are many types <strong>of</strong> job-search related letters, these are some <strong>of</strong> the most common. Refer to our Career Library at the SECC for moreinformation about these and other types <strong>of</strong> letters.Follow-up or Thank-you <strong>Letter</strong>Every meeting and interview should be followed by correspondence that demonstrates good manners and serves as a refresher in the mind <strong>of</strong> theinterviewer. Within two days <strong>of</strong> an interview or meeting, send out a thank-you correspondence to the person(s) who conducted the interview orarranged the meeting. Reiterate your interest in the employer by mentioning new points or assets you may have failed or forgotten to address in theoriginal interview. After attending a career fair or after a casual meeting with an employer, write a thank you note to employers with whom you met orrequest to add them to your LinkedIn account.<strong>Letter</strong> <strong>of</strong> Declination or WithdrawalA letter <strong>of</strong> declination is written to organizations whose job <strong>of</strong>fers you are rejecting. This letter informs an employer that you will not be accepting thejob <strong>of</strong>fer or that you have accepted another <strong>of</strong>fer. Express your appreciation to the person who presented the job <strong>of</strong>fer. You need not explain why youaccepted another position or the salary <strong>of</strong>fered. It is important to be courteous and tactful.Looking for some feedback? Join us for a QuickTalk!Upon completion <strong>of</strong> your cover letter, you are encouraged to attend a QuickTalk session. Meet with a friendly SECC staff member to discuss your coverletter strategy and presentation. These are one hour drop in sessions held at various times throughout the week in an informal setting. Visit the SECCwebsite to find a time that is convenient for you.Additional ResourcesStudent Employment and Career Centre (SECC) Services and Resources:Career•¡Interactive online “Career Assessment <strong>Guide</strong>”•¡Myers-Briggs Personality Type Indicator® (MBTI) Workshop•¡Strong Interest Inventory® (SII) Workshop•¡Career CounsellingEmployment•¡Online job posting system and job search websites•¡Online resumé builder OptimalResumé•¡Drop-in resumé help sessions QuickTalks•¡Online interview preparation through OptimalResumé•¡One-on-one Mock Interviews•¡Career Fairs•¡On-campus employer interviews•¡Employer Information Sessions4 www.usask.ca/secc

Using Social Media In Your Job SearchWith recruiters leveraging social media to research potential candidates it is becoming increasingly important that you manage the presence you haveonline via Google, Facebook, Twitter, LinkedIn, etc. When you Google your name, what search results are generated? Inappropriate web content can bevery damaging to your job search. Remember, once hired, it is never appropriate to post comments or information about your company without youremployer’s consent. The SECC has compiled a list <strong>of</strong> social media websites where you can manage what information is published about you onlineand some tips to consider when using these websites.FacebookTraditionally used as a tool to connect with friends, Facebook is sometimes being used by employers to reach out to prospective jobseekers. Because <strong>of</strong> the informal nature <strong>of</strong> this tool, it’s possible that you or your friends may have posted material that may not beappropriate for the world <strong>of</strong> work. Here are a few tips for ensuring that your Facebook pr<strong>of</strong>ile does not deter employers from eliminatingyou from the recruitment process.•¡Change your privacy settings to “Friends only” so that your information remains private•¡Choose an appropriate pr<strong>of</strong>ile picture as it will appear in search results•¡Monitoring your online presence does not end once you have secured employment. Be sure to cautiously consider adding your newcolleagues to your Facebook friends’ list. It may be more appropriate to add them on LinkedIn.LinkedInDescribed as the “pr<strong>of</strong>essional version <strong>of</strong> Facebook”, LinkedIn allows you to upload your resumé and connect with pr<strong>of</strong>essionals locallyand around the world. The SECC highly recommends LinkedIn pr<strong>of</strong>iles for connecting with employers. LinkedIn <strong>of</strong>fers several strategiesfor making the most <strong>of</strong> your pr<strong>of</strong>ile in their Learning Centre called How to Build a Pr<strong>of</strong>essional Student LinkedIn Pr<strong>of</strong>ile found at http://careerservices.linkedin.com/Build-A-Pr<strong>of</strong>essional-Pr<strong>of</strong>ile.pdf. You can also search thousands <strong>of</strong> student internships and jobs for graduates onLinkedIn by visiting http://www.linkedin.com/studentjobs.TwitterA tool used for microblogging (a web post no longer than 140 characters) which could include a comment, link, video or picture and canbe highly valuable in your job search if used properly. Twitter is a great way to let employers know exactly what kind <strong>of</strong> job opportunitiesyou are seeking and it is helpful in showcasing your pr<strong>of</strong>essional personality.•¡Have an appropriate account photo•¡Develop a well written bio that describes your career objectives and could include various areas <strong>of</strong> interest or unique hobbies•¡Tweet relevant, upbeat, useful pieces <strong>of</strong> information such as interesting/inspiring articles and videos•¡Follow and engage with companies that interest youStay in the loop via the SECC’s social media outlets to receive up to date information on managing your career and job search!www.usask.ca/secc 5

