Creating an Award Winning Cover Letter

MIS 424Dr. Jennifer Leonard

Contents of the Letter

• Heading

• Addressee

• Greeting

• Introduction

• What I can do for you Professionally

• What I can do for you Personally

• Contact me

• Closing

Heading

• Use the same layout as your résumé. This is very professional looking.

• Use a READABLE FONT

• Make sure your phone number and other contact information is correct.

• Make sure that there is ALWAYS someone to answer the phone– Answering machine– Cell phone with voice messaging

Examples

versus

versus

Addressee

• Know the name and title of the person to whom you are writing.

• If not, know the title– If you don’t know, try to find out– If you can’t find out – use something generic

“Human Resources Director”

• Know the address of the company to whom you are writing.

• MAKE SURE THESE ARE CORRECT!

Examples

• Jennifer Leonard, Ph.D.• Dr. Jennifer Leonard• Professor Jennifer Leonard• Jennifer Leonard, Information Systems• Jennifer Leonard, Professor of MIS• NOT!!!!

– Jenny Leonard– Ms. Jenny Leonard– Mr. ****– Brett Smith

Greeting

• Use name if you know it– Dear Dr. Leonard,– Professor Leonard,– Dear Jennifer,

• If not, some suggestions:– Greetings,– Dear Sir or Madame, (I hate this!)– Hello,– Omit it totally

Introduction

• What job do you want?• Where did you hear about it? • Do you have a personal reference?• Short “gotcha” sentence• Be excited!• DO NOT:

– I am writing with respect to… (I know you are writing – I have the letter in front of me.)

– Enclosed please find my résumé…(Gee, I hope so!)

Examples

• I was pleased to see your ad for a Web Master in this morning’s Gazette.

• I would like to thank you for the opportunity to apply for your Web Master position.

• Your ad for a Web Master in yesterday’s Gazette really sparked my interest.

• John Smith recently told me that you are looking for a web master.

Another Example

• I was very excited to find your ad in the Billings Gazette for a Web Master. Your organization will need someone who is results oriented and has extensive managerial and web design experience. I have both!

Professionally

• A few short sentences about qualifications required that you have

• Try to keep “me”, “my” and “I” to a minimum

• Use “You” and “your” as much as possible.

Example

• Your new Web Master will need to have good project management skills. At XYZ Company, I was the project manager for six different projects ranging from being the head web designer to creating the websites from scratch. All of these projects were brought in on-time and on-budget. Additionally, I can bring you highly developed skills in both FrontPage and DreamWeaver.

Personally

• Blow your own horn!

• Tell the truth!

• Don’t tell about the bad things– “Even though I spent 14 years in prison for

murdering my old boss, I have learned how to work well with others.”

• Sell Yourself

Example

• NO

I am very detailed oriented, which is something you need in a wed master.

• YES

In addition to my professional qualifications, you deserve an individual who is on-time, dedicated, and knows how to “think cow”. I am that person!

Contact Me

• Thanks!• Be upbeat!• Don’t put too many limits on contacting

you.– I am available after 5pm to take your call.– Fridays at noon is the best time to reach me.

• Say you will contact them• Make sure that you give your contact

information AGAIN. Don’t make them look for it!

Examples

• If I may, I will call your office on Thursday to see when we may schedule a time to discuss how we may be of benefit to each other.

• I appreciate the time you took to look over my résumé. I hope that I will hear from you soon, as I am very excited about the prospect of joining your team.

More examples

• I am very excited about the prospect of joining your team. You may reach me at 406-256-6057 at any time (just leave a message) or e-mail me at jleonard@msubillings.edu. Thank you for your time and I look forward to meeting you.

Closing & Enclosures

• Closing– Sincerely,– Yours truly,

• Enclosures– Enc: Résumé– Enclosure: Résumé

Things to watch…

• Spelling– Wed Master (Web Master)– Report (Rapport)

• Grammar– I have improved my manager, people and

phone skills.– Past experiences– I was responsible for the performance of all

the employees, including the service department.

More things

• More weird stuff– I would appreciate it if you would keep this

inquiry confidential.– As my present employer is unaware of my

current job search, I would appreciate it if you would keep this inquiry confidential.

• Other Stuff– Under NO CIRCUMSTANCES use your

employers’ phone or e-mail address, letterhead, etc!!!!

REMEMBER

• Your reader has a very short attention span

• Don’t repeat what is in your résumé

• Don’t include tons of personal information

• Don’t tell my why you are unhappy with your job or why you left your last job.

MAKE ME WANT TO LOOK AT YOUR RESUME AND TALK TO YOU!