Cover Letter Review & Interview Workshop

Cover Letter Review & Interview Workshop International Development Studies January 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… • Read and Analyze the job description • Research the company • Consider your fit by reviewing your resume • Complete a T-Analysis for the role • Review content and formatting guidelines • Write! • 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… • 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. • They are seeking: • A student within an international development related program • Training experience • Strong writing skills • 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 Bridge • 200 Yonge St., Apartment 204 • Toronto, ON M4S 1J6 • 647-123-4455 03cbridge@utsc.utoronto.ca • January 7th, 2008 • Ms. Lauren King • HR Generalist • Large Organization • 44 King St. West • Toronto, ON • M1J 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 Address • City and Province • Postal Code • Date of Writing • Employer’s Name • Employer’s Job Title • Company Name • Address • 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 match Neat 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 polish Breath Watch for smoke and strong foods Perfume/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? – Inappropriate Are 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 neighbour 3. Introduce yourself, shake hands 4. Ask these 3 interview questions and practice responding What are your weaknesses? Can you tell me about yourself? What are your greatest strengths?

Cover Letter Review & Interview Workshop