cv and cover writing now made simple-by frimpong m. kwadwo
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C.V. & COVER
LETTER
WRITING NOW
MADE SIMPLE
2014
A COMPREHENSIVE GUIDANCE ON HOW TO WRITE YOUR C.V
& COVER LETTER WITH EASE FOR THAT JOB.
FRIMPONG M. KWADWO
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BACKGROUND
Cover Letter according to Wikipedia is a letter of introduction attached to, or accompanying
another document such as a résumé or curriculum vitae. Cover letters may serve the purpose of
trying to catch the reader's interest or persuade the reader of something, or they may simply be
an inventory or summary of the documents included along with a discussion of the expected
future actions the sender or recipient will take in connection with the documents.
Job seekers frequently send a cover letter along with their curriculum vitae or application for
employment as a way of introducing themselves to potential employers and explaining their
suitability for the desired position. Employers may look for individualized and thoughtfully written
cover letters as one method of screening out applicants who are not sufficiently interested intheir position or who lack necessary basic skills.
Poor cover letters. As much as we despise them, they are a chance to make a case, to cover
everything we can’t express in our resumes – which is a lot – and come across as real people to
potential employers. Don’t throw together a cover letter in the hope that nobody will actually
read it. To take advantage of its full potential, follow these approaches.
FOUR APPROACHES IN WRITING COVER LETTER
APPROACH 1:
Writing an Email Cover Letter
1. Include a salutation. There are a number of different kinds to choose from, and the greetingyou choose will depend on how much information you have about the company.
If you know the name of the hiring manager, your salutation should be something like"Dear [insert name]" followed by either a comma or a colon. Make sure to address themanager formally using their proper title (Mr., Ms., Dr., etc.).
If you don't know the name of the hiring manager, consider addressing your letter "DearHiring Manager," "Dear Recruiting Team," or "Dear [insert company name] Team."
As a last resort, address the letter "To whom i t may concern," though we recommendavoiding this salutation, as it could come across as a template letter.
2. Write the first paragraph of your l etter. This is where you will mention the job for which you'reapplying and how you found the job listing. It only needs to be 1 to 2 sentences in length.
STARTING WITH YOUR OVER LETTE
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3. Write the body paragraphs of your letter. Most cover letters will only have 1 or 2 bodyparagraphs. You don't want to overwhelm the hiring manager or use up a great deal of his or hertime. Try to answer the following questions in your body paragraphs:
Why am I a qualified candidate for this position? What work experience do I have that fits the job requirements in the company's listing?
Why do I want to work for this company specifically?
4. Write the final paragraph of your letter. This will be where you wrap up and discuss how youwill proceed with the application. Consider including the following:
Reiterate in one sentence why you feel you're a perfect fit for the position.
Discuss what you'll do next. If you plan on following up with the hiring manager in a week
or two, include a specific date. Otherwise, just say that you look forward to interviewing
for the position and discussing your qualifications further.
Provide your contact information. Include your email address and your phone number so
the hiring manager can get in touch with you.
Mention that your resume or references are attached (if applicable).
Thank the person for their time.
5. End your cover letter with a respectful closing statement. "Best" or "Sincerely" are both
classic options. Also, since you won't be able to sign your email, finish the letter by typing your
full name.
APROACH 2:
Writing a Paper Cover Letter
1. Add a letterhead at the top of the letter. Your letterhead should include your full name,
address, telephone number, and email address. Some guidelines to follow when creating your
letterhead:
Your name should be in bold 14- or 16-point font.
Your address and other contact information should be in normal 12-point font.
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The font of your letterhead does not need to be Arial or Times New Roman, like the rest
of your letter, but it should be professional looking and easy to read. The most important
thing to remember is to include up-to-date information so that you make it easy for the
employer to contact you.
You may want to include an extra line under the letterhead in order to create visual
appeal and to separate the letterhead from the rest of the letter.
2. Write the recipient’s name and address and the date below the letterhead. It doesn't matter
whether you put the date first or last, or how many blank lines you include between them, as long
as it looks professional.
