How to Write the BEST Cover Letter

Transcription

2 Is this you? I have so much to say I don t know where to start! I m knowledgeable I m hard working I m dependable I m ethical Image:

3 No worries! It s not about you It s about THEM! They are seeking the right person to fill a void. Image

4 Your task is to analyze their needs and convince them that you ARE the right person and that your skills will meet their needs. Image

5 This is critical!! Analyze each position to identify the skills that the employer needs. Strategically develop a cover letter that convinces them that you possess the skills they seek. What do they seek?

6 This is critical!! Analyze each position to identify the skills that the employer needs. Strategically develop a cover letter that convinces them that you possess the skills they seek. What do they seek? Use the same keywords & terminology that are in the job description or you may NOT be considered for an interview. Example: public education = public education NOT public outreach or public literacy

7 Key: Congruence Job Ad & Description Your cover letter must address the position description and be congruent with other information that s out there like your resume or CV, your LinkedIn profile, portfolio, etc. CV, LinkedIn & portfolio documents Targeted Cover Letter

8 Today s Aims 1. Outline 5 easy steps for developing letter 2. Analyze an ad & position descriptions 3. Describe elements of an effective letter 4. Suggestions for reference list & transmittals

9 5 Easy Steps Step 1: Analyze the job ad and complete position description. Step 2: Organize your thoughts. Step 3: Research the company thoroughly (e.g., mission, direction, leaders, colleagues, stability, etc.) Step 4: Call if you have essential questions. Step 5: Write the letter.

11 Never write a cover letter based solely on the job ad (job posting) Job ad found on LinkedIn Link usually near bottom of ad Full position description

12 Job Ad Screening: Questions to ask yourself Is it a desirable company? Is it a desirable location? Am I willing to perform those duties? Do I have the required qualifications? Is the start date doable? When is the application deadline? If interested, follow link to the full position description for analysis.

13 Analyze Position Description Ask yourself: What experience do they seek? What disciplinary skills do they seek? What transferable skills do they seek? What attributes do they seek? Full position description

14 Definition Disciplinary Knowledge & Skills Subject matter expertise & skills necessary to perform the job. You demonstrate these requirements by discussing: completion of advanced course content knowledge of historic & current literature application of theory & philosophy & models research experience in the lab field research experience being mentored & mentoring others Disciplinary scholarship ethical practices: human rights, animal welfare

15 Definition Defining Transferable Skills also known as soft skills not discipline-specific role related, technical or general developed at home, work, school & community applicable across job sectors Leadership Teamwork Spoken Communication Written Communication Problem solving Data analysis Computer skills Proposal (grant) writing Organizational skills Strategic planning Source: Job Outlook 2016

16 Definition Attributes are qualities, characteristics, & traits. Q: What attributes are important to employers? #1 Ethical Initiative Flexibility Detail-oriented Relates well to others Friendly/outgoing Tactfulness Creativity Persistent Reliable Sources: Job Outlook 2016 and

17 Example Analysis Analyze Position Description What experience do they seek? What disciplinary skills do they seek? What transferable skills do they seek? What attributes do they seek?

18 Example Analysis University of Florida Assistant Professor of Entomology A Ph.D. in entomology or closely related discipline with a specialization in biological control using arthropod natural enemies is required. Experience with biological control of weeds, botany, plant physiology, molecular biology, GIS, spatial statistical analyses, insect taxonomy, extension activities, and weed management tactics in addition to biological control would be advantageous. Postdoctoral experience is desirable. Candidates should have demonstrated skills in verbal and written communication, interpersonal relationships, and procurement of extramural funding. Candidates must be supportive of the mission of the Land-Grant system and have a commitment to IFAS core values of excellence, diversity, global involvement, and accountability.

19 Example Analysis Experience A Ph.D. in entomology or closely related discipline with a specialization in biological control using arthropod natural enemies is required. Experience with biological control of weeds, botany, plant physiology, molecular biology, GIS, spatial statistical analyses, insect taxonomy, extension activities, and weed management tactics in addition to biological control would be advantageous. Postdoctoral experience is desirable. Candidates should have demonstrated skills in verbal and written communication, interpersonal relationships, and procurement of extramural funding. Candidates must be supportive of the mission of the Land-Grant system and have a commitment to IFAS core values of excellence, diversity, global involvement, and accountability.

