Your Name

Your street address
City, State/Province, ZIP/Postal Code
Phone number (with area code)
Your.email@address.com

Today’s Date

Person you are applying to
His/Her Position or Department
Company you are applying to
Company street address
City, State/Province, ZIP/Postal Code

To Ms. / Mr. Person you are applying to,

Catchy introductory sentence.  Specific position you are applying for. Any recommendations or experience with the company you have (this can also go in the first sentence).

How your specific skills gleaned from your experience will benefit you in performing the job and helping the company.  You may use one or two paragraphs for this section.  Like with a resume, try to keep your paragraphs limited to six lines or less (although this is not a hard-and-fast rule).

What follow-up actions you will take.  What follow-up actions you expect from the company.

Sincere Sign-off,

Your Name

Enclosure: Resume

Mallory James

250 Kensington Pl.
Mississauga, ON, M5R 1J8
(519) 520-4689
mjames@hotmail.com

15 March 2006

Cindy Levesque
Human Resources Co-ordinator
IntelliCorps Inc.
289 Front St.
Toronto, ON, M6K 2L1

To Ms. Levesque,

On Susan Porter’s recommendation, I am applying for the position of Project Manager with IntelliCorps.  I would be able to begin working at the beginning of April.  My organizational and leadership skills would help IntelliCorps create innovative and advanced new radio designs.

I would like to use my motivational skills to encourage your project teams as they create and implement solutions for the growing realm of communications. My experience training staff has given me insight into effective team management.  My expertise with your Radio500 technology will be an asset to your team.

I will call you early next week to discuss this position.  I look forward to being in touch.

Sincerely,

Mallory James

Enclosure: Resume

Basics of Format

• Include the name and address of the company to which you are applying.  This is generally placed above the “To” line, and aligned to the left.  Use a specific name of the person to whom you are applying.  You might want to include the name of the department as well.
• Include your name and address.  You can have this at the very top of the page, centered, just like your resume.
• Be sure to put the date on your cover letter.  To see one way of formatting this information, see our template and our sample cover letter.

To…

• “To Sir or Madam” just doesn’t cut it anymore.  You have to specifically address your letter to an employee at the company. 
• You can write “To Mr. Smith” or “To Ms. Baker,” however, if you are unsure of the marital status or sex of the person you are addressing, use a first name and a last name: for instance, “To Robin Carr.”
• Use the politically correct Ms., not Mrs. or Miss.

First Paragraph

• Describe what position you are applying for (be specific).  Rather than saying, “I am seeking employment at your company,” state, “I am interested in a full-time sales representative position at Company X.”
• Clarify when you would be able to begin the job if you have limitations.
• Mention any connections you have to people in the company, or if you have had a working connection with the company in the past.

Body Paragraph(s)

• Take a few sentences here to outline why you are qualified for this position.  Use industry buzzwords and words from the job ad. 
• Do not repeat sections of your resume verbatim.  Use this opportunity to elaborate on any skills that you have or any part of your resume that you feel is particularly relevant.  Explain the relevance of your experience and how you can benefit your employer.
• Keep is short: no more than two body paragraphs.  Use short, simple sentences.  Don’t allow your paragraphs to run too long (no more than six lines of text as a general rule).

Concluding Paragraph

• Describe what response you expect from the company.
• You might also write what you will do as a follow-up, such as call the company.  If you indicate you will call them on a specific date, be sure to follow through.  If you are unable to reach someone, be sure to leave a message.

Sign-Off

• Sign-off professionally.  Remember, also, to physically sign your cover letter before you hand it in with your applications.

1. Get a good night’s sleep.  You want to be alert and enthusiastic for your interview.

1. Plan out your answers.  Look at our possible interview questions and tricky questions to plan out some of your answers in advance.  This saves you from having to stress about some on-the-spot thinking.  Don’t try to memorize answers, however.

1. Scope out the location.  If you are unfamiliar with where you are going, you might want to go there once earlier to familiarize yourself with the territory, such as figuring out where to park. 

1. Research the position.  You will likely be asked what kind of salary you expect to receive.  Find out what the going rate for a similar position is so that you will be able to answer questions with confidence.

2. Bring Your References.  Have a copy of your references with you, typed, on a separate piece of paper to give your interviewer.  You might also want to bring another copy of resume.

3. Be Positive.  Attitude is everything.  If you go into a job interview knowing that your skills and abilities make you the ideal candidate, you will reflect this confidence during the interview, and the interviewer will recognize your suitability for the job.

4. Be Punctual.  You are a reliable job candidate.  Prove this to your prospective employers by being on time, or five minutes early.  If you are unsure where the interview is, or how long it will take you to get there exactly, budget in extra time.  Bring a book or magazine (perhaps one related to your field) to browse if you have a wait time.

