COVER LETTER WORKBOOK

FOR STAFF

UMANITOBA.CA/ HUMAN_RESOURCES/LDS/CPD

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TABLE OF CONTENTS

INTRODUCTION ....................................................................................................................................................................... 2

Using this Guide .................................................................................................................................................................. 2

Acknowledgements ............................................................................................................................................................. 2

YOUR JOB SEARCH JOURNEY .................................................................................................................................................. 2

Preliminary Step .................................................................................................................................................................. 2

MARKET YOURSELF: Your Cover Letter ................................................................................................................................... 3

What is a Cover Letter? ....................................................................................................................................................... 3

How to Analyze a Job Posting ............................................................................................................................................. 3

Cover Letter Development .................................................................................................................................................. 4

1. The Set Up ................................................................................................................................................................... 4

2. The Style ...................................................................................................................................................................... 4

3. The Content ................................................................................................................................................................. 5

4. Cover Letter Tips ......................................................................................................................................................... 5

5. E-mailing Your Cover Letter ........................................................................................................................................ 6

APPENDIX A: SKILLS MATCHING WORKSHEET ........................................................................................................................ 7

Cover letters Examples ......................................................................................................................................................... 10

The Business Style ............................................................................................................................................................. 10

The T-Bar Style .................................................................................................................................................................. 12

The Bulleted Style/The Horizontal T-Bar Style .................................................................................................................. 13

If you are having issues reading this document using a reader software, please contact University of Manitoba Career

Services or Accessibility Services.

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INTRODUCTION

Using this Guide

This guide for U of M staff is designed to be used digitally, with multiple links to resources and websites throughout. At

the same time, it can be extremely helpful for you to write down the information you uncover about yourself and the

jobs that attract your interest as you go. We encourage you to write on or print pages of this guide. Print those pages

and use it as you work your way through the exercises in this book. The skills throughout this book are applicable to all types of job searchers. You have been gaining skills and building your

network throughout your time working before you came to the university and while working here. Searching for work

will require you to reflect on your experiences, use your industry specific knowledge, and rely on people you met.

Learning to speak a language, play a musical instrument or play a sport takes time and practice. You need to develop the

necessary skills to be successful. The very same concept applies to the job search process – it is a learned skill! This guide

will help you recognize and develop the skills necessary to effectively look for work.

This workbook was developed by staff in Career Services and Learning and Organizational Development, University of

Manitoba.

Acknowledgements

This workbook was developed by staff in Career Services and Learning and Organizational Development, University of

Manitoba. Of particular mention are: Maria Dielmann, Allison Poppel, Gail Langlais, Mark O’Riley and Darlene Smith

along with her team of consultants.

YOUR JOB SEARCH JOURNEY

Preliminary Step

This workbook is not designed to focus on helping you identify your skills, strengths, interests and personality. However,

it is hard to even begin your job search if you do not have a clear idea of what you have to offer employers and where

you would be a good fit. Please take a look at the following resources:

Whether it is at an interview, a networking event, or in your cover letter or your resumé, you need to communicate your

worth. Knowing what skills you have to offer will allow you to market yourself effectively in person, on paper, and

online.

Check out Career Planning online, use Appendix A: Skills Matching Worksheet,

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MARKET YOURSELF: Your Cover Letter

What is a Cover Letter?

A cover letter is a targeted one-page document that highlights the skills you possess that are most relevant and important to the specific faculty/unit/department you are applying to. It introduces your resumé and shows your passion for the position. The best strategy is to begin by writing your resumé first, and then write your cover letter.

Your cover letter should:

ENCOURAGE FURTHER READING

FOCUS ON WHAT YOU CAN DO FOR THE EMPLOYER,

not what the employer can do for you

BE CONCISE BE

PROFESSIONAL

How to Analyze a Job Posting

Before you can tailor your cover letter to the needs of the faculty/unit/department, you need to consider deconstructing

the job posting to understand what they are really looking for.

1st PRINT

Print off the job posting for the position you are interested in. This is critical because often the posting will be taken down which can make it more difficult to create an effective cover letter or prepare for an interview

No posting?

If the job posting is very minimal, research the skills required for similar jobs:

Look at related job postings Speak with contacts in the field Research professionals on LinkedIn Use the National Occupational Classification (NOC) to obtain a generic duties listing

2nd HIGHLIGHT

Underline all the required qualifications as well as the skills and abilities (sometimes referred to as competencies). Then highlight the ones they want and you possess, thus crosslinking them to your relevant competencies. Ask yourself which of these cross-linked competencies are the most important to them. Identify 4 to 5 of them and focus your cover letter on those.

What is important?

Employers often list the most important qualifications or skills and abilities higher on the job posting. If you see a competencies repeated more than once, that is a clear indication that it is important to them.