20 Example Analysis Disciplinary knowledge & skills A Ph.D. in entomology or closely related discipline with a specialization in biological control using arthropod natural enemies is required. Experience with biological control of weeds, botany, plant physiology, molecular biology, GIS, spatial statistical analyses, insect taxonomy, extension activities, and weed management tactics in addition to biological control would be advantageous. Postdoctoral experience is desirable. Candidates should have demonstrated skills in verbal and written communication, interpersonal relationships, and procurement of extramural funding. Candidates must be supportive of the mission of the Land-Grant system and have a commitment to IFAS core values of excellence, diversity, global involvement, and accountability.

21 Example Analysis Transferable skills A Ph.D. in entomology or closely related discipline with a specialization in biological control using arthropod natural enemies is required. Experience with biological control of weeds, botany, plant physiology, molecular biology, GIS, spatial statistical analyses, insect taxonomy, extension activities, and weed management tactics in addition to biological control would be advantageous. Postdoctoral experience is desirable. Candidates should have demonstrated skills in verbal and written communication, interpersonal relationships, and procurement of extramural funding. Candidates must be supportive of the mission of the Land-Grant system and have a commitment to IFAS core values of excellence, diversity, global involvement, and accountability.

22 Example Analysis Attributes (characteristics) A Ph.D. in entomology or closely related discipline with a specialization in biological control using arthropod natural enemies is required. Experience with biological control of weeds, botany, plant physiology, molecular biology, GIS, spatial statistical analyses, insect taxonomy, extension activities, and weed management tactics in addition to biological control would be advantageous. Postdoctoral experience is desirable. Candidates should have demonstrated skills in verbal and written communication, interpersonal relationships, and procurement of extramural funding. Candidates must be supportive of the mission of the Land-Grant system and have a commitment to IFAS core values of excellence, diversity, global involvement, and accountability.

23 How to Write the BEST Cover Letter Please submit your questions & comments!

25 Prioritize what they want! 1. Experience 2. Disciplinary knowledge & skills 3. Transferable skills 4. Attributes Tip: look for repeated words & skills

26 Create a chart to organize your thoughts Position Requirements The Knowledge, Skills & Abilities You Possess Best work example & results of work What they want What I offer them The time I..

27 Don t make assertions about your skills! Leadership Examples Met with a politician and advocated for research funding. Launched a sustainable initiative related to your discipline. Helped to successfully negotiate a conflict between two people on your team.

28 Don t make assertions about your attributes! Ways to document attributes: 1. Use a specific example that DEMONSTRATES the attribute. 2. Refer to a performance evaluation. 3. Invite them to ask references*: My references will confirm that I am ethical, dependable and hard-working. 4. Write*: As Dr. Smith notes in her cover letter, I have exceptional communication skills and demonstrate professionalism and collegiality. I am honest, dependable & loyal *MAKE CERTAIN to use references who know you well. Share the job post and ask them to address attributes in a letter or phone call.

29 Added bonus: Handy for interview prep! They will ask about this You will use these examples Position Requirements What they want The Knowledge, Skills & Abilities You Possess Best work example & results of work What they want What I offer them The time I.. What they want What I offer them What they want What they want What they want What they want What I offer them What I offer them What I offer them What I offer them What I offer them The time I.. The time I.. The time I.. The time I.. The time I.. The time I..

31 Step 3: Conduct Background Research Institutional level Departmental level Future colleagues What do you want to know? Why do you need to know? Once you know your target audience, you can write with conviction.

32 Where to find information Your mentors & supervisors Profiles (people & company) Networks Alumni Private sites: About company Leadership Strategic direction Division pages Human resources Foundation/giving

33 Public & nonprofit academic institutions are a bit more transparent Know the institutional type! Is it a teaching or research institution? Associate Colleges Baccalaureate Colleges Master s Colleges and Universities Doctoral Granting Universities Special Focus Institutions (e.g., faith-based, medical, art) Tribal Colleges The Carnegie Classification of HE Institutions US Education College Navigator Institutional research Department pages Faculty CV s Curriculum Human resources

35 Step 4: Call if you have essential questions. Make it a short list. Specifically, what do I need to know? Put it to the test. Do I need to know this before I apply?

