How To Write A Letter Of Application Or Cover Letter

Transcription

1 How To Write A Letter Of Application Or Cover Letter The usual way of completing an application for a job is to complete a letter explaining why you would like to apply for the job, stating your skills and experience related to the position. The second part is to provide a summary of your personal details called a resume or curriculum vitae (CV). Your cover letter is very important as it can encourage or discourage the prospective employer from reading on. To encourage an employer be short, sharp and to the point You will discourage: with a long drawn out, wordy letter that is not set out in a professional way and contains grammatical errors. General Tips For Writing A Cover Letter Letters should be typed unless stated differently in advertisement. Please send written application does not mean handwritten. Use clean white A4 paper. Keep the length of the letter to one page no more! Check and double check for spelling and grammatical errors (this is the first thing employers will cull your application on). Do not regurgitate what you have included in your resume. Never send originals of documents/certificates only send copies (if not mentioned in ad. ring and check if this is required or would be to your advantage to include them). Always ring the contact person to get some extra information about the position and to check any questions you may have (employers normally keep a record of who made contact about the position = they should remember your application). Always keep a copy of the letter. What Must Be Included In A Covering Letter Your contact details your name, address and telephone contact details (also an address, but make sure it is business-like. An inappropriate one can go against you.) The date. Name, title and address of the contact person (if no name is given you should find out, so your application stands out for others and they remember you contacted them about the position). The Greeting start with Dear Mr/Mrs/Ms keep it formal rather than using first names (even if you know the person). Avoid using Dear Sir/Madam make the effort to find out the contact person s name. Opening paragraph state the job you are applying for (and job number if stated in advertisement) and where you found the advertisement. (ie. as advertised in The Land Newspaper 23 rd March 2008). Second paragraph demonstrate how you can do the job, your experience, skills and training. Explain how you have all the qualities listed in the Selection Criteria. 1

2 Third paragraph Say why you are particularly interested in the job and what is it about the duties and the organisation that attract you. Final paragraph thank reader for considering your application and refer them to your resume and any other attachments (only include other things if requested by the employer). Indicate you would be keen to attend an interview Closing salutation end with Yours sincerely if you started with Mr/Mrs/Ms or Yours faithfully if you started with Dear Sir/Madam. Type your name below the closing salutation and sign above it. What are Selection Criteria? Selection criteria are the key qualities required for the position; they include skills, knowledge, experience, qualifications and personal attributes essential to fill the vacancy. They are normally clearly listed in the job advertisement. eg. Good communication, ability to work with others (see list below). Sometimes the selection criteria are listed in two categories; essential and desirable qualities. In your cover letter you must address all items (ie. write something about and give examples of how you have or are in the process of developing each of these qualities through your experiences). If you do not discuss all the listed criteria your application will generally be culled. Examples Of Items Listed As Selection Criteria Ability to work as part of a team Ability to work independently Ability to work under pressure and meet deadlines Attention to detail Keyboard and IT skills Flexible and adaptable approach to work Supervisory skills An ability to relate to people from diverse backgrounds and cultures Excellent telephone manner Verbal communication/interpersonal skills Written communication skills Organisational and planning skills Problem solving ability Customer service skills Drivers licence Minimum time industry experience Knowledge of OH&S Ability to maintain confidentiality Initiative High level liaison skills Proven leadership skills 2

