Cover Letter Review & Interview Workshop

International Development StudiesJanuary 2010

Why is a Cover Letter Important?

A cover letter is: A way to show the employer what position you’re

interested in, and demonstrate that you are a “fit” for it

A chance to introduce yourself in a personal and creative way

A demonstration of your written communication skills, confidence in your ability to do the job and detail-orientation

A document that should persuade someone to screen you IN not OUT

7 Easy Steps to writing a Cover Letter…

1. Read and Analyze the job description2. Research the company 3. Consider your fit by reviewing your resume4. Complete a T-Analysis for the role5. Review content and formatting guidelines6. Write!7. Edit, edit, edit!

Reading and Analyzing a Job Description

Read it over several times and highlight the important criteria

Make notes about the attributes/skills/qualifications the job description mentions

Synthesize the 2 major types of activities/skill sets involved in the position. Try to visualize a typical day.

What company info does the posting mention? READ BETWEEN THE LINES!

– What does it NOT say that is important?

Researching the Company/Organization

Review the organization’s website and print materials in order to determine if the company is a good fit:

You may want to consider factors such as: professional development opportunities networking opportunities company size organizational values location growth opportunities

Considering your Fit

Know yourself, and relate yourself to the job, by asking the

following questions:

What relevant skills do you have? What relevant training or education do you have? What relevant work or volunteer experience do

you have? What unique personal qualities or traits do you

have that could make you a good fit? Why do you want this position? What “assets” or skills do you NOT have that can

be addressed with transferable skills?

A T-Analysis Example…

They are seeking: A student within

an international development related program

Training experience

Strong writing skills

Patience

You: Are an International

Development Studies student

Have 3 years experience teaching figure skating and mentoring children.

Have strong writing skills as evidenced by your consistently strong academic performance in English and in report writing assignments.

Have volunteered with seniors and children where you developed patience.

Content Guidelines

One possible structure for your cover letter is as follows:

Paragraph 1: Introductory Paragraph– Position to which you’re applying and how you came to know of

opening– Program/year/university– Why you are interested– General statement of why you’re a fit– How career goals and interests match industry, organization,

department or role– An attention grabber!

Paragraphs 2-3: Body Paragraphs– Relevant skills, experience, traits and accomplishments– Address the What’s in it for me? Question for the employer

Paragraph 4: Closing Paragraph– Conclusions re: fit– Ask for an interview– Thank you

Writing the Introductory Paragraph

Tell the employer why you are writing

Include the name of the position and where you heard

about it

Summarize the key knowledge, skills, abilities, or other

attributes you would bring to the role

Grab the reader’s attention!

Writing the Body Paragraphs

Tell the employer what you can do for them Outline your knowledge, skills, abilities and

personal attributes, as they relate to the work applied for.

Start with the most relevant skills. Develop the academic, work, and volunteer

experiences that are the most relevant to the position, emphasizing on the skills you developed or demonstrated through them.

Include your success stories and accomplishments! Be strategic! Use your T-Analysis table.

Closing Paragraph

Reiterate your knowledge, skills, abilities, and personal traits in relation to the role

Entice the employer to take action to invite you to an interview

Discuss next steps Thank the reader for considering you and for their

time

Sample Closing Paragraph

Thank you for taking my application into consideration. It is with great enthusiasm that I send you my resume and happily welcome any questions, concerns, or opportunity for further discussion. I am very eager to work with Canadian Feed the Children and Alalay and look forward to hearing from you at your convenience.

Sincerely,

Christina Bridge

General Formatting Guidelines

Do not exceed 1 page in length (approx. 400 words)

You may use the same header as the 1st page of your resume or use general letter format

Do not use a page number on the cover letter Use 11 or 12 pt. font in an easy-to-read font (e.g.:

Arial, Times New Roman) Use single-spacing Avoid bold or italics in your cover letter

(particularly within the body text)

Format: Contact Information

Personal Contact Information: Your name and address Date

Employer’s Contact Information: Name and title of employer contact Organization Address Select Ms., Mr., Dr. as appropriate (use Mrs. only

if provided as such) Do not use First Name

Contact Information Example

Christina Bridge200 Yonge St., Apartment 204

Toronto, ON M4S 1J6647-123-4455 03cbridge@utsc.utoronto.ca

January 7th, 2008

Ms. Lauren KingHR GeneralistLarge Organization44 King St. WestToronto, ONM1J 6L3

Re: Co-op Lab Technician Role

Dear Ms. King,

Cover Letter Writing Do’s

Ensure you have a structure for your letter and a logical flow to your statements.

