THE COVER LETTER

Your cover letter may well be the first contact that you make with a potential employer. If it is well written it will lead the employer to the second part of your application, your resume. If the cover letter is not well written, your resume may end up in a discard heap without ever being read. Your cover letter, like your resume, is a part of that magazine advertisement that "sells" your most attractive features. Since your cover letter is likely to be one of several received for a particular position (Some large companies receive 1,000,000 or more each year!), it is essential that it be well written and to the point. Don't include the details of your entire work and school history. The best way to set yourself apart is to highlight one or two of your accomplishments or abilities that show you are a better-than-average candidate.

Your cover letter should be no more than four short paragraphs on one page. Use 8+ x 11 inch white or ivory paper, 1-inch margins and block style paragraphs. You don't need expensive stationery. Standard, inexpensive office paper (20 lb. bond) is acceptable.

Send your cover letter in a business mailing envelope. Unless your handwriting is EXTREMELY neat and legible, either type your envelope or print it from your computer (no dot matrix printers, please). Address your envelope using the full name and title of the contact person to whom you addressed your cover letter.

Follow these basic guidelines when developing the content of your cover letter:

Return address - Your return address should be printed in the upper right-hand corner approximately 4 inches from the right edge.

Date - The date should be on the line below the last line of your address and should be written out, i.e., September 29, 1995.

Addressee - ALWAYS use the full name and the proper title of the addressee in your cover letter. Two lines below the date list the full name of the addressee. The next line should contain the addressee's full formal business title. Write out the full name of the company on the third line. This should be followed by the address of the company, which generally takes two lines.

Salutation - The salutation should be typed two lines below the address. Begin with Dear Mr. or Dear Ms. followed by the last name of the addressee and a colon, i.e., "Dear Mr. Jones:". NEVER use the first name of the addressee in your salutation. In cases where you must use a general salutation, "Dear Hiring Manager" or "Good Morning" are stronger than "To Whom It May Concern" or "Dear Sir or Madam." DO NOT use the old standards "Gentlemen" or "Dear Sirs."

1st Paragraph - State clearly and concisely what position you wish to be considered for and state your academic status. If responding to an ad, say where and when the ad appeared.

Example: I am a senior in mechanical engineering at Rose-Hulman Institute of Technology, and I am interested in the manufacturing engineering position that was advertised in the Serendipity Times on April 25.

2nd Paragraph - Describe what you could contribute to this company and show how your qualifications would benefit this firm. If you're responding to a classified ad, discuss specifically how your background relates to the position requirements. And remember, keep it short.

Example: Having majored in mechanical engineering at Rose-Hulman Institute of Technology, where I also did extensive design on the solar powered vehicle project, I am confident that I can make an immediate contribution as an automotive engineer.

Example: In addition to my degree in computer science, I have experience in development of C and C++ programs for embedded systems using both Motorola and Intel processors.

3rd Paragraph - Describe your interest in this company. Subtly emphasize your knowledge about them (results of your research) and your familiarity with the industry. Be sure to present yourself as eager to work for this company.

Example: I am confident that with my initiative and strong technical background, I can contribute to your company's success in making the transition to infrared technology.

Final Paragraph - Request an interview. Include your phone number and the hours you can be reached, or mention that you will follow up with a phone call within the next several days to arrange an interview at a mutually convenient time.

Example: I would like to interview with you at your earliest convenience. I can be reached at (123) 456-7890 between 3:30 p.m. and 6:00 p.m.

Closing - The closing should be two lines below the final paragraph and aligned with the date. Don't get fancy - a simple "Sincerely" will suffice. Four lines below, type your full name as it appears on your resume. Sign your name in black ink above your typed name.

Enclosure Line - If you are enclosing a resume or other materials, add an enclosure line two spaces below your name, flush left.

Example: Enc. resume

When do you send a cover letter? Anytime you are sending a resume to a company. You may have situations where you are sending a letter without a resume, but a resume should always be accompanied by a cover letter.

There are two types of cover letters - application and inquiry letters. Application letters are sent to apply for an known position. Inquiry letters of sent to employers who have not advertised positions. Sample cover letters

Some companies may send out surveys to candidates that refuse their offers. They are attempting to gather information that will help them assess the effectiveness of their recruiting practices and the competitiveness of their offers. If you don't feel comfortable sharing the information, don't fill out the survey or, if there are things you think they need to know, but feel uncomfortable telling them, fill it out but don't identify yourself.  Sample refusal letter

When you call to request an informational interview, you should be prepared to conduct the interview immediately. Have a script in your hand when you dial the phone! Always use a relaxed, conversational tone, but ask specific questions. Here are some you can use:

• How did you get into this field? Where did you work before?

• What advice would you give someone just getting out of school who wants to be successful in your field?

• I have a copy of my resume. Could you look at it and let me know what you think?

• What can I expect a typical career path to be like in this field?

• From the research I've done so far, I've developed a list of companies in our field that I am interested in. Can you tell me anything about them?

• Can you recommend anyone else for me to talk to?

• What are the names of a few companies in your area?

• What companies in your city are the growing companies I should contact?

How do I follow up?

