Cover letters and Business letters

1. Cover letters and Business letters 2009 12 Peiling Hsia

2. Contents: • Cover letter • Guide to basic business letters

3. Cover letter (http://owl.english.purdue.edu/owl/resource/723/03/ )

4. 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.

5. 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.

6. 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

7. 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.

8. Example: 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

9. 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."

10. 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.

11. 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.

12. 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).

13. 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.

14. 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@e-mail-link.com. Thank you for your time and consideration.

15. 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@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.

16. Examples of cover letters • http://www.csuchico.edu/plc/coverltr-ex.html • http://www.cvtips.com/cover_letter_example.html

17. 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_basbletter.htm ) (http://www.theenglishweb.com/wp/wp-content/uploads/2007/10/letter_and_email_phrases.pdf )

18. 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

19. Standard phrases for letters and emails

20. 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) The Start

21. Making references The reason for writing

22. Informing Confirming

23. Asking for information or advice Explaining and clarifying

24. Replying a request Requesting Could you possibly? I would be grateful if you could… Could you give me some information about…

25. Making reference to something your reader knows Saying thank you

26. Making a suggestion or giving advice Enclosing

27. Apologizing Referring to a meeting

28. Asking for action Offering help

29. Excuse of delaying reply Excuse of technical problems

30. Notification of holidays or absence

31. Expressing urgency

32. The finish

33. 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.

34. 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.

35. A sample letter Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 Tel: Fax: Email: kenny@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 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House

36. 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_basbletter.htm (Guide to Basic Business Letters ) • http://owl.english.purdue.edu/owl/resource/549/01/ (Cover letters)