From here on out, use 12-point Arial or Times New Roman throughout the entire letter,
set your margins to one inch, and use single spacing. Be sure your font is black, and if
you're printing your letter out, use standard-sized paper (8 1/2” by 11”).
3. Address the recipient. Be sure to refer to the recipient by his or her proper title (Mrs., Mr., Dr.,
etc.). If you’re not sure who the recipient is, write, “To Whom It May Concern:” or “Dear Sir or
Madam”; however, it is always best to address a cover letter to a real person to make it look like
you’re not sending form letters.
4. State your purpose in the first paragraph. Tell the employer why you are writing to them in two
or three sentences. State the position for which you are applying (or the one you would like to
have should it become available).
You don't necessarily need to include how you became aware of the position unless it
was through a mutual contact or recruiting program—in which case you should make themost of the connection.
If you are writing a letter of interest (also known as a prospecting or inquiry letter) in
which you are asking about positions that might be available, specify why you are
interested in working for the employer.
5. Outline your qualifications in the middle paragraph(s). Make sure to match them to the
requirements of the position. If you are writing to inquire about open positions, tell the employer
how you can contribute to their bottom line, not what you want to get out of the deal. To do this,
use what you have researched about the employer's background and history.
Make your qualifications jump out at the reader by researching the company to which you
are applying for a job and tailoring your letter accordingly. This will also be useful if you
get an interview. Some questions to keep in mind as you write are:
What is the employer's mission? What do they promote as the one thing that sets
them apart from their competitors?
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developed/reinforced/learned/etc."). However, this does not imply that every sentence
should start with "I..." so vary your syntax accordingly.
Colloquial (informal) writing. You want to sound professional and educated. Avoid all
forms of slang, unnecessary abbreviations, and texting lingo.
Incorrect punctuation.
2. Read your letter aloud to hear how it reads. Do not rely on the spelling and grammar checks
to catch mistakes. Consider asking a friend, or even two, to proofread your letter as well. If no
one is available to help, another good strategy is to spend some time away from your final draft (a
few hours or even a whole day) so that you can return to it with a fresh perspective.
APPROACH 4:
Ask Yourself Questions when Prepar ing Your Cover
Letter
1. Find your answers to these important question s before you start writing your cover letter:
What is the complete name of the company to which you are applying for a job?
What is the name of the person to whom you are addressing the cover letter?
What is the address of the person to whom you are sending the letter?
What is the title of the job for which you are applying and does it also have a reference
number that you should include?
What is the type of job or level of the position you are seeking?
"entry-level"
"management"
"senior level"
What skills do you possess that you are not using enough in your current role?
Would the ideal candidate for this new role be required to make more use of those types
of skills? What opportunities are missing in your current role?
Answering these questions will help you explain why you are interested in leaving
current position. For example, are you looking for:
"room for advancement"
"an opportunity to learn new skills"
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What is your current job or educational position? This may seem like an obvious
question, but knowing how to clearly define your current role is a tremendous asset. For
example, you could be a:
"graduate student in environmental science"
"customer service professional specializing in the high-end retail market"
What is a general description of your accomplishments/experiences in the field to which
you are applying? For example, you could have:
"fifteen years of excellent customer service experience"
"an outstanding background in scientific research and discovery"
"a solid history of dependability in the automotive industry"
What assets can you offer to the company? List a few in your cover letter, such as:
"extensive experience with start-ups"
"demonstrated ability to solve problems"
"refined ability to manage teams"
What will you help the company accomplish, if given the job you desire?
"increase its bottom line"
"meet its goal of providing only the best in customer service"
"expand its customer base and increase its revenue"
IMPORTANT NOTES
Tweak your cover letter depending upon your target. If you are applying for specific jobs
then make it relevant as possible. Include the job reference number and address your
cover letter directly to the company contact (if you have their name). Alternatively, if you
are applying speculatively you can start with the salutation 'Dear Sirs,' and finish with
'Yours faithfully' rather than 'Sincerely'.