Always follow up immediately with a typed thank-you letter. If you haven't already sent a resume, send one with your thank-you letter requesting that they keep you in mind if they hear of anything.
 

Send another letter a month or so later. Let your contact know that you followed up on their advice, and inform them of any new developments in your job search.

Keep a separate notebook or file for all your networking contacts. Include everyone's name, address, phone, title and organization as well as dates and details of all conversations and correspondence.

When you have found employment, notify everyone on your networking list, thanking them again. Remember, you may soon be in a position to help them.

How do I identify Rose-Hulman alumni for networking?

Alumni database searches are available through the Career Services Office.  In order to request a search, complete the Alumni Networking Guidelines form and bring the signed document and the criteria scheet to the Career Services Office.

The results will be returned to you in an Excel spreadsheet via email.

ON-CAMPUS INTERVIEWS

The number one mistake made by graduating seniors is thinking that on-campus recruiting will get them the job they want, so they don't really have to put much effort into the other techniques. Don't wait around for that one perfect company to announce that it is visiting campus. Even if it does, the competition for these jobs is tough. There just aren't enough companies visiting college campuses to provide opportunities for all of the interested students. Many companies are cutting back on their on-campus interviewing and those that aren't are visiting several campuses to identify candidates for their positions. This doesn't mean you shouldn't use on-campus recruiting. Some of you will find excellent jobs using this technique. But you should start early and be sure that you use the other techniques, just in case you're not one of the lucky few.

ANSWERING RECRUITMENT ADS

Answering published ads (newspaper want ads, Internet postings, Career Services bulletin board postings) is not the best technique for finding a job. The reason is there's a lot of competition for these jobs. Once a company publishes an ad, they

are generally deluged with applicants. Include this technique in you job search plan, anyway. Remember, 10% of the jobs filled are filled through published recruitment

ads - and you just might be one those who is successful!

Where can I find ads?

• eRecruiting - Companies who do not come to campus to interview, but still have an interest in hiring Rose-Hulman graduates, will post their jobs on the eRecruiting system.

• Newspaper - check the want ads for the cities that you are interested in.

• Internet - The "World Wide Web" system is exploding with job search information. You can place your resume on file, search employment opportunities and forward your resume through the Internet. In addition, you can find materials on miscellaneous job related information such as writing resumes and cover letters, interview tips, skills assessment, etc. Be sure to check out MonsterTrak and NACElink a bulletin board that specializes in listings for new college grads. A list of Internet sites can be found here.

How should I respond?

The process for responding to a want ad is much the same as that used for contacting a company in a targeted mail campaign, with the exception that the company and position have been identified for you.

Here, again, you will need to research the company. Find out if this is a company that you want to work for. Do enough research to be able to write an effective cover letter an to come across as eager and interested in your conversations. If not given in the ad, find the name and title of the person that you should send your resume to. Use the Career Search database or check with Career Services staff to see if that employer and a contact are in the eRecruiting database.

Send your resume. Write a targeted cover letter that lists the qualifications in the ad and explains how your experiences, skills and accomplishments fit the position.

Make a follow-up phone call to make sure your resume was received and answer any questions the employer may have. Use your 60-second pitch and make sure you let them know how interested you are in the position.

Keep track. Make notes in your job search notebook for every letter and follow-up contact.

USING EMPLOYMENT PROFESSIONALS

There are a variety of "third party" agencies providing employment services. Employment agencies are commissioned by employers to find qualified candidates to fill their openings. You should remember that their main focus is to satisfy the employer's needs, not to help you find that "perfect" job. They are paid a sizeable fee when they fill a position. As a result they will often try to steer you in a direction that you are not interested in just to fill the job and collect the fee.

Employment Marketing Services operate very differently from traditional employment agencies. One of the big differences is that employers pay employment agencies, YOU pay employment marketing services - sometimes thousands of dollars - to help you find a job. They will develop a resume, write letters of inquiry, and make phone calls for you - basically the things you can learn about on this website or in the Career Service Manual and do for yourself FREE. And their success rate is nothing to write home about - about 5%. Unless you just don't know what else to do with your money, don't use these firms!

Don't call 900 numbers. They're a relatively new phenomenon in the employment world. They boast about lots of sensational job openings, claiming that all you have to do is call and you'll be on your way to a terrific career. The reality is that they usually list only a few job leads, many of them for positions that are already filled, and they are expensive - sometimes as much a $10 or $20 per call.

Temporary Agencies or contract firms can be a viable alternative. Like an employment agency, they are paid by the employer to provide qualified professionals . You are hired by and remain on the agency's payroll. The agency, in turn, contracts your services to the employer for a specified period of time. Many firms now specialize in the placement of technical professionals. Working on temporary assignments while you continue your job search can provide valuable experience to be added to your resume. You can develop invaluable contacts in the companies you are contracted to. Sometimes permanent positions develop during the assignment and the contract employee who has been doing that work is converted to a permanent employee.

If you decide you want to use employment or temporary agencies, check with Career Services for employer-supplied listings of companies used to fill both temporary and permanent positions. You can also find listings on the Career Search database and can target your search by industry, location. etc. Or visit headhunter.net on the web.