COVER LETTER GUIDE - Career Resource RESOURCE CENTER

CAREER
Career Resource
Center
RESOURCE CENTER

   COVER LETTER
   GUIDE

   Prepared for School of Management students by:
   The Frank L. Ciminelli Family
   Career Resource Center
   308 Alfiero Center
   (716) 645-3232
   mgt.buffalo.edu/career

PERSONALIZE EACH LETTER
               Address each letter to an individual, get a name!
               Place emphasis on skills needed/requested for each particular job opportunity
               Always avoid form letters
               Focus on the Reader
               Use "You" vs. "I"

Place emphasis on the contributions you can make, not how you would benefit from the
position.

THREE TYPES OF RÉSUMÉ COVER LETTERS:

1. "Cold" Letter to Prospective Employer - This is an unsolicited letter and typically receives
   little attention from a busy reader.
         Avoid when possible
         Turn into a "warm" letter by referencing a speaker, newspaper article,...

2. "Warm" Letter (Advertisement, Referral) - This type of letter is sent when someone known
   to the reader has suggested that you make contact, or when the reader has
   requested/invited candidates to respond.
              Newspaper Ad
              Internet Ad
              Personal Referral

3. "Hot" Letter - A decision maker within an organization or a close source has requested that
   you make contact.
             Work on "closing the sale"

WHAT SHOULD BE INCLUDED IN THE COVER LETTER?

               Proper business letter heading information
               An introductory paragraph
               A statement of purpose
               A summary of qualifications
               A request for a response
               A proper business letter closing

Heading Information
Return address
Date
Contact name (be sure to include Mr./Ms./Dr. etc.), title and address

Salutation
Avoid generic salutations such as "To Whom it May Concern," "Dear Sir or Madam," and
especially gender-specific assumptions such as "Gentlemen"

If you have exhausted every possibility of getting the name of an individual and must use a
generic salutation, use a simple "Good Morning:" or "Dear Prospective Employer:"

Follow salutation with a colon (:). Commas are only for informal correspondence

Call company, check spelling of contact name and get his/her current job title

Introduction/Statement of Purpose (First paragraph)
    Explain why you are writing
    State what you hope to achieve

Summary of Qualifications (Should be limited to one or two paragraphs)
  Explain your relevant qualifications
  Show the similarity of your qualifications to those required for the position.
  Explain how you can be a benefit to the employer

Request For Response (Final paragraph)
   Affirm interest
   Take responsibility for next contact
   If this is not possible, as with a blind ad, for example, include information on how you can be
contacted.
   Include your phone number with the signature if it is not in the body or heading of the letter.

Closing
   Close letter with "Sincerely,"
   Tab down four times
   Type full name
   Sign in blue or black in the space between the closing and your typed name

COVER LETTER TIPS

    Open your letter with a strong statement.
    Draw attention to your past experience and accomplishments and the possible benefits to
the employer
    Show, don't tell
     Example: Rather than "I can manage money..." say "As treasurer of my fraternity, I was responsible
     for a budget of $20,000..."
   Quantify achievements whenever possible
     Give examples (in % or $$) of situations where you increased sales or profits, improved
     productivity, decreased costs (or defects) or improved quality
    Be concise. One page maximum with three to four paragraphs is more than adequate.
Use clean language, be articulate--not pedantic
        Example: Avoid saying "utilize" when "use" works. Say "read" not "peruse"
        Avoid colloquialisms such as "touch base," or "keep in touch"
        Avoid meaningless filler such as "at this point in time," "for whatever reason," "at the
        present moment" or "at a mutually convenient time and place"
    Focus on statements, not feelings
        Examples:
        Avoid: "I would like to thank you for..." Instead, say: "Thank you for..."
        Avoid: "I feel that I am qualified..." Instead say: "As you can see, my skills make me an
        excellent candidate..."
    Ask for an interview or at the very least a response
    Be positive and confident!
    Make copies of and keep track of all letters sent to makes follow-up easier
    Letter must be 100% error-free. Spell-check, grammar-check, proof read & ask others to
proof
    Use quality bond paper in white or buff. (Be sure to use matching paper for your résumé!)
    Use print attributes (bold, italics, underlining) wisely, do not overuse
    Use a quality laser printer (minimum 300 DPI). Avoid ink jet, bubble jet and dot matrix
printers

OTHER TYPES OF JOB SEARCH-RELATED LETTERS

Thank You Letter (After Interview)
   This letter is sent to interviewer after interview
   Should be sent ASAP after interview (1 or 2 days at most)
   Be Brief
   Express gratitude for time/interest
   Reinforce strengths
   If necessary, negate weaknesses that may have appeared in the interview
   Reaffirm interest
   Take responsibility for next contact

Networking Letter
   Request informational interview
   Best approach: non-threatening
   Acceptance Letter
   Accept offer of position
   Confirm terms: salary, title, start date...
   Express gratitude, enthusiasm

