write a great covering letter (如何写求职信)

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Write a great Covering letter … from scratch

Content

1. What is a covering letter & why is it important? (2)

2. When to use a Covering Letter (2)

3. Format (3)

4. Content ............................................................. 4 - 7

?Beginning the letter (4)

?Main body of the letter ............................. 4 - 6

?Ending the letter ...................................... 6 - 7

5. Using language to make an impact (7)

6. Disclosing personal information ......................... 7 - 8

7. Writing a speculative covering letter (8)

8. Emailing a covering letter ................................. 8 - 9

9. Covering letter examples ............................. 10 – 14

10. Further help (15)

What is a Covering Letter and why is it important?

When sending a CV for any type of job application you should also send a covering letter.

Your covering letter acts as the introduction to your application and personal sales pitch. You should discuss your interest in the vacancy and the company and convey your enthusiasm for the role. You should also highlight your key selling points – the skills and experience you possess that make you an ideal candidate. It also enables you to explain anything in your CV that an employer may question, for example low grades, changing course, time taken out from studying for a degree etc.

You will hopefully spend considerable effort and time on producing your best CV but you also need to spend time producing an excellent covering letter. Employers spend less than 60 seconds on any individual application, especially when they have hundreds to look at. Therefore, you will probably only get one chance to make an impression and stand out from the other candidates. Your covering letter is the first thing an employer will look and at if it is poor they may choose not to read your CV. This may sound harsh, particularly after you?ve spent weeks on your application, but in most cases it is reality. So don?t throw all your hard work away by a ttaching a poor covering letter!

When to use a covering letter

To apply for an advertised vacancy

As a general rule, if you are applying in writing for a position that has been advertised, whether it is a graduate or part time job, placement or volunteering opportunity or even a course, you should include a covering letter. Your CV and covering letter are a package and it is important to understand how they work together. When sending an application form you should check the advert to see if a Covering Letter is required too. If you are sending a CV by email, you should still include a covering letter. See the emailing covering letters section for how to tackle this.

Speculative applications

If you are making a speculative application (contacting an employer when no position has been advertised) or networking, you will also need a covering letter. Much of the content will be similar to a standard covering letter although you would need to explain precisely why you are writing to the company and what you want from them. For example, to arrange an information interview or to see if there are any opportunities for work experience, work shadowing etc. Speculative covering letters are dealt with in more detail later in the handout.

Some simple but crucial layout and format tips:

?Your covering letter needs to be laid out like a business letter. If you are not sure how to do this, look at the examples at the end of this handout.

?It should be no longer than one page in length with a clear structure. It should have a beginning, middle and an end. Paragraphs should have clear themes.

?Try to find the name of a person to address it to. This may often mean doing a bit of detective work but is essential, particularly for speculative applications. If you have no name or have jus t been asked to send it to …the graduate recruitment manager? you could telephone the organisation and ask for the recruitment manager's name. If you are unable to get this, start your letter “Dear Sir/Madam” and finish with “Yours faithfully”. Never sta rt a letter “Dear Sirs” – many recruiters are female and this may not be well received!

?It is usual to address people formally in a covering letter. In the UK, a man is usually addressed as Mr. and a woman as Miss, Mrs or Ms. If you are unsure which form of address to use when writing to a woman either call and check or use Ms. When addressing your letter t o “Dear Mr. Smith or Ms. Jones,finish with “Yours sincerely”.

?If you are instructed to address your letter to Jack Jones or Mary Smith, never start your letter with “Dear Jack” or “Dear Mary” unless you have spoken with the person before and are sure that this familiarity is appropriate. In this case, finish with either “Yours sincerely” or “Yours truly”. If in any doubt, stick to the more formal Dear Ms. Jones.

?Give your letter a title to reflect the subject, e.g. “Job Title/Source of Advert/Ad Reference Number”. Even speculative letters need a title as it helps the reader understand from the

outset what your covering letter and CV are all about E.g. …Work shadowing opportunities?.

