Business Communication

Business Communication Lecturer: Gareth Jones Class 12:Cover Letters

Before Christmas • Making your own CV • Sections to include • How to write each section • Print and e-CV’s • Editing and finishing your CV Business Communication (Bus-100)

Today • Cover Letters • What is a cover letter? • Cover letter contents • Preparing your cover letter • Writing your cover letter Business Communication (Bus-100)

Today • Lecture material taken from: http://owl.english.purdue.edu/owl/resource Business Communication (Bus-100)

Cover letters • Also called “application letters” • Introduces you and your CV to potential employers or organisations you wish to join Business Communication (Bus-100)

Cover letters • It is the first document an employer sees, so we need to make a good first impression • Should always accompany a CV • A CV and cover letter are a team Business Communication (Bus-100)

Cover letters • Objectives: • Why you are writing • Why you are good for the job • How/when you will contact him/her Business Communication (Bus-100)

Cover letters • Does more than introduce your CV, it also: • Explains experiences through stories • Relates skills/experiences to job requirements • Shows employers that you are targeting this job • Gives a sample of written skills Business Communication (Bus-100)

Cover letters • Header • Introduction • Argument • Closing Business Communication (Bus-100)

Sections • Header • Introduction • Argument • Closing Business Communication (Bus-100)

Header • Your name • The address where you can be reached • Phone number • Fax number (if applicable) • E-mail address Business Communication (Bus-100)

Header • This is to make it easy for the person to contact you Business Communication (Bus-100)

Header • Then, skip a line and write the date • Then skip another line and write: • Name of the specific person • Title of that person (if available) • Address of the company Business Communication (Bus-100)

Craig M. Leroix2987 W. Taylor Dr.Portland, OR 45720890-372-1262cmleroix@anywhere.com February 2, 2005 Amy Kincaid, Human Resource DirectorWestern Electric, Inc.387 Collier LaneAtlanta, Georgia 30051 Business Communication (Bus-100)

Header • Who do I address my letter to? • Look in the job ad for the contact person. • Call the company for more information. • Research the company's website for the person in charge of the department you are applying to Business Communication (Bus-100)

Header • Address it to the specific person when you can: • If you can’t • “Dear Selection Committee” • “Dear Hiring Professionals” • “Dear Human Resources Representative” Business Communication (Bus-100)

Section • Header • Introduction • Argument • Closing Business Communication (Bus-100)

Introduction Purpose: • Get the reader’s attention • Introduce yourself • Explain purpose of letter • Explain why interested in the position or the company • Explain how you will help the organisation • Preview the rest of the letter Business Communication (Bus-100)

Introduction • Be very specific and use the following techniques: • State the university you attend, your major, and what position you are applying for (if you are a student). • Mention where you heard about the job Business Communication (Bus-100)

Introduction • Examples: • As a Cardiff University undergraduate in Electrical Engineering, I would like to fill the position of Engineering Internship advertised on General Electric's website. Business Communication (Bus-100)

Introduction • Examples: • Professor John Smith speaks highly of Western Electric, and he urged me to write directly to you. Business Communication (Bus-100)

Introduction • Examples: • I have been thinking about our conversation at Cardiff's Career Fair on the 11th December. I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company. Business Communication (Bus-100)

Introduction • Examples: • As a Business Adminstration student from China, I would like to fill the position of the translating internship advertised on WorkAbroad`s website. Business Communication (Bus-100)

Introduction • How to make a strong claim for yourself • After getting the attention, you must convince the reader that you match their organisation/company’s needs Business Communication (Bus-100)

Introduction • Clearly state two-three qualifications you have that match the company/position. • These qualifications will then be the focus of your body paragraphs and arguments. Business Communication (Bus-100)

Introduction • Examples • I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company. Business Communication (Bus-100)

Sections • Examples • I believe that my production experience, design skills, and enthusiasm for writing make me a strong candidate for the Production/Design Internship. Business Communication (Bus-100)

Argument / Body • Focus your cover letter's body around the two-three qualifications you mention in the introduction. • In each paragraph, concentrate on one quality, • Answer the following questions: Business Communication (Bus-100)

Argument / Body • How can I show I am qualified for this position and that I am a good match for the organisation? • What have I done that illustrates these qualifications? Business Communication (Bus-100)

Argument / Body • Show, don’t just tell! • Don’t just mention the skills that you have; you also have to show how you have them! Business Communication (Bus-100)

Argument / Body • Think of it as telling a story. You should: • Describe the experiences of how you received and grew your skills, mentioning specific places you worked and positions you held Business Communication (Bus-100)

Argument / Body • Example: • “My communication skills have grown in the past year. I learned how to write many different kinds of business messages, teaching me to write clearly and directly.” Business Communication (Bus-100)

Argument / Body • Along with explaining your skills, you want to describe how your experience with that skill is unique. Business Communication (Bus-100)

Argument / Body • Many people may have communication skills, but what have you done or accomplished? • Be specific and match this information to your CV Business Communication (Bus-100)

Argument / Body • Here are some ideas: • Special projects • Explain course work that gives you a type of professional experience. • Awards • Show that others have recognized the high quality of your work. • Include only those awards that relate to the position you desire. Business Communication (Bus-100)

Argument / Body Accomplishments • Demonstratehow you improved efficiency/productivity at work or school. • Include what you did at school that proves your skills. • Explain how you set a goal and reached it. Business Communication (Bus-100)

Argument / Body • Highlight skills and benefits to the company (two or three) • Emphasise interest in the company • Provide concrete evidence • Begin paragraphs with topic sentences Business Communication (Bus-100)

Argument / Body “As the president of the student council, I acted as a bridge between students and teachers. I also co-ordinatedlarge scale events and lectures and raised £2,000 for our organisation. My experience with event planning and council would make me a great asset to your NGO in Shanghai.” Business Communication (Bus-100)

Closing • A closing sums up your qualifications and reveals what you plan to do after your readers have receive your application packet (CV, cover letter, etc.) Business Communication (Bus-100)

Closing • Here are some suggestions of ways to do this: • Close with a strong reminder of why you are a good match for the job position and the organisation. • Request an interview in some way. Business Communication (Bus-100)

Closing • Provide contact information. • Thank them! • Sign your name and print it underneath. Business Communication (Bus-100)

Closing • Saying you will contact the potential employer will cause them to read your application materials with more interest. • You have a better chance that your materials will not be filed away. Business Communication (Bus-100)

Closing • By following up, you can achieve three goals: • Inform the employers that you are interested. • Prove that you can take action • Discover where you are in the hiring process. Business Communication (Bus-100)

Closing “I am eager to speak with you and discuss my possible contribution to Country Press, as I feel my experiences in communication and customer service will be an asset to the company. I will be in touch with you within a week, and if you need to reach me, you can call 15003202218, or email me at anyone@anywhere.com. Thank you for your time and consideration.” Business Communication (Bus-100)

Closing • If you do not feel comfortable informing your readers you will contact them, you may simply delete that part of the closing. • For example: Business Communication (Bus-100)

Closing I am eager to speak with you and discuss my possible contribution to Country Press, as I feel my experiences in communication and customer service will be an asset to the company. Please contact me at 15003202218, or email me at anyone@anywhere.com. Thank you for your time and consideration. Business Communication (Bus-100)

Closing • Length • Keep to one page. • Write one paragraph of introduction, one-three paragraphs in the body, and one paragraph to conclude. Business Communication (Bus-100)

Closing • Spacing • Single-space your cover letter. • Leave a space between addresses and dates in the heading. • Leave a space between your heading (contact info) and greeting ("Dear...:") Business Communication (Bus-100)

Business Communication