Cover Letters

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Cover Letters Business Correspondence
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Objectives

• Understand the parts of job-search correspondence
• Learn the different types of job-search
  correspondence
• Learn how to construct job-search correspondence

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Dos and Donts

• DO follow rules of a standard business letter.
• DO target your correspondence to the
  audience/employer (Ex avoid To whom it may
  concern, Dear Sir/Madam).
• DO make sure there are no spelling, grammar or
  punctuation errors.
• DO limit to one page.
• DO keep a copy of everything that you send out.
• DO make sure there is an original signature on
  all the documents that you mail out.
• DO close with a direct request for some type of
  action (Ex interview, phone call, etc.).
• DO use high-quality stationery for hard copies.

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Dos and Donts

• DONT be generic and impersonal.
• DONT start every sentence with I.
• DONT use language that is gimmicky, jargonish,
  unprofessional (Dont try to be a comic).
• DONT include personal information that is not
  relevant to the position.
• DONT give false impressions.

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Types of Correspondence

• Cover letter types
• Application
• Prospecting/Letter of inquiry
• Networking
• Thank you letters
• Letters of acceptance, withdrawal and rejection
• Employment applications
• E-mail correspondence

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Cover LettersFormat

• Introductory paragraph
• Who are you?
• What is your interest?
• How did you hear of the opening?
• Body
• 1-2 paragraphs containing a summary of skills and
  qualifications
• Highlight targeted experiences included on your
  resume (DONT repeat your entire resume)
• Sales pitch Explain your value to the
  organization
• Show that youve done your homework Explain how
  you fit into the organization and include your
  knowledge of the employer, mission, corporate
  culture, current projects, etc

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Cover LettersFormat

• Closing Paragraph
• Thank the reader for reviewing your enclosed
  resume
• Restate your interest in the position
• Arrange a follow-up contact
• Passive Approach puts responsibility on employer
  to make contact with the applicant
• Active Approach the applicant offers to initiate
  further contact with the employer in the near
  future
• Closing (i.e. Sincerely) with typed name and
  original signature

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Cover LettersApplication Letter

• Use as response to specific job advertisements
  and vacancy announcements
• Strategy is to demonstrate that your
  qualifications fit the requirements of the
  position
• Study the position description carefully and
  persuasively show how your skills, education and
  experience fit the position

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Application Letter Ms. May Lou Nelson Manager of
Human Resources Hammond Corporation 2900 Rosemont
Blvd. Casselberry, FL 32765 Dear Ms. Nelson I
am applying for the staff accountant position
that was advertised with Career Services and
Experiential Learning at the University of
Central Florida this week. The position seems to
fit very well with my education, experience and
career interests. Your position requires skills
in various accounting functions, including
general ledger reconciliations, analysis and
reporting ensuring the completeness, accuracy,
and timeliness of the general ledger and internal
monthly and quarterly statements and ensuring
the accuracy and timeliness of various
reconciliations. In my experience as a junior
accountant, accounting intern, and billing
coordinator. I handled monthly journal entries,
analyzed expenses, reviewed and corrected
accounting entries and generated reports.
Accounting corrections I made as an intern
revealed nearly 50,000 in unpaid bills and
mislaid funds. My enclosed resume provides more
details on my qualifications. My background and
career goals seem to match your job requirements
well. I am confident that I can perform the job
effectively. Furthermore, I am genuinely
interested in the position and working for
Hammond Corporation. Your firm has an excellent
reputation and comes highly recommended to
me. Please consider my request for a personal
interview to discuss my qualifications and to
learn more about this opportunity. I shall call
you next week to see if a meeting can be
arranged. Should you need to reach me, please
feel free to contact me at 407-683-4388 or
mrlopez_at_ucf.edu Thank you for your consideration
I look forward to taking with you. Sincerely
yours, Maria Lopez Maria Lopez Enclosure
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Cover LettersProspecting Letter

• Use as a tool to to explore possible vacancies
• Prospecting letters are often used for
  long-distance searches
• Target specific individuals in specific
  organizations
• Focus on broader occupational titles and skill
  sets in describing your qualifications
• Example 3rd Grade Art teacher vs. Elementary
  School Teacher