Sample <strong>Cover</strong> <strong>Letter</strong>sSample 1 | Advertised PostitionReferencing thepostition heremeans that youdo not have torepeat it in the firstparagraph.ANITA CAREER201 – 110 Penniless RoadBroke, SK S7N 2C4(306) [email protected] 12, 2011Debbie ReynoldsHuman Resources ManagerEngineering Plus1000 – 100 Street EastSaskatoon, SK S2P 9S1RE: Engineering Support Analyst (#A875)The first paragraph <strong>of</strong> the cover lettershould align you with the employer. Answerthe following questions to convince theemployer that they should keep reading.1. What inspired you to apply to thisorganization? (Besides the fact that theyhave a vacant position!)2. What makes your skill set, personality andbackground an asset to the company?How are you a unique candidate?3. In what way could you contribute to thisspecific organization’s goals?Avoid using “Towhom it mayconcern” or “DearSir/Madam.”Addressing yourletter to the “HiringCommittee” or“Human ResourcePersonnel” is morepersonal.Communicateyour skills, abilitiesand experiencesas they relate tothe job posting.Choose only themost relevanthighlights fromyour resumé anddon’t be afraidto leverage across‐section <strong>of</strong>your academic,project, volunteerand workexperiences.Dear Ms. Reynolds:Engineering Plus is one <strong>of</strong> the few organizations that give young engineers the chance to developmultiple skill sets in the early stages <strong>of</strong> their careers. The opportunity to apply my skills in thedesign, production and service divisions <strong>of</strong> the company is exactly the type <strong>of</strong> challenge I amlooking for. With this in mind, I was quite happy to see your advertisement in The Sunday News.My background in mechanical engineering and two years <strong>of</strong> relevant experience will allow me tomake a significant contribution to the achievement <strong>of</strong> Engineering Plus’ service goals andobjectives.Recently, I completed an internship experience with an engineering firm in Southern<strong>Saskatchewan</strong>. I was given the responsibility <strong>of</strong> managing a small project. Throughout thisexperience, I acted as a liaison between plant engineering personnel and equipment suppliers,prepared quotes and technical documents, gathered operational data for design purposes andcoordinated production. My strong mathematical skills, ability to meet deadlines and completetasks unsupervised would be a valuable asset to Engineering Plus.Accepting challenges is the foundation <strong>of</strong> my education and work experience. You will find mea committed individual who takes pride in producing quality work, providing innovativesolutions, and communicating effectively with all members <strong>of</strong> the team.I look forward to meeting you to further discuss how my education and experience would bebeneficial to Engineering Plus. You may reach me at the above telephone number or emailaddress.Thank you for considering my application.Sincerely,Anita CareerEnclosures: resumeletters <strong>of</strong> recommendation (2)Finish <strong>of</strong>f with astrong conclusionby conveying howyour qualitieswould be valuableto the employer.The examples utilized within this guide are fictitious. No association with any real person,company, organization, product, e-mail address, place, or event is intended or should be inferred.6 www.usask.ca/secc

Sample <strong>Cover</strong> <strong>Letter</strong>sSample 2 | Networking <strong>Letter</strong>Anita Career201 -110 Penniless RoadBroke, SK S7N [email protected] September 2011Mr. Joel Robinson, Product Development ManagerAgri-Impact987 Bright Futures AvenueRegina, SK S5H 8G2RE: Research & Development OpportunitiesDear Mr. Robinson:As an industry leader in product development, Agri-Impact stands alone in terms <strong>of</strong>innovation and quality. I had the opportunity to speak with you on September 23, 2011 atthe <strong>University</strong> <strong>of</strong> <strong>Saskatchewan</strong>’s Campus Career Expo, where it was mentioned that anumber <strong>of</strong> opportunities are available for new graduates. As <strong>of</strong> May 2012, I will haveobtained my Bachelor <strong>of</strong> Science in Agriculture and I am interested in entry-level positionswithin your organization.If you have any personalcontacts in the companyor if a person referredyou to the position ororganization, this is thebest place to mentionthem.My research background in the field, complemented by my education, would be <strong>of</strong> highvalue to Agri-Impact. As a Research Assistant with NuGrowth Botanicals, I worked as acontributing member <strong>of</strong> the Development Team. My role involved extensive fieldwork;including seeding, spraying, and harvesting <strong>of</strong> research plot trials.Referencingimportant detailsthat your contacthas mentionedabout the positionor organizationshow your attentionto detail, interestand commitmentto learning aboutthe prospectiveemployer.Further, as a participant in the <strong>University</strong> <strong>of</strong> <strong>Saskatchewan</strong> Leadership Advantage program,I was able to learn and apply the principles <strong>of</strong> solid leadership: awareness, competence, andrespect. As part <strong>of</strong> the program, I worked with a team <strong>of</strong> five students from a variety <strong>of</strong>colleges, as well as community partners, to investigate the feasibility <strong>of</strong> bringing a ScienceCentre to Saskatoon. Through this experience, I worked independently on various aspects<strong>of</strong> the project and brought back my research for integration with the team document. Fromthis experience, I applied and learned how to effectively communicate with team membersand manage numerous projects concurrently. Within your team-focused environment, Iwould be a valuable asset.As you mentioned, the continued expansion <strong>of</strong> your dynamic organization is allowing awide variety <strong>of</strong> opportunities. I will contact you the week <strong>of</strong> October 1 st to ensure you havereceived my document and enquire about possible employment within the company. Pleasefeel free to contact me at 306.555.1234 to discuss my qualifications and interest inAgri-Impact. Thank you for your time and consideration; I look forward to speaking withyou in the near future.Best regards,Anita CareerEnclosures: Resume, Transcript <strong>of</strong> Gradeswww.usask.ca/secc 7