Use your T-Analysis to make sure you’re matching your background to the industry, the organization, the department and the job.

Back up your claims with detail and/or evidence that make the claim more believable:

– I have demonstrated written communication skills throughout high school and university, typically achieving grades above 80 percent for reports.

– From 2 years’ experience in customer service, I have developed team skills as well as the ability to communicate clearly and listen carefully.

Present the most important ideas first and express yourself concisely – don’t be repetitive.

Incorporate an ACTIVE voice and use positive language (avoid the negative).

Cover Letter Writing Do’s Cont’d.

Do speak from personal experience and inject personality:– Having lived in Hong Kong for most of my life, I experienced first hand

living in a city plagued by air pollution, hence witnessing the numerous adverse effects of this issue on the health of citizens. This is why I am very motivated to learn more about air pollutants in our environment and eager to make a contribution in tackling this problem while working with Environment Canada’s Hazardous Air Pollutants laboratory.

Do refer to testimonials you have heard from other students who have had positive working experiences:

– From talking to students who have previously worked in your organization, I know I would enjoy the fast pace, challenging work and training opportunities you provide.

Write for the ear, not for the eye – in other words, proof-read your letter out loud to pick up grammar problems or awkward sentence structure.

Keep statements interesting but simple. I also had to complete…I completed or I also completed

Cover Letter Writing Do’s Cont’d…

Check for overly long sentences – i.e., if your sentence is taking up 2+ lines it’s probably too long and needs to be edited down; alternatively, if when reading out loud, you become winded, it’s too long.

Check for overly long paragraphs – aim for balance across 3 to 5 paragraphs.

Keep a copy of every letter you write in your career resource binder for future reference!

Cover Letter Writing Don’ts

Don’t try to make your entire case in one sentence: – I am an Environmental Science student, have good communication skills, can

interact well with others and work on complex research projects.

Don’t use overly flowery language or make unbelievable claims:

– I am the perfect and best candidate for this position.– Working at your organization would provide me the opportunity of a lifetime.

Don’t make statements that tell the employer the obvious:– I’d like to work at Environment Canada because it is a major player in the

Canadian Environmental sector.

Don’t use self-centered statements; stress benefits to the employer and relate to the reader’s interests and needs.

Avoid “thus” or “therefore” statements.

Cover Letter Writing Don’ts Cont’d.

Don’t have every sentence start with “I”.

Don’t play back word-for-word marketing hype from their website or job posting: i.e.,

– I’d like to work for Environment Canada because I am looking to maximize my internship learning experience with a challenging, exciting, and rewarding work term where I will have the opportunity to make things happen.

Don’t reiterate word for word what was on your resume.

Don’t rely on spell check – proof read for errors that spell check programs do not pick up; if your spelling/grammar is weak, have a friend or family member proof read your letter.

Format: General Layout

Your AddressCity and ProvincePostal Code 

Date of Writing 

Employer’s NameEmployer’s Job TitleCompany NameAddress 

Dear Mr./Ms. (name of employer): 

INTRODUCTORY Paragraph.

BODY Paragraphs.

CLOSING Paragraph.  

Yours sincerely,

YOUR SIGNATURE

Your typewritten name 

Encl: resume

Letter of Application

As a third year student at the University of Toronto, pursuing a Specialist Degree in International Development Studies, I am writing to express my interest in pursuing an 8-12 month work experience with Canadian Feed the Children as the co-operative component of my program. My academic experience at university has given me an interdisciplinary understanding of international development, and I am eager to apply what I have learned to gain experience in the field.

Referral Letter

Jim Jones, the Field Research & Operations Manager of your team, suggested that I forward my résumé to you in regards to a Biomonitoring Technician placement for the Summer term. Jim mentioned that you would be interested in my skills and ability to …..

