covering letters.pdf

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OFFICE OF CAREER SERVICES

MUGAR 243 +1 617. 627. 3060

[email protected]

WWW.FLETCHER.TUFTS.EDU/ OCS

Cover Letter Content, Style and Layout 2

Cover Letter Checklist 3

Email Inquiry when No Specific Job is Posted 4

Job Descriptions & Cover Letters 5 - 10

Letter Requesting Unpaid Internship 11

Thank You Letter Following an Interview 12

Protocol for Requesting Informational Interview 13

Letter Requesting an Informational Interview 14

Thank You Letter for an Informational Interview 15

Thank You Letter Via Email 16

LETTERS



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Cover Letters

The cover letter is the first, and often the only, example of your writing that an employerwill see before making a hiring decision. A carefully researched and well-written letter,

flawlessly presented, assures an employer that your work could with confidence be setbefore any client. Research the organization, analyze the job description, and reflect onyour strengths, then consider how the three intersect before you start to write the letter.

State the area in the organization or specific position for which you are applying. Ifyou are applying on the recommendation of a particular individual, mention his/her namehere.

Present a coherent story, showing how your experience and study at Fletcher have prepared you for theposition you are seeking. Do not waste the reader's time by repeating information that is already on theresume, e.g. "I am a student at Fletcher and will graduate in May 200-.” Instead, use the vocabulary fromthe job description to highlight your specific skills, experiences or knowledge.

Communicate specific knowledge of the organization's mission, history, or plans as appropriate. Forexample, mentioning X company's "development of new markets in Latin America in the past two years" ismore impressive to the reader than praising X's "amazing achievements and unique atmosphere."

Should be one or two sentences, reaffirming your interest. When appropriate, tell the employer how youwill follow up on your application, e.g. I will call you the week of -----.

Your style is your own, but your tone should be business-like and you shouldwrite in the active voice. For example, it is better to say “I undertook andcompleted” than “I was asked to undertake and complete.” Use straightforwardlanguage, e.g. “as we discussed” not “as per our conversation.” Conjugatedverb forms such as “don't,” “I've” and “it's” are not appropriate in a business letter.

Follow the conventional layout for a business letter (see the samples that follow). Your cover letter shouldbe in the same font as your resume, and printed on the same paper. A cover letter should never exceed 1type-written page. If your letter does not fit on one page, do not shrink the font, but edit the text!

Your coverletter shouldshow you atyour best.Take the timeto do it right!

First paragraph

Second and ThirdParagraphs

Conclusion

Introduction

Content

First Paragraph

Style and LayoutSave a copy!Read your letter

again beforeyou go to yourinterview.

TIP



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Cover Letter Checklist

Address your letter to a specific individual, if at all possible

Check that the names of your contacts and of the organization are spelled correctly

If you do not know the gender of the addressee, call the organization

Personalize each letter to the opening and connect your skills to the job description.

If you use the same letter to apply to different organizations, be very careful in cutting and pasting(e.g. do not address a new letter to the McKinsey, but leave in the first paragraph asentence saying that you are exceptionally qualified for Booz Allen!)

Do not repeat information directly from your resume. Hightlight 2-3 key experiences most relevant tothe position and expound upon them in more detail.

Express self-confidence and optimism (but not arrogance)

State specific facts and back up general statements with examples

Don’t dwell on what you can GET out of the experience, but what you will BRING to the employer

Avoid the tone of a recycled or form letter

Be concise and to the point. Show you are an effective writer.

Run spell check and grammar check!

Read your letter OUT LOUD to detect awkward phrasing or repetition of words and phrases

If English is not your first language, you may wish to ask a native speaker to check for correct usage

Additional Resources

ï http://resume_monster.com/archives/coverletter/ ï http://jobstar.orgï http://quintcareers.comï OCS Resource Library



Sample Email Inquiry - No Specific Job Posted

NOTE: This student is sending an email to an organization where his skills are a good fit, but where no

specific jobs are currently posted.

April 8, 2004

Dear Mr. Russo,

Ms. Lydia Elliot, President of Development FinanceInternational suggested that I contact you. I amwriting to explore senior corporate business

development opportunities with U.S. firms that areengaged in business with India.