<strong>Cover</strong> <strong>Letter</strong> ChecklistNow it’s time to be sure that you have everything you need to create an outstanding cover letter that compliments your resumé by referencing theSECC’s <strong>Cover</strong> <strong>Letter</strong> Checklist:Know Yourself and Your Audience£ Can you comfortably articulate your values, skills, abilities and interests as they relate to job search documents?£ Did you perform an adequate amount <strong>of</strong> research on the prospective employer?Production and Format£ Is your cover letter limited to one page?£ Did you grab the reader’s attention by explaining why their organization appeals to you in the first paragraph?£ If a reference suggested you apply for the position, did you mention her or his name in the opening paragraph?£ In the second paragraph, did you communicate your strengths as they relate to the job posting?Pro<strong>of</strong>read and Critique Your <strong>Letter</strong>£ Have you reviewed your document for spelling and grammar errors?£ Were you concise and to the point in your cover letter?£ Did you sign your name?Sending Your <strong>Letter</strong>£ Did you print an original letter for each employer rather than sending a mass produced photocopy?£ Did you attach your cover letter and resumé as one document and write a brief e-mail message?Student Employmentand Career CentreSa£ Have you been keeping track <strong>of</strong> what positions and organizations you have applied to so that you can follow up with the employers you have sentcorrespondence to?Student Employmentand Career CentreSaSTUDENT EMPLOYMENTAND CAREER CENTREG50 Lower Marquis HallOffice Hours: Monday–Friday,8:00 a.m.–4:00 p.m.Student Employmentand Career CentreSaARTSMAINLIBRARYPLACERIELCAMPUS DR.ST.THOMASMORETHORVALDSONMARQUISHALLBOOKSTOREQU’APPELLE HALLCAMPUS DR.BIOLOGYGEOLOGYTHE BOWLSASK. HALLPHYSICSCOLLEGEBUILDINGAGRICULTUREADMINISTRATIONJOHNMITCHELLKINESIOLOGY<strong>University</strong> <strong>of</strong> <strong>Saskatchewan</strong>Lower Marquis Hall97 Campus DriveSaskatoon, SK S7N 4L3CanadaStudent Employmentand Career CentreTel: (306) 966-5003Fax: (306) 966-5092Email: [email protected]@usask.cawww.usask.ca/seccSa8 www.usask.ca/secc

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12.7 Résumés and Cover Letters

Learning objectives.

• Understand the purpose of a résumé.
• Describe the elements of successful résumés.
• Know how to prepare a good cover letter.

A résumé is basically a summary of your experience. Just as an advertiser will invest a lot of resources to condense the essence of his or her product into a thirty-second ad for the Super Bowl, condensing the essence of your experience onto one or two pages can be a challenging task. Fine-tuning, updating, and rewriting your résumé will become an ongoing process as you move through your career, and it is not too early to prepare one now. The purpose of a résumé is to get you invited for an interview. Unfortunately, too often a résumé is a reason to exclude a candidate. Poor grammar, misspelled words, lengthy listings of irrelevant experience, and messy formatting motivate hiring managers to move quickly to the next candidate.

There is no such thing as a perfect format for a résumé, though hiring managers and recruiters generally agree on the following principles:

• A short résumé is generally better than a long one. One page should usually be enough—two pages if you have a lot of experience.
• Focus on your accomplishments, not just the positions you held. Your résumé should point out your strengths. Use dynamic verbs (see “101 Action Verbs” below).
• Include numbers. Be sure to include dollar amounts and percentages that support achievements. For example, you might write “Reduced costs by 20 percent.” Keep track of your accomplishments in your “notes” notebook so that you don’t have to go back and recreate history when you are revising your résumé.
• Use keywords. Most recruiters and hiring managers look for résumés online and review submitted résumés with software that looks for keywords.
• Keep information easy to find. Use the standard convention of a reverse chronological listing of experience, starting with your current or most recent job and moving backward in time, unless there is a valid reason for following a different format (a function-based résumé might be appropriate if you need to cover two or more long periods of unemployment).