Letter of Interest

I have always been inspired by the innovation and leadership Large Organization demonstrates. In my search for an ideal co-op placement, I feel my accomplishments, work ethic, values and commitment to succeed would match the needs of your organization. I would highly value the opportunity to work in your Research and Development department if a position were to become available……

Interviews

Agenda

The Hiring Interview Interview Practice 1: Presentation Interview Practice 2: The Reflective

Question Interview Practice 3: The Behavioural

Question Announcements

Confidence Meter

How confident do you feel right now about going on an interview?

Not at all………………………………………No problem!

0 10

The Hiring Interview

Why is interviewing used to make hiring decisions?

To minimize the risk of a bad hiring decision

To maximize the potential for a great hiring decision

Find the best person for the job - i.e. FIT Promote and sell the company and the

position Screen, eliminate and / or refer candidates

to other managers

Purpose of the Interview: Employer

Purpose of An Interview for the Interviewee

Convince the interviewer you are the best person for the job

Focus on strengths, abilities and qualifications

Show how you can add value

Gather enough information to see if you want to move onto the next stage of the interview process

Obtain an offer

Purpose of the Interview: Candidate

What is the Interviewer looking for?What are the key factors an employer will consider?

It’s not necessarily the best qualified candidate who gets the job but rather the person who is the right fit with the organization.

Who are you?

Why are you interested in their company?

What can you do for their company?

Employer Assessment Concerns

Employability Skills Profile

Academic Skills How do you communicate How do you think

Personal Management Skills Attitude Adaptable

Team work Skills Do you work well with others

Who Does the Interviewing?

Human Resources = Gatekeeper Hiring Manager = Prospective Boss Senior Managers and Executives = Courtesy Peers = Casual but cautious Panel = Inquisition External search firm/recruitment agent =

Advocate

Preparing for an Interview

Name and title of interviewer Length of interview Research the organization - next section Find out about the job Review the job ad Review your application

Preparing For An Interview

Anticipate questions you might be asked Prepare your responses Make a list of your questions to ask Rehearse Prepare references Prepare clothing Test travel run Visit the organization

Preparing For an Interview

Information you can gather on the organization Board of directors Mission, mandate or vision statement Number of employees When the organization was founded Products and services Growth information Revenue, assets and other financial

information Current news on the organization

Appropriate Dress for An Interview

Business attire Not a suit that is old, too small, looks worn, or

pants and jacket that do not matchNeat and Conservative

Not clothes that are flashy, provocative or do not fit with the industry or company culture

Clean and ironed Not wrinkled, smelling of smoke or body odour

Shoes cleaned and polished Not scuffed and worn

Jewelry Not too much jewelry, not flashy and not large

Briefcase/satchel Not a plastic bag, loose papers

Socks and stockings Not white socks or holes in stockings

Appropriate Dress for An Interview

Personal grooming Not unshaven, unpleasant odours,

chipped nail polishBreath

Watch for smoke and strong foodsPerfume/Cologne

Not too much or none at all No scents makes good sense

Glasses Must be clean

Appropriate Dress for An Interview

During the Interview

You make an impression in the first 30 seconds of an interview

93% - Non verbal communication – it’s your body language and what you sound like

7% is what you say You don’t have to like the interviewer but

they have to like you

Creating A Strong First Impression

The interview begins the moment you walk in the building

Everyone is potentially evaluating you Stand to greet the interviewer Be positive, interesting, enthusiastic and

friendly Smile Be prepared for small talk

Positive Body Language

SMILE , SMILE & SMILE Friendly eye contact Extend a firm handshake Be polite and wait to be shown where to sit Sit forward and show interest Keep your body relaxed Be animated and show enthusiasm and

that you are listening

Guidelines for the Actual Interview

Listen to the questions…ask for clarification if needed

Answer questions briefly and positively…avoid yes / no answers

Use examples to validate answers

Avoid long drawn out pauses

Remain calm…even if you don’t know the answer

Do not criticize past employers or co-workers

Listen and observe interviewer’s reactions

Handle sensitive areas positively and quickly

Close the interview by thanking the interviewer for their time and express genuine interest in the position

Know Your Rights!

The Canadian Charter of Rights & Freedoms states: 15. (1) Every individual is equal before and under the law and has the right to the equal protection and equal benefit of the law without discrimination and, in particular, without discrimination based on race, national or ethnic origin, colour, religion, sex, age or mental or physical disability.

