How to Write a Good Cover Letter in Library Land

1. How to Write a Good Cover Letter in Library Land Virginia Library Association Conference October 25, 2012

2. What Is a Cover Letter? • Your first communication with the search committee or hiring manager • Not just a brief note to say that you’re sending a resume, but… • Your chance to tell your story • Why are you applying for the job? • What do you bring to the job? • Why do you want to work at the hiring library? • Is there anything in your resume that needs explanation (e.g. gaps in experience)?

3. Who Will Be Reading Your Cover Letter? • Personnel managers • Your potential boss • Search committees Image: New York Public Library by Alex Proimos

4. What Should a Cover Letter Be? • Professional • Use proper formatting for your letter. • Proofread for spelling and grammar. • Neither too brief nor too long • Too little detail = a glorified resume • Too much detail = an autobiography • 1-2 pages is usually sufficient. • Relevant and thoughtful • Tailor your letter. Read the job ad. Do your research. Take your time.

5. What Should a Cover Letter Do? • Announce your candidacy to the search committee • Introduce yourself and list some of your qualifications • Elaborate on those qualifications with concrete examples • Thank the search committee and list the best way to contact you

6. Cover Letter Format Your address City, state, zip Telephone Email (DATE [Month day, YYYY]) Hiring manager’s name Company’s address Dear Mr./Ms. [hiring manager’s name] and Members of the Search Committee [or other appropriate salutation], This is where the text of your letter should be. The first paragraph should announce your candidacy, perhaps mention where you saw the job advertised, and highlight the main points of your letter, just like an essay. What are you going to be talking about in the cover letter? How are you qualified for the job for which you are applying? This is the first paragraph of your letter after your introduction. This is where you discuss the first point of your candidacy. This is the second paragraph of your letter after your introduction. This is where you discuss the second point of your candidacy. This is the third paragraph of your letter after your introduction. This is where you discuss the third point of your candidacy. Repeat until you have covered every point that you mentioned in your introduction. This is the conclusion of your cover letter. Much like the conclusion of an essay, it should recap your main points. Be sure also to thank the committee for their consideration, and mention how they can best contact you. Sincerely [or Cordially, Thank you… whatever suits the tone of your letter best!], Sheila GoodWriter

7. Common Wording for Announcing Your Candidacy • “Please accept this letter as an expression of my interest in [position title] at [library name].” • “I am writing to apply for the [position title] available at [library name], as advertised on [mailing list, website, wherever you found it].” • “I am applying for the [position title] at [library name].” • “Please accept my application for [position].”

8. Paragraph Structure • PDEC (or PDET) AKA Point, Discussion, Example, Conclusion (or Transition) • Make your point. What is the qualification you intend to discuss? • Discuss the point. Elaborate on your qualification(s). • Give a concrete example. What have you done in your career that illustrates and proves your qualification(s)? • Conclude or transition to your next paragraph. A good way to conclude a paragraph in a cover letter is by linking your qualification(s) directly to the job requirements as listed in the position posting. Try paraphrasing or even using the exact wording for very small phrases.

9. Final Paragraph • In the final paragraph of your cover letter, be sure to recap your most relevant qualities or qualifications. What is the last impression you want to leave with the reader? • Thank the committee for time spent reading your application materials. • Close appropriately: “Sincerely,” followed by your name on the next line is a common way to end a cover letter.

10. Horrifying Examples from Real Life • What follows are excerpts from actual cover letters, along with a discussion of what each applicant did wrong. • All names and other identifying information have been changed or redacted.

11. I am interested in exploring employment opportunities with the Shiny Unicorn Libraries. The accompanying resume will provide you with details as to my experience, education, skills and abilities. The position I am applying for is Awesome Librarian. As you will note in my resume, I am an Experienced Technical Services Librarianseeking a challenging position in Library Operations or any position that matches my experience, transferable skills, and education to assist an organization in meeting its goals and objectives. Please also note my proven experience and transferable skills in the following areas: • Patron Assistance • Barcoding • Repairing Damaged Items • Creating New Material Codes • Hiring, Managing, Scheduling and Evaluating Employees • Answering Questions • Opening/Closing Procedures • Problem Solving My strong educational background includes the following: • Masters of Library Science, [organization redacted] • Bachelor of Arts in History, [organization redacted] I am confident that my unique combination of professional experience, education, accomplishments and personal strengths would make me a valuable asset to your organization. At your convenience, I would appreciate the opportunity to meet with you to review my qualifications and discuss my ability to assist your organization in meeting its goals and objectives. Thank you very much for your time and consideration. I look forward to hearing from you soon.

12. Big, Huge No-Nos • Contractions – Never appropriate for formal writing. • Bullet points – Some people may disagree with this, but think of it this way: no one in the library world is going to throw your cover letter out of contention for *not* using bullet points. We’re wordy people. • Bold, underlining, italics – No, no and no. What is okay for PowerPoint presentations is not necessarily appropriate for cover letters.

