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So where do you start?

How often have you heard someone say, "I am applying for a job"? We tend to say it as a matter of course and without thinking. In fact, what we are trying to accomplish with a CV is achieving an interview. The reason for playing the game of Application is to secure, not the job itself, but entry to the quite different game of Interview. You are, then, applying not for a job but for the interview. In today's highly competitive job market you need to make the most of every opportunity that presents itself, and a well presented, well written CV is a crucially important way of doing just that. It can mean the difference between a polite "thanks but no thanks" or an invitation for that interview.

The covering letter why?

Covering letters are a major part of every job search campaign. A well-written letter can direct attention to your good points, and away from your weaker ones. Create the right impression. The key objectives to keep in mind when writing your covering letter are: -

• Make a favourable impression - your letter will be your first contact with the company
• Inform - your covering letter should include the reasons you have applied for the job. Highlight the most important points from your CV or application form. It should underline the key details about your skills and experience that are most relevant to the job
• Persuade - Your key details, and the style and tone of the letter, should persuade the reader of your suitability for the position, and encourage them to interview you.
• Get an interview - the letter must be interesting enough for the potential employer to want to know more, but no letter should attempt to say everything - this is what the interview is for.
• The building block to a good relationship - use the tone and style of your letter to create a friendly impression

Presentation

To make a good impression, your letter needs to look both professional and business like. Good presentation involves attention to: -

• Appearance
• Readability
• Layout

Appearance

Everything you send to an employer must be immaculate, and look professional: -

Letters should be typed, unless a company specifically asks for a hand-written application

• Use good quality, white, A4 size paper for all letters, and your CV
• Post CVs, application forms, and their accompanying letters unfolded in white, A4 size envelopes
• If you send just a letter on its own, use standard 22 cm x 11 cm white business envelope with the letter folded into three horizontally, do not fold into quarters
• Use black ink for all writing, typing and printing. Other colours cannot be guaranteed to photocopy clearly on all types of copier
• Never send a photocopy of a letter

Readability

Letters must look easy to read and inviting: -

• Covering letters should be no longer than a single page, unless the circumstances are exceptional. Letters longer than this will probably duplicate what is in the CV anyway
• Keep key word, sentences, and paragraphs short. Two paragraphs are easier to read than one long one. Dense blocks of text are rarely read.
• Make your letter easy to read. The chances are that whoever is reading it will skim through, rather than read it word by word. Consider using bullet points for things you particularly want to stand out, such as:-

• your specific skills
• your main achievements
• our key career details

• Use a plain, clear, easily read typeface
• Check, and double check, spelling and grammar

Layout

Follow a standard business letter format when writing to companies and organisations. The following suggestions will enable you to do this: -

• Write names and addresses without full stops or commas
• Include the postcode on the same line as the county if you need the extra space to keep the letter on one page
• Include the full STD code, rather than the area name, with the telephone number
• Write the date in full - 12 September 2000, not 12/09/00 or 12th Sep 00
• Use the full name and title of the recipient - i.e. Mr Martin Grant - in the address line, and put their position or job title on the next line
• Use only their title and surname in the salutation - Dear Mr Grant, not Dear Martin or Dear Martin Grant
• When using this block style format, do not follow with a comma, just a two line space before starting the main body of the letter
• If a reference number or title appears in the job advertisement, include this in your letter at the position shown. You will notice that it is usually underlined to make it stand out more
• With this style of layout, show paragraph breaks by using two-line space.
• Start the new line against the left hand margin, do not indent
• 'Yours sincerely', your signature, and your typed name all start against the left-hand margin also
• Because the letter is addressed to a named individual - Dear Mr Martin - close it with 'Yours sincerely'. If you begin 'Dear Sir ( or Madam)', use 'Yours faithfully' instead
• Allow six lines spaces for your signature, but reduce this if you need extra space to keep the letter on one-page only
• Type your full name under the signature. Include your title if you wish - Angela Pritchard (Ms).
• If you send any enclosures with your letter - your CV, references, etc.. - put Enc. (or Encs. if there is more than one) below your signature, such as Enc. CV, or Encs. (2)

Style

The style of your letter - the words and phrases in which you express yourself - will tell the reader a lot about you. To create a good, professional impression, use plain English - clear, crisp and concise. Use straightforward, everyday words and phrases. Say what you mean, clearly and simply, and express yourself actively. Avoid: -

• Outmoded business expressions
• elaborate words, and long, involved sentences
• stock phrases and clichés
• modifying words such as quite, nearly and fairly
• redundant words and phrases
• negative phrases such as only, merely, just or but

Contents

The content of the letter is the information that you give the reader about yourself. The most important thing to get across is your suitability for the job. Set out clearly and concisely your relevant skills, experience, qualities, qualifications, and achievements. Use your letter to underline and highlight the main points in your favour. If it is sufficiently interesting, the reader will happily turn to your CV or application form to fill in the details. You need to convey to your reader a clear idea of your: -

• Suitability
• Benefits and achievements
• Enthusiasm

Suitability

Set out exactly what makes you suitable for this particular job. Consider your: -

• Skills
• Qualifications
• Personal qualities
• Experience

Ensure that these are things that have been asked for, and are relevant.

Benefits

Think about what you have achieved in your current, or previous, job. These need not necessarily be outstanding career triumphs, just the everyday details of getting the job done and making steady progress. Consider how the company has benefited from your achievements.

Enthusiasm

Prospective employers are pleased to see signs of enthusiasm and commitment in the letters that they receive from you. Show that you are interested in the job and the company, but do not be caught out giving insincere flattery. Convey the idea that, if appointed, you will do the job with energy and willingness. Demonstrate clearly that you: -

• Understand the job, and can tackle it with conviction and confidence
• Understand the problems, and are equipped to handle them
• Know about the company or organisation, and appreciate its aims and ideals

The ten most common mistakes found in covering letters!

• Not sending a covering letter in the first place
• Dwelling on negatives
• Sending letters to a job-title instead of a name, and starting 'Dear Sir or Madam'
• Poor spelling and grammar
• Irrelevant information
• Overwritten
• Badly Presented
• Too Long
• Difficult to read
• Inappropriate style

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