The Cover Letter (BBA/MAcc)

Transcription

1 The Career Services Guide to: The Cover Letter (BBA/MAcc) Career Search Steps 1. Self-Assess and Determine Focus 2. Develop Resume and Online Brand 3. Conduct networking 4. Prepare and Interview 5. Decide and Negotiate Fall 2012 Version 3

2 2 OVERVIEW Yes, you need a cover letter If you are formally applying for a job, we highly recommend that you submit a cover letter along with the resume. Employers often use cover letters as the first screening step. If you don't have a cover letter at all, the employer may assume that you, as the candidate, are not serious about the position. However, if an acquaintance is offering to "pass your resume along," there is not the expectation that a cover letter be included, because it is not a formal application. In those situations, it is up to the student's judgment regarding whether or not to include a cover letter. The role of the cover letter The cover letter is a business letter, usually attached in front of a document, which addresses the reason for the correspondence. In an employment situation, the cover letter is usually attached in front of a resume. The cover letter discusses the position being applied for, how you learned about the role, the main highlights of your candidacy, and the next steps. The format of the cover letter Cover letters should be written in the formal business correspondence format. The cover letter should address a specific person. Most likely, this will be the human resources hiring representative or the hiring manager. Research the contact information if necessary, since use of a specific name creates an impression that you are indeed interested in the company. Following the name, the correct punctuation for a business letter is a colon (:). When closing the cover letter, include three blank lines between the closing and your name. Sign your name in the blank space above your name. If an enclosure (e.g., resume) is included, add one blank line after your name and type the word "Enclosure." Match the font style (and paper, if hard copy) of your resume to your cover letter (the Ross impact resume module uses Palatino font). The structure of the cover letter Cover letters should be limited to no more than one page (per business convention). The cover letter should address the point at hand, which is that you are applying for a position. It should also address some key reasons why you would be worth serious consideration. Finally, it should discuss next steps. The number of paragraphs and the order of points are up to the writer. Don't get fancy Cover letters are formal business correspondence; candidates are advised to stay within the bounds of business decorum. Candidates may feel creative touches (such as perfumed paper) may get one noticed, but one wants to stand out in a good way. It's generally best to allow a solidly written case of your skills and interest to impress the readers. How much do I need to customize my cover letter for each employer? The most effective cover letters are customized to the company and position. Make sure to understand the key skills/experiences being sought by the recruiter, and address them directly. Also, mention something about the company that displays that you've done your homework in networking and research. If you have talked with individuals or alumni at the company, don't forget to mention them within the first paragraph. Should I send my resume and cover letter by paper mail or is OK? For some years, it has become acceptable to most employers to receive cover letters and resumes electronically. If you are in doubt, you can send one set via and then follow that up with a hard copy by traditional mail. When ing your cover letter, the approach can vary: The cover letter is the body of your , with the resume attached. In this case, the cover letter serves the same purpose as a conventional cover letter, but is shorter and more concise. The cover letter and the resume are both attached, and the body of the is very brief. It is usually recommended that you write a paragraph that references any connection to the company, summarizes your interest in the company, identifies what position you're applying for, gives contact info/next steps, and states that a resume and cover letter are attached. The is essentially like the first paragraph of a conventional cover letter, with a little bit of the final paragraph (next steps/contact info) incorporated. Be sure to be specific in your subject line so that your will get the recipient's attention. Many companies will have you apply on-line, and if they allow for cover letters, be sure to include one. For on-campus recruiting, the impact system will allow an attached cover letter. In these instances, a conventional cover letter is appropriate.

3 SAMPLE COVER LETTER: Draft to Critique (BBA/MAcc) Instead of simply appropriating models of good cover letters, it s helpful to learn to draft, analyze, and revise your own letters. As you read the letter below, think about how it could be improved to make it more effective according to the principles you have just read on the previous page of this handout. On the next page, you will find specific commentary about each part of this letter, and on the page after that, a revision that incorporates the feedback. We encourage you to use this drafting, analyzing, and revising framework for your own cover letters. 822 Arch Street Ann Arbor, MI allysonstring@umich.edu September 30, 2009 Ms. Janet Anderson VP/Account Director Leo Burnett Company, Inc. 35 Wacker Dr. Chicago, IL Dear Ms. Anderson: 3 My name is Allyson String and I am currently a senior Bachelor of Business Administration student at the Stephen M. Ross School of Business at the University of Michigan. I was very impressed with your presentation last Thursday evening, and I am writing to reiterate the strong interest I have in pursuing the Client Service Associate position open to undergraduate students. Part 1 The advertising field has always been fascinating to me and the information each of the representatives provided throughout the presentation enhanced my desire to follow this exciting career path. My experiences thus far have given me great insight on what it takes to succeed and positively contribute to a premiere organization like Leo Burnett, Inc. Last summer, I worked for the Department Store Division of the Dayton Hudson Corporation as an intern in the Advertising Department. I found the fast pace and creative environment to be very stimulating, and I enjoyed constantly interacting with all the members of the advertising team. I am extremely eager to continue focusing my efforts toward a career that is both demanding as well as rewarding. A position at Leo Burnett would provide an ideal learning opportunity for me, as well as a chance to demonstrate the strong skills I have acquired. Part 2 I spoke with Steve Simmon and Joanne Kimball during the office hours held Thursday prior to the presentation. Their enthusiasm regarding their experiences at Leo Burnett was clearly evident, and I appreciated the insight they provided me. I gave Joanne a copy of my resume and have enclosed one for your review as well. If possible, I would like to be included on your closed interview schedule the tenth of November. I can be reached at (313) if you would like to contact me. Thank you for the presentation and your consideration. I am looking forward to discussing my qualifications with you soon. Sincerely, [sign name here] Allyson String Enclosure Part 3