Deciding what to include in your résumé is where most of the work comes in, because it is in the careful wording of the body of your résumé that you can really sell yourself for a position. Ideally, you should review your résumé for each position you are applying for, particularly to include any accomplishments that you would not include in your “general résumé” but that are relevant to that particular job. Your résumé should include these elements:

• Header. Include your full name and complete contact information. Be sure that you use personal (home) phone number and e-mail address, not your work contact information.
• Objective. Include a short one- or two-sentence summary of the kind of position you are looking for. Some résumé writers now recommend replacing or following the objective with a listing of skills, particularly when you are going to post the résumé online, because that provides a great opportunity to include keywords. Look to your list of transferable skills to populate this kind of list.

Résumé body. Starting with your current or most recent job, internship, or volunteer position, list your experience in reverse chronological order. Each entry should include the title, the name and location of the company, and the dates you held the position. This should be followed by your major achievements in that position. Use strong action verbs and a quantitative measure for achievements. Look for things that will show that you are a better candidate than others. Consider accomplishments such as the following:

• Being promoted
• Gaining expanded responsibilities
• Being recruited by a former employer or boss, or being asked to follow him or her to another company
• Having your accomplishment copied by other departments or, even better, by other companies
• Recruiting and training others
• Receiving awards and recognitions, including speaking at conferences, writing, or being written about (if these are easily found online and you are short on space, omit these types of accomplishments, because you will be googled)

101 Action Verbs

Here are the kinds of verbs that help “sell” you to potential employers. Expand on this list to find good verbs specific to your accomplishments by doing an Internet search for “action verbs for résumés.”

The Finishing Touches

Once you have written the body of your résumé, review and discuss it with people you respect. Ask them what stands out, what puts them to sleep, what turns them off, and whether anything is missing. Make sure your résumé is “short and sweet” and that it demonstrates your strengths. Be sure you can support every point you make on your résumé during an interview.

Great résumés are a combination of a business document, marketing piece, and personal preferences. Expect conflicting opinions from others and don’t get hung up on them; the final decision is yours.

Finally, here are some tips on format. Name your résumé file clearly. Don’t give the file the name “résumé” or “My Résumé.” Include your name, abbreviated job title, and company name in the file name. For example, if Victor Smith applies for a marketing project manager job at XYZ Company, his résumé file might be named VictorSmith-MktPM-XYZ.doc .

Choose your document formatting wisely. Use a readable font! You have approximately thirty seconds to make an impact on the person reading your résumé, and nothing turns off a reader faster than a résumé that is difficult to read.

• Serif fonts, such as Times New Roman, should be no smaller than eleven points, and sans-serif fonts, like Arial, should be no smaller than ten points.
• Try to keep margins at one inch all the way around.
• Print your résumé on a high-grade, bright white paper. Do not use cream-colored paper or paper with visible fibers, as these papers can confuse scanners and optical character recognition software that employers may use to digitally store and search résumés.

Cover Letters

The purpose of a cover letter is to entice the recipient to read your résumé. There is no better way to entice someone to read further than to demonstrate that you fit his or her needs. A successful cover letter should emphasize how your knowledge, skills, or experiences make you an ideal candidate.

When writing a cover letter, look over the job posting carefully. What are the keywords in the posting? Underline or highlight them. Think about how your experience and skills are related to those keywords. What examples can you give in short sentences? Now you can begin to write.

Be sure to state what job you are applying for and why in your opening paragraph. If you don’t hook the reader here, you will not be considered for the job. This is where you begin to show that you are a unique and qualified candidate. This, in marketing terms, is your selling proposition. Write this paragraph two or three different ways and then choose the best. When you are happy with your opening paragraph, add one or two paragraphs that illustrate your proposition from the opening paragraph.

Remember that your cover letter also demonstrates your communication skills. Be clear, be concise, and be careful. You won’t have another opportunity to make a first impression. Be sure your spelling and grammar are correct. Did you double-check the spelling of the company name? Read the document; look for mistakes your spellchecker won’t catch (like the word “you” instead of “your”). Put it down for a while and then reread it again.

Keep your formatting simple. Often you will have to copy and paste your letter and résumé into a predetermined form on a company’s Web site. You are likely to lose formatting conventions such as tabbing, tables, and bulleted lists.

