KYSHRM College Relations Webinar: Writing Effective Cover Letters and Thank You Letters - Shelly Trent, SPHR, SHRM-SCP, CAE
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KYSHRM College Relations Webinar: Writing Effective Cover Letters and ThankYou Letters Shelly Trent, SPHR, SHRM-SCP, CAE shellytrent@live.com
WRITING EFFECTIVE COVER LETTERS AND THANK YOU LETTERS
JOB-SEARCH CORRESPONDENCE COVER LETTERS • Sixty percent of executives believe the cover letter is either as important as or more critical than the résumé. • A cover letter should tell specifically why and how you are uniquely qualified for the job based on the criteria in the job posting. • If you have an employee connection at the company, mention that in the first sentence: “My good friend Joe Brown, an employee in your accounting department, suggested I would be a good candidate for this position.”
JOB-SEARCH CORRESPONDENCE COMMENTS FROM KEVIN KERMES, FOUNDER & EDITOR OF CAREER ATTRACTION Reflection of Your Interest – the ease with which you can apply to jobs online is the exact reason that a cover letter is paramount. It is a strong indicator that you are serious about your candidacy, not just slinging your résumé out there to see where it sticks. Template versus Boilerplate – Having a standard cover letter is a starting point, but definitely not something to arbitrarily cut-and-paste each time you apply. Make sure the document reads like it is written for the reader and only the reader. Ask yourself which would be more likely to engage you: something speaking solely to your needs or a generic message for the masses?
JOB-SEARCH CORRESPONDENCE COMMENTS FROM KEVIN KERMES Standing Apart from the Crowd Unemployment may be better than it has been, but dissatisfaction amongst those employed is at record high levels. Bottom line: competition remains high. This means differentiating is the name of the game, now more than ever. Your cover letter is the perfect platform to do just that. Interview Before the Interview Every C-level executive I work with says the same thing. They use the cover letter as a barometer to gauge a candidate’s ability to effectively communicate. This is an ideal time to showcase your written communication skills.
JOB-SEARCH CORRESPONDENCE COMMENTS FROM KEVIN KERMES Do Recruiters Read Them? Some do, some don’t. For those who do, it gives them pre-packaged selling points for their clients, should they consider you a candidate. They are, after all, another example of an interview before the interview. Are cover letter sometimes overlooked? Yes. On the other hand, they are quite often a deciding factor as to whether or not you will get an interview. So, take the time to put together a document that reflects you and why you should be considered over the other hundreds of other applicants.
JOB-SEARCH CORRESPONDENCE JOB-SEARCH CORRESPONDENCE For all job letters: • Use a standard business-style format. • Type all letters. • Address letters to a specific individual and use his/her correct job title. • Use the full mailing address of the organization. • Scan in your signature and use it in the signature line of letters. • Make paragraphs average in length. • Always send a letter with a résumé, never a résumé alone.
JOB-SEARCH CORRESPONDENCE JOB-SEARCH CORRESPONDENCE For all job letters: • Check your work carefully for grammar and spelling. • It is a good idea to have someone else (who is a good writer) proofread it. • Use your computer’s spell check and grammar check! Don’t rely solely on that, however. • Don't plagiarize letters out of books or off the Internet. One employer recognized a thank-you letter he received had been taken word for word from a text he was familiar with.
JOB-SEARCH CORRESPONDENCE
COVER LETTERS
• Purpose is to get person to READ the résumé.
• Use your cover letter to answer every requirement in the
advertisement.
• Personalize your response as much as possible.
• Direct your materials to specific individuals, not "To Whom It
May Concern," or "Dear Sir/Madam."
• If the postings do not show a person’s name, a quick search of
the web or LinkedIn can provide that.
• In a blind ad with no company listed, address your letter to a
specific position title, (e.g., Dear HR Manager).
• Try to write to the manager who will make the final hiring
decision.JOB-SEARCH CORRESPONDENCE COVER LETTERS • Opening sentence should announce its purpose and give the reader a reason to read on. Recruiters get lots of letters everyday. Make sure they know what your letter is about right off the bat. • Use the RE: line to name the job (use the job number if applicable) • If someone mentioned the job opening to you, be sure to use his or her name in the introduction: "I am writing to you at the suggestion of John Doe, who told me you may be looking for a marketing coordinator."