5. Turn Your Cell Phone Off.  This might seem obvious, but it is also important.

When you have your prearranged phone interview, prepare as if you were preparing for a regular interview: review possible questions, research the company, and create a small file.  One of the benefits of phone interviews is that you can have some answers already at your fingertips.  Writing some notes and then referring to your ‘script’ during a phone interview is perfectly acceptable and make help ease your nerves.  Don’t assume that you can plan for all of the questions, however.

You will want to be in a good place for a phone interview: you will want to have a quiet environment, free from phones ringing, background noise including pets and kids.

Phone interviews are conducted to save time, so keep your answers concise but informative.  Avoid nervous “ums” and “ers.” Relax, and act naturally.  Being prepared for the interview will help you on the way to achieving your new job.

Your Skills

Typical Questions:  What are your qualifications?  What do you have to offer?  What experience do you have in this field?  Why should we hire you?

Possible Answer:  “With four years of experience in this field, and up-to-date training from the University of Nebraska, I would be an excellent addition to your team.”

Your Goals

Typical Questions:  What are your short or long term goals?  What do you hope to achieve here?  What do you see yourself doing in five years?

Possible Answer:  “In the short term, I hope to secure an engaging and challenging job doing what I love: working with children.  In the long term, I hope to help raise responsible and caring individuals who grow into mature adults.”

Your Job

Typical Questions:  Why do you want this job?  Why did you apply to this company?  What are your general career interests?

Possible Answer: “I applied to some select companies whose mandates matched my career goals.  I hope to help this company exceed its sales quota and possibly expand into new markets – as I have done in the past at Black’s Widgets.”

Behavioural Questions

Possible Questions: “Have you ever disagreed with your boss?  If so, how did you handle it?”; “Give an example of a time when your organizational skills have helped you achieve success”; “What do you feel exemplifies your leadership style?  Can you give an example?”

Possible Answer:  These questions draw on your personal experiences and so will be different for each person.  Just knowing that you might be asked to relate anecdotal evidence will help you prepare. Remember, after relating the story, always conclude with a reason this demonstrates your skill that will help you achieve your job.

Situational Questions

Possible Questions: “If you had just arrived back in the office from a sales call, and a customer called complaining about the lack of service he had received earlier when he called customer support, how would you handle this?”

Possible Answer: Again, each question is different and based on your personality, but think ahead of time, and don’t be afraid to pause for a minute and think through your answer before starting to speak.

Other Questions

See our tricky questions for some hints on how to handle particularly tricky questions.  If you are wondering what your prospective employer can’t ask you, see our page on illegal questions. 

Even if you are leaving because you have been fired, or because of a disagreement at your last place of employment, you can answer this question with panache.  Don’t say, “I was fired.”  There are alternative answers that can express your strengths.  Don’t lie, however.  Remember that the interviewer may know someone at the company, so make sure your answer can be supported by others.
You can say that you are looking for a new challenge.  You can say that your current employer is downsizing or that business is poor and the company's financial situation is looking insecure.  You can say that your current employer is relocating, or that you are relocating to be with a significant other.  You might also say that you are looking for a job with more opportunity for advancement, or that you didn’t see a career path for yourself at the past company.

What is your biggest weakness?

There are a few strategies to answer this question.  You can tell them your weakness is something that will not affect your work: for instance, you could very cleverly answer that your weakness is chocolate.
You can give them a weakness that is actually a strength: you could say that your biggest weakness is paying attention to detail.  You could explain that you work hard to also focus on the big picture because you tend to aim for perfection on the details.
Another to phrase your weakness is as an obstacle that you are working to overcome.  You could say that speaking English as your second language is your biggest weakness, but that you are enrolled in classes and working hard to improve it.
Again, don’t lie.  No-one is perfect and questions like this are generally asked to see HOW you respond, rather than what you say exactly.  Although admitting you have poor organization skills might hinder your chance at an office administration job.

Tell me a story.

Firstly, you can ask for clarification with this question.  Asking for clarification will prove to your interviewer that you are responsible enough to determine directions.
Secondly, make the story relevant to what job you are seeking.  Treat this as a behavioural question and relate a relevant anecdote that highlights your skills for this job.

General Cover Letter Hints

1. Proofread Carefully.  Make sure that there are no spelling or grammar mistakes in your cover letter.  Try getting a friend to proofread your cover letter: another set of eyes often catches mistakes that you might otherwise miss.

2. Address your letter specifically.  “To Sir or Madam” just doesn’t cut it in today’s job market.  Do some research online to establish the name of the person who will read your cover letter and include it in the “to” line.

3. Use the perfect tone.  Your cover letter should be conversational (it can include contractions—“don’t, wouldn’t”) and should express some of your personality.  Your cover letter should not be too colloquial, however: remember, this is a professional application that you are undertaking.  Be cheerful; market yourself.

4. Be short and sweet.  You want your cover letter to be easy to read and to the point.  Leave plenty of white space on the page. 