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Prospecting Letter Mr. Brett Newkirk Director of
College Recruiting Central Florida Mercantile
Company 4500 Randolf Drive Orlando, FL
60601   Dear Mr. Newkirk   I read your companys
description in UCFs GOLD Connection and would
like to inquire about employment opportunities in
your management-training program. I want to work
in retail management and would like to remain in
the Orlando area after graduation.   I will
receive my B.A. degree in Organizational
Communication this May. My interest in business
started in Junior Achievement in high school and
developed further through a variety of sales and
retail positions during college. My internship
with a large department store convinced me to
pursue a career in retail. When I researched the
top retailers in Orlando, Sunshine Mercantile
emerged as having a strong market position, an
excellent training program, and a reputation for
excellent customer service. In short, you
provide the kind of professional environment I
seek.   My resume is enclosed for your
consideration. My education and experience match
the qualifications you seek in your management
trainees, but they dont tell the whole story. I
know from customer and supervisor feedback that I
have the interpersonal skills and motivation
needed to build a successful career in retail
management. My relatively extensive experience
gives me confidence in my career direction and in
my abilities to perform competently.   I know how
busy you must be during this time of year, but I
would appreciate a few minutes of your time. I
will call you during the week of XXXXX to discuss
employment possibilities. In the meantime, you
need to contact me, my number is 407-233-4499 and
my email is amchen_at_mail.ucf.edu.   Thank you very
much for considering my request. I look forward
to talk with you.   Sincerely, Amy Chen Amy Chen
Enclosure
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Cover LettersNetworking Letter

• Purpose
• Generate informational interviews
• Seek information
• Meet with contact person
• Be honest about your intentions
• Dont ask for a job!

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Networking Letter Ms. Jennifer Hundahl,
Partner Dewey and Howe Brokerage, LLP 1400 Broad
Sheet Orlando, FL   Dear Ms. Hundahl   Dr.
Clifton Carr, professor of economics at the
University of Central Florida, suggested that I
contact you. He thought that, as an alumna, you
would be in an excellent position to assist me
with a career decision. As an economics student,
I am exploring which career path to pursue.
Securities, trading and investment banking work
all sound interesting to me at this point, but I
want to go into my campus interview next semester
with a clear sense of direction. I would like to
get your advice on the long-term career
implications of each path as well as a better
understanding on the day-to-day activities of a
broker. I will call you next week to see if we
can arrange a brief meeting at your convenience.
Thank you for considering my request. Sincerely,
 Allison Harris Allison Harris Enclosure
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Thank You Letters

• Very important, yet rarely used, job search tools
• Purpose
• Establish goodwill
• Express appreciation
• Strengthen your candidacy
• Everyone who helps you in any way should get a
  thank-you
• Should be sent within 24 hours to everyone who
  interviewed you
• Also, be sure to send thank-you letters to each
  of your contacts who granted you informational
  interviews or networking referrals

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Thank You Letter Mr. Foster Walker Director,
Editorial Services Central Florida
Publishing 1220 Warwick Ave. Orlando, FL
32765 Dear Mr. Walker I want to thank you very
much for interviewing me yesterday for the
associate editor position. I enjoyed meeting you
and learning more about your publications. My
enthusiasm for the position and my interest in
working for Atlantic Publishing were strengthened
as a result of the interview. I think my
education and internship experiences fit nicely
with the job requirement, and I am sure that I
could make a significant contribution to the firm
over time. I want to reiterate my strong
interest in the position and in working with you
and your staff. You provide the kind of
opportunity I seek. Please fee free to contact
me at 407-239-4423 or reraeriz_at_mail.ucf.edu if I
can provide you with any additional information.
Again, thank you for the interview and your
consideration. Sincerely, Richard
Rameriz Richard Rameriz
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Letters of Acceptance, Withdrawal, or Rejection

• Acceptance Use when accepting a job offer, to
  confirm the terms of your employment, and to
  include additional requested information.
• Withdrawal Use when accepting alternative
  employment. Express appreciation for the
  employers consideration. Do not say you have
  obtained a better job.
• Rejection Use when turning down a job offer. Be
  professional and courteous.

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Acceptance Letter 1507 North Lake Shore
Drive Chicago, Il 60606 April 24, 2004   Mr. Jack
Wisneiwski, Division Manager Data International
Corporation 1212 Corporation Lane Northbrook, IL
60022   Dr. Mr. Wisneiwski   I am writing to
confirm my acceptance of your employment offer of
April 20 and to tell you how delighted I am to be
joining Data International in Northbrook. The
work is exactly what I have prepared to perform
and hoped to do. I feel confident that I can
make a significant contribution to the
corporation, and I am grateful for the
opportunity you have given me.   As we discussed,
the position will start at 32,000 and include a
standard benefit package. I will report to work
at 800 a.m. on July 1 and will have completed
the medication examination and drug testing by
the start date. Additionally, I shall complete
all employment insurance forms for the new
employee orientation.   I look forward to working
with you and your fine team. I appreciate your
confidence in me and am very happy to be joining
your staff.   Sincerely, Audra Nappi Audra Nappi
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Withdrawal Letter 725 University Place,
321 Evanston, IL 60208 April 20, 2004   Melissa
Lang, Ph.D. Executive Director The Northlight
School of Performing Arts 8989 Wagner
Rd. Glenview, IL 60025   Dear Dr. Lang   I am
writing to inform you that I am withdrawing my
application for the program coordinator position
with the school. As I Indicated in my interview
with you, I have been exploring several
employment possibilities. This week I accepted a
position with a local city government. The
position provides a very good match for my
interests at this point in my career.   I want to
thank you very much for interviewing and
considering me for you position. I enjoyed
meeting you and learning about the innovative
community programs you are planning. I wish you
well in your continued search for this
position.   Sincerely, Heather Ferguson  Heather
Ferguson
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Rejection Letter 1216 Emerson Street Skokie, Il
60206 March 15, 2004   Mr. George Duvall,
Manager Sales and Marketing Division Colonial
Properties, Ltd. 1700 Colonial Parkway Williamsbur
g, VA 23176   Dear Mr. Duvall   Thank you very
much for offering me the position of commercial
leasing agent with Colonial Properties. I
appreciate your discussing the details of the
position with me and giving me time to consider
your offer.   You have a fine organization and
there are many aspects of the position that are
very appealing to me. However, I believe it is
in our mutual best interests that I decline your
offer. This has been a difficult decision for
me, but I believe it is the appropriate one for
my career at this time.   I want to thank you for
the consideration and courtesy given to me. It
was a pleasure meeting you and your
staff.   Sincerely, Melody Taylor Melody Taylor
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Employment Applications