The title usually goes on the next line after “Dear…” (see examples at the back of the

handout). It is important to quote any reference numbers as the organisation could be

recruiting for several posts at the same time and it might not be immediately obvious which one you are applying for.

?Proof read your letter and make sure you check for any spelling or grammatical errors.

Computer spell checks may not always spot mistakes and typos such as “I dealt with

enquiries and angered customers“instead of “I dealt with enquiries and angry customers”.

There?s quite a diff erence between the two of these!

?If you do use a computer spell check and are applying for jobs in the UK, make sure it is set for UK English and not US English.

?As your CV and covering letter are a package, make them physically look like a package.

Print them on the same type of paper and use the same font for both.

In your covering letter, you need to introduce yourself and explain why you are interested in the job and the company, as well as why you are a strong candidate. This should be presented in clear, logical sections that are tailored to the job and to the employer. Reading your covering letter may be the first time a recruiter forma lly “meets” you as a candidate. If you are to progress to interview, that first impression needs to be a good one.

Beginning the letter

At the start of the letter, you need to introduce yourself to the reader and explain why you are writing. If you are writing in response to an advertisement, you need to mention this and quote any reference numbers. For example:

“I wish to apply for the position of “Graduate Analyst” with “Company name” which I saw

advertised on your company website.”

“I am writing to express my interest in the post of “Software Engineer” with “Company

name” as listed on the Careers Service website, and I enclose my CV for your

consideration. “

“It was with great interest that I read your advertisement for a marketing trainee in The

Guardian on Monday. I am currently studying Economics at The University of

Manchester..."

"As a final year geologist at The University of Manchester, I was very interested to see your vacancy for a Geotechnical Engineer on the Careers Service website..."

It is important to re-establish any links you have with the person you are writing to, or with the organisation itself. The reader may think it odd if they remember you but you make no reference to this in your letter. Also, if you previously worked for a company, they may not necessarily remember you, but the fact you worked for them before will be important. (See the examples at the back, specifically Sonia?s email and Mahesh?s letter). Additional examples:

"Following on from my conversation with Sam Jones at the Graduate Fair in Manchester, I am pleased to enclose a copy of my CV..."

"Two years ago, I undertook some work experience at your office in Bristol, and this led me to study computer science at University. As part of my degree course at The University of Manchester, I have the opportunity to do a 12 month placement in industry, and I am very interested in doing this with your company..."

The main body of your letter

There are two key areas of content you must include:

?Why are you making this application?

o Why are you particularly interested in this job/function?

How you tackle these areas in your letter will vary between applications, reflecting the different reasons that prompt you to apply for different jobs. Employers look out for candidates that demonstrate a clear interest in the job and in their organisation. Using the same covering letter for every application will not have the same impact as one that is carefully tailored to the particular job. There is also the risk of getting employer names mixed up – extolling your enthusiasm for working for Microsoft will not go down well on a letter addressed to Google! A good tip is to start with what prompted you to apply in the first place, whether it was the organisation or the job role itself. Structuring your letter in this way will allow you to demonstrate your enthusiasm and your letter should flow more fluently and logically.

Why are you making this application?

The following statements are different examples of how you can demonstrate your personal interest in the job/organisation:

“I?ve always wanted to be a Chartered Account and the reputation of your company and its training is well known”

“I met one of your recruitment team at your company?s presentation and the company and its approach to work is just what I?m looking for”

“I?m looking for a career switch into Advertising and my research shows you are one of the best”

“I?m looking to continue in my career as a research chemist and working for XYZ Plc, with its tremendous investment programme in my field of interest, is to me a natural choice”

NB: if you use a summary sentence like this, you still need to expand upon it in your letter. For instance, why have you always wanted to be a Chartered Accountant? What is it in particular about the company?s approach that interests you? Why advertising? etc.

As well as interest, you need to demonstrate an understanding of the job you are applying for and the company too. Show you have done your research properly and quote your sources. The Careers Service website has good sections on career research and you can also access the Vault Online Careers Library to help you.