Key Takeaways

• The purpose of a résumé is to secure an interview.
• A good résumé is action based and focused on accomplishments.
• The purpose of a cover letter is to entice the recipient to read your résumé.

Checkpoint Exercises

Explain some of the ways a résumé could block consideration of a candidate. What are some strategies for ensuring this doesn’t happen?

__________________________________________________________________

List your top three accomplishments to date. What were the key transferable skills you used in achieving them? Do both the accomplishments and the skills play a prominent role in your résumé?

• Write your résumé. Everyone should have one. They are useful not only to apply for jobs, but also to secure internships and to explain who you are to your network. If you are a student who has no work experience, what kinds of accomplishments can you use to illustrate your skills?

University Success Copyright © 2016 by University of Saskatchewan is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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• Engineering, Health, and Natural Sciences
• Humanities, Social Sciences, and the Arts
• Teaching Writing

Writing Help: Specific Types of Writing

What are you working on.

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What are you working on? Here are some resources on different types of writing, from lab reports to comparative essays.

• Specific Types of Writing Book reviews, article critiques, literature reviews, academic proposals, abstracts, comparative essays, admission letters, application letters, lab reports, and presentations.
• Guides for Various Disciplines and Topics Personal statements, scientific reports, discussion board postings, in-class essays, literature reviews, business genres, PowerPoint presentations, personal statements, and introductions and conclusions for humanities papers.
• OWL Purdue Guide to Subject-Specific Writing This guide includes resources and advice on a range of different types of writing, from engineering reports to writing about poetry. Categorized according to discipline.
• Writing an Annotated Bibliography
• Annotated Bibliographies: Format, Breakdown, and Sample Entries

Reflective Writing

• DEAL Model of Critical Reflection The DEAL model, which centers on reflective practice in the context of applied and experiential learning, has garnered significant recognition among post-secondary institutions in North America as a prominent framework for nurturing critical reflection.
• Reflective Writing Examples A summary of different types of reflective writing, including examples.
• Experiential and Reading Reflections Describes approaches to experiential and reading reflective inquiry.

Discussion Board Posts & Emailing Professors

• Posting to Discussion Boards A recommended process for crafting a discussion board post, including replying to others' posts.
• Emailing a Professor A simple description of how to email your professor, including an example.
• Student Email Etiquette Explains some basic principles for emailing instructors.

CVs, Resumes, Cover Letters

• Career Centre Resources, Templates, Guides

Grant Proposals

• Sample Grant Proposals: Undergraduate Researchers Annotated sample grant proposals from undergraduate student researchers across the disciplines.
• Grant Proposal Writing Guide and Examples Learn the basics for planning and writing a grant proposal. Includes examples.

Writing Abstracts

Writing the Literature Review

• Library Workshop:Conducting Searches A USask workshop on comprehensive searching for your literature review.
• Library Workshop: Writing Literature Reviews Learn how to organize a thematic literature review using CARS (Create a Research Space) moves in this workshop.
• Literature Review Planning Tool Enter the due date for your literature review, and this guide will give you a series of dated steps toward completion.
• General Features and Types of Literature Reviews A basic explanation of the general features of literature reviews in the humanities, sciences, and social sciences.
• PhD Lit. Review Dissertation Example This guide demonstrates how to evaluate the form, function, and content of a literature review in a PhD thesis.
• Interactive Guide to Literature Reviews From the University of Waterloo: Overview, Planning and Researching, Parts of a Literature Review, Critical Writing Skills, Revising Your Work, and Additional Resources
• What Review Is Right for You? Tool "This tool is designed to provide guidance and supporting material to reviewers on methods for the conduct and reporting of knowledge synthesis."

Writing a Critical Review

• Writing a Critical Review A handy table that walks you through the process of writing a literature review: questions, structure, and typical phrasing.
• Critiquing a Research Paper From the University of Calgary, elements of a critique and questions to consider.
• The Process of Writing a Review From Queen's, a resource that walks through the process of composing a literature review.

Creating Digital Media Projects

• Seneca College's Sandbox Seneca College's Sandbox has an amazing array of information (e.g., instructions, tips, examples, modules) on creating and communicating various digital media projects, including Present Awesomely Digital Storytelling Student Video Projects Creating Infographics Simply Awesome Websites Creating an ePitch Creating Educational Videos Designing Digital Assignments Finding Free Images and Audio Online

Blogging and Writing for the Web

• How to Write an Effective Blog Post Tips for writing blog posts from Syracuse University.
• Writing for the Web Tips for writing web-based content from Rutgers University.
• How to Email a Professor A PowerPoint presentation from the Purdue Online Writing Lab outlining how to create emails destined for professors.

Creating Poster Presentations

• Library workshop recording on how to create a poster presentation
• Examples of University of Saskatchewan Undergraduate students' poster presentations
• Download University of Saskatchewan poster presentation templates from PAWS
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• Last Updated: Mar 30, 2024 12:20 PM
• URL: https://libguides.usask.ca/writing-help

• Learning Hub

Writing Help

Writing tutors, additional writing help, drop by the writing centre.