5. Indicate some knowledge of the position & company.  If the job is located outside of your current hometown, acknowledge this in your cover letter and indicate why you should still be considered.  For example “Although I am currently living in the Toronto area, my spouse has been transferred to Edmonton and we will be moving there as of July 15, 2006”.  If you are moving from another country, indicate the status of your Visa / work permit application.  If you omit this information, too often employers will assume you applied in error, not knowing where the job was located, and won’t consider your application any further.

Check out these pages to get all the information you need about interviewing like a pro.

• Before the Interview
• The Day of the Interview
• During the Interview
• Phone Interviews
• Possible Interview Questions
• Dealing with Tricky Questions
• Illegal Questions
• Closing the Interview
• After the Interview
• Your References

Remember, sometimes an interviewer will ask a question because of inexperience, not because of a discriminatory habit.  Also remember that the interviewer does not reflect the whole company to which you are applying.

Here are two sample questions that are illegal because they are discriminatory, and some possible responses.

Are you planning on having children?

For this question, you can simply answer no.  If you get the job and then choose to have children, the company cannot penalize your for it.
An alternative response where you might not have to lie outright would be, “Regardless of my family situation, I intend to be a dedicated career-oriented worker.”

When were you born?

You can choose not to answer the question. 
Alternatively, you could partly answer the question by saying, “Although I might be younger than your average applicant, this works in your advantage.  Having recently finished school means that I am on the cutting edge of new technological innovations in the field.  My age also means that I am also enthusiastic and willing to work hard.”  Conversely, you might answer “My age will be an advantage to you because I have years of experience in the field.  I have worked in varying departments, and so have a good sense of how a company runs as a synthesized whole rather than as independent parts.  I will be a positive mentor to younger members in the department in this leadership role.”

Questions on Disabilities

At the end of the interview, the interviewer will likely ask something like “do you have anything to add?” or “Is there anything more you would like to say?”  Take the final minute of an interview to really sell yourself. 

Before you close the interview, you might want to ask a question, such as “do you need more information to understand my qualifications for the position?” or “would you like my references?”  Once you have met the needs of the interviewer, then you can conclude the interview with a short (no more than one minute) closing statement.

Write up a final spiel that expresses your enthusiasm and suitability for the job.  Think of this as comparable to the summary section of your resume.  You will want to express your interest in the job, and your suitability for the job.

Here are some examples of successful interview closes:

• I can see that you are looking for someone who is motivated and responsible to coordinate your volunteers.  With my experience supervising summer camp staff, I can bring positive leadership abilities and creativity to your team.  I believe that well-trained volunteers are better able to perform tasks and more willing to work.  I look forward to implementing an effective training program so that we can best utilize the human resources we are fortunate to have offered to us.
• Thanks for taking the time to interview me.  I am excited by the prospect of becoming an active part of this company’s sales team.  I feel that my expertise with flooring and my experience in retail will be an asset to your business.  I will be in touch with you early next week.  Do you prefer a phone call, letter, or email?

You might also choose to end the interview by asking how the company prefers for you to follow up.  Find out when you expect to hear back, and who you can contact.  Thank your interviewers for taking the time to meet with you, shake hands, and smile when you leave.

Your message should say something along the lines of “Thank you for taking the time to meet with me.  I know that you are very busy.  I would truly like to work with your successful company.”

You can take the opportunity of a follow up to insert things that you wish you had mentioned in the interview.  You could say, “After our meeting yesterday, I realize that I had intended to tell you about some of my surgical experience and it slipped my mind.  I have successfully operated on numerous supracondylar fractures, one of which was a case involving an infant.”

Use the note to reinforce your interest in the job and the skills that you bring to the job.  You might prefer to send a note or email rather than a call so to highlight your written skills.

Remember that it is important to follow up with your references as well as with the interviewers.

You will want to line up at least three references before you start your job hunt.  You will want them to be people who are reliable, and who will speak well of you.   Try to get your references from three separate places of work or volunteering.  You will want to have people who supervised you, who worked closely with you, and who know your abilities. This will highlight your different strengths to your employer.  Keep your references as current as possible.
If you have three references prepared and your interviewer only asks for two, give the best two references.

Asking for References

As you leave any position, be sure to ask for references.  Then, when you know that you are going on the job market again, call or email your references to confirm that they will act as a reference for you.  You can even say, “I was hoping that you could speak to my leadership and organizational abilities” when you call to confirm your references.
It is polite to tell your references what types of positions you are applying for, so that they can tailor their answers accordingly.

Reference Letters

If you are asked for a letter of recommendation, ask your reference.  See if there is a form that must accompany the letter.  This letter has to be returned to you in an envelope that is signed across the seal, or sometimes mailed directly to the firm. 
When you ask for a letter of recommendation, feel free to remind your reference of how long you have known each other, any achievements you accomplished that they can speak to, and what skills and traits you hope they can highlight to a caller.

Keeping Happy Referees

Once you have got your position, send a thank you note to your references to let them know what happened with the interview and how things are.  Even if you did not get the position, a quick call to share the news and express anticipation for future ventures is polite.  Your referees will be happy to refer you if you treat them with respect and share your news with them.