How to Prepare for a Job Interview

Make a good impression at your interview by doing a little homework beforehand.

Research the Company and the Position
The more you know about the company and the job you are applying for, the better you will appear in the interview. An interviewer will be impressed by your interest and motivation, and you will be able to explain what you can do for the company.

Find out as much key information as you can about the company, its products and its customers. If possible, talk to people who work at the company. There may be other sources of information on the Web, especially if the company is publicly traded.

Search for the following:

·         Office locations

·         Products and services

·         Customers

·         Competitors

·         Philosophy

·         History

·         Recent news

·         Financial info, including salary and stock

Prepare for the Actual Interview

·         Practice your answers to Common Questions. Likewise, prepare a list of questions to ask the employer. Most interviews follow this pattern: First, you answer questions about your experience and qualifications, then you ask questions about the job.

·         Rehearse your interview with a friend. You should be able to convey all pertinent information about yourself in 15 minutes. Tape yourself to check your diction, speed, and body language.

·         Prepare your interview materials before you leave. Bring several copies of your resume, a list of references, and, if appropriate, any work samples. Make sure they are all up-to-date.

·         Dress professionally and comfortably. You will be judged in some respects by what you wear. When in doubt, dress conservatively.

For women:

o        A straight-forward business suit is best.

o        Wear sensible pumps.

o        Be moderate with make-up and perfume.

o        Wear simple jewelry.

o        Hair and fingernails should be well-groomed.

For men:

o        A clean, ironed shirt and conservative tie are a must.

o        A simple jacket or business suit is a good idea as well.

o        Shoes should be polished.

o        Face should be clean-shaven; facial hair should be neatly trimmed.

o        Hair and fingernails should be well-groomed.

o        Use cologne or after-shave sparingly.

o        Bring pen and notepad to jot down any information you may need to remember (but don’t take notes during the interview).

Job Interview Types

There are different types of job interviews you may participate in during the hiring process. Here are the major ones and tips on how to handle them.

Stress Interview

Stress interviews are a deliberate attempt to see how you handle yourself. The interviewer may be sarcastic or argumentative, or may keep you waiting. Expect this to happen and, when it does, don’t take it personally. Calmly answer each question as it comes. Ask for clarification if you need it and never rush into an answer. The interviewer may also lapse into silence at some point during the questioning. Recognize this as an attempt to unnerve you. Sit silently until the interviewer resumes the questions. If a minute goes by, ask if he or she needs clarification of your last comments.

One-On-One Interview

In a one-on-one interview, it has been established that you have the skills and education necessary for the position. The interviewer wants to see if you will fit in with the company, and how your skills will complement the rest of the department. Your goal in a one-on-one interview is to establish rapport with the interviewer and show him or her that your qualifications will benefit the company.

Screening Interview

A screening interview is meant to weed out unqualified candidates. Providing facts about your skills is more important than establishing rapport. Interviewers will work from an outline of points they want to cover, looking for inconsistencies in your resume and challenging your qualifications. Provide answers to their questions, and never volunteer any additional information. That information could work against you. One type of screening interview is the telephone interview.

Lunch Interview

The same rules apply in lunch interviews as in those held at the office. The setting may be more casual, but remember it is a business lunch and you are being watched carefully. Use the lunch interview to develop common ground with your interviewer. Follow his or her lead in both selection of food and in etiquette.

Committee Interview

Committee interviews are a common practice. You will face several members of the company who have a say in whether you are hired. When answering questions from several people, speak directly to the person asking the question; it is not necessary to answer to the group. In some committee interviews, you may be asked to demonstrate your problem-solving skills. The committee will outline a situation and ask you to formulate a plan that deals with the problem. You don’t have to come up with the ultimate solution. The interviewers are looking for how you apply your knowledge and skills to a real-life situation.

Group Interview

A group interview is usually designed to uncover the leadership potential of prospective managers and employees who will be dealing with the public. The front-runner candidates are gathered together in an informal, discussion-type interview. A subject is introduced and the interviewer will start off the discussion. The goal of the group interview is to see how you interact with others and how you use your knowledge and reasoning powers to win others over. If you do well in the group interview, you can expect to be asked back for a more extensive interview.

Telephone Interview

Telephone interviews are merely screening interviews meant to eliminate poorly qualified candidates so that only a few are left for personal interviews. You might be called out of the blue, or a telephone call to check on your resume might turn into an interview. Your mission is to be invited for a personal face-to-face interview. Some tips for telephone interviews:

Anticipate the dialogue: Write a general script with answers to questions you might be asked. Focus on skills, experiences, and accomplishments. Practice until you are comfortable. Then replace the script with cue cards that you keep by the telephone.