Consider namedropping if you are confident that the person you know at the company
you are applying to will vouch for you. Sometimes a bit of inside help does go a long way,
so don't dismiss this option out of hand if it is open to you.
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Be concise. Never use two words when one will do. Always strike the word "very" and
eliminate the word "that" as much as you can.
Do not overdo the style elements. Choose a font that is simple but elegant. Avoid
uncommon decorative fonts unless you are applying for a job where being quirky is of
greater value than being businesslike and the people who are doing the hiring are on
board with this philosophy.
Make sure your cover letter is visually appealing and coordinated with your resume. Use
the same personal information block in the heading of your cover letter and your resume.
A cohesive resume package is a very attractive selling point. If using paper (i.e., not
online), use the same high quality paper for the cover letter as for your resume.
BE CAREFULL
This is not your autobiography. Keep it well under a page.
Be careful not to overplay your cover letter's role in the job application process. Yes, a good
cover letter is important and a well-written cover letter should help entice the employer to read
your resume. Even so, you should still be aware that your resume/CV is the main player, whereas
the cover letter's role is a supporting one. If you get the balance wrong and place too much
emphasis on the cover letter (making it too long and complex) then it could deter the employer
from reading your resume.
Avoid generic, empty language ("I will bring a depth of experience," or "I believe my qualifications
and experience suit the demands of the position"). Be specific and concrete about what you can
bring to the position.
If you're doing a thorough job search, you will get rejected sometimes. If you're not getting
rejected, you're not putting yourself out there enough. And if you don't learn to see rejection as a
chance to improve your approach, then you'll have a very difficult time getting a job.
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SAMPLE OF COVER LETTER
NOW JUMP TO YOUR CU RICULUM VITAE
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BACKGROUND
A curriculum vitae (CV) provides an overview of a person's experience and other qualifications.
The purpose of this document is to demonstrate that you have the necessary skills (and somecomplementary ones) to do the job for which you are applying.
In some countries, a CV is typically the first item that a potential employer encounters
regarding the job seeker and is typically used to screen applicants, often followed by an
interview, when seeking employment.
In United Kingdom, most Commonwealth countries, and Ireland, a CV is short (usually a
maximum of two sides of A4 paper), and therefore contains only a summary of the job seeker's
employment history, qualifications, education, and some personal information. It is often
updated to change the emphasis of the information according to the particular position forwhich the job seeker is applying.
Many CVs contain keywords that potential employers might pick up on and display the content
in the most flattering manner, brushing over information like poor grades. A CV can also be
extended to include an extra page for the job-seeker's publications if these are important for
the job.
In the United States a CV is used in academic circles and medical careers in place of a résumé
and is far more comprehensive; the term résumé (which literally means "summary") is used for
most recruitment campaigns. A CV elaborates on education, publications, and other
achievements to a greater degree than a résumé, but it is often expected that professionals use
a short CV that highlights the current focus of their academic lives and not necessarily their full
history.
Writing a CV can be more complicated than writing a resume, because the format changes
depending on what type of position you are applying for, where you are located, and what you
need to include in your CV. The primary differences between a Resume and a Curriculum Vitae
(CV) are the length, what is included and what each is used for. A resume is a one or two page
summary of your skills, experience and education ( Alison Doyle-about.com ). Here is advice on
writing your curriculum vitae:
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WHEN CURRICULUM VITAE IS THOUGHT OF
In Africa, Europe, the Middle East, or Asia, employers may expect to receive a curriculum vitae
rather than a resume.
In the United States, a curriculum vitae is used when applying for academic, education,
scientific or research positions. A curriculum vitae can also be used to apply for fellowships or
grants.
STEP1: BRAINSTORMING FOR YOUR CV
1. Know what information a CV generally contains. Most CVs include your personal
information, your education and qualifications, your work experience, your interestsand achievements, your skills, and references. Also experienced people tailor your
resume to the job you are applying for. Use a modern but professional format. However,
there is no set format for a CV, what you include is up to you.
