Dr. Peter RansGeoff Smith

Cover Letters and Resumes PD Seminar – Session #1

Sept. 9, 2009

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Cover Letters and Resumes

Arguably the most important activity for the co-op aspect of your degree

First impression Could be last impression! As individual as you are, but some

absolutes apply

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Cover Letters and Resumes

See examples and guidelines in Engineering Student Co-op Handbook, 2008/2009

Available athttp://www.mun.ca/coop/home/enghandbook.pdf

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Cover Letter

Introduces you and your resume First impression employer gets – may

not even read your resume What is your message? Customize for each employer Must be well written and error-free

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Cover Letters

Who are you? What do you want? Why? What can you do for them? What can they do for you? What distinguishes you from your

peers? Why should they hire you?

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The Basics 1

Return address – local Phone number and MUN email address Inside address, if known Date Attention: Contact Name

Dear Sir or Madam:

or Dear Mr. or Ms. Contact Name:

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The Basics 2

Content Closure – yours truly, yours sincerely Sign the letter Type your name Encl. to indicate your resume is attached Attach transcript if requested or if

impressive

Student NameUniversity AddressSt. John’s, NLA1X 2Y6(709) 123‑4567studentemail@mun.ca

Date

Company Name

Dear Mr./Ms. Smith:

State fully the job applied for, location and where the position was advertised.

State what is known about the company. This is important because it indicates to the employer that the student took the time to do some research and is genuinely interested in this job and the company. Do not quote vague statements or repeat information from their web site. Information related to current projects, future plans, etc., is appropriate.

The main body of the letter should be two paragraphs at the most. Here is where the student tells the employer what he or she has to offer and why they should read the résumé. This is a good time to read the job advertisement again. Emphasize that the student has an interest in the company and the industry it works in. In one paragraph (two at the most) summarise previous experience and skills which meet the requirements of the advertisement. A good way to start this paragraph is with a statement like this: “You will see from my enclosed résumé…” then go ahead and tell them something about the student’s career which will immediately get their interest. Only give them information related to what they are asking for in the job description.

Ask for an interview where further elaboration will be made on the interest and qualifications outlined above.

Yours truly,

(Please make sure you sign the letter)

John/Jane Doe

Student NameUniversity AddressSt. John’s, NLA1X 2Y6(709) 123‑4567studentemail@mun.ca

Date

Company Name

Dear Mr./Ms. Smith:

State fully the job applied for, location and where the position was advertised.

State what is known about the company. This is important because it indicates to the employer that the student took the time to do some research and is genuinely interested in this job and the company. Do not quote vague statements or repeat information from their web site. Information related to current projects, future plans, etc., is appropriate.

The main body of the letter should be two paragraphs at the most. Here is where the student tells the employer what he or she has to offer and why they should read the résumé. This is a good time to read the job advertisement again. Emphasize that the student has an interest in the company and the industry it works in. In one paragraph (two at the most) summarise previous experience and skills which meet the requirements of the advertisement. A good way to start this paragraph is with a statement like this: “You will see from my enclosed résumé…” then go ahead and tell them something about the student’s career which will immediately get their interest. Only give them information related to what they are asking for in the job description.

Ask for an interview where further elaboration will be made on the interest and qualifications outlined above.

Yours truly,

(Please make sure you sign the letter)

John/Jane Doe

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Contents 1

Never more than 1 page 3 or 4 paragraphs Never smaller font than 12 point Attractive to look at, easy to read Customize to the specific job Show interest and enthusiasm Don’t be too creative – take your cue from

the job description

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Contents 2

First paragraph:

• Introduce yourself – term, discipline, work term period, expected year of graduation

• Name the job or jobs you are applying for

• How did you hear of job: “…as advertised through the Division of Co-operative Education at Memorial University of Newfoundland”

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Contents 3 Main body of letter:

• Say why you are applying for the job:• “…interested in being involved in

Newfoundland's oil and gas industry …”• “…looking for experience in a variety of

engineering fields …”• “…planning to go into academia so would

like to work in research and development…”

• “…want to learn new design software skills…”

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Contents 4

Main body of letter, continued:

• Summarize your relevant skills and experience

• Explain how your experience makes you the best qualified for this job

• Make them interested enough to read your resume:

• “You will see from my enclosed resume…”

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Contents 5

Main body of letter, continued:• Say something to prove you know about

the company or department:

• “I saw in The Telegram recently that ABC Company was just awarded XYZ Project and I would welcome the opportunity to be involved …”

• “ABC Company is a Canadian company and a world leader in ZZZ technique…”

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Contents 6

Conclude by :•Thanking the recruiter for his/her time

•Asking for an interview

• If not through Placepro – provide contact information

•Sign the letter and type your name beneath the signature

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Cover Letter - Final steps

Review job ad: Have you covered all relevant points?

Proofread: Check the spelling of the company name and the contact name

Proofread: Check all your spelling, grammar, formatting

Have someone else proofread your letter

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Resumes

To market and sell yourself as the best candidate for the job

Research has shown that most resumes are looked at for ≤10 sec

The employer sees your resume as a reflection of who you are - who do you want to be seen as?