Come to Murray 142 for in-person help and a place to work on your writing assignments.

Drop-in writing help is available in Murray 142. Check drop-in writing help hours .

Submit a draft

Submit your writing online for help via email from a tutor.

Book an appointment

Schedule an in-person or online appointment with a writing tutor.

Tutors can help you to

• clarify your goals
• improve your organization and writing style
• learn how to outline, draft, and revise your work
• understand and practice academic writing conventions
• understand the rules of grammar, sentence structure, and punctuation

Tutors cannot edit or proofread your work (i.e., correct grammar and punctuation).

Writing workshops are scheduled throughout the year. Recordings of past workshops are available.

• Writing workshops
• Citation styles and software
• All workshops
• Use the Assignment Planner  to enter your due date and receive a 7-step plan to complete your assignment.
• Visit the Writing Help Guide   to access student and faculty writing resources.
• Visit the Graduate Writing Guide to gain insight into graduate-level writing expectations.
• Join the  Virtual Write-Ins for dedicated, structured time and community to make progress on your work. 
• Contact Access and Equity Services (if registered) to inquire about funding for private tutoring support.
• Access philosophy tutoring via the Department of Philosophy for help with philosophy or any other argumentative papers.
• Contact the faculty member in residence for information about academic help for residence students.

Resources for instructors

• The Writing Help Guide includes teaching resources.
• Contact the Writing Centre to arrange a classroom visit or workshop.

What happens during a tutoring session?

If you provide an assignment question or writing draft, the tutor will first respond to your priorities. If there is time left, they will provide some other suggestions for strengthening your work.

If you don't provide a draft or assignment, the tutor can still answer your writing questions. For example, you might want to know about formatting in MLA, or you might need a clear explanation and examples of how to write a strong thesis statement. Maybe you have a quick grammar question. We are here to help you!

Note: Tutors cannot edit or proofread your work (i.e., correct the grammar and punctuation). 

Do you have writing guides or sample papers I can use?

Check out our treasure trove of guides, examples and online resources . Not finding what you need? Contact [email protected] .

I would like more intensive writing instruction. Is there a course I can take?

Yes. The College of Arts and Science offers INTS 103 "Writing for Academic Success" and the Linguistics Department offers LING 110 "Introduction to Grammar" and LING 111 "Structure of Language" .

If you are an English language learner, EAP courses are also available.

The English department offers first-year literature and composition courses , as well as creative writing .

Writing Help Coordinator:  Liv Marken

[email protected]

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The Writing Centre is located in room 142 Murray Library.

Take the elevator or stairs to the first floor, turn right and go past the help desk and rows of computer desks in the Learning Commons. The Writing Centre is in the back (north) corner of the space.

See the Murray Library (first floor, south wing) map in the Campus Maps PAWS channel . 

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How to Write a Cover Letter in 2024 + Examples

After weeks of heavy job search, you’re almost there!

You’ve perfected your resume. 

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send your application and call it a day, you remember that the job ad requires a cover letter.

Now you’re stuck wondering how to write a cover letter ...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

• What’s a cover letter & why it’s important for your job search
• How to write a convincing cover letter that gets you the job (step-by-step!)
• How to perfect your cover letter with the Novoresume free checklist
• What excellent cover letter examples look like

New to cover letter writing? Give our resumes 101 video a watch before diving into the article!

So, let’s get started with the basics!

What is a Cover Letter? (and Why It’s Important)

A cover letter is a one-page document that you submit as part of your job application (alongside your CV or Resume). 

Its purpose is to introduce you and briefly summarize your professional background. On average, your cover letter should be from 250 to 400 words long .

A good cover letter can spark the HR manager’s interest and get them to read your resume. 

A bad cover letter, on the other hand, might mean that your application is going directly to the paper shredder. So, to make sure this doesn’t happen, it’s essential to know how to write a convincing cover letter.

How does a good cover letter look, you might ask. Well, here’s an example:

Keep in mind, though, that a cover letter is a supplement to your resume, not a replacement. Meaning, you don’t just repeat whatever is mentioned in your resume.

If you’re writing a cover letter for the first time, writing all this might seem pretty tough. After all, you’re probably not a professional writer.

The thing is, though, you don’t need to be creative, or even any good at writing. All you have to do is follow a tried-and-tested format:

• Header - Input contact information
• Greeting the hiring manager
• Opening paragraph - Grab the reader’s attention with 2-3 of your top achievements
• Second paragraph - Explain why you’re the perfect candidate for the job
• Third paragraph - Explain why you’re a good match for the company
• Formal closing

Or, here’s what this looks like in practice:

How to Write the Perfect Cover Letter (And Get Hired!)