When tal king about your interest in an organisation, avoid stating the blindingly obvious e.g. “you are a large multinational firm with 30 offices worldwide”. Instead, say WHY that matters to you and what it is about them that makes you want to work for them.

Focus on how your skills, experiences and attributes will be of benefit to the company. If you have done your research, you should have a good idea of where your strengths are as a candidate. However, don?t j ust focus on your selfish ambitions, growth and desire for continuing development. Of course, any good company will want all of that to happen for you and for you to be ambitious –but the primary focus is how you can make a contribution to them.

Think about your 'unique selling points' - things that make you stand out from other applicants. One approach is to pick your best three examples and summarise these in a short paragraph. For example, highlight your academic performance, your relevant experience and a personal strength relevant to the job. Don?t undervalue skills and experience gained outside your degree course, as it can help you stand out from the crowd.

Summarise each point briefly - don't copy word for word from your CV. Back up claims of having relevant skills with hard evidence.

Look at the example letters at the end of this handout; here are some others:

“I believe my research project demonstrates my special technical knowledge in this field as well as managing a team against a very d ifficult timescale and technical difficulties…”

“My work as Shift Supervisor at Lorenzo?s Pizzeria clearly shows I can lead and motivate a team and achieve results. I?ve enjoyed this work and really feel I can now move on and

make a difference and build a career in your company…”

"I have strong communication skills, developed from giving regular presentations at

university, and also from my role as a Student Ambassador for the Faculty of Life

Sciences."

"Acting as captain on the softball team developed my leadership skills, which were further enhanced by my participation in the Manchester Leadership Programme..."

"My strong organisational skills were tested when planning the trip to Bolivia to research my Masters thesis. This experience also shows my ability to deal with challenging work

environments."

Do not include any new information on your covering letter that is not on your CV. E.g.If you mention relevant work experience in your covering letter, make sure you provide the details in your CV to back this up.

Ending the letter

End your letter in the spirit of expectation, looking forward to the next stage in the recruitment process. Remember to include any practical details regarding your availability E.g. examinations, holidays, etc. If you are applying speculatively for work overseas then you might have to be prepared to travel to that location. For example, “I am planning to visit Sydney during August and will only be too happy to discuss this application with you then.”

Some examples:

“I look forward to hearing from you soon…”

“I look forward to discussing the position with you at interview…”

“Thank you for taking the time to consider my application…”

“I wil l complete my studies this September and will be available to start work after this time.”

“I will be unavailable for interview during 12 – 15th January, 2009 owing to examinations,

but can be available at any other time to suit your requirements.”

Using language to make an impact

Throughout your application, using proactive, positive language can create the impression of passion and enthusiasm. Avoid using the “passive voice” when talking about your skills and experiences in your covering letter. Th is is also referred to as talking in “the third person”. The impression it gives is that you were an observer, looking in from the outside, rather than an active participant.

It is important you take personal credit for your achievements so try to be explicit about your achievements and contributions. Using dynamic action verbs and “I” in your sentences will help the reader to be clear about what you personally achieved. Our handout “How to write a great CV… from scratch” contains a list of these dynamic action verbs that you can use when constructing your covering letter.

Remember: recruiters are more interested in finding out your specific contribution to a task, rather than the overall contribution of the group. They would prefer to see you referring to your responsibilities and achievements directly so they can give you personal credit for them. Disclosing Personal Information

?Although the general rule is to avoid referring to “negative” information in your covering letter, there may be situations when it is appropriate to do so. For example, if you are applying to an employer who is strict about A-level results but you have a good reason for why your

marks were low (e.g. serious illness during your exams), you may want to mention this in

your covering letter. You will find useful resources on https://www.wendangku.net/doc/4f2464413.html,/careers.

?If disclosing personal information is going to be an issue for you, you could have a talk with a Careers Consultant to plan your best approach.

?Disability – the student?s section of the https://www.wendangku.net/doc/4f2464413.html, website links to information and advice including disclosing a disability. Deciding whether to disclose a

disability or health issue at the application stage is normally a matter of personal choice.