JOB-SEARCH CORRESPONDENCE
COVER LETTERS
• Demonstrate your knowledge of the company. Use that employer
research!! Not only does this show that you have a genuine interest in the
job, but it also indicates that you have initiative—a quality that is highly sought
after in candidates.
• Explain why this job interests you. Let potential employers know what
you have to offer. Do you have any special abilities or knowledge that you
could build upon if hired?
• Briefly elaborate on one or two key points to draw attention to
your résumé. Give details about the most relevant parts of your work
history for this position.
• Don't rehash your résumé. The cover letter should generate interest in
the résumé, but not reiterate the same points. Don’t say, “As you can see on
my résumé…JOB-SEARCH CORRESPONDENCE COVER LETTER FORMULA 1st paragraph Explain why you are writing; identify the position and your source of information. Indicate in summary form your strongest qualifications for the position using a series of phrases. 2nd paragraph Outline your strongest qualifications in more detail and show how they match the position requirements. As much as possible, provide evidence of your related work experience and academic experiences and accomplishments. 3rd paragraph Optional. Convince the employer that you have the personal qualities and motivation to succeed. Relate your interests and qualities to your knowledge of the company. 4th paragraph Request an interview and indicate how and when you can be contacted. Thank the reader for his/her consideration.
Job Posting on ASAE site
Association’s website Find the name of ED and the street address
Your contact info at top. Use name of ED and full street address. Use the RE: to provide job title. Addresses where posting was seen, certifications, education, and work in similar associations.
Specifically addresses the qualifications listed in the JD and how experience matches. Ends with reference to meeting all requirements in posting and obtaining an interview. Includes signature.
JOB-SEARCH CORRESPONDENCE
THANK-YOU LETTERS
• It is good manners to thank your interviewers within 24
hours of your meeting
• It is also an opportunity to get your name in front of
people one last time and leave a positive impression
• Use your thank you note or letter to reiterate the ways
your skills and experience are a good match for the
position
• If there's something you forgot to mention during the
interview, this is an opportunity to clarify
• If they have been communicating with you via email, or if
you can find their email addresses online, this is the
fastest way to send a thank you noteJOB-SEARCH CORRESPONDENCE
THANK-YOU LETTERS
• 1st Paragraph
• Show appreciation for interview
• Name names
• Express continued interest if it exists
• Middle Paragraph(s)
• Provide info not offered in interview or re-emphasize material covered
• Supply requested information
• Last Paragraph
• Offer thanks and anticipate future contactJOB-SEARCH CORRESPONDENCE THANK-YOU LETTERS • If you are interviewed by multiple people, send EACH of them a thank-you letter, but NOT the same one! • They will probably compare them, and no one likes getting a “form letter.” • Again, please DO NOT use wording from these examples, a book, or samples. Use your own words.
JOB-SEARCH CORRESPONDENCE
FOLLOW UP!
• No matter what job search strategies you choose,
follow-up and record keeping are important for success.
• Maintain a careful record of all interviews, thank-you
notes sent, referrals made, and follow-up actions.
• Job seekers who fail to maintain this information often
lose valuable contacts as well as credibility with
prospective employers.
• Follow up within 24 hours!!Contact info at top; full address for recipient. Reminds reader of job title, expresses thanks and appreciation, reiterates interest and match. Closes with signature.
https://ky.shrm.org/college-relations-and-emerging-professionals KYSHRM College Relations Webinar Series
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Current HR research or your own research and consulting projects Interested in being a mentor or mentee?
Form to complete at https://ky.shrm.org/college-relations-and-
emerging-professionals
Page one of form is for mentors; page two is for mentees
KYSHRM Once form is completed, please save it to your computer and
Virtual email it to shellytrent@live.com
Matches will be made based on mutual areas of interest
Mentoring
Geographic proximity not important since it is a virtual program
ProgramQ&A
Thank you for your participation! Shelly Trent, SPHR, SHRM-SCP, CAE KYSHRM College Relations Director shellytrent@live.com (502) 235-6438
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