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begins with YOUR cover letter.
123 Happy Avenue
Grand Forks, ND 58201
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December 12, 1993
(don’t abbreviate)
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Ms. Sally Somebody
Director of Human Resources
Finders Corporation
444 Tulane Street
Fargo, ND 58501
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Dear Ms. Somebody:
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(Never by first name and only
Sir / Madam: if absolutely necessary)
• 1st paragraph. There are 2 items to be
mentioned in this paragraph.
• 1.)…the reason for the letter, such as, that
you are applying for (or) seeking a sales
manager position.
• 2.) Close this paragraph by telling the
employer where you heard about their
business or the positions you are inquiring
about. State the name of the publication,
employment agency, or networking contact,
this will give the employer a reference point
about the contact. (Note: 3 sentences = 1 paragraph)
# (1 space between paragraphs)
•
SAMPLE: IA
I am writing today to express interest in
working for your company. I am currently a
Junior at the University of North Dakota,
majoring in Communications and am looking
for an internship or a co-op position for the
summer term. In researching your company, I
feel that I could be an asset to your team. I
would like to gain experience in the
Advertising/Marketing field and believe that
your company is exactly what I am looking for.
Sample: IB
• John Allen of your firm informed me of an
opportunity within your company as a
Pharmaceutical Sales Representative. I
also found a more detailed job description
on Monster.com. Please consider this
letter as my application for that position.
• 2nd paragraph.
This paragraph gives the reader an
• 1.) indication of your interest in
the position
• 2.) and why you chose their
company
• . (Note: 3 sentences = 1 paragraph)
# (1 space between paragraphs)
•
Sample: IIA
Growing up on a family farm, I have come to
understand how important insurance is to the
farmer and their family. I also understand that
ABC Company is a business that was founded
to protect farmers and ranchers from the
natural disasters they faced in their business,
and I am very interested and excited to join
ABC Company so that I can learn more about
helping people protect their families and their
businesses.
Sample: IIB
• I will be residing in Minneapolis this
summer and would like to gain experience
that may be mutually beneficial following
graduation. I am interested in working for
your company because I believe that
yours is a strong organization that merits
the quality work ethic and values that I to
strive to achieve and live by.
SAMPLE: IIC
•I was particularly attracted to your organization
because of the wide diversity of projects it is involved
in. Working in the areas of retail, hospitality and
entertainment is what I have always wanted to do and
those are areas that your organization specializes in. I
am also especially interested in your international
perspective because my concentration in the MBA
program is International Business and because I have
studied abroad. I find the number of offices you have
exceptionally appealing because of the various layers
of management necessary to make this corporation run
successfully. This fits with my ultimate goal of being
part of a management team in an international
business. I believe that my education along with my
internship experience as ___________ will enable me
to assist your organization on many levels.
• 3rd paragraph
• 3.) why the company should consider
YOU for an interview.
Tell the reader about your relevant work
experience (paid or unpaid) as well as your
educational strengths. Tell the reader only
the most important skills you have,
especially those that relate to the position
you are seeking. if you are a graduate with
little work experience, explain how your
education has prepared you for the
position, but be specific
• (Note: 3 sentences = 1 paragraph)
# (1 space between paragraphs)
Sample: IIIA
• As you can see on my resume, I possess the
qualifications to join your team in a number of different
positions. I am a proven leader who believes that
accountability and integrity are essential in today's
workforce. As President of a Greek Fraternity chapter
that ranks in the top 10% in the country, I have traveled
the country and given presentations to hundreds of
people. I possess the communication and teamwork
skills to work with anyone to conquer a task. With hard
work and dedication, we can work together to help your
company continue to strive for excellence and succeed
to our fullest potential.
SAMPLE: IIIB
• I believe that I am well qualified to fill this position
because of both my education and experience. I will
graduate from the University of North Dakota (UND) in
May 2002 with a Bachelor of Business Administration
degree in Marketing. Through my current position at
PRACS Institute, I have gained an immense interest in
pharmaceutical products and the developments within
the pharmaceutical industry. I have a worked several
part-time and temporary positions while earning my way
through college. Most of those positions have been
sales related or customer service oriented and some
have entailed management responsibilities. Please see
my enclosed resume for further details. Through these
experiences, I have had the opportunity to learn the
importance of building relationships with your customers
and the effective use of good communication tools in
making a sale as well as in building a business.
•
Sample: IIIC
The opportunity of working for a company that has
positive future goals is something that I value greatly. I
know that my educational coursework and prior work
experience has prepared me to step in and contribute
immediately. Currently, I am a junior at the University
of North Dakota and I am pursuing a B.B.A. majoring
in Management. As an assistant manager of my
family’s farm, I have learned valuable leadership skills
that can not be overlooked. My past experience with
XYZ Company has taught me how to perform a high
level of customer service while working under
demanding management. As an intern, I will leverage
what I have learned in the classroom and will learn
through your training program to uphold the reputation
of ABC Company.
• Final paragraph. The closing paragraph should…
• 1.) refer the reader to any attachments, such as your
resume.
– This paragraph can also be used to make the reader aware of any
college credential files you have. You can mention if the
credential file is being sent under a separate cover, or that your
credential file is available upon request, if desired. Tell the
reader what is in your credential file, such as, data form,
transcripts, reference letters, teaching evaluations, etc.
• 2.) ask for an interview and include your telephone
number (so the employer can contact you).
• 3.) offer to assist if additional information is needed
• 4.) contain questions about: the application process,
how to get additional information, the fact that you will
be following up the letter with a phone call, that you
have an answering machine and will return calls
promptly, or dates and times you will be available for
interviews.