There might be situations where you may want to mention a disability but decide to raise this at a later date if applicable E.g. if you need wheelchair access to attend an interview.

However, if you are asked a direct question about a disability or health issue you do need to provide the relevant information or you could risk dismissal later on. The Careers Service has a specialist adviser for students with disabilities if want to discuss this.

?The secret is to present personal information in a positive light, perhaps as evidence to

interested in your life story per se – only whether or not you have what they need. Do not dwell on it and remember to focus on all the positive things you have going for you. Writing a speculative covering letter

Companies and organisations with graduate recruitment schemes and internships have formal application procedures with clear deadlines. Opportunities for graduates with other types of employers may not always be well advertised or indeed advertised at all. That?s where you may benefit from writing a speculative letter or email and sending it with your CV to the employer or organisation you are interested. Here are some tips:

?Write to an appropriate person. If you are writing to a large organisation the Chief Executive won?t have time to deal with your enquiry, but if you write to someone in a junior position they won?t have the authority to help you. Instead, aim for someone who is

involved in recruiting staff, for example the head of the division you would like to work for.

?You could also write to the Human Resources department, if there is one, but be aware that they tend to deal with advertised vacancies.

?Try to find out the name of the person you are writing to. Writing …Dear Sir or Madam? indicates you haven?t taken the trouble to find out who you should approach.

?Be clear why you are writing and explain why you are interested in their organisation. An email or letter that reads as if it has been sent to a number of employers won?t be given

serious attention.

Emailing a Covering Letter

It isn?t always easy to decide wheth er to send an email or a covering letter. The advantage of sending an email is that it is easy to reply to but it is equally easy to delete. A covering letter and CV arriving through the post can make a nice change in this age of electronic communication, but may sit on a desk gathering dust. A further option is to try both methods: post a CV and covering letter and several days later email your CV mentioning that you?ve also posted it.

?Whatever approach you use don?t simply put …please see attached? in the body of the email and leave it at that. Instead, treat the email as you would a covering letter. If you are both posting and emailing your CV, you could …cut and paste? the text of your covering letter into the email (miss out the addresses and date). You can do this if the letter isn?t too long;

something you should aim to avoid even if you are sending it by post. Use the email

subject field to explain the purpose of the email, e.g. …Work Experience Enquiry - University of Manchester, Postgraduate Marketing Student?.

?Generally though, it is better to include the covering letter as an attached document rather than in the body of an email. It is likely that your application will be printed out and more

than one person will be reading it. You may need to use your judgement on this but if in

doubt, send it as an attachment rather than in the body of the email.

?Use an email address that sounds professional and not one that makes your friends laugh.

?Remember that not all email systems are the same - you may be able to format the email message at your end but it may not come out looking quite the same when it arrives at the other! It?s therefore advisable to stick to a simple format and avoid placing headings in the centre of the email, using italics, bold text etc.

?If you haven?t heard anything within a fortnight or so follow-up with a phone call. Before ringing prepare what you want to say. This needs to be concise and along the lines of,

…Hello, I?m Joe Bloggs, I?m a student/recent graduate of The University of Manchester and recently emailed/sent you my CV. I?m phoning to check that you have received it.? If you

you wait for a response. Be ready to explain your interest in their company/organisation, and any relevant skills and experience that might make them interested in you.

?Expect to write to a number of companies/organisations and don?t lose heart if you?re not lucky first time.

Example Covering Letters

Please note all of the following examples are fictitious. Please do not copy the examples but use them as guideline only.

?Example 1: Undergraduate placement covering letter

?Example 2: Graduate scheme covering letter

?Example 3: Graduate scheme covering letter (international student)

?Example 4: Speculative covering letter

?Example 5: Speculative covering email

Example 1: Undergraduate placement covering letter

Example 2: Graduate scheme covering letter

Example 3: Graduate scheme covering letter from an International student

Use your judgement when deciding

whether to address the person by their

first name or title and surname. If

you?ve not met the person it may be

safer to address them more formally. This person has met the person they are

emailing and they feel comfortable writing

Further help