This means that interview questions directly relating to any of the above noted characteristics are illegal unless they are related to a bona fide duty of the job.

For example:How old are you? – InappropriateAre you between the ages of 18-65? - Legal

Use your personal judgement on how to respond to questions that may be inappropriate.

The Interview Process

Reflective/Open-Ended Interview Questions

Warm Up Exercise

Go into your pockets, briefcase or purse and find something meaningful to you.

Stand up and introduce yourself

Introduce your article and explain why it is valuable or meaningful to you.

Open-Ended Questions

Require more than a simple yes / no answer

Elicit more information

An opportunity to sell yourself for this position

Tell Me About Yourself

SKILLS - EXPERIENCE - QUALIFICATIONS - PERSONAL NOTE

AS THEY RELATE TO THE POSITION

Your work personality - not the history of your life Outline strongest work traits Personality traits that make you right for the role Reverse chronological order Start with greatest achievements and

transferable skills Highlights presented in an organized way Think in bullets, speak in sentences Keep it short – i.e., 2 to 3 minutes

Strengths and Weaknesses

Know the answer before you enter the interview

Weaknesses are often closely associated with strengths

Keep 3-1 strength to weakness ratio in mind Address how you are aware of and working on

weakness

Strengths & Weaknesses

Practice

1. Prepare response to 3 questions - 5 minutes

2. Pair up with your neighbour3. Introduce yourself, shake hands 4. Ask these 3 interview questions and

practice responding

Can you tell me about yourself?

What are your greatest strengths?

What are your weaknesses?

Reflective Questions - The Dirty Dozen

1. What can you tell me about yourself?2. Why should we hire you?3. What are your strengths?4. What are your weaknesses?5. What are your career goals?6. Why did you chose this degree program?7. What do you know about our organization?8. What do you think it takes to be successful in this field? 9. What is your greatest accomplishment to date?10.How do you react to stress and / or tight deadlines?11.Why do you want to work for us?12.What qualities do you feel a successful manager should have?

Close-Ended Questions

Treat it as an opportunity Don’t answer with one word Support your answer with an example

–Q: Are you a hard worker?–A: Yes I am a hard worker. The

Institute’s program required me to work at least ‘xx’ hours each week and I really enjoyed that pace.

The Interview Process

Behavioural / Situational Questions

Behavioural / Situational Questions

A question which asks you for a specific example of a real situation or event from your past and how you dealt with it

A question which proposes a hypothetical situation or event and asks you to discuss how you would deal with it

Past performance predicts how you will behave or perform in the future

S ituation (S) Set the scene

T ask (T) State the goal that you were

givenA ction (A) Describe the action taken by

youR esult (R) Must be a positive result

Star Answers

1. Describe a situation in which you found that your results were not up to your professor's or supervisor's expectations. What happened? What action did you take?

2. When was the last time you took a huge risk and what was the result?

3. Tell me about a project you worked on that fell behind schedule?

4. Tell me about a difficult situation at work and how you handled it?

5. Describe a situation in which you were able to use persuasion to successfully convince someone to see things your way.

6. Give an example of how you applied knowledge from previous coursework to a project in another class.

Examples of Behavioural Questions

Exercise: Practice STAR

1. Prepare your response to at least one of the previous behavioural questions - 5 minutes

2. Pair up with your neighbour to practice your answer using STAR

Can you tell me about a time when…

Give me an example of ….

What if… or how would you handle….?

Asking The Interviewer Questions

How do I learn what I need to know, is there training provided or a mentor system?

Who would I report to?

Could you describe a typical day (or week) in this position.

How would I know I was doing a good job?

Are there general office rules or customs?

Closing

Ask for a business card

Thank them for their time

Tell them you enjoyed the meeting

Show you are interested in the position

Tell them you look forward to hearing from them

Interview Follow-up

NON CO-OP FOLLOW UP

Use the business card to get email address

Write a follow up letter immediately… especially if you are interested!

Letter gives you an edge over other interviewees

Stress aspects of the position that interest you and for which you are a good fit

Discuss “missed questions”

Confidence Meter

How confident do you feel right now about going on an interview?

Not at all………………………………………No problem!

0 10