Rejection of Offer Letter
   Politely decline offer of position
   Give a "positive" reason for rejection
   Make a favorable statement about organization
   Always leave the door open

Thank You Letter (After hire as a follow-up to those who helped with job search)
    Ideal for keeping networks open. Can include: network contacts, career office personnel,
professional
     contacts...
    Express appreciation for time and effort expended on your behalf
    Offer reciprocal assistance, if ever needed

Resignation Letter
   Express appreciation for time with organization
   Give company some credit for personal growth
   Inform of intention to leave: include final day, date
   Assure smooth transition
   Leave the door open

Career Resource Center Cover Letter Template
                Once you read the guide above, use one of the appropriate Career Resource
                Center Cover Letter Template links below for help in formatting your letter:

                   mgt.buffalo.edu/home/career/students/prep/tools/correspondence/letter

Jane Ann Doe
     911 Colvin Avenue     Buffalo, NY 14216     (716) 832-9023    doe@acsu.buffalo.edu

October 24, 2010

Mr. George Smith
Manager, Human Resources
ABC Company
1100 Hertel Avenue
Atlanta, GA 30070

Dear Mr. Smith:

This letter is in response to your advertisement for a Management Trainee posted through the
Career Resource Center at the University at Buffalo School of Management. Mr. Paul Miller,
manager of ABC Company’s Buffalo office, has informed me about the company’s new business
initiatives in Atlanta. I am interested in relocating to the Atlanta area and eager to apply my
bachelor’s degree in business, strong leadership experiences, and interpersonal skills to your
position.

As you can see from my enclosed résumé, I have held several management positions, most
notably president of my 165-member fraternity, which included managing a $20,000 budget as
well as supervising six committees. I have also had extensive business experience, including
two management internships. Finally, the strong communication skills your request in your
posting can be seen in my work as a writer for the campus newspaper.

I will be in Atlanta the week of November 5-10 and would enjoy meeting with you to discuss
how I might contribute to the success of your company. I will call your office later next week to
schedule an appointment.

Sincerely,

Jane A. Doe

Enclosure

Sample Cover Letter

                                                   Jane Ann Doe
        911 Colvin Avenue          Buffalo, NY 14216          (716) 832-9023          doe@acsu.buffalo.edu
X Return address above includes telephone number with area code. May also include fax , e-mail & web address
X Number of spaces to the date varies with length of letter: typically 1-8 spaces, or 13 spaces from top
October 24, 2010 For the date, spell the month--do not use numeric format (i.e., 11/18/02)
X
X
X
X
X The inside address begins on the sixth line after the date.
Mr. George Smith                               Contact Name, including Mr./Ms./Dr. etc.
Manager, Human Resources                       Contact Title
ABC Company                                    Company Name
1100 Hertel Avenue                             Company Address
Atlanta, GA 30070                              City, ST Zip + 4 (Use 2 letter state code, all-caps)
X
Dear Mr. Smith: Always address to a person. Don’t use “To Whom it May Concern” or Dear Sir/Madam. Follow with a colon.
X     Introductory paragraph establishes rapport & states purpose. State position & where you learned of it. Grab
the reader’s attention by mentioning relevant skills in a positive manner.
This letter is in response to your advertisement for a Management Trainee posted through the Career
Resource Center at the University at Buffalo School of Management. Mr. Paul Miller, manager of ABC
Company’s Buffalo office, has informed me about the company’s new business initiatives in Atlanta. I am
interested in relocating to the Atlanta area and eager to apply my bachelor’s degree in business, strong
leadership experiences, and interpersonal skills to your position.
X       Body of letter references enclosed résumé and highlights most RELEVANT qualifications. Use examples—
“show, don’t tell.” Emphasize how you can make a contribution. Focus on the reader (Don’t start every sentence with
“I.”
As you can see from my enclosed résumé, I have held several management positions, most notably
president of my 165-member fraternity, which included managing a $20,000 budget as well as
supervising six committees. I have also had extensive business experience, including two management
internships. Finally, the strong communication skills you request in your posting can be seen in my work
as a writer for the campus newspaper.
X       In the closing paragraph, reaffirm interest; ask for an interview; and say you will call and when.
I will be in Atlanta the week of May 5-10 and would enjoy meeting with you to discuss how I might
contribute to the success of your company. I will call your office later this week to schedule an
appointment.
X                                                        Notes: Keep letter to 1 page, always single space
Sincerely,                                               Use clean, simple font: 11 or 12 pt.
X                                                        Side margins: 1.25” or 1.5” for very short letter
X Be sure to sign your name here                         Top/bottom margin: minimum 1”
X                                                        For full block format, do not indent paragraphs
Jane A. Doe                                              Left-justify inside address and closing
X                                                        ** An "X" in the sample above is used to illustrate where "a
Enclosure                                                blank line space" is used in the cover letter layout.