Cover letters and Business letters

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Cover letters and Business letters

• 2009 12 Peiling Hsia

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• Contents
• Cover letter
• Guide to basic business letters

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Cover letter

• (http//owl.english.purdue.edu/owl/resource/723/03
  / )

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What Is a Cover Letter?

• A cover letter introduces you and your resume to
  potential employers or organizations you seek to
  join (non-profits, educational institutions,
  etc). It is the first document an employer sees,
  so it is often the first impression you will
  make. Take advantage of this important first
  impression and prepare the reader for your
  application, stating why you are writing, why you
  are a good match for the job and the
  organization, and when you will contact him or
  her.
• Cover letters do more than introduce your resume,
  though. A cover
• letter's importance also includes its ability to
• Explain your experiences in a story-like format
  that works with the information provided in your
  resume.
• Allow you to go in-depth about important
  experiences/skills and relate them to job
  requirements.
• Show the employer that you are individualizing
  this job application.
• Provide a sample of your written communication
  skills.

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Formatting your cover letter

• Your cover letter should convey a professional
  message. Of course, the particular expectations
  of a professional format depend on the
  organization you are looking to join.
• For example, an accounting position at a legal
  firm will require a more traditional document
  format. A position as an Imagineer at Disney
  might require a completely different approach.
• Again, a close audience analysis of the company
  and the position will yield important information
  about the document expectations. Let the
  organization's communications guide your work.

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• For this example, we are using a traditional
  approach to cover letters
• Single-space your cover letter
• Leave a space between each paragraph
• Leave 3 spaces between your salutation (such as
  "Sincerely" or "Sincerely Yours") and typed name
• Leave a space between your heading (contact
  information) and greeting (such as, "Dear Mr.
  Roberts")
• Either align all paragraphs to the left of the
  page, or indent the first line of each paragraph
  to the right
• Use standard margins for your cover letter, such
  as one-inch margins on all sides of the document
• Center your letter in the middle of the page in
  other words, make sure that the space at the top
  and bottom of the page is the same
• Sign your name in ink between your salutation and
  typed name

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What do I include in my cover letter heading?

• The heading provides your contact information,
  the date you are writing, and the
• address of the company to which you are applying.
• For your contact information, you will want to
  include the following
• Your name
• The address where you can be reached
• Phone number
• Fax number (if applicable)
• E-mail address
• Then, you will skip a line and write the full
  date (month, day, year). Follow this by
• skipping a space and writing the contact
  information for the person to whom you
• are writing
• Name of the specific person
• Title of that person (if available)
• Address of the company
• The reason you write your phone/fax number and
  email address is to make it easy for the company
  to contact you. You do not need to put this
  information down for the company itself.

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Example
Craig M. Leroix2987 W. Taylor Dr.Portland, OR
45720890-372-1262cmleroix_at_anywhere.com February
2, 2005 Amy Kincaid, Human Resource
DirectorWestern Electric, Inc.387 Collier
LaneAtlanta, Georgia 30051
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Addressing your cover letter

• Whenever possible, you should address your letter
  to a specific individual, the person in charge of
  interviewing and hiring (the hiring authority).
  Larger companies often have standard procedures
  for dealing with solicited and unsolicited
  resumes and cover letters. Sending your
  employment documents to a specific person
  increases the chances that they will be seriously
  reviewed by the company.
• When a job advertisement does not provide you
  with the name of the hiring authority, call the
  company to ask for more information. Even if your
  contact cannot tell you the name of the hiring
  authority, you can use this time to find out more
  about the company.
• If you cannot find out the name of the hiring
  authority, you may address your letter to "hiring
  professionals" - e.g., "Dear Hiring
  Professionals."

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The introduction

• The body of your introduction can be organized in
  many ways. However, it is important to include,
  who you are and why you are writing. It can also
  state how you learned about the position and why
  you are interested in it.
• (This might be the right opportunity to
  briefly relate your education and/or experience
  to the requirements of the position.)
• Most important is to briefly overview why your
  values and goals align with the organization's
  and how you will help them. You should also touch
  on how you match the position requirements. By
  reviewing how you align with the organization and
  how your skills match what they're looking for,
  you can forecast the contents of your cover
  letter before you move into your argument.

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The argument

• Your argument is an important part of your cover
  letter, because it allows you to persuade your
  reader why you are a good fit for the company and
  the job. Carefully choose what to include in your
  argument.
• You want your argument to be as powerful as
  possible, but it shouldn't cloud your main points
  by including excessive or irrelevant details
  about your past. In addition, use your resume
  (and refer to it) as the source of "data" you
  will use and expand on in your cover letter.

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• In your argument, you should try to
• Show your reader you possess the most important
  skills s/he seeks (you're a good match for the
  organization's mission/goals and job
  requirements).
• Convince your reader that the company will
  benefit from hiring you (how you will help them).
  
• Include in each paragraph a strong reason why
  your employer should hire you and how they will
  benefit from the relationship.
• Maintain an upbeat/personable tone.
• Avoid explaining your entire resume but use your
  resume as a source of data to support your
  argument (the two documents should work together).

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The closing

• Your closing restates your main points and
  reveals what
• you plan to do after your readers have received
  your
• resume and cover letter.
• In your closing
• Restate why you align with the organization's
  mission/goals.
• Restate why your skills match the position
  requirements and how your experience will help
  the organization.
• Inform your readers when you will contact them.
• Include your phone number and e-mail address.
• Thank your readers for their consideration.