Write in third person – no “I”

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The Basics 1

What They Look For (from Newfoundland Power)

• Easy to read

• Focus

• Grabs attention

• Visually appealing

• Correct spelling and grammar

• Detailed skills and accomplishments

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The Basics 2

What They Hate (from Newfoundland Power)

• Too long/too hard to read/follow

• POor presentation

• Incorect spelling/grammar

• Inconsistent

Layout

Keep it simple

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Resume – Personal Information

Use your full name, never a nickname Contact information:

• contact phone number and cell phone number

• current and permanent mailing addresses

• MUN e-mail address

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Objective and/or Summary of Qualifications - optional

Objective - Position of interest, relevant information to position, try and be as specific as possible

Summary of Qualifications - Highlights and summarizes your top selling points, avoid using general statements.

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Education Refer to your education in reverse

chronological order Include term number and expected grad year All education and training is important and

should be included on the resume. It may be listed under your formal education or in another section called Additional Training

Only include your Average or GPA if it will help (and specify if your GPA is out of 3 or 4)

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Work Experience

List in reverse chronological order and list: year, job title, name of employer (organization /company), city and country

Focus on skills, leadership roles and accomplishments

Start each phrase with an action word: coordinated, surveyed, completed, administered…

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Optional Sections

Volunteer Experience Awards and Accomplishments Conference Attendance Professional Affiliations Interests Presentations Publications Additional Training

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References

Not usually included in resume – “references available on request”

Seek approval beforehand Give references a copy of resume Provide list, if requested, at interview

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Additional Resume Hints 1

Include name and page number on 2nd page Be honest but strategic! Always have someone proofread for errors Use action verbs to highlight responsibilities

and accomplishments Do not exceed two pages Leave some white space

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Additional Resume Hints 2

Do not include: age, height, weight, religious/political affiliations, or social insurance number

Avoid paragraphs, use bullet statements Use consistent spacing and formatting Use your MUN email and check it often

SANDY SMITH

University Address Home Address12 Any St. P.O. Box 123St. John’s, NL A1X 2Y6 Any Town, NL A1B 2Y6(709) 123-4567 (709) 765-4321ssmith@engr.mun.ca

EDUCATION2006-present Memorial University of Newfoundland

Faculty of Engineering and Applied ScienceEnrolled in Academic Term III CivilBachelor of Engineering Co-op Program

2006 ABC High School, St. John’s, NLGraduated with honours from Grade 12

2005 DEG School of Arts, St. John’s, NL45-hour course in Shop Practice

SANDY SMITH

University Address Home Address12 Any St. P.O. Box 123St. John’s, NL A1X 2Y6 Any Town, NL A1B 2Y6(709) 123-4567 (709) 765-4321ssmith@engr.mun.ca

EDUCATION2006-present Memorial University of Newfoundland

Faculty of Engineering and Applied ScienceEnrolled in Academic Term III CivilBachelor of Engineering Co-op Program

2006 ABC High School, St. John’s, NLGraduated with honours from Grade 12

2005 DEG School of Arts, St. John’s, NL45-hour course in Shop Practice

AWARDS AND SCHOLARSHIPS

• Current academic average 82%• Engineering Dean’s List, academic terms 1 and 2• Pass with Distinction, Work Term 1• Award of $100, highest marks in Grade 12• James Moore award, highest marks in Grade 11

WORK EXPERIENCEMay - HIJ Company, St. John’s, NLSeptember 2007 Work Term 1 Student

• Worked extensively with AutoCAD producing sketches and drawings for survey layout and general construction• Assisted engineers in underground pipe design and placement• Completed quantity takeoffs, including concrete, rebar and piping, of buildings and concrete pipe supports• Kept accurate records of quantities completed on a daily, weekly and monthly basis• Completed design work for valve access platform foundation and sump drip pans as well as design layout work for main entrance to the site• Made oral presentations on work completed

AWARDS AND SCHOLARSHIPS

• Current academic average 82%• Engineering Dean’s List, academic terms 1 and 2• Pass with Distinction, Work Term 1• Award of $100, highest marks in Grade 12• James Moore award, highest marks in Grade 11

WORK EXPERIENCEMay - HIJ Company, St. John’s, NLSeptember 2007 Work Term 1 Student

• Worked extensively with AutoCAD producing sketches and drawings for survey layout and general construction• Assisted engineers in underground pipe design and placement• Completed quantity takeoffs, including concrete, rebar and piping, of buildings and concrete pipe supports• Kept accurate records of quantities completed on a daily, weekly and monthly basis• Completed design work for valve access platform foundation and sump drip pans as well as design layout work for main entrance to the site• Made oral presentations on work completed

Sandy Smith Page 2 of 2

June - Rural Development Association, Paradise, NLSeptember 2006 Biologist’s Assistant

• Collected salmon eggs and scale samples for a salmon hatchery project• Collected data from fishermen concerning the quantity of fish caught in a specific time period, size and weight of the fish• Wrote daily, weekly and monthly reports• Presented reports verbally to the Association

