This article tells you how to write cover letters and requests for information interviews in a way that gets the response you want. You'll also know what you can do to improve your odds of landing an interview once your letter's in the mail.
Request for Information Interviews
Let's look first at how to handle what will probably be your initial piece of job-search correspondence --the request for an information interview.
In this letter, you need to introduce yourself, explain why you're writing, and request for an information interview. If you are writing at the suggestion of a networking contact, you should open the letter by mentioning that person's name.
Use a standard business-correspondence layout (consult a business-letter reference book if you're unfamiliar with your options). But keep the tone friendly and relaxed, as if you were writing to the cousin of a good friend, perhaps. Keep the letter to one page, and always close by stating that you will call to request a meeting time.
Don't try to "sell" yourself in this letter. Remember that your goal is to establish a relationship and gather information. It's fine to include a little bit of background about yourself, but keep it brief. Don't forget to include your name, address, and phone number, so that the contact can reach you if needed. (Take a look at the letter given below.)
Without being gimmicky, Rebecca grabs Christine's attention by referring to Bert, a mutual contact, right off the bat. She quickly explains her purpose for writing and her connection with Bert, while simultaneously establishing her interest and experience in interior decorating.
In a non-threatening, polite manner, Rebecca asks for the face-to-face information interview. She makes it clear that she wants nothing more from Christine at this point than a little advice. She also takes responsibility for setting up the meeting, and establishes a timeline for her follow-up phone call. The overall tone of the letter is casual, enthusiastic, and, yes, flattering to the reader.
Rebecca Spencer
54 Blaine Street
Augusta, GA 30901
404-555-3271
Christine Dyken
July 19, 1995
C. D. & Associates
24 Twelve Oaks Lane, Ste. 210
Augusta, GA 30901
Dear Ms. Dyken:
When I asked Bert Keilor for advice on getting started in interior decorating, he said, "There's no one who knows the business better than Christine Dyken." With that glowing recommendation in mind, I am writing to see if you might be willing to share some of your professional insights with me.
For the last two years, I've been in the process of restoring and redecorating a 100-year-old home. (Bert handled the sunroom addition and did a beautiful job!) This experience reaffirmed my love for interior design, and I'm now pursuing it as a full-time career.
I'm excited about my new direction, yet I have dozens of questions about how to proceed. From what Bert says, you'd be a great source of information—and inspiration. Would it be possible for us to get together sometime soon so I can pick your brain a bit?
I’ll call you next week, and if you're agreeable, we can set a time to meet. If it's not possible for you to meet in person, perhaps we can chat for a few minutes over the phone.
Thank you so much for your time. I look forward to speaking with you soon.
Sincerely,
Rebecca Spencer
What if you were approaching a cold contact and had no name to "drop" in the introductory paragraph? You can use an introduction like this:
Dear Ms. Pepple:
Based on what I've read and heard, Pepple Cuisine is one of the top catering firms in town. As someone who is interested in exploring catering as a possible career field, I'm hoping that you might be willing to offer a bit of information and advice.
The Cover Letter: A Proper Introduction for Your Resume
Job-search etiquette requires that your resume always receive a proper introduction. And when you can't give it an in-person introduction, handing it directly to a networking contact or interviewer, your resume should always be accompanied by its chaperone: the cover letter.
The cover letter explains why you are sending your resume. But there's more to it than that. If written correctly, it also helps to sell your skills and qualifications and to get you noticed by the hirer.
For some reason, cover letters seem to be a great source of mystery to most job-seekers. It is as though there were a secret formula that only enlightened professionals—namely the job-givers—are privy to. Job-hunters seem to fear the cover letter as much as medieval peasants feared eclipses. Perhaps you, too, are sure that your cover letter will blot out your chances of being chosen for an interview.
Although there is indeed a formula to use when writing a cover letter, there's about as much mystery to it as taking two aspirin for a headache. It's just a matter of keeping in mind the same marketing principle: Keep the needs of the customer—in your case, the potential employer—in mind.
10 Tips to Creating More Powerful Cover Letters
1. Personalize the cover letter. Never, never address the cover letter to "Dear Sir or Madam," or "To Whom it May Concern." Always address the letter to a specific person—presumably this will be the hiring manager.
2. Immediately clarify why you're writing. In the very first sentence of your letter, state why you're writing. Make it short and sweet—business people don't have time to wade through a lot of verbose mumbo-jumbo. Here are two examples of intros that effectively communicate their purpose:
"Your ad in The Times for a director of summer camp programs caught my attention."
