Cover letter
Source: https://careerzone.universiteitleiden.nl/en/develop-your-skills/application-skills/application-letter Parent: https://careerzone.universiteitleiden.nl/en/career-services/social-sciences
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Cover letter
Note: or motivation letter. Both words are used to describe the letter you attach to your CV when applying for a job.
Carefully read the text of the vacancy and start with a vacancy analysis https://careerzone.universiteitleiden.nl/en/develop-your-skills/application-skills/application-letter/job-vacancy-analysis . What qualities is the employer looking for in a new employee? What areas of interest are crucial for the position? What tasks will you perform?
A vacancy analysis requires more work before you send your application, Ultimately, it will result in a better cover letter, which will take less time to write. Plus, it’s a bit of preparation in case you get an interview.
Once you have gathered all the important information and have sorted out for yourself, you can start!
Check out the video below to learn more about writing a cover letter.\
More tips
- Put yourself in the shoes of the recipient of the letter. The reader wants to see what you'll bring to the position and/or organisation in the vacancy: ‘what's in it for me?’
- A letter makes a general impression on the reader. Be sure that this impression is in keeping with how you want to come across.
- Adjust your writing style based on the organisation to which you are applying. A cover letter to a government institution will inevitably be more formal than one to a marketing agency.
- Make sure your letter fits on one A4 and fill about 2/3 of the paper with text.
- Use a clear layout.
- Divide your text into paragraphs. Think about 3 or 4 paragraphs.
- Be clear and direct and use examples to illustrate your point. ‘I have good communication skills’ isn’t enough. ‘In my part-time job, I had phone contact with customers’ says more.
- Start in an original way by mentioning something relevant from your CV, something about the organisation, or indicate who you have already spoken to within the organisation.
- Maintain a businesslike and formal tone. After all, you don’t know who will read your letter.
- Don’t be modest, sell yourself. If you find it difficult or don’t want to brag, you can refer back to ‘evidence’ in topics. For example, if you graduated with honours, you have proof of this.
- Write only positive about yourself. Don’t put yourself down. This is unnecessary and not pleasant for a reader. Feel free to ask someone else for input if you find this difficult.
- Make sure there are no spelling or stylistic errors. Use a spelling check.
- Have someone else check your letter, both for content and layout.
Structure or outline letter
In this example, we'll assume you're using a standard letter that you attach to an email, for example. You might also be asked to upload a 400-character motivation via a link or website. In that case, only use the relevant parts of the letter, such as your motivation.
The example below might not be the right format for the message you want to get across, or perhaps a ‘motivation for the organisation’ isn't applicable. Feel free to structure your letter in a way that suits you and the specific vacancy/application.
Name of organisation\ Department (optional)
For the attention of [name contact person]\ Street + number \ Postal code + city name
Note: try to find a contact person to whom you can address your letter. If this person isn't listed at the bottom of the vacancy, please ask someone.
Place, date
Subject: Application for the position of…. / Reference
Note: especially if there are multiple vacancies at an organisation or you know it is a large organisation, make sure it is clear for which vacancy you want to be considered.
Dear Mr / Ms [surname of contact person]
Note:
- Try to avoid just using ‘dear Sir/Madam’ here.
- If you know the contact person, you can also use, for example, ‘Dear Mr. or Mrs. [last name], dear [first name]’. Don’t just start with ‘dear [first name]’.
- If you want to apply to a vacancy in another country, check which salutation is required.
Introduction
Start with an original message and state which position you are applying for.
Note: you can also indicate here if you’ve spoken to someone within the organisation.
Motivation and suitability for the position
Describe your passion for the position. Why would you enjoy doing this? And be clear about who you are, what you have to offer and why they should hire you for this position. What qualities and experiences make you a good fit?
Note: link this to an example. ‘I think it would be fun to work with children’ doesn't reveal much about your passion or suitability. ‘I think it would be fun to work with children because I experienced that at my part-time job x …’, says a bit more.
Motivation for the organisation
Describe your enthusiasm for the organisation. Why do you want to work for this organisation? For example, indicate that you are aware of developments within the organisation or that you identify with organisation’s mission.
Note: don’t forget to include an example.
Closing the letter
Make it clear that you would like to be invited for an interview.
Express this in an enthusiastic and proactive manner that suits you.
‘I would be happy to further explain this application in an interview’ is fine, but if ‘I hope this letter will prompt you to invite me for a personal interview’ works better for you, that's also fine.
Open application
It's common for people to find jobs through an open application. It's different from a targeted application. After all, you don't know if there are any opportunities available. Nevertheless, it's worth seriously exploring this application method as well.
Advantages of an open application
- You don't join the ‘large group’ of other applicants who apply.
- You show initiative and courage.
- You demonstrate your interest in an organisation.
- You stand out. With an open application, you're asking for exclusive attention for your profile.
- Who knows what opportunities exist.
- You don't go for an existing vacancy profile, but for something that truly suits you.
Disadvantages of an open application
- It's possible that your dream organisation simply doesn't have a spot for you.
- Keep in mind that an open application might not immediately lead to a job.
- It's harder to explain what you're looking for and convey your motivation.
- The (application) process can take longer.
To increase the chances of an open application being successful, good preparation is essential. With an open application you have to convince the employer of your added value even better than with a targeted application.
Before sending your CV and cover letter, it's therefore advisable to gather information first. It's frustrating to put a lot of effort into your cover letter only to discover that the department or position you're interested in will eventually disappear.
Gather information
- What do you find when you study the website? Where do you think the organisation is currently facing a problem that you could address with your knowledge and expertise?
- Do you come across any job openings? And if so, which ones? This provides insight into whether an organisation is growing, for example.
- Do you see that they are open to open applications? That makes the whole process easier right from the start.
- When you search for the organisation on LinkedIn, what profiles or backgrounds do the people who work there have? What kind of positions do you encounter?
- Contact someone who has a position that interests you.
- What can this person tell you about the position and the organisation in general?
- Can this person or a recruiter also tell you if they are open to open applications?
- If so, what is important and/or to whom should you direct your open application?
Note: it's best to contact someone by phone. This way, you can ask specific questions. Plus, you'll get an immediate response. If you just send an email, it's questionable whether you'll ever hear back.
In addition, keep the initiative with you: contact the organisation again if, for example, you have not received a response two weeks after sending your letter.
Your cover letter for an open application
If you decide it's worth applying, tailor your application, CV and cover letter to the information you've gathered.
Clearly state in your letter what you've learned, the position / type of position you're applying for, or the work you'd like to perform. Explain why you're so eager to work in that position or department, and what you bring to the table to perform the role or tasks well.
Useful links
Examples cover letter
More information
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