I am an Indian national with over twelve years of international business management experience and holdadvanced Indian and U.S. degrees in Business andInternational Financial Management. My areas of expertise include strategy, corporate finance, andcorporate business development that includes jointventures, strategic alliances, and acquisitions. Ipossess strong cross cultural and leadership skillsand have a good understanding of Indian and U.S.business practices. In the current climate of Indianpolicy liberalization and privatization of stateenterprises, I believe that U.S. companies would findmy skills and knowledge of U.S. and Indian businessenvironments particularly valuable.

I hail from Kerala in South India which sent adelegation in July 2004 to USIBC and other U.S.organizations to seek investments in the state. I amavailable for long term and short term projects withfirms or industry organizations such as USIBC. I wouldgreatly appreciate an opportunity to talk with youover the phone and then meet with you in Washington,

DC. I have attached my resume for your reference andwill follow up by phone in a week.

I thank you for your time and attention and lookforward to hearing from you.

Sincerely,

Alex Joyce

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Always mention whoreferred you at the

beginning of theletter.

Do not directly askfor a job.

Make sure youfollow up if you say

you will.



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Sample Job Description 1

The Graduate Studies Program of the Central Intelligence Agency seeks bright graduate studentswho are focusing on international affairs, languages, economics, physical sciences andengineering. Students selected for the program should be entering either their first or second yearof graduate studies following the internship.

The Graduate Studies Program provides short-and long-term benefits for both the students andAgency. Graduate Studies Students become acquainted with the work of professional intelligenceanalysts and participate in the substantive work of the Agency. The studentsí work is of highquality, and selected items are disseminated throughout the Intelligence Community. The Agencyis able to assess the skills and knowledge of the Graduate Studies Students, as well as theirpotential for permanent employment. Many Graduate Studies Students are eligible to receive

tuition assistance, and approximately 50 percent of the participants return to staff employmentupon completion of the studies.

Eligible students must be U.S. citizens who are committed to attending graduate school full-time inthe Fall following the summer internship. Each applicant must successfully complete medical andpolygraph examinations as well as a background investigation.

Students interested in applying for this highly competitive program should send a resume and acover letter noting undergraduate degree (minimum acceptable is 3.0/4.0), and the planned courseof graduate study, to:

Recruitment CenterAttn. Graduate Studies

P.O. Box 4090Reston, VA 20195

ALL POSITIONS REQUIRE RELOCATION TO THE WASHINGTON DC METROPOLITAN AREA.An equal opportunity employer and a drug-free work force.

Given the generalnature of this an-

nouncement , conductadditional research

for more information.



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Sample Cover Letter 1ThisThis student uses bullet points in his cover letter to successfully highlight relevant aspects of his background.

October 1, 2005

Gila WestinghouseAnalytical Hiring DivisionCIARecruitment CenterP.O. Box 4090Reston, VA 20195

RE: Graduate Studies Program ñ Summer 2006

Dear Ms. Westinghouse:

A strong interest in international affairs has led me to The Fletcher School where I am currentlyfocusing my studies on development economics and Central Asia. Utilizing my education,

experience and interests, I hope to work as a professional intelligence analyst, sustaining andreinforcing US national security.

For your consideration I have enclosed my resume. In addition, I offer the following summary of qualifications that meet the requirements for the position:

Professional experience preparing market analyses and intelligence briefs whichtranslate into the ability to produce cogent and succinct assessments.

Overseas experience and intimate knowledge of Central Asia provides a sound basis toanalyze the interplay between events in Eurasia and US national security.

Proficiency in Japanese and Russian translates into the ability to capture informationfrom diffuse sources.

I look forward to hearing from you. Thank you for your time and consideration.

Sincerely,

Takeshi Hiromoto



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SUMMER INTERNSHIPS 2006

APPLICATION PROCESS:

All CVs should be accompanied with the application and a one-page cover letter explaining yourarea of studies and the type of project(s) you would like to complete in a refugee relief program.Incomplete applications will not be reviewed.

Complete applications will be accepted and sent to the field for review on a rolling basis. If yourapplication is selected, you will be contacted to set-up an interview.

Deadline is January 20, 2005. Electronic submissions preferred.Please send application to:

Valerie Brown:[email protected] Rescue Committee122 East 42nd Street, 12 FloorNew York, NY 10168-1289Fax: (617) 482-7922

GENERAL RESPONSIBILITIES:

Review grants; Assist in proposal writing & management; Report writing and evaluation of currentfield programs; Meet with program beneficiaries; Participate in income generation projects; Assistin preparing program budgets and monitoring financial activities on projects as assigned;Participate in future development of future programs and sustainability of local communityinstitutions; Meet with donors and other Intíl and Natíl NGOs; miscellaneous projects asassigned.