Now that we’ve got the basics out of the way, we’re going to guide you through the process of writing a cover letter step by step. 

Step #1 - Pick the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, visual template?

You can simply pick one of our hand-picked cover letter templates , and you’ll be all set in a jiffy!

As a bonus, our AI will even give you suggestions on how to improve your cover letter on the go.

Step #2 - Start the Cover Letter with a Header

As with a resume, it’s important to start your cover letter with a Contact Information section:

Here, you want to include all essential information, including:

• Phone Number
• Name of the hiring manager / their professional title
• Name of the company you’re applying to

In certain cases, you might also consider adding:

• Social Media Profiles - Any type of profile that’s relevant to your field. Social Profiles on websites like LinkedIn, GitHub (for developers), Medium (for writers), etc.
• Personal Website - If you have a personal website that somehow adds value to your application, you can mention it. Let’s say you’re a professional writer. In that case, you’d want to link to your blog.

And here’s what you shouldn’t mention in your header:

• Your Full Address 
• Unprofessional Email - Make sure your email is presentable. It’s pretty hard for a hiring manager to take you seriously if your email address is “[email protected].” Whenever applying for jobs, stick to the “[first name] + [last name] @ email provider.com” format.

Step #3 - Greet the Hiring Manager

Once you’ve properly listed your contact information, you need to start writing the cover letter contents.

The first thing to do here is to address the cover letter to the hiring manager .

That’s right, the hiring manager! Not the overly popular “Dear Sir or Madam.” You want to show your future boss that you did your research and are really passionate about working with their team.

No one wants to hire a job seeker who just spams 20+ companies and hopes to get hired in any of them.

So, how do you find out who’s the hiring manager? There are several ways to do this. 

The simplest option is to look up the head of the relevant department on LinkedIn. Let’s say you’re applying for the position of a Communication Specialist at Novoresume. The hiring manager is probably Head of Communications or Chief Communications Office.

So, you do a quick lookup on LinkedIn:

And voila! You have your hiring manager.

Or let’s say you’re applying for the position of a server. In that case, you’d be looking for the “restaurant manager.”

If this doesn’t work, you can also check out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Here are several other greetings you could use:

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• To whom it may concern
• Dear [Department] Team

Step #4 - Write an Attention-Grabbing Introduction

First impressions matter, especially when it comes to your job search.

Recruiters get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph .

The #1 problem we see with most cover letter opening paragraphs is that they’re usually extremely generic. Most of them look something like this..

• Hey, my name is Jonathan and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a sales manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say pretty much anything except the fact that you’ve worked the job before.

Do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start off with 2-3 of your top achievements to really grab the reader’s attention. Preferably, the achievements should be as relevant as possible to the position.

So now, let’s make our previous example shine:

My name’s Michael and I’d like to help XYZ Inc. hit and exceed their sales goals as a Sales Manager. I’ve worked with Company X, a fin-tech company, for 3+ years. As a Sales Representative, I generated an average of $30,000+ in sales per month (beating the KPIs by around 40%). I believe that my previous industry experience, as well as excellence in sales, makes me the right candidate for the job.

See the difference between the two examples? If you were the hiring manager, which sales manager would you hire, Jonathan or Michael?

Now that we’ve covered the introduction, let’s talk about the body of your cover letter. This part is split into two paragraphs: the first is for explaining why you’re the perfect person for the job, and the latter is for proving that you’re a good fit for the company.

So, let’s get started...

Step #5 - Explain why you’re the perfect person for the job

This is where you show off your professional skills and convince the HR manager that you’re a better fit for the job than all the other applicants.

But first things first - before you even write anything, you need to learn what the most important requirements for the role are. So, open up the job ad and identify which of the responsibilities are the most critical.

For the sake of the example, let’s say you’re applying for the position of a Facebook Advertiser. You scan the job ad and see that the top requirements are:

• Experience managing a Facebook ad budget of $10,000+ / month
• Some skills in advertising on other platforms (Google Search + Twitter)
• Excellent copywriting skills

Now, in this section, you need to discuss how you fulfill these requirements. So, here’s how that would look for our example:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $20,000+ . As the sole digital marketer at the company, I managed the ad creation & management process end-to-end. Meaning, I created the ad copy , images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

Are you a student applying for your first internship? You probably don’t have a lot of work experience to show off in this section. Learn how to write an internship cover letter here.

Step #6 - Explain why you’re a good fit for the company

Once you’ve written the last paragraph, you might be thinking - I’m a shoo-in for the job! What else do I need to write? I’ll just wrap up the cover letter and hit that sweet SEND button.

Well, no. You’re not quite there yet.

The HR manager doesn’t only look at whether you’ll be good at the job or not. They’re looking for someone that’s also a good fit for the company culture.