• Resumes tell the employer what you want them to
  know. Applications tell them what they need to
  know.
• Your application is a legal document.
• Falsifying an application can result in immediate
  dismissal.
• Incomplete applications may result in
  non-consideration for the position.
• Tailor your resume and give complete information
  on your application.
• Read the directions. Dont simply staple your
  resume to the application. Many employers may
  require you to complete the application.

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E-Mail Correspondence

• Include a brief message introducing yourself and
  the purpose of your correspondence
• Clearly label all attachments
• Send a CC to yourself to make sure it was sent
  properly
• Spell check your e-mail message
• Follow up with hard copy correspondence

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Career Services and Experiential Learning
Workshops

• Business Etiquette
• Choosing or Changing Majors
• Choosing the Best Career
• Cover Letters Business Correspondence
• Curriculum Vitae
• Federal Employment
• Graduate School Planning

• How to Succeed at a Career Fair
• Internships and Cooperative Education
• Interview Techniques
• Job Search Strategies
• Introduction to On-line Job Postings and
  On-Campus Interviewing
• Portfolios (How to Prepare)
• Resumes

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Career Services and Experiential Learning Programs

• Career Planning Workshops
• Career Information
• Career Information Library
• Free Career Related Related Publications
• Alumni Mentors
• Career Counseling
• Major/Career Options
• Career Assessments
• Job Search Assistance
• Resume/Cover Letter Critique
• Practice Interviews
• Experiential Education
• Internships /Externships
• Lockheed Martin Work Experience Program

• Graduate/Professional School
• Directories and resources
• Annual Graduate, Law and Professional School Day
• CSEL Events
• 8 Annual Career Fairs
• Majors Fair
• Annual Senior Day
• Career Panels
• On-Campus Recruitment
• GOLD Connection
• Job Listings
• Resume Referral
• On-Campus Interviewing
• Company Presentations

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Career Services and Experiential Learning
Calendar of Events 2004-05

• Statewide Job Fair
• May 13, 2004
• Fall Career Expo
• October 5, 2004
• Graduate, Law Professional Day
• October 20, 2004
• Senior Day
• October 27, 2004
• Public Administration Job Fair
• November 9, 2004
• Experiential Education Career Panel
• November 16, 2004
• Spring Internship Fair
• January 25, 2005

• Spring Career Expo
• January 26, 2005
• Arts Science Career Panel Series
• February 8, 2005
• College of Engineering Panel
• February 22, 2005
• Arts Science Career Panel Series
• March 8, 2005
• Majors Fair
• March 9, 2005
• Statewide Job Fair
• May 12, 2005

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Career Services Experiential Learning

• Locations/Hours
• Career Services Student Resource Center 7G
• Normal Hours of Operation Mon. Fri. (800 am -
  500 pm)
• Walk-in Service Mon. Fri. (1000 am - 400 pm)
• Experiential Learning Howard Phillips Hall,
  Ste. 208
• Normal Hours of Operation Mon. Fri. (800 am -
  500 pm)
• Walk-in Service Mon-Fri. (800 am-1200pm)
  (200pm -500pm)
• Satellite Locations
• College of Business BA2, Room 222
• Lockheed Martin Sand Lake Road
• Rosen College of Hospitality Management 9907
  Universal Blvd., Ste. 201

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The UCF Creed
Integrity, scholarship, community, creativity,
and excellence are the core values that guide our
conduct, performance, and decisions. Integrity I
will practice and defend academic and personal
honesty. Scholarship I will cherish and honor
learning as a fundamental purpose of my
membership in the UCF community. Community I
will promote an open and supportive campus
environment by respecting the rights and
contributions of every individual. Creativity I
will use my talents to enrich the human
experience. Excellence I will strive toward the
highest standards of performance in any endeavor
I undertake.
UNIVERSITY OF CENTRAL FLORIDA