"Julie Brooks suggested I contact you about your search for a computer programmer."
3. Let the reader know there's a benefit coming. It's the old "what's in it for me" philosophy again. Not only does the introduction need to clarify why you're writing, it must do it in a way that alerts the reader that there's a possible benefit for the company involved.
The Wrong Approach:
"I have always wanted to work as a restaurant hostess at an establishment like yours."
Does the employer really care what the job hunter wants? No. The employer is interested in finding a competent hostess. Although the writer is quite complimentary of the reader's restaurant, it's more prudent to put the reader's interests first.
The Right Approach:
"Your ad in Sunday's Tribune announced your need for an efficient, personable hostess. I'm writing because I can offer you those exact qualifications, plus several years of experience in the restaurant business."
If you have some trouble with this concept, write whatever introduction comes naturally to you. Then, see if you can structure the paragraph or sentence so that the word "you" or "your" comes first.
4. Set the tone in the first line. First impressions count the most. And while reading the first sentence of your letter, the hirer is already beginning to develop a picture, a feeling about you. Make sure it's a good one. You want to come across to the reader as someone who is both professional and pleasant—a good person to work with.
"Upon reviewing your advertisement for an insurance underwriter, I hereby wish to express my interest in such a position with your esteemed company."
"Your prayers are answered! I'm the person you've been waiting for to send your sales figures skyrocketing."
"Your department store is the most high-class operation I've ever seen and I'd give anything to be a part of your enterprise."
Whew! Do these people sound like anyone you'd like to work with? Avoid sounding too stilted or too cocky or too desperate.
The right approach: Your tone should be friendly, direct and professional. Try this:
"Your ad for an experienced underwriter prompted me to contact you."
5. Highlight qualifications related to the position you want. You identify why you're writing in the introduction paragraph. In the next few paragraphs, summarize your qualifications for the position you're seeking.
The key here is to let the reader know that you offer a good solution to the companies needs. You need to stress the most important benefits that you can bring to the company. Make sure the points you include here are specific and targeted toward this particular employer and position.
Here are a few suggestions:
- Mention impressive accomplishments that are related to the job or department you're targeting.
- Explain how you meet qualifications described in the company's job advertisement.
- Use the buzzwords and terminology of your industry. Don't overdo it. But make it clear that you speak the language.\
6. Don't tell the whole story. Your objective in the cover letter is to intrigue the reader. Don't reiterate everything that's in your resume. Just pull out the best of the best. And don't merely lift phrases verbatim from your resume; reword them so they sound fresh.
7. Sidestep requests for salary information. Many employers will tell you that you need to include salary history or requirements in your cover letter in order to be considered for a job. Although you shouldn't completely ignore this request, you shouldn't answer it specifically, either.
You can handle this situation in one of two ways. You can state an acceptable salary range, leaving a lot of leeway for negotiation—for example, "I would expect that an appropriate salary for a position such as this would be in the $30,000 to $40,000 range." Or you can simply explain that you will be happy to discuss salary requirements once you have a better understanding of the position.
8. Close with a commitment to action. Your action, that is. Don't expect the reader to take the responsibility to jump on the phone and schedule an interview with you. You take the lead by concluding your letter something like this:
"I will call you next week to see if we can arrange a time to discuss this position in person."
One reminder: Even though you are taking the responsibility to call the employer, don't forget to include your full name, address and phone number in the return address on your letter! The employer just may want to contact you first.
9. Keep it short. Your cover letter should not exceed one page. Each paragraph should be short, no longer than four or five lines.
10. Make sure it's error-free! Proofread closely. Look for typos and misspelled names. Don't add any last-minute notes in pencil or try to insert a missed comma or period with your black pen. Produce your cover letter on the same printer that you printed your resume, and use the same serif typeface. Print your cover letter on the same paper stock, and send off both documents in a matching envelope.
Here are two versions of the same cover letter, showing two different design and layout possibilities. For these examples, imagine that the writer is responding to the following job ad:
Wanted: Professional receptionist for busy graphic design firm. Responsible for phone coverage, appointment scheduling and miscellaneous billing and paperwork. Computer skills a plus.
Let's also assume that this job-seeker is following up on a "cold" lead—she has no networking introduction to the employer.
Jennifer Lin
530 Nassau Lane
Louisville, KY 40231
606-555-0870
Mr. Bruce Johnson
August 26,1995
Johnson Dean Design, Inc.