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A sample closing

• I believe my coursework and work experience in
  electrical engineering will help your Baltimore
  division attain its goals, and I look forward to
  meeting with you to discuss the job position
  further. I will contact you before June 5th to
  discuss my application. If you wish to contact
  me, I may be reached at 765-555-6473, or by
  e-mail at jwillis3_at_e-mail-link.com. Thank you for
  your time and consideration.

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Other tips

• When you tell readers you will contact them, it
  is imperative that you do so. It will not reflect
  well on you if you forget to call a potential
  employer when you said you would. It's best to
  demonstrate your punctuality and interest in the
  company by calling when you say you will.
• If you do not feel comfortable informing your
  readers when you will contact them, ask your
  readers to contact you, and thank them for their
  time. For example
• Please contact me at 765-555-6473, or by
  e-mail at jwillis3_at_e-mail-link.com. I look
  forward to speaking with you. Thank you for your
  time and consideration.
• Always proofread your cover letter carefully.
• Unless requested otherwise, always single space
  your professional communication.
• Research the corporate website, read and try to
  understand their mission statement.

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Examples of cover letters

• http//www.csuchico.edu/plc/coverltr-ex.html
• http//www.cvtips.com/cover_letter_example.html

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Guide to Basic Business Letters

• A business letter serves the main purpose of
  communication between two companies, or it is a
  method to talk to different people within a
  business.
• The purpose for business writings is to inform
  readers of information you want to get across or
  possibly persuade the readers to do something.
• (http//esl.about.com/cs/onthejobenglish/a/a_basbl
  etter.htm )
• (http//www.theenglishweb.com/wp/wp-content/upload
  s/2007/10/letter_and_email_phrases.pdf )

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The 7 C 's of business writing

• Most problems with business letters are they are
  either
• hard to understand or very long and drawn out.
  One
• solution that many writers use to correct this
  problem is to
• double check the writing to make sure it follows
  the seven
• C's of business writing.
• Clear
• Concise
• Correct
• Courteous
• Conversational
• Convincing
• Complete

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Standard phrases for letters and emails
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• The Start

Dear Personnel Director, Dear Sir or Madam (use
if you don't know who you are writing to)
Dear Dr, Mr, Mrs, Miss or Ms Smith (use if you
know who you are writing to, and have a formal
relationship with - VERY IMPORTANT use Ms for
women unless asked to use Mrs or Miss) Dear
Frank (use if the person is a close business
contact or friend)
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Making references
The reason for writing
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Informing
Confirming
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Asking for information or advice
Explaining and clarifying
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Replying a request
Requesting
Could you possibly? I would be grateful if you
could Could you give me some information about
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Making reference to something your reader knows
Saying thank you
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Making a suggestion or giving advice
Enclosing
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Apologizing
Referring to a meeting
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Asking for action
Offering help
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Excuse of delaying reply
Excuse of technical problems
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Notification of holidays or absence
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Expressing urgency
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The finish
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Common types of business letters

• Acknowledgement letter
• This letter is meant to thank the reader for
  something they did for you in the office. It
  could simply be saying thanks for receiving
  something the reader sent or maybe thanking them
  for their help with something. This type of
  letter is not required in a business environment,
  but it is appreciated.Adjustment Letter
• This letter should be used in response to a
  written complaint against someone or something.
  The purpose of it is to inform the reader that
  actions are being taken against the wrong doing
  as well as it serves as a legal document
  acknowledging the complaint.Complaint Letter
• The complaint letter is much like the
  adjustment letter except no wrong doing as taken
  place. Instead, this letter is just to let the
  reader know that an error as been found and needs
  to be corrected as soon as possible. This letter
  is a legal document letting the reader know that
  something is being done to correct the problem.

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• Inquiry Letter
• An inquiry letter is written as a request for
  a certain something or in response to a request
  made by someone. The object of the inquiry letter
  is to get the object or material requested in the
  letter.Order Letter
• Order letters are used to order material that
  is running low and will be needed soon. This type
  of letter is commonly known as a PO (purchase
  order). This letter is also a legal document
  showing a transaction between a business and a
  vendor.Response Letter
• It is a letter written in response to another
  letter received by someone. The objective of this
  type of letter is to fulfill the request made by
  the person you are writing this letter to.

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A sample letter

• Ken's Cheese House
• 34 Chatley Avenue
• Seattle, WA 98765
• Tel
• Fax
• Email kenny_at_cheese.com
• October 23, 2006
• Fred Flintstone
• Sales Manager
• Cheese Specialists Inc.
• 456 Rubble Road
• Rockville, IL
• Dear Mr Flintstone
• With reference to our telephone conversation
  today, I am writing to confirm your order
• for 120 x Cheddar Deluxe Ref. No. 856

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Web links

• http//www.ehow.com/how_1370_write-formal-business
  .html (how to write business letters)
• http//owl.english.purdue.edu/owl/resource/653/02/
  (business sample letters )
• http//esl.about.com/cs/onthejobenglish/a/a_basble
  tter.htm (Guide to Basic Business Letters )
• http//owl.english.purdue.edu/owl/resource/549/01/
  (Cover letters)