(These responsibilities are very fluid and will/can change. A detailed job description will be sentonce a candidate has been chosen for an interview and country)

Location:

International or Washington, DC

REQUIREMENTS:Experience working in developing countries a plus; experience working in micro/small business;research and analyzing economic environments; proven ability in writing reports; ability to workand live in unstable environments; flexibility; team player; culturally sensitive.

ADDITIONAL INFORMATION:

Housing, transportation, immunizations, visas and health insurance provided

Letter should addressthese skills.



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Sample Cover Letter 2

This student convincingly links her prior experience and current interests with projects and regions in whichthe organization is currently involved.

12 Upland RoadSomerville, MA 02144

January 20, 2005

Valerie BrownEmergency Response Recruiter

International Rescue Committee122 East 42nd StreetNew York, NY 10168

Dear Ms. Brown:

I am writing to apply for the position of summer intern with the IRC. After hearing JaneSmith speak about IRC programs last fall, I became very enthusiastic about the organization andwould like to explore opportunities that may exist.

Before beginning my graduate studies at The Fletcher School, I worked at the AmericanUniversity in Kyrgyzstan as the student affairs coordinator. Prior to that I was responsible fortwo media assistance programs run by the International Research and Exchanges Board and

funded by the State Department. Through these two experiences I learned cultural sensitivity,creative problem solving, the ability to deal with ambiguity, and skills such as report writing andbudget analysis. At Fletcher, my fields of study are Comparative and Developmental PoliticalAnalysis and International Communication and Public Diplomacy. I am most interested indevelopment assistance and the various communication and cooperation methods that can beemployed to make this assistance more effective.

In working with the IRC I would like to focus on programs in shelter and infrastructureand community information. I worked with the Red Cross of Greater New York as a volunteer,helping to organize shelter for people who were evacuated during building collapses or fires. Inaddition, I have experience in providing information on a community level and working withdiverse constituencies. I note that the IRC runs community information projects in Kosovo andAfghanistan, both of which are countries in which I would be greatly interested in working. In

addition to project management skills I hope to bring a wealth of enthusiasm and creativethinking to the problems that IRC faces overseas.

I look forward to speaking to you regarding my application. I will call in two weeks tofollow up.

Sincerely,

Jennifer White



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RESEARCH

JUNIOR SECURITY ANALYST

We seek qualified individuals to do equity analysis and prepare research reports. Successfulcandidates will enter an in-house training program. Strong writing ability and knowledge of

finance and accounting necessary. Interest in the stock market helpful. Undergraduate degreerequired. Graduate degree preferred.

We offer a competitive salary and benefits package. For consideration send resume, which must

include salary history/requirements or it will not be considered to:

Value Line, Inc.

Human Resources Dept./JSA

220 East 42nd Street

New York, NY 10017

Fax# (212) 818-9755

To Contact Value Line Human Resources Department

E-mail: [email protected]

NO PHONE CALLS PLEASE

EOE/M/F/D/V



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Sample Cover Letter 3

This student does a good job of outlining her extensive experience in both writing and finance tosuccessfully match the requirements outlined in the job description.

July 8, 2005†

Value Line, Inc.Human Resources Dept./JSA220 East 42nd StreetNew York, NY 10017

Dear Recruitment Coordinator:

The Junior Security Analyst job description calls for experience in equity analysis andresearch. My interdisciplinary graduate education in business, economics and financial law, coupledwith experience as an editor and writer, make me an exceptionally strong candidate for this position.

My background includes training in statistical analysis, econometric studies, and valuationanalysis at both the graduate and undergraduate levels. In addition, I have a solid foundation infinance and accounting, including knowledge of financial and fiscal law. My recent work includes aneconometric study of the links between foreign direct investment and economic growth in emergingmarkets, and a research study (soon to be published by the World Health Organization) of trade

relations between Brazil and US Pharmaceutical companies regarding access to essentialpharmaceutical products.

As a graduate editor of The Fletcher Forum of World Affairs (a journal with readership inmore than 20 countries worldwide), I have edited cutting edge research in business and economics.My ability to translate analysis and conclusions into polished written form with a minimum of editorialattention can be seen from my publication record and my placement in the top 5% in all my Fletcherclasses, including those with rigorous writing requirements.