3 Addressing Selection Criteria Many employers require a separate page to address the selection criteria (additional to your cover letter and resume). Give the page a heading eg. Statement Addressing Selection Criteria, name the position and include reference number if included in the advertisement. Address each part separately, and give each item a heading i.e. 1. Excellent Communication Skills (use examples of where you demonstrated this through your school activities, assessment, weekend activities etc. 2. List criterion in same order as in advertisement. Under each heading write one or two paragraphs explaining how you meet that criterion (or write how you are in the process of attaining the criterion). Examples Of How To Address Selection Criterion Selection criterion: Filing, photocopying and general office duties (Essential). During my senior years of schooling at Kooringal High School I was part of the Student Representative Council where I was elected to the position of Secretary. As part of this role I was required to organise regular meetings, take minutes, liaise with teaching and office staff, as well as give written and verbal reports to the SRC and student body. In Year 12 I was part of the Formal Committee where I was required to organise budgets, maintain records, liaise with local organisations and book the venue. Another responsibility was to write letters and telephone local businesses in request of donations to raffle as fundraisers for this school event. OR As part of my Senior course I studied Certificate II in Business which prepares students in all aspects of running a busy office. Topics studies include: Work Place Communication, Work Attitudes/Ethics, Business Technology, Work Place Safety, and Daily Office Procedures. I completed a week of Work Experience as part of the course where I performed general office duties at WIN TV and Commins Hendriks Solicitors. My work tasks included handling telephone enquiries, greeting visitors, up-dating data on computer, typing documents, arranging meetings, filing, sending faxes, photocopying and sorting and distributing mail. Current Drivers Licence (Desirable). I have held my Provisional Drivers Licence (Green P s) for the past year with no demerit points. Good Written Communication Skills (Essential). Throughout my studies I was required to write essays, reports and summaries for each of my subjects both computer generated and hand written. I have a high level of computer literacy having experience using MS Word, MS Publisher, Excel, Access and . Within the subject Society and Culture I compiled a 1,000 word research project on The treatment of refugees from Muslim backgrounds in Australia. This involved constructing an conducting a survey of 100 new refugees, tabulating statistics, writing letters to government agencies and recording data from one-on-one interviews with people at the local Refugee Centre. In Year 11 I was also involved in creating a children s story book in the Childcare Course. This involved researching possible topics and lengthy discussions with Preschool age children and teaching staff at a local Childcare Centre. The final copy was completed on MS Publisher and included illustrations I drew myself. Ability To Work As Part Of A Team (Essential) I have worked in teams as large as 15 and others as small as three. I have always worked well with other people and developed a good rapport with other team members, both at school and socially. Throughout my time at..l High School I was involved in many drama productions assisting with the Stage Crew in the area of lighting and promotion. Being able to delegate, work together under pressure and adhere to tight 3

4 time schedules was essential for a successful performance. I have also been a part-time employee at Hungry Jacks, Mount Gravatt, where employees were trained in all aspects of teamwork and retail communication. More recently I was promoted to position of Crew Trainer a position where I instruct new staff on all work procedures and the importance of teamwork in providing an excellent service to customers. When Selection Criteria are Not Provided! If the advertisement does not have set criteria for you to address, you must still tailor your application to what is appropriate for the position ie. What would they be looking for in a person to fill the position? Ring and ask if in doubt and then discuss each point as part the main body of your letter. BUZZ Words to include in your Cover Letter Accomplished Achieved Acquired Adapted Administered Allocated Appointed Arranged Attained Balanced Budgeted Calculated Compiled Conducted Coordinated Delegated Demonstrated Designed Developed Directed Documented Edited Engaged Enlisted Established Evaluated Examined Facilitated Formulated Gained Generated Guided Headed Identified Implemented Influenced Introduced Investigated Liaised Maintained Mentored Modified Monitored Negotiated Networked Obtained Operated Organised Participated Planned Programmed Promoted Publicised Published Recognised Reorganised Represented Researched Restructured Revised Scheduled Selected Streamlined Strengthened Structured Succeeded Supervised Undertook Upgraded Used Utilised Wrote 4

5 Below are some sample paragraph openers to get your cover letter started/going. OPENING PARAGRAPHS I wish to apply for the position of Apprentice Plumber, which was advertised in the Daily Advertiser on Saturday 1 st March I am writing in answer to the advertisement for an Apprentice Plumber, which was advertised in the Daily Advertiser Saturday 1 st March I would like to be considered for the position of Apprentice Plumber which was advertised in the Daily Advertiser on Saturday 1 st March I would like to submit myself as a candidate for the position of Apprentice Plumber which was advertised in the Daily Advertiser on Saturday 1 st March Further to our telephone conversation on Wednesday I would like to submit my application for the position of Apprentice Plumber advertised in the Daily Advertiser on Saturday 1 st March MAIN BODY PARAGRAPHS This job is of particular interest to me because. Given the opportunity I am confident I could successfully fulfil your requirements. I have always been very interested in.and am eager to pursue a career in.. I am currently undertaking a Certificate II Course in at..institute of TAFE which has given me a greater understanding of the industry. My hands on expertise would provide me with useful skills for the position of I am confident I have the experience, enthusiasm and ability to successfully fill the position of.. I believe my background and education qualify me for consideration as a in your organisation. I believe I have the competence to meet the challenges of the position you offer. I believe my previous experience and my ability to work as part of a team would qualify me for this position. If commitment, loyalty and teamwork are important to you than I feel I am the right person to fill the position. CLOSING PARAGRAPH I hope to be considered for interview and look forward to hearing from you soon. I am available for interview by your arrangement and can be contacted on I would welcome the opportunity to discuss my application with you and hope to hear from you in the near future. I hope my application meets with your approval and I hope to discuss my application with you at interview at a mutually convenient time. I look forward to discussing the position with you personally. I have enclosed a copy of my resume and would be excited about the opportunity to discuss my application with you further. Please find attached a copy of my resume. I am available to provide more information about my application at a time convenient to you. 5