3400 South Bend Ave.
Louisville, KY 40231
Dear Mr. Johnson:
Your ad in last Sunday's Louisville Courier-Journal explained that you need a professional receptionist who also has the ability to handle multiple office projects. I can bring just that kind of experience and ability to your firm.
For the past five years, I've been a receptionist and office assistant at a busy medical practice. In addition to handling the phones for three family practitioners, I also schedule appointments and handle paperwork and billing. Last year, I decreased time spent on billing by 25 percent by creating new invoicing and accounts payable systems.
As you can imagine, this job requires the ability to maintain a professional phone demeanor under pressure and to juggle many different priorities. It also provided the opportunity to use computerized accounting programs.
The enclosed resume details other qualifications I can offer you. After you have had a chance to review it, I'd like to meet with you in person to discuss the position. I will call you next Monday to try to schedule a meeting.
In the meantime, thank you for your consideration.
Jennifer Lin
Jennifer immediately refers to the purpose of her letter—a response to the recent ad for a receptionist. She positions her opening in a way that focuses on the employer's needs rather than her own desire to find a job.
Then, Jennifer addresses her qualifications, citing examples of how they relate to the design firm's needs. She refers to the want ad, explains why she meets the criteria in the ad and mentions an accomplishment as proof of her abilities. Jennifer concludes her letter with an action statement. She assumes responsibility for setting up a meeting, rather than expecting Mr. Johnson to contact her.
Now, let's look at the body of the same letter, adapted slightly and presented in a different format.
Dear Mr. Johnson:
Your ad in last Sunday's Louisville Courier-Journal explained that you need a professional receptionist who also has the ability to handle multiple office projects.
As you can see from the enclosed resume, I can offer you the exact qualifications you are seeking:
Receptionist skills: For the past five years, I have been a receptionist at a busy medical practice.
Office administration skills: In addition to handling the phones for three family practitioners, I also schedule appointments and handle paperwork and billing. Last year, I decreased time spent on billing by 25 percent by creating new invoicing and accounts payable systems.
Computer skills: Fm familiar with computerized accounting programs, another skill that should prove useful in your office.
After you've had a chance to review my resume, I'd like to meet with you in person to discuss this position. I will call you next Monday to try to schedule a meeting.
In the meantime, thank you for your consideration.
Sincerely,
Jennifer Lin
This layout makes it a little easier for the reader to spot Jennifer's important skills and qualifications—a plus when your resume lands on the desk of a busy person. However, the traditional format should be just as effective, as long as you keep your paragraphs short, punchy, benefits-oriented and to-the-point. Use whatever style seems to fit your situation best.
Follow-Up Calls: Dialing for Interviews
After you send off your carefully constructed marketing letters, you can't sit back and wait for the phone to ring. You must keep your word and call that contact on the specified date.
Your goal is to set a firm appointment for an interview. If you're requesting for an information interview, you should have no problem. When you get your contacts on the phone, just remind them of who you are and what you want. You find that most people will be glad to grant this sort of interview, if you've approached them in the right way.
Dialing for job interviews, however, is a bit tougher, as you know if you've ever tried to do this. It's doubly so if you've had no previous personal communication with the hirer, either through a networking contact or an information interview. The person on the other end of the line will most likely try to cut you off as soon as possible. They may be reluctant to agree to an interview right then and there—they may try to avoid making a decision.
So why not take the easy way out, and let the employer call you? Because there are two big payoffs to taking the pro-active approach. First, you'll be marked as a professional, someone who is well-versed in the art of business communication. Second, and perhaps most important, very few job seekers make the effort to do this sort of follow-up; which means that you'll be even more impressive and noticeable to your prospective employer.
Remember, the competition for any job is steep. You can't afford to sit back and wait for your ship to come in—you've got to swim out after it. So, on to the swimming lesson! Here are a few effective strategies you can use when you call to ask for that job interview.
Ask for 60 seconds of their time
When you get the contact on the phone, first ask whether your resume has been received. After the contact verifies that your resume indeed arrived, ask for 60 seconds to run through your qualifications and arrange a time for an interview.
Here's how you might approach a typical phone call:
You, Mr., Brown, this is Susan Jones, and I'm calling regarding the marketing assistant position at your firm. I forwarded my resume to you last week, and I want to be sure that you received it
Mr. Brown: Yes, I did, and if you're selected for an interview, you'll be contacted.