2. Consider the job you are applying for. Research the company. A good CV is tailored to
the specific job and company you are applying for. What does the company do? What is
their mission statement? What do you think they are looking for in an employee? What
skills does the specific job you are applying for require? These are all things to keep in
mind when writing your CV.
3. Check the company’s website for extra information about the CV. See if there is any
specific information they want you to list in your CV. There might be specific directions
listed on the application page. Always double check this.
4. Make a list of jobs you have held. These can be both jobs you hold currently and jobs
you have held in the past. Include the dates that you began and ended your term at
each particular job.
5. Zoom on your hobbies and interests. Unique interests or hobbies will make you stand
out. Be aware of the conclusions that might be drawn from your hobbies. Try to list
hobbies that portray you as a team-oriented individual rather than as a solitary, passive
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person. Companies want someone who works well with others and can take charge if
need be.
Hobbies and interests that paint a positive image: Being the captain of your
soccer (or football) team, organizing a charity event for an orphanage, secretary
of your school’s student-run government.
Hobbies that imply a passive, solitary personality: watching TV, doing puzzles,
reading. If you are going to put any of these things, give a reason why. For
instance, if you are applying for a job at a publishing house, put something like: I
enjoy reading the great American writers such as Tw ain and Hemingway
because I think their writing gives a unique perspective into American culture at
the time they were writing.
6. Make a list of your relevant skills. These skills often include computing skills (are you a
skilled at Invoicemanager? Wordpress? Excel? inDesign? Access? etc.), languages youspeak, or specific things the company is looking for, such as targeted skills.
Example of targeted skills: If you are applying to be a writer for a newspaper, list that
you are fluent in AP style. If you are applying for a coding job, mention that you have
worked with Java script.
STEP 2: WRITING YOUR CV
1. Create the format for your CV. Are you going to break each section up with a line? Are
you going to put each section in its own box? Are you going to list all of your
information? Play around with different formats to see which looks most professional.
Aim for no more than the front and back of a standard sheet of paper.
2. List your name, address, telephone number, and email at the top of the page. It is
important to make your name a size larger than the rest of the text as it is important for
your reviewer to know who he or she is reading about. It is up to you as to how you
format this information.
Standard format would be to have your name in the center of the page. Your home
address should be listed in a block format on the left side of the paper. Put your
telephone number and email below your home address. If you have another
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Example achievements: Successfully took a national bestseller from manuscript to
publication; received certification in copy-editing from Ghana Institute of
Journalism.
7. Create a section for your interests. You should list any relevant interests that paint you
in the most positive light. Choose several interests from the list you created while
brainstorming for your CV (in Part One).
8. Create a section for other information. If there is a noticeable gap in your CV or there is
some other information you would like to share, put it in this section. This sort of
information can include leaving work to take care of children, join the Peace Corps, etc.
Example: I took two years off from my intended career path in publishing to
teach English in Tamale through the National Voluntary program. Teaching
English has helped me build my English fluency.
9. Create a section for references. These are people you have worked with in the past
such as professors, previous employers, etc. that have seen your work and can credibly
support praises that they give you. The company you are applying to may contact these
references to find out more about your previous work. You should talk with the person
you would like to list a reference before actually listing them--it is best to double check
that they still have the same number, are ok with giving you a reference, or that theyremember who you are. Write down their full names and contact information (including
their phone numbers and emails).
STEP 3: FINALIZING YOUR CV
1. Check your spelling and grammar. Poor spelling is the quickest way to get rejected. If
your CV is sloppy or riddled with errors, potential employers will be unimpressed.Double (and triple) check that you have spelled the name of the company correctly, as
well as any companies you have worked for in the past.
2. Proofread for any sentences that could be written more concisely. CVs that are concise
and well-written tend to do better than long-winded CVs that have repetitive
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P.O. Box 117Angloga-Kumasi
Tel: +233 246 189683/266 337032
©copyright 2014 by Frimpong M. Kwadwo
Email:[email protected] website: www.printtwice.com