38 Analyze ad & description Customize cover letter to the position strong opening What experience knowledge, skills & attributes do they seek? convince them you are the person they seek memorable closing

39 Start with what is most important! 1. Directly-related experience 2. Directly-related disciplinary knowledge & skills 3. Transferable skills 4. Attributes

40 Cover Letter Sections Return Address - your home or business address Inside Address exactly as posted in ad Subject (RE) line position title & vacancy # Salutation - address to a specific person Opening capture attention; don t go overboard Body 2-4 paragraphs that target experience & skills listed in the position description; choose wisely & give examples Closing thank person; reiterate interest; state that you look forward to discussing the position with them.

41 U.S. Business Letter Format Your Street Address City, State, Zip Code Date Name with Title Department Full Company Address City, State, Zip Code RE: Job title & Posting # Salutation: [body starts here]

42 Have a unique opening paragraph to capture attention! BEST Letters Convince them that your experience & skills are a match! Cite performance examples & RESULTS of your work Connect your abilities to the work you are able to do for them Close in a positive and memorable manner! Keep it to 1 page if at all possible.

43 Paragraph example Over the last five years I have been engaged in [this type of research] where I developed X, Y and Z skills. Copyright Robin G. Walker, PhD

44 Paragraph example Over the last five years I have been engaged in [this type of research] where I developed X, Y and Z skills. For example, in collaboration with [briefly explain the research aim and your role.] - If findings are significant: Our team discovered - Note pubs or presentations, refer to CV Copyright Robin G. Walker, PhD

45 Paragraph example Over the last five years I have been engaged in [this type of research] where I developed X, Y and Z skills. For example, in collaboration with [briefly explain the research aim and your role.] My directly-related skills and experience will enable me to immediately assume the duties in the position description and begin making contributions to your team. Copyright Robin G. Walker, PhD

46 Paragraph example Robin s Power Paragraph Formula Over the last five years I have been engaged in [this type of research] where I developed X, Y and Z skills. For example, in collaboration with [briefly explain the research aim and your role.] My directly-related skills and experience will enable me to immediately assume the duties in the position description and begin making contributions to your team. I have the skills you seek! Here s an example of my work & results. I will get the job done for you! Copyright Robin G. Walker, PhD

47 Remember: connect your skills to their needs. Image

48 Note on academic letters Research University 1. Opening 2. Research paragraphs 3. Grants/proposal writing 4. Teaching (maybe) 5. Other requirements 6. Closing Teaching Institution 1. Opening 2. Teaching paragraphs 3. Mentoring & advising 4. Research (maybe) 5. Other requirements 6. Closing

49 Writing Style & Mechanics Professional tone - no contractions or abbreviations Consistent verb tense; subject-verb agreement Avoid repetition of words Transition between paragraphs for good flow No assertions - always use specific examples or refer to CV/resume and/or portfolio as appropriate.

50 A few other tips Mention why you want to work for them specifically. Close with a thank you & I look forward to talking with you about the position. Have someone else read your letter before you send it. Check clarity, grammar & interest appeal.

52 How to Write the BEST Cover Letter Reference List

53 Reference List Name, Title How to Contact First Last, PhD Address Phone First Last, PhD Address Phone Professional Relationship Co-author, Dissertation Adviser Supervisor and Mentor Areas to Address Research, Theoretical Perspectives Work ethic Teaching skills First Last, PhD Address Phone Research & grant collaborator Grant writing Evaluation

54 How to Write the BEST Cover Letter Applications

55 Application? Embed cover letter & attach as PDF RE: complete job title and vacancy # Attachments: Initials.LastName.coverletter.pdf Initials.LastName.CV.pdf Initials.LastName.transcrpt.pdf Initials.LastName.writingexample.pdf Initials.LastName.references.pdf Copy & paste complete letter in body of List every document; Be consistent with naming conventions

56 In conclusion, Effective Cover Letters Address the position description exactly Highlight knowledge, skills & abilities Emphasize FIT with their needs Illustrate your attention to detail Distinct, memorable

57 Take home message: It s about THEM!