• 5.) A closing sentence that shows appreciation for
their time. Note: 3 sentences = 1 paragraph)
# (2 spaces after final paragraph and before closing)
Sample: IVA
•
Please refer to my resume for a detailed account of my
education and work experience. I look forward to
visiting with you about this (Co-op/Intern) position, and
respectfully request the opportunity to interview with
you and the ABC Company. If you require additional
information or would like to set up an interview, I can
be reached by phone at (701) 777-7777 or by e-mail at
[email protected]. I look forward to hearing
from you soon. Thank you for your time and
consideration.
Sample: IVB
• I have enclosed my resume for your review. I
would welcome the opportunity to talk or meet
with you to discuss further the position and my
qualifications or to provide you with any
additional information you might require. I will
be relocating to your area upon my graduation
from UND in May of 2002. Prior to that, I may
be reached by phone at (701) 777-7777 or by email at: [email protected]. I look
forward to hearing from you soon. Thank you,
for considering my application.
• Sincerely, -or- Sincerely yours,
• Respectfully, or Respectfully yours,
# (4 spaces - allow room for your signature)
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• Mark Anybody (Type your signature)
• Enc. or Enc.(s) (“enclosure(s) is optional”)
(Note: **The body of the letter should be centered on the page.)
DON’T (i.e. Do NOT)
 Use abbreviations in your
addresses (except for states)
 Be sloppy about formatting
 Leave any spelling or
grammatical errors
 Use different colors of paper
for cover letter and resume
 Repeat what is already on your
resume (refer to resume for details)
“Do Not”
Use a first name in a
business salutation
Buy or create perfumed paper
Use background images
Use the stationery of your
current employer
Handwrite your letter
Send a photocopied letter
with only an address change
(i.e. Mass mailing)
DO’S
 Include all your contact information in the
letter and on the envelope (The more
influential the person; the better!)
 Determine the appropriate contact person
Center your letter on the page
 Use the same font for resume and cover
letter
 Use quality 8 ½” by 11” paper (20# weight)
 Choose a conservative color: white, off
white, gray, beige, pale blue
 Use matching stationery envelopes (folded)
or a 9” X 12” manila envelope (flat)
DO’S
 Use a Word Processing program and a
letter quality printer
 Type your label or envelope (Neat handwriting
is acceptable.)
 Give an overview of your capabilities and
show why you are a good candidate for the
job
 Assume that the lowest person on the
totem pole will do the prescreening.
 Write your cover letter/resume to include
all of the essential components of the ad
that pertain to you.
 Make your qualifications clear so that the
reader won’t have to read between the
lines. (Don’t assume they know what you mean.)
• Finally, write your cover letter in your own
words. Let your personality, your passion
and your enthusiasm for the position and
the company shine through!
(Then … have someone else proofread it for you!)
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Part I: Diagram the ad.
The Heritage Hjemkomst Interpretive Center seeks a “Professional Exhibits & Education
Director” to:
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develop, implement, and maintain an active interpretive program, including permanent and traveling
exhibits, educational services, and public programming.
Responsibilities:
Develop annual and long range interpretive plans and operating budgets.
Procure, design, curate, & install an annual series of traveling exhibits.
Implement an active interpretive program, including
coordination of public speakers, performers, & educators to enhance exhibits.
Research, write, and budget grant requests for exhibit and program support.
Write & design promotional materials for new exhibits and programs plus
coordinate quarterly newsletter.
Maintain organized records on exhibit contracts, insurance reports, grant applications.
Work with community advisors to plan new exhibits and programs.
Qualifications: Applicant should have a BA or MA in Communications, Graphic Design Education, or related
discipline. Position requires
strong verbal and written skills, plus
knowledge of effective dissemination & display methods that inform and entertain the public
via multiple media.
Successful candidate will show leadership ability to
coordinate people & resources,
understanding of exhibit design, &
talent for creating displays with
a knowledge of materials, methods, and tools for exhibit construction.
Applicant should be proficient in uses of MS Windows (Word, Publisher, Excel).
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Background in promotion, marketing, or history is a plus .
Send cover letter, resume, and 3 references by April 15, 2003 to:
Executive Director, HHIC Box 777, Moorhead, MN 56500
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Part II: Highlight and identify essential components
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develop, implement, and maintain … program, … exhibits, educational services, and public
programming……
Develop … plans and operating budgets.
Procure, design, curate, & install … exhibits.
Implement … program, …
coordination (of events/performers)… to enhance exhibits.
Research, write, and budget grant requests for … support.
Write & design promotional materials …
coordinate … newsletter.
Maintain organized records …
Work with community advisors to plan
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… BA or MA …
strong verbal and written skills, plus
knowledge of effective dissemination & display methods that inform and entertain …
via multiple media.
... show leadership ability to coordinate people & resources,
understanding of exhibit design, … creating displays …
a knowledge of materials, methods, and tools for exhibit construction.
… proficient in uses of MS Windows (Word, Publisher, Excel).
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Background in promotion, marketing, or history is a plus .
Send cover letter, resume, and 3 references
by April 15, 2003
to: Executive Director, HHIC Box 777, Moorhead, MN 56500
Part III:
Synthesize the ad.
Develop, implement, and maintain
– program, exhibits, educational services, public programming,
plans and operating budgets, organized records, Work with
community advisors to plan, coordinate people, resources and
events
Research, write, design & budget
– grant requests for … support, promotional materials, coordinate
… newsletter, create displays
Necessary skills & abilities
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BA or MA, Strong verbal and written skills, demonstrated leadership
ability, proficient in MS applications (Word, Publisher, Excel)
Optional skills & abilities ++
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Background in promotion, marketing or history, knowledge of materials,
methods & tools for exhibit construction, familiarity with multiple media
methods,