4 4 SAMPLE COVER LETTER: Reviewing the Draft The 3-Section cover letter format Cover letters have no pre-set structure, except that they should be in formal business letter format. The sample cover letter on the previous page has three parts which are explained in more detail below. Students can feel free to use this structure (but not to copy verbatim) for their own cover letters or to use another format. COVER LETTER ELEMENTS ANALYZING THE DRAFT SAMPLE Part 1. Introduction How does the sample do in Part 1? A cover letter should begin with a connection to the audience. Addressing why the writer is interested in the position and organization is essential. The most effective cover letters exhibit a high degree of background research. For many students, another key point to include in the introduction is that the writer is currently a student with a focus on X. Finally, the introduction should state the point of the letter, which in Stating her name wastes the attention a reader will have at the beginning of the letter. A reader will see the applicant s name in the close of the letter, an heading (if applicable), and on the resume. Instead, the writer should use the opening, where most readers are paying the highest level of attention, on something that will stand out more. most cases is a request for an interview. For on-campus recruiting, the student should request to be included on the closed list for interviewing. Saying I was very impressed doesn t give the reader anything specific about her interest. Anyone could say this. Instead, the writer should give a concrete example of what interested her. Who you are and what you are about. Exactly what the writer wants is not clear. Why you are interested in this job/ organization. Any persons you have met at the company and with whom you have discussed opportunities. What you want (opportunity to interview). Sentences are too long. Typical business sentences average words long. Part 2. Highlights (with Evidence) How does the sample do in Part 2? This section highlights one to three major points showing why you are a strong candidate for the position. The section sets the main themes for the resume (the resume should reinforce would bring to Leo Burnett. the one to three points mentioned in this section). Picking the one to three points involves determining how the key requirements of the job map onto the main skills/and experiences of the candidate. Within the cover letter, the writer should provide some evidence or support for each of the points cited (although not in too much detail, which is the highlights. role of the resume). Think of the resume as the informative part and the cover letter as the part that sells the selected qualities. The one to three reasons you would make a strong candidate for this position. Evidence and support for each reason you cite. The writer needs to get to the point. The first two sentences do not focus specifically on qualities she When the writer does get to a relevant experience, she puts what she did (worked for the Department Store Division of the Dayton Hudson Corporation as an intern in the Advertising Department) first, rather than focusing on what qualities this experience The last sentence focuses on what Leo Burnett can do for her, not what she is bringing to them. The example given can be developed into an effective one, but perhaps another 1-2 examples could be added. Part 3. Conclusion and Follow-up How does the sample do in Part 3? In the final section, you should reiterate your interest for the position, followed by a request for follow-up action if needed. The writer is very specific about what she has done and what she would like to have happen next. For on-campus positions, the typical follow-up action is to be placed on the interview list. For off-campus positions, the She provides her contact information clearly and concisely. follow-up action may be that you would call them to verify the receipt of the application. Make all requests as courteously as possible. Be sure you provide a specific, easy action and offer to take responsibility for following up. Lastly, include your contact information, typically your phone number, and conclude the letter. Reiterate interest in the position. Discuss follow-up action (optional). Disclose contact information. Information about the people with whom she spoke and what she learned should come in Part 1 of the letter.

5 5 SAMPLE COVER LETTER: Revised (BBA/MAcc) 822 Arch Street Ann Arbor, MI September 30, 2009 Ms. Janet Anderson VP/Account Director Leo Burnett Company, Inc. 35 Wacker Drive Chicago, IL Dear Ms. Anderson: As a senior BBA student at the Stephen M. Ross School of Business, my passion for advertising has been developed through academic and work experiences. Your presentation last Thursday evening confirmed my interest in advertising and in Leo Burnett, Inc. During the office hours prior to the presentation, Steve Simmon and Joanne Kimball demonstrated their enthusiasm for Leo Burnett and helped me understand how I could make a contribution there. Given my interest in the Client Service Associate position open to undergraduate students, please consider me for a spot on your closed interview schedule November 10. Last summer, my creativity, ability to work in a fast-paced environment, and teamwork skills developed when I worked as an intern in the Advertising Department for the Department Store Division of the Dayton Hudson Corporation. [Give examples of each quality here creativity, ability to work in a fast-paced environment, and teamwork skills.] My background and enthusiasm make me a good fit for the Client Service Associate position. To demonstrate this in more detail, I gave Joanne a copy of my resume and have enclosed one for your review as well. Please consider including me on your closed interview schedule November 10, so we can further discuss my qualifications. You can reach me at (313) Thank you for the presentation and for your consideration. Sincerely, [sign name here] Allyson String Enclosure