2003 - 2005 Morning News, St. John’s, NLPaper Carrier

• Supplied papers and flyers to 150 customers

2002 - 2004 Babysitter

• Responsible for the care of children during weekend evening hours

Sandy Smith Page 2 of 2

June - Rural Development Association, Paradise, NLSeptember 2006 Biologist’s Assistant

• Collected salmon eggs and scale samples for a salmon hatchery project• Collected data from fishermen concerning the quantity of fish caught in a specific time period, size and weight of the fish• Wrote daily, weekly and monthly reports• Presented reports verbally to the Association

2003 - 2005 Morning News, St. John’s, NLPaper Carrier

• Supplied papers and flyers to 150 customers

2002 - 2004 Babysitter

• Responsible for the care of children during weekend evening hours

EXTRA-CURRICULAR ACTIVITIES

• Active with Engineering Society A, Memorial University• Member of the intramural soccer team, Memorial University• Editor of the student newsletter Advocate• Volunteer for the Heart and Stroke Foundation

SKILLS

• Computer skills include Microsoft Office, AutoCAD, C++• Familiar with surveying procedures, completed the Civil workshop• Knowledgeable with concrete inspection techniques• Familiar with hydrometric data collection and flow instrumentation• Familiar with the use of lathes, hand-held power tools, welding equipment and safety gear• Good written and verbal communication skills• Valid driver’s licence

INTERESTS

• Woodworking, reading, skiing, fishing, swimming and travelling

REFERENCES: Available upon request.

EXTRA-CURRICULAR ACTIVITIES

• Active with Engineering Society A, Memorial University• Member of the intramural soccer team, Memorial University• Editor of the student newsletter Advocate• Volunteer for the Heart and Stroke Foundation

SKILLS

• Computer skills include Microsoft Office, AutoCAD, C++• Familiar with surveying procedures, completed the Civil workshop• Knowledgeable with concrete inspection techniques• Familiar with hydrometric data collection and flow instrumentation• Familiar with the use of lathes, hand-held power tools, welding equipment and safety gear• Good written and verbal communication skills• Valid driver’s licence

INTERESTS

• Woodworking, reading, skiing, fishing, swimming and travelling

REFERENCES: Available upon request.

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Additional Resume Hints 3

… and now, find the errors in the resume that follows:

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Final steps – Need Help?

The Co-op Office – EN4019 Student Services – Career Development

and Experimental Learning – UC4000 The Writing Centre – SN2053

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Assignment # 1

Due Friday, September 11th at 9 am Submit to the Co-op Office EN4019 Pick one of the following jobs and prepare an

application (cover letter and resume). This presentation and assignment is

available at:http://www.mun.ca/coop/home/pd_engineering.php (see the link “Fall 2009, Seminar 1 – Resumes and Cover Letters”)

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Assignment #1, Due 9 AM Friday, September 11th, 2009 at the Co-op Office (EN-4019)

Submit an application, consisting of a cover letter and resume, the one of the following jobs.

Sample Work Term 1 JobsJob # 1Location: Toronto, ONContact Person: Dr. I. Wired, P.Eng.

Job Title: Database Administrator

Second or third-year Computer Science or Engineering Background

The department is responsible for technical training of Lab designers and process quality. We are committed to keeping our people abreast of new technologies and methodologies through the development and delivery of technical courses, and maintenance and improvement of the development processes.

Key Responsibilities:

- installation and support of Computer Based Training courses- development of maintenance and registration procedures for CBT- create database macros to generate reports, charts, etc.- develop and support the creation of a database user’s guide.

We are looking for a motivated student who is willing to learn and work in a fast-paced team environment. The successful candidate should have strong communication, writing and presentation skills. This position will allow you to experience and understand the intricacies of a development process in a leading telecommunications industry environment. You will also have the opportunity to exercise a diverse set of computer-oriented skills including Windows, Linux and UNIX applications, and database languages.

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Sample Work Term 1 JobsJob # 2Company: Big Mac Oil ServicesLocation: St. John’s, NLContact Person: Mr. Mack Donald

Job Title: Project Engineering Assistant

Big Mac Oil Services has offices worldwide and is a leader in providing support to the oil and gas production facilities. We have a position available in our St. John’s office, which is responsible for providing Engineering, Procurement and Construction (EPC) services to four different clients in the East Coast Canada Oil and Gas industry.

As an engineering student with Big Mac, the successful candidate will be supervised by our Project Engineer(s) and be engaged in various tasks including the following:- Assisting the project engineers in carrying out technical tasks requiring the use of prescribed analysis, design or competitive methods within a discipline.- Assist discipline lead engineers in preparing scope of work documents for our client.- Assist with project close-out activities- CTR (Controlled Time Resources) Preparation.- Development of project estimates.- Obtaining and analyzing data.- Employ the inter-company management system to retrieve and work with company procedures, drawings, etc.

During the interview process, individuals must be able to demonstrate good communication skills as well as a keen attitude towards adaptability, initiative and problem solving.