3rd YOU

Document where and how you have gained the skills asked for in the job posting, writing them out for your own reference.

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Cover Letter Development

Your cover letter is made up of various components which should come together to show that you are the ideal candidate for the position you are applying to.

1. The Set Up

Personal Letterhead

Match this to your resumé letterhead. It includes your name (large font and prominent), address, phone number, email (only if professional sounding and checked regularly), LinkedIn URL and EPortfolio URL (if you have them).

Date Include the date you are writing the cover letter.

Address Line Address your letter to the hiring manager by name – if you do not have the name, it is best to contact the department/faculty/unit and ask. If you cannot find their name, use one of these: “Hiring Manager”, “Human Resources” or “Selection Committee.”

Company Name

Include the company name (and department, if relevant).

Dear… Address the person, for example, “Dear Ms. Smith,” or “Dear Hiring Manager.”

2. The Style There are 3styles of cover letters to consider.

The Business letter – it is the most common and traditional one of all. It has a minimum of 3 paragraphs but can

have more and it is suitable for any position. It can be hard to read and it does not stand out. (example 1 and 2)

The T-bar letter – it follows the same format for introduction and conclusion. The body of it is designed to show

a match between the most relevant competencies and your qualifications. It is unique and easy to read. It is

advisable mostly for entry-level position. Do not use it for any public sector jobs. (example 3)

The Bulleted or Horizontal Bar letter – is a combination of the above styles allowing the more traditional look to

come through but making it more appealing to read. It is suitable for any position. (example 4)

TIP:

Show off your professional personality. Your cover letter should showcase your writing style and personality. You are writing a document to prove you are a strong candidate for

the position, and part of that is standing out from the crowd.

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3. The Content

Introduction

Grab their attention with a creative opening statement. Indicate why you are applying to them.

Include the job posting number or reference number (if applicable) and indicate how you heard about the job (posting,

networking contact, career fair, etc.).

Explain why you want to work for the company or department and what interests you about the position.

Demonstrate knowledge of the faculty/unit/department to show interest.

Body

Summarize the skills and abilities you have as required for the position and demonstrate with specific examples –

explain why you would be an excellent fit for the role! Your targeted resumé can assist you: expand on your top 3 to 5

most important relevant skills.

Describe skills that make you unique or that make you stand out which are related to the job – be specific in what you

claim so that you sound genuine and knowledgeable.

Conclusion

Thank them for considering your application.

Indicate that you look forward to the opportunity for an interview and outline how you can be contacted.

If you are seeking job opportunities in the hidden job market, it is strongly recommended you indicate how and when

you will contact the manager in order to follow up. See the Cold Call example letter, Appendix B, as a resource.

4. Cover Letter Tips

ALWAYS WRITE A COVER LETTER - Every resumé you submit should include a cover letter, unless otherwise

indicated.

ADDRESS TO A SPECIFIC PERSON - Find the name of the hiring manager. If you cannot find their name, say “Dear

Hiring Manager.” Never use “To whom it may concern.”

MATCH YOUR RESUMÉ - Use the same font, style, and letterhead as your resumé.

ONE PAGE - Keep it concise and attractive. Most cover letters can be written in 1 page. Typically, 2 page cover letters

are only used by those with extensive experience, probably later in their career or for government postings.

TAILORED - You need to write a new, tailored cover letter that is specific to each job you apply for.

USE EMPLOYER “LANGUAGE” - Use the job posting or faculty/unit/department information to determine what they

are looking for – use their words to describe your skills.

PROVE IT - If you say you are a “fast learner,” give them an example!

BE CONFIDENT - Describe what you have to offer with confidence. You are marketing yourself – be sure to clearly

outline your relevant skills.

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5. E-mailing Your Cover Letter

Clearly indicate in the subject heading the purpose of your email (e.g. RE: Academic Advisor Application, Competition #

34567 Anna Choo). In the body text of the email, provide a short message to the manager indicating what documents

are attached and to which position(s) you are applying. If you need an example, find one in our Resumé Learning

Centre. Be sure to save your cover letter and resumé as a single PDF. This will ensure your formatting is consistent and

all pieces of the application stay together. The file name should include your full name and refer to the position you are

applying for.

Remember to proofread and send a test e-mail to yourself of all versions of your resumé before you send it!

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APPENDIX A: SKILLS MATCHING WORKSHEET

Condense information/produce concise summary notes accurately with correct grammar, punctuation and spelling.

Write letters and reports that are logically structured and contain all relevant information.

Adapt writing style in consideration of different audiences.

Ask and answer questions, clarify, and summarize what others are communicating.

Provide clear explanations and directions while instructing, educating and providing feedback.

