Career Corner: Guidelines for writing effective job search letters

In today's labour market, literacy, communication skills and motivation are highly prized by employers. Your cover letter is an important vehicle in proving you are willing and able to communicate in a professional manner. Whenever you submit a resume to an employer, it is expected that you will include a cover letter to introduce yourself to the employer and motivate them to read your resume. Your letter documents how your qualifications meet the job requirements and details what you have to offer the employer.

In most cases, a cover letter should be no longer than one page (three to four paragraphs) and should be on high quality paper — the same as your resume. For an electronic application sent by email, you can keep the cover letter and resume in one attachment, usually as a PDF or .doc attachment, or as requested by the employer. Always remember to use a business letter format and do not forget to spellcheck, proofread and sign the letter before sending it out.

To help you decide the content of your letter, it is useful to first think about what concerns and needs an employer might have when trying to decide whom they will interview. Remember, it is not always the most qualified person who gets the job, but the person who best convinces the employer they are the right candidate for the job. That can be you if you make the employer's concerns your concerns! An important point to remember is that the cover letter is all about what you can do for the employer, not what you want or need. The following three questions summarize some of the common concerns of many employers:

1. Can you do the job?
2. Will you do the job?
3. Will you fit in?

A Simple Plan
Letters are easier to write if you plan your paragraphs and stick to one theme per paragraph. Here is a simple format to try:

Paragraph One: Apply for the job. When responding to an advertisement, specify the job title you are applying for as well as where and when you saw the ad. If someone referred you to the employer, mention the name of the person who referred you. If you are applying cold, tell the employer the kinds of work you are applying for. It is better to be specific rather than saying you are applying for ANY jobs they might have available. Remember, enthusiasm is catchy. If you were excited or happy to see the ad, or you are genuinely interested in their products and services, tell them! The first and last paragraphs of your letter should be the shortest — two sentences are usually all that are needed to say what needs to be said.

Paragraph Two: Can you do the job? Do you have the skills and aptitudes to undertake the job with the level of training or orientation provided by the employer? Talk about your jobspecific skills and how they relate to the position. If you are applying to an advertised posting, refer to the qualifications as outlined in the ad, using the similar wording to the advertisement. Use this paragraph to highlight your related education and experience including field placements, volunteer, co-op and summer experience. Do not just say you have a skill. Offer specific examples to demonstrate where and how you have proven your ability. Never apologize for skills and experience you do not have. Instead, talk about transferable skills and what you CAN do. Think of this paragraph as the "technical or job specific" part of your sales pitch.

Paragraph Three: Will you do the job? Will you fit in? This is a good paragraph to describe your personal strengths and positive qualities that are applicable to the job. What would previous employers say about your positive work habits? How have you demonstrated your motivation? What examples can you give to show you have the ability to communicate or get along with customers and co-workers? Rather than just saying you have "excellent communication skills," use examples of who, what, when and where. These types of skills are often referred to as transferrable or generic skills and many employers consider them to be more important in determining your suitability than job specific skills.

Closing Paragraph: Express your interest in meeting with the employer to exchange further information in a personal interview. Offer your phone number and ask them to call you when it is convenient. If you are applying cold, without an advertisement, it is a good idea to offer to contact them rather than to say you hope to hear from them soon. Give them a time range within which they can expect to hear from you, say, within the week.

Close the letter with politely (Yours truly) and sign it. In an electronic submission, you can use a script font to sign.

For more information on this or other job search skills, visit the Fanshawe College Career Services department in D1063. Just call 519-452-4294 or drop by our office and ask to make an appointment with the consultant responsible for your program. We are prepared to work with you to help you identify your skills and strengths and enable you to create cover letters and resumes which represent you positively.