I am greatly impressed by the intellectual environment and challenges one can expect atValue Line, Inc. and would enjoy putting my expertise and strong interest in the stock market to workon your companyís projects. Thank you very much for your consideration. I look forward tospeaking with you soon about joining the Value Line team.

Sincerely yours,

Nadia Paluba



Letter Requesting Unpaid Internship

If seeking and unpaid internship, this is the one exception to the rule to not ask for a job. If you haverelevant skills and outside funding opportunities, you are offering unpaid skilled labor, an attractive

proposition to most organizations.

160 Packard Ave.Medford, MA 02155

617-519-7170

February 16, 2005

Lucy SmithIFES

1101 15th Street, N.W.Third FloorWashington, DC 20005

Dear Ms. Smith,

I am a first year graduate student at The Fletcher School of Law and Diplomacyseeking a summer internship focused on democratization in Africa. I am very interested inIFESí civil society projects in CÙte díIvoire and am submitting my resume for yourconsideration.

Prior to my graduate studies, I was a consultant to The Carter Centerís Togo AIDSawareness program. Before that, I was a Peace Corps volunteer in Burundi, working on water

and sanitation projects. I gained valuable field experience through these assignments, anddeveloped cultural sensitivity, creative problem solving and project management skillsincluding client status report writing, project analysis and evaluation, as well as identifyingfunding sources. Through these experiences, I came to the conclusion I could make the mostimpact by focusing on democratization and began studies at The Fletcher School,concentrating on comparative and developmental political systems to increase my knowledgeand expertise.

I am confident that my background in development, fluency in French, and Fletchercoursework provide the skills to make a contribution to IFES programs. In addition, TheFletcher School does provide a level of funding for unpaid internships in the nonprofit sector.I will be in Washington, DC from February 21-25 and am available to meet with you regardinginternship opportunities at your convenience.

I appreciate your consideration and will follow up with a phone call next week to seeif it would be possible to set up a meeting.

Sincerely,

Joe Smith

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12

Thank You Letter Following an Interview

For thank you letters after interviews, follow all the rules for a cover letter. Letters should be short, and

affirm your interest in the position. Refer to one or two interesting points in the discussion, and thankthe employer for their interest.

Ms. Susan Bisette22 Hamilton Street

Medford, MA 02155(617) 373-2222

April 12, 2005

Mr. John P. DoeSenior Vice President, Human ResourcesAmerican International Group70 Pine StreetNew York, NY 10270

Dear Mr. Ryan:

I would like to thank you for meeting with me on April 9, 2005 at The Fletcher School of Law andDiplomacy to discuss full-time career opportunities at American International Group. Iappreciate the time you took in considering my interests and determining how my qualificationswould best suit your organization. It strengthened my wish to pursue opportunities at AIG.

As we discussed during the interview, I am prepared to utilize my background in research andmarketing together with my regional knowledge of Southwest Asia to make a positivecontribution to AIG. Your suggesting a position dealing with International Claims orInternational Security Bonds as a good fit with my experience and interests was greatlyappreciated. I am eager to discuss further such specific opportunities.

Additionally, I have been thinking about your recommendation that I work on defining furthertypes of positions that I wish to pursue. A relationship management or client servicesposition would best suit my need to work with people, while also exercising my analytical andtechnical abilities. Most importantly, a firm that offers a global client base would be preferableto me and allow me to use my wide scope of language skills.

I look forward to speaking to you or someone from your organization soon. Please do nothesitate to contact me at (617) 373-2222 if you have additional questions about my professionalexperience or academic training.

Sincerely,

Susan Peterson



Protocol for Requesting Informational Interviews

Protocol for Requesting Informational Interviews with Alumni

Fletcher alumni can be a very valuable resource to help you learn more about different industries andopportunities. Help us maintain strong relationships by remembering a few common courtesies in yourcontact with Fletcher alumni.

o Many students set up informational interviews with alumni during the New York and DCCareer Trips. This is a highly recommended but please give the alumnus/a the respect theydeserve by sending a letter or email at least two to three weeks before the career trip to setup a meeting. This requires planning, including requesting an alumni listing from Office ofDevelopment and Alumni Relations (http://www.alumniconnections.com/olc/pub/TUFL/ oldintro/oldintro.cgi) well in advance, but a proactive approach will make a difference.

o Research the alumnus/a’s industry field or company well before sending a letter or email tomeet for further information, and be prepared with specific questions. Know what you want

from the meeting. The more prepared you are, the more impressed the alumnus/a will beand the better use you will make of the alumnus/a and your time.

o Treat the alumnus/a as a potential employer and be professional and prepared (business formal attire) in the meeting. Often, informational interviews lead to real interviews down theline, depending upon the impression you make

.

o Do NOT directly ask for a job.

o Be sure to send a thank you note after your meeting. Keep them updated on your job searchprogress and your success with other references or avenues they recommend. Alumni aregenuinely interested to know how your search is going and when you find a job.

o Respect his/her busy schedule and make it clear you do not expect more than 30 minutes ofhis/her time.