After all, employees that don’t fit in are bound to quit, sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary . 

Meaning, you also need to convince the HR manager that you’re really passionate about working with them.

How do you do this? Well, as a start, you want to do some research about the company. You want to know things like:

• What’s the company’s business model?
• What’s the company product or service? Have you used it?
• What’s the culture like? Will someone micro-manage your work, or will you have autonomy on how you get things done?

So, get to Googling. Chances are, you’ll find all the information you need either on the company website or somewhere around the web.

Then, you need to figure out what you like about the company and turn that into text.

Let’s say, for example, you’re passionate about their product and you like the culture of innovation / independent work in the organization.

You’d write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features such as Made-Up-Feature #1 and Made-Up-Feature #2 were real game changers for the device. 

I really admire how Company XYZ thrives for excellence for all its product lines, creating market-leading tech. As someone that thrives in a self-driven environment, I truly believe that I and Company XYZ will be a great match.

What you don’t want to do here is be super generic for the sake of having something to write. Most job seekers tend to mess this one up. Let’s take a look at a very common example we tend to see (way too often):

I’d love to work for Company XYZ because of its culture of innovation. I believe that since I’m super creative, I’d be a good fit for the company. The company values of integrity and transparency really vibe with me.

See what’s wrong here? The example doesn’t really say anything about the company. “Culture of Innovation” is something most companies claim to have. 

The same goes for “values of integrity and transparency” - the writer just googled what the values for the organization are, and said that they like them.

Any hiring manager that reads this will see through the fluff.

So, make sure to do a lot of research and come up with good reasons why you're applying.

Step #7 - Wrap up with a call to action

Finally, it’s time to finish up your cover letter and write the conclusion.

In the final paragraph, you want to:

• Wrap up any points you couldn't in the previous paragraphs. Do you have anything left to say? Any other information that could help the hiring manager make their decision? Mention it here.
• Thank the hiring manager for their time. It never hurts to be courteous, as long as you don’t come off as too needy.
• Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. You should ask the hiring manager to take some sort of action.

And now, let’s turn this into a practical example:

So to wrap it all up, thanks for looking into my application. I hope I can help Company X make the most out of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your facebook marketing goals.

Step #8 - Use the right formal closing

Once you’re done with the final paragraph, all you have to do is write down a formal “goodbye” and you’re good to go.

Feel free to use one of the most popular conclusions to a cover letter:

• Best Regards,
• Kind Regards,

And we’re finally done! Before sending off the cover letter, make sure to proofread it with software like Grammarly, or maybe even get a friend to review it for you.

Does your cover letter heading include all essential information?

• Professional email
• Relevant Social Media Profiles

Do you address the right person? I.e. hiring manager in the company / your future direct supervisor

Does your introductory paragraph grab the reader's attention?

• Did you mention 2-3 of your top achievements?
• Did you use numbers and facts to back up your experience?

Do you successfully convey that you’re the right pro for the job?

• Did you identify the core requirements?
• Did you successfully convey how your experiences help you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

• Did you identify the top 3 things that you like about the company?
• Did you avoid generic reasons for explaining your interest in the company?

Did you finalize the conclusion with a call to action?

Did you use the right formal closure for the cover letter?

5+ Cover Letter Examples

Need some inspiration? Read on to learn about some of the best cover letter examples we’ve seen (for different fields).

College Student Cover Letter Example

Middle Management Cover Letter Example

Career Change Cover Letter Example

Management Cover Letter Example

Senior Executive Cover Letter Example

Want to discover more examples AND learn what makes them stand out? Check out our guide to cover letter examples .

Next Steps in Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application is for naught. 

After all, a cover letter is just an introduction. Imagine going through all this effort to leave an amazing first impression, but flopping at the end because of a mediocre resume.

...But don’t you worry, we’ve got you covered on that end, too.

If you want to learn more about Resumes & CVs, we have a dedicated FREE guide for that. Check out our complete guide on how to make a resume , as well as how to write a CV - our experts will teach you everything you need to know in order to land your dream job.

Or, if you’re already an expert, just pick one of our resume templates and get started.

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

• A cover letter is a 250 - 400 word document that convinces the hiring manager of your competence
• A cover letter goes in your job application alongside your resume
• Your introduction to the cover letter should grab the hiring manager’s attention and keep it all the way until the conclusion
• There are 2 main topics you need to include in your cover letter: why you’re the perfect candidate for the job & why you’re passionate about working in the company you’re applying to
• Most of the content of your cover letter should be factual , without any fluff or generalizations

At Novorésumé, we’re committed to helping you get the job you deserve, every step of the way! Follow our blog to stay up to date with the industry-leading advice. Or, check out some of our top guides…

• How to Write a Motivational Letter
• How to Write a Resume with No Work Experience
• Most Common Interview Questions and Answers

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