Communicate with others using a variety of communication strategies to negotiate, mediate, resolve difficult issues and sell ideas.

Demonstrate respect and care. Is open and supportive of the thoughts, opinions, and contributions of others.

Actively contribute to team projects/tasks; fulfils required roles, participates in discussion to improve effectiveness.

Accept and share responsibility. Learn from constructive criticism and give positive and constructive feedback.

Accept responsibility for decisions and display a positive attitude and perseverance.

Models a strong desire to succeed by demonstrating adaptability to achieve goals.

Take initiative in leading, supporting and motivating others in developing individual skills or tasks to achieve goals.

I USE THIS SKILL WHEN… ORAL COMMUNICATION

I USE THIS SKILL WHEN… TEAMWORK

I USE THIS SKILL WHEN… LEADERSHIP

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Effectively apply organizing and planning skills to manage work.

Work effectively to complete deadlines when under pressure.

Proactively plans and manages work; monitors results through to successfully complete plans.

Make decisions in accordance to accepted practices and

guidelines.

Use problem-solving strategies to identify and resolve

problems, issues and determine solutions.

Recognize inconsistencies in reasoning. Makes decisions in

situations that fall outside established guidelines or where

the choice among options is less obvious.

Gather relevant secondary data and organize information

in a logical manner.

Collect primary data and/or assist in carrying out surveys,

focus groups, and lab analysis.

Analyze samples/surveys for quantitative/qualitative

research.

Perform calculations for adding, subtracting, multiplying

and dividing, and converting between fractions and

decimals.

Perform complex calculations and operations that require

using advanced multi-step mathematical strategies.

Analyze or compare numerical data to identify trends or

compare statistics.

I USE THIS SKILL WHEN… PLANNING AND ORGANIZING

I USE THIS SKILL WHEN… PROBLEM SOLVING SKILLS

I USE THIS SKILL WHEN… ANALYSIS AND RESEARCH

I USE THIS SKILL WHEN… NUMERACY: able to carry out arithmetic operations/understand

data

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Performs basic computer tasks, such as creating

documents, saving files, and sending email.

Design web pages and a wide range of software skills.

Demonstrate in depth knowledge of computer software

and information technology systems.

Present basic information to one or more people using

appropriate resources, vocabulary, and non-verbal

language.

Prepare and present advanced information with clarity

with the ability to respond to questions in a timely

manner.

Facilitate interactive presentations of advanced

information customized to the interests and needs of the

audience.

Demonstrate professionalism in recognizing expectations

in work culture to maximize success in the workplace.

Embrace new opportunities, learn continuously, and

identify importance in every job/task.

Anticipate the unexpected and respond quickly to sudden

changes in circumstances.

I USE THIS SKILL WHEN… DIGITAL TECHNOLOGY SKILLS

I USE THIS SKILL WHEN… PRESENTATION SKILLS

I USE THIS SKILL WHEN… PERSONAL MANAGEMENT

I USE THIS SKILL WHEN… OTHER

Cover letters Examples

The Business Style

Example 1

Olubunmi Oluwole

201 – 110 Job Search Road

Small Town, MB R7N 2C4

(204) 555-0989 olubuni.oluwole@umanitoba.ca

June 12, 20XX

Ms. Nicole Chau

Human Resource Manager

University of Manitoba

Winnipeg, MB, R3T N2N

Dear Ms. Chau,

I am extremely interested in the Project Manager opening with the Centre for the Advancement of Teaching &

Learning, competition 3639.CSTS, as advertised on the REACH-UM career site. The chance to provide

leadership and expertise to support teaching excellence at the University is an exciting one. I believe that my

experience as a business analyst coupled with my familiarity with Prosci ADKAR would make me an excellent

addition to your team.

In the last 3 years during my time as an Analyst, I have managed projects of various scopes and worked in

many cross-functional teams. As such, I am proficient in process mapping and analysis as well as root cause

analysis. I am also very aware of how people deal with change, how to articulate messages to a variety of

audiences and am capable of working effectively in ambiguous situations. In a complex environment such as

the university, I understand the importance of taking a holistic approach to change and actively listening to

build collaborative and lasting relationships with stakeholders.

In addition to my work experience, I am proficient with software such as Visio, MS Office and MS Project. You

will find me to be extremely organized and I am confident that I can bring my business acumen and natural

inclination for planning strategy to the position.

I believe that I have the qualifications and skills that are a great match for this position. I look forward to

meeting with you in an interview to further discuss this exciting opportunity. Thank you for your time and

consideration. Please contact me at 204-555-0989.