Please help make this relationship an enjoyable one for both sides!

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Letter Requesting an Informational Interview

Informational interviews are an important step in the job search. When you are drafting a letter to analumnus/a or other professional contact seeking an informational interview, be as careful as you would inwriting a cover letter. Make it clear to the reader that you do not expect too much of their time, 20minutes perhaps, and that you are seeking information about the job market, not a job offer.

112 Boston AvenueMedford, MA 02155

(617) 635-0017

November 19, 2005

Ms. Susan MillerResearch DirectorForeign Policy Institute1111 Pennsylvania AvenueWashington, DC 20006

Dear Ms. Miller:

In a recent issue of Foreign Policy, I read your article, ìGlasnost - Gorbachevís Final Gambit,î and found it both illuminating and provocative. Your analysis of Gorbachevís career during the1960s was of particular interest to me.

At The Fletcher School of Law and Diplomacy, I am concentrating on U.S. Foreign Policy andcurrently conducting research for my thesis on U.S.-Soviet relations during the early 1960s. Iwill be in Washington in January to locate some primary source materials for my thesis andwould appreciate an opportunity to meet with you.

In May, I will be graduating and hope to be employed in a position where I can make acontribution to the field of U.S.-Russian affairs. I hope that you may have twenty minutes inyour busy schedule when I could meet with you to get your advice on several career directionsthat I am considering. As of now, I am planning to explore opportunities with the StateDepartment, the Armand Hammer Foundation, and the American Committee on East/WestAccord.

I will call you in early December to see if there is a convenient time to meet. I lookforward to talking with you.

Sincerely,

Frank Reynolds



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Thank You Letter for an Informational Interview

Always follow up an informational interview with a short note, which may be handwritten or typed,

to thank the person for his/her time.

Caroline Blake38 Division Street

Andover, MA 01810

December 7, 2004

Susan InglebyDirector of Career ServicesThe Fletcher School of Law & Diplomacy160 Packard AveMedford, MA 02155

Dear Susan:

I am happy to announce that I have recently started a new position at the Center for Clinical andLifestyle Research located in Rye, New York. I am the executive director for a national study thatwill address the obesity and overweight epidemic currently facing up to 70% of the United Statespopulation. This project will be the first major scientific study of its kind in this country.The position will give me opportunities to put my project management skills to work and could

turn international in scope if all goes well here in the United States. After my almost year-longsearch, I feel confident that this position is ìthe oneî and I am looking forward to many excitingchallenges ahead.

My informational meetings with many professionals like you, representing a spectrum of industries and responsibilities, helped me immeasurably in defining my professional goals and indetermining the best organizational ìfitî for me. I wanted to thank you again for your assistanceduring my job search and hope that you will contact me in the future if I can be of any help to youor others you may know. I wish you continued professional success and a healthy and happy2003.

Regards,

Caroline Blake



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Thank You Letter Via Email

E-mail notes are increasingly common as a way to say thank you. Use your best judgement as to whether itis appropriate to the organization or individual. Always use a formal salutation and closing. In thisexample, the student did not receive an offer, but with this e-mail she impresses the employer and leaves

the door open for future opportunities.

To: Alex Craig <[email protected]>

From: Susie Donnelly <[email protected]>

Subject: Union Texas Internship

Dear Alex:

Thank you so much for taking the time to let me know that you

have made your hiring decision. I know it is never an easy call

to make, but the fact that you made the effort to get in touch

with me means quite a lot. While I am disappointed, it is

always better to know with certainty than to wait! It speaks

miles about both you and the company that you were so thoughtful.

Thank you.

I want to wish you the best of luck this summer and beyond. I

very much enjoyed meeting you and learning about the company. I

am sure that the candidate you selected will be a real assest to

your team this summer. Thanks again for thinking of me and

giving me the opportunity to speak with you.

Best regards,

Susie Donelly

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