You: I'd appreciate that. But if I could take 60 seconds of your time now, though, I'd like to briefly recap my qualifications for you. Then if you agree that I can solve your accounting needs, we can save time and go ahead and schedule a time to meet right now.
At this point, Mr. Browns will grant you those 60 seconds. The exception is the Mr. Brown who works as a screener in a personnel office and receives a zillion calls from hopeful candidates each day. These points out again the importance of getting your resume to the direct hiring manager.
When you do get the go-ahead to continue the conversation, it's vital that you make the most of your 60 seconds. Pick major accomplishments or skills that directly relate to the position in question. Specifically state how those skills could benefit the employer.
For example, suppose you know that Mr. Brown's company sells office machines to businesses across the country. You also know that they're looking for a marketing assistant to do the following: assist with daily correspondence; coordinate mass mailings to sales prospects; track sales; and maintain a computerized database of sales and clients. Your 60-second speech might go something like this:
"I have two years’ experience as an administrative assistant in a business-to-business service firm. In my current position, I organize severed large mailings each year; one markets our services to 500,000 businesses in the U.S. I've implemented several new procedures that saved my company on postage costs. I also reformatted our marketing database so that it is easier for sales reps to use. My manager attributed a dramatic increase in sales efficiency to that change."
"In addition, I have computer skills, word-processing experience and other qualifications that would benefit your company, but since I promised to only take 60 seconds of your time, I'll save those till we meet in person. If you're interested, why don't we set a time to get together now?"
Notice that this speech addresses Mr. Brown's specific needs in terms of your specific accomplishments and their benefits.
Always wrap up by repeating your request to schedule an interview date. In marketing lingo, this is known as "asking for the sale." You can't get a "yes" answer unless you ask the question.
At the end of your 60 seconds, Mr. Brown will either 1) agree to an interview; 2) say that he'll review your resume and call you if he wants to interview you further, 3) say "thanks, but no thanks;" or 4) ask questions. Of course, outcome #1 is your goal, but #4 is also ideal, because it gives you a chance to continue with your sales presentation.
Even if you hear response #2, however, Mr. Brown is likely to remember you when he sorts through that stack of resumes again. If you've conducted yourself politely and professionally, that's bound to make points in your favor.
What if Mr. Brown flat out refuses you as an interview candidate? Ask what specific qualifications you are lacking. Find out if there are other departments in his company that might benefit for someone with your qualifications. This information will help you evaluate your job search and your resume.
Yes, we have no jobs
Unless you've sent your resume in response to a specific job opening, there's no way to know whether a potential employer is actively hiring. Your follow-up phone call may net you the standard line: "We're not hiring right now, but we'll keep your resume on file."
Don't hang up! Instead, use this as an opportunity to get an information interview (unless, of course, you've already gone that route with this particular contact). You might say something like:
"I understand that there are no positions available. But I'm very interested in your organization and would like to meet with you for a half-hour or so anyway. That way, we both can get a better idea of whether you could use a person like me on your team someday. Could we set a date to do that?"
Again, it's important to close your request with a specific request for an interview date. Don't leave the question up to the employer.
Sorry, the job's been filled...
You're bound to hear this line on occasion. Don't shrug your shoulders and say good-bye; perhaps other jobs are available that you would love every bit as much. If not, it's likely that there will be such openings one day. And there's always a chance that the person who got the job won't work out.
So request a meeting anyway. You could preface your request with, "I'm sorry to hear that I missed out on that opportunity. But I'm very interested in your company..." and so forth.
Practice Makes Perfect
Effective salespeople rehearse their sales presentation until they have it down perfect. You should, too.
Write down your 60-second phone presentation, and try it out on a friend or family member. Then repeat it until you sound polished, but natural—you don't want to sound as if you're reading off a card. At the same time, stick close to your "script" so you don't forget important facts or wander away from the point.
Also, prepare for questions you may be asked during your follow-up call. Study your resume, and highlight points you may want to discuss if given the chance. Otherwise, you're liable to deliver a great 60-second spiel, but sputter about if further conversation develops.
Learning to Swim
Learning how to handle this phase of your job search requires time, effort and persistence. It's not easy. Selling anything involves a certain measure of rejection and disappointment—and when you're selling yourself, it's hard not to take the turn downs personally. But the more you do it, the better you will become.
Remember, you are offering to solve a company's problem. And keep in mind that the only way to get off your dead-end job shore is to start swimming.