Keep your notes handy: Have any key information, including your resume, notes about the company, and any cue cards you have prepared, next to the phone. You will sound prepared if you don’t have to search for information. Make sure you also have a notepad and pen so you can jot down notes and any questions you would like to ask at the end of the interview.

Be prepared to think on your feet: If you are asked to participate in a role-playing situation, give short but concise answers. Accept any criticism with tact and grace.

Avoid salary issues: If you are asked how much money you would expect, try to avoid the issue by using a delaying statement or give a broad range with a $15,000 spread. At this point, you do not know how much the job is worth.

Push for a face-to-face meeting: Sell yourself by closing with something like: “I am very interested in exploring the possibility of working in your company. I would appreciate an opportunity to meet with you in person so we can both better evaluate each other. I am free either Tuesday afternoon or Wednesday morning. Which would be better for you?”

Try to reschedule surprise interviews: You will not be your best with a surprise interview. If you were called unexpectedly, try to set an appointment to call back by saying something like: “I have a scheduling conflict at this time. Can I call you back tomorrow after work, say 6 PM?”

Making a Good Impression on Job Interviews

Here’s what you should keep in mind the day of the interview and immediately afterward.

Before the Interview

·         Be on time. Being on time (or early) is usually interpreted by the interviewer as evidence of your commitment, dependability, and professionalism.

·         Be positive and try to make others feel comfortable. Show openness by leaning into a greeting with a firm handshake and smile. Don’t make negative comments about current or former employers.

·         Relax. Think of the interview as a conversation, not an interrogation. And remember, the interviewer is just as nervous about making a good impression on you.

During the Interview

·         Show self-confidence. Make eye contact with the interviewer and answer his questions in a clear voice. Work to establish a rapport with the interviewer.

·         Remember to listen. Communication is a two-way street. If you are talking too much, you will probably miss cues concerning what the interviewer feels is important.

·         Reflect before answering a difficult question. If you are unsure how to answer a question, you might reply with another question. For example, if the interviewer asks you what salary you expect, try answering by saying “That is a good question. What are you planning to pay your best candidate?”

·         When it is your turn, ask the questions you have prepared in advance. These should cover any information about the company and job position you could not find in your own research.

·         Do not ask questions that raise red flags. Ask, “Is relocation a requirement?”, and the interviewer may assume that you do not want to relocate at all. Too many questions about vacation may cause the interviewer to think you are more interested in taking time off than helping the company. Make sure the interviewer understands why you are asking these questions.

·         Show you want the job. Display your initiative by talking about what functions you could perform that would benefit the organization, and by giving specific details of how you have helped past employers. You might also ask about specific details of the job position, such as functions, responsibilities, who you would work with, and who you would report to.

·         Avoid negative body language. An interviewer wants to see how well you react under pressure. Avoid these signs of nervousness and tension:

o        Frequently touching your mouth

o        Faking a cough to think about the answer to a question

o        Gnawing on your lip

o        Tight or forced smiles

o        Swinging your foot or leg

o        Folding or crossing your arms

o        Slouching

o        Avoiding eye contact

o        Picking at invisible bits of lint

After the Interview

·         End the interview with a handshake and thank the interviewer for his or her time. Reiterate your interest in the position and your qualifications. Ask if you can telephone in a few days to check on the status of your application. If they offer to contact you, politely ask when you should expect the call.

·         Send a “Thanks for the Interview” note. After the interview, send a brief thank-you note. Try to time it so it arrives before the hiring decision will be made. It will serve as a reminder to the interviewer concerning your appropriateness for the position, so feel free to mention any topics discussed during your interview. If the job contact was made through the Internet or e-mail, send an e-mail thank-you note immediately after the interview, then mail a second letter by post timed to arrive the week before the hiring decision will be made.

·         Follow up with a phone call if you are not contacted within a week of when the interviewer indicated you would be.

Common Job Interview Questions

By rehearsing interview questions, you’ll become more familiar with your own qualifications and will be well prepared to demonstrate how you can benefit an employer. Some examples:

·         “Tell me about yourself.”
Make a short, organized statement of your education and professional achievements and professional goals. Then, briefly describe your qualifications for the job and the contributions you could make to the organization.

·         “Why do you want to work here?” or “What about our company interests you?”
Few questions are more important than these, so it is important to answer them clearly and with enthusiasm. Show the interviewer your interest in the company. Share what you learned about the job, the company and the industry through your own research. Talk about how your professional skills will benefit the company. Unless you work in sales, your answer should never be simply: “money.” The interviewer