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Written Message 5 will test your ability to write a letter of application/cover letter that not only displays good business style principles but also would earn you a job interview.
Scenario: You are a student at Nicholls State University who needs practice writing a letter of application. Find an advertisement for either an internship or job you currently qualify for; then write an effective cover letter applying for that position.
Important: Copy and paste the advertisement into a Word or Google document. Using any color, highlight key phrases such as the job/internship title and list of qualifications. Also highlight its submission method (online submission, email submission, mail submission). Keep the ad to one page, which means you can delete non-essential information. Use details from the ad in your letter (more on that below). To the Word document containing the ad, you will add your letter followed by your current résumé.
Written message instructions: In a Microsoft Word or Google document, write an effective cover letter (letter of application) responding to the advertisement you chose. Use your actual skills and experience when writing the letter. Your letter must show audience awareness and a distinct purpose. Overall, it should demonstrate all the business communication principles -- general and specific -- you've learned this semester. Review textbook information on writing cover letters. Also see Letter Formatting and Content Options for formatting options depending on how the ad says to submit application materials. Though you should look at sample letters, you should not copy wording from the textbook, this assignment or anywhere else. Place your current résumé (it will not be graded but used only as a reference) in the same document as the letter. It will be the document's final page. See Written Message 5 Hints below for tips on doing your best work.
Note: An important aspect of this assignment is your ability to think beyond the details given in the ad. Use your research and critical thinking skills to figure out how to relate your skills and experience to those specified in the ad. If the ad doesn't give specific details -- Example: The Thibodaux Chamber of Commerce is seeking a 3-month intern to help with various Chamber operations and events. Submit application materials to the Executive Assistant at the Thibodaux Chamber of Commerce) -- use logic to figure out what the job's/internship's responsibilities might be, the name of the person (if available) to address your letter to, and write your letter accordingly.
Research: Visit the company's website to learn more about it, but avoid telling the reader what the company's/organization's purpose is. Chances are the reader knows that. You can, however, reference some other specific information from the website without repeating its wording as a way to explain your interest in the internship.
Plan. Write. Edit. Revise. Proofread. Ask questions if you have them. Use the Business Style Checklist to review your work.
Formatting instructions: Place the ad as the first page (omit non-essential details to keep the ad to one page) in the document followed by your letter and then your résumé. See all items under the Job Search Writing Resources heading on Moodle for help, especially Letter Formatting and Content Options. See WM 5 Formatting Sample for an idea of what your completed document will look like.
Submission: Upload your document to the WM 5 item on Moodle by the deadline listed in the Course Calendar. This assignment counts as your final exam.
Written Message 5 Hints
NOTE: This letter will be graded more strictly than any other assignment this semester. It should reflect everything you've learned about business style, and it should indicate you've read all assigned material on cover letters, especially the notes below.
Formatting
See Letter Formatting and Content Options, and choose the option that fits your your ad's submission instructions.
If your letter or résumé contains a street address, single space those lines by hitting Shift-Enter at the end of each line.
If you'd rather not share your contact information, you may invent those details, but note that only your instructor will view this letter.
Do not indent paragraphs. Leave a blank line between each one instead.
Content
Avoid saying you were shown or given the ad by your English 310 instructor since that's not true. Basically, avoid mentioning this assignment. If you'd like to invent another detail about where you saw it and why you were looking for a job/internship, that would be fine.
Include a few specific details from the job/internship ad to show you tailored your letter to it. State any skills or qualifications you have (and how you developed them) to show that you are capable of performing specific tasks the job/internship involves.
One of the sample cover letters shown in Cover Letter Critiques starts by praising the company. Avoid that. It's difficult to sound like you have confidence in your abilities when you start by flattering the company. Other sample letters do a better job of mentioning something specific about the company and using that to express interest in the position. Remember that the first paragraph of your letter should be very brief. State your interest in the position and sum up your qualifications. Save details for later paragraphs.
Avoid repeating details from your résumé in those later paragraph, such as I am a business major at Nicholls State University or I've been an assistant manager at Raising Cane's for two years. Instead, use that information to relate to the position you're applying for: As a business major, my experience...would help the Chamber... or My experience as an assistant manager at Raising Cane's has taught me to..., which gives me valuable experience the Chamber could use ...
The more specific you can be about your education and work experience, the better. For example, instead of writing My work experience has taught me..., write My three years of experience working in customer service has taught me to communicate...
Write your own content. Avoid being the person who plagiarizes a cover letter. Though you may use some similar sentences -- Please contact me for an interview to further... -- the vast majority should contain your own words.
Miscellaneous
If you mention your résumé in your letter, use accents (not apostrophes) on that word. Otherwise, it's the verb resume. Same for those of you who have accents on your first and/or last name. Use accents, not apostrophes. In Microsoft Word, click on Insert-Symbol to find the é, or type the word "cafe," and Word will automatically use the correct accent. Then you can copy and paste it.
Avoid telling the reader you will "follow up" to check on the status of your application. In a real-life situation, if you do follow up, do it in an unobtrusive way, such as email. Rarely is it acceptable to call a company you've sent application materials to in order to check on your application's status.
To use different margin settings on different pages of your document, open the document, go to the Page Layout menu, click Margins and then Custom Margins. Set that page's margins as you need them. On the next page, repeat the previous steps, change the margins, and use the Apply drop-down menu to select This point forward.
Letter Formatting and Content Options
Click https://docs(dot)google(dot)com/document/d/1JmsXqcpMr50bja93w7ygmkhzwGQ8HsTHHrtTYFqYhYQ/edit?usp=sharing link to open resource.
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