Sincerely,

Olubuni Oluwole

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Example 2

Ali Gondal

123 Linden Way ● Winnipeg, Manitoba ● R3B 3A5

(204) 287-1313 ● ali.gondal1@escape.ca

March 4, 2016

Ms. Veena Mani

Assistant Manager, Payroll Services

University of Manitoba

Winnipeg, MB

R3T 2N2

Dear Ms. Mani,

I am extremely excited to offer my application for the position of Office Assistant. Payroll Services is an

incredibly valuable part of University of Manitoba and it would be an honor to contribute my customer service

skills, keyboarding abilities, and MS Office expertise to the continued success of Payroll Services.

Throughout my career, I have strived to develop problem solving and communication skills in order to

effectively communicate with a variety of clientele in a demanding environment. My time in Extended

Education over the last few years as an Office Assistant required me to navigate difficult conversations with tact

and diplomacy in order to maintain strong relationships with other units. Additionally, I am familiar with VIP

and have used it on occasion to clarify issues with staff in my own department on an informal basis. I am

confident that I could improve my proficiency with VIP, should I be offered the position.

My technical capabilities perfectly compliment my ability to work effectively with others. I have a typing speed

of 60 wpm with a high degree of accuracy and am comfortable operating various office machines. I am also

comfortable with Microsoft Office including navigating most computer systems.

Thank you for considering me for an opportunity with Payroll Services. I hope to hear from you to discuss the

position further, and will follow-up with you in the next couple of weeks. You can reach me at 204-287-1313.

Sincerely,

Ali Gondal

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The T-Bar Style

Example 3

Ricardo Barragan 44 Swifton Way

Winnipeg, MB R3B 3A5

(204) 555-5555

ricardo.barragan@hotmail.com

September 30, 20XX

Mr. Michael DeSafey

Dining Services

University of Manitoba

Winnipeg, MB

R3T 2N2

Re: FOOD SERVICES WORKER - 1785.CTD7

Dear Mr. DeSafey:

I wish to apply for the Food Services Worker position as advertised on UM REACH (1785.CTD7). I am interested

in the position within the Subway and feel that my previous experience at Tim Hortons makes me an ideal

candidate. Please allow me to highlight my skills as they relate to your stated requirements:

Your Requirements My Experience

Cash handling experience

2 years of experience within a fast paced retail

store, offering amazing customer experiences

Food Handler’s Certificate Valid Food Handlers Certificate as of February

20XX

Oral and written communication

skills, able to follow instructions

Taking customer orders at a food counter and

communicating with team members to fill

orders accurately and efficiently.

I believe that the combination of my education, work experience and willingness to learn will allow me to make

a major contribution to Subway and the University Dining Services team. I look forward to the opportunity to

further discuss this position with you in an interview and thank you for your time and consideration of my

application. I can be reached at 204-555-5555.

Sincerely,

Ricardo Barragan

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The Bulleted Style/The Horizontal T-Bar Style

Example 4

Lovepreet Singh (Example 4) 14 River Avenue ᴥ Winnipeg ᴥ Manitoba ᴥ R4T 3M5

(204) 555-7676 ᴥ s_lovepreet@hotmail.com

April 1, 2018

Mr. Anthony Kuzak

Food & Human Nutritional Sciences

University of Manitoba

Winnipeg, MB

R3T 2N2

Dear Mr. Kuzak,

I was introduced to the position of Research Technician (Technician 3 – 3636.CSTS) through Karen Jones and

was pleased to see it posted on the UM Reach website. Food chemistry is a passion of mine and the chance to

support Manitoba’s Agri-food industry is an exciting one. My Bachelor of Science and experience as a

Laboratory Technician makes me an ideal candidate for this position.

Completed post-secondary education in Agriculture. I graduated from the University of Manitoba with a

Bachelor of Science in Agriculture in 2011.

Minimum 3 years relevant work experience with team work and communication skills. My 5 years of

work experience as a Laboratory Technician has equipped me with the ability to work collaboratively in

a team environment and communicate effectively both in writing and verbally.

Developed knowledge of lab techniques, tools and methods. My experience and education has

provided me exposure to the various aspects of working in a lab including purifying proteins and

peptides. I am confident I will be able to learn quickly the lab specific techniques and tools in order to

run experiments. I would love to bring this drive to a position with the Department of Food & Human

Nutritional Sciences.

Leadership skills. My leadership skills would be a further asset to me in this position. I have successfully

taken on numerous leadership roles: training new staff members, coaching teams, and chairing a

committee. This has allowed me to develop as a leader who is able to be goal-oriented and aware of

the needs of a team.

I trust that with the knowledge, skills and abilities listed above as well as those outlined in my resume, you will

see me a good fit for your position and organization. I look forward to meeting with you in person and having

the chance to discuss the position further. Please contact me at 204-555-7676.

Sincerely,

Lovepreet Singh