13. While I mostly enjoy the work I’m doing now, I would rather be back in a Technical Services department, fully immersed in the cataloging world. I absolutely love cataloging and working with bibliographic records and finding problems and fixing them. Unfortunately, I now don’t have as much time to devote to such things as I would like.

14. Proofread Your Work! I would like to apply to be an Awesome Librarian with the Shiny Unicorn Libraries in Shinytown. This position was recently posted on the LIBRARIESROCK joblist. I believe that my educational background and my I have recently completed my Masters of Library Science Degree. In order to complete my Masters education I have been working in the business world as a receptionist. My current position has given me valuable experience in organizing and distributing information as well as working with a diverse group of people to reach important goals.

15. Remember Those Pesky Paragraphs? Use Them! My name is Jimmy BadWriter, and I am a recent graduate of Some University in Anywhere, US, with a Master’s degree in Library and Information Science. I am writing because I am highly interested in applying for the position of Awesome Librarian that was advertised on the (…) website. As a student, I have had coursework in collection development, reference services and cataloging, and I believe that I am fully qualified for all of the duties that would be required of me. I am familiar with MARC cataloging, LCSH and AACR2 through my coursework, and am willing to learn any other cataloging system that would be needed. I also have experience with integrated library systems and online catalogs, having contributed to a user manual for the Koha ILS. In addition, I have a background in computer technology, holding a B.A. in Computer Science from Some College. Though I am a recent graduate, I have experience working in several different academic libraries, including a three-month practicum experience in reference and collection development at Some College in Anywhere. I am hard working and enthusiastic, and look forward to being able to do my best to help your institution grow in any way possible. I hope to be able to speak with you in person about the job in the near future. Thank you very much for your time.

16. With Paragraphs…. My name is Jimmy BetterWriter, and I am a recent graduate of Some University in Anywhere, US, with a Master’s degree in Library and Information Science. I am writing because I am highly interested in applying for the position of Awesome Librarian that was advertised on the (…) website. As a student, I have had coursework in collection development, reference services and cataloging, and I believe that I am fully qualified for all of the duties that would be required of me. I am familiar with MARC cataloging, LCSH and AACR2 through my coursework, and am willing to learn any other cataloging system that would be needed. I also have experience with integrated library systems and online catalogs, having contributed to a user manual for the Koha ILS. In addition, I have a background in computer technology, holding a B.A. in Computer Science from Some College. Though I am a recent graduate, I have experience working in several different academic libraries, including a three-month practicum experience in reference and collection development at Some College in Anywhere. I am hard working and enthusiastic, and look forward to being able to do my best to help your institution grow in any way possible. I hope to be able to speak with you in person about the job in the near future. Thank you very much for your time.

17. Sentence Variety I recently saw your posting of Awesome Librarian on the Anywhere Libraries website. I am attaching my requested material for your consideration. I have worked in the cataloging and acquisitions department of [organization redacted] technical services for the past seven years. I trained in our complex cataloging unit enhancing AACR2 records in OCLC. I also worked in the cataloging department of the [organization redacted] for three years. I researched cataloging records on the Library of Congress website and WorldCat database. I cataloged children’s books, fiction, and nonfiction works. I performed original cataloging on books not in the Library of Congress website. I have used AACR2 cataloging rules while cataloging here at [organization redacted]. I worked as a Reference clerk while at the [organization redacted] library and volunteered at the reference desk of the main library at [organization redacted]. I have acquired my Master’s of Library Science degree to further my education. I have passed a Spanish proficiency exam while obtaining my History Master’s degree. I am willing to relocate. Thank you for your time. I look forward to hearing from you soon. *Side note: Font matters. Don’t use Courier New, as this applicant did.

18. Don’t Emphasize Your Faults “It’s true that I’ve been out of the library world for a while, but for several reasons, my skills haven’t grown *rusty.” *Also, don’t use the word “rusty.” Watch your use of casual and colloquial language.

19. Almost, but not Quite This introductory paragraph could have been decent, had the writer summarized the reasons why she or he would be a good candidate. A.) Please accept my application for the Awesome Librarian opening at the Shiny Unicorn Libraries advertised on the LIBRARIESROCK Joblist. I am confident that I would be an excellent candidate for this position.

20. Proper Forms of Address for Women; Gender Uncertainties • Never address a woman as “Miss” or “Mrs.” in a cover letter. The proper form for a professional letter is “Ms.” • If you are not sure of your contact’s gender, either use their full name or address your letter to the entire search committee, e.g. “Dear Search Committee.” • Use “Dear Sir or Madam,” only as a LAST RESORT. This isn’t incorrect, but, if at all possible, you want to address your letter to someone specific.

21. Resources for Further Reading • http://opencoverletters.com/ • http://www.career.vt.edu/jobsearchguide/coverlettersamples.html • Vincent, Clement. “The Rejection Letter I Wish I Could Send.” Chronicle Of Higher Education 56.17 (2010): D5-D6. Academic Search Complete. Web. 22 Oct. 2012.

22. Thanks for attending! Susan Vandale Cataloging & Periodicals Librarian Wyndham Robertson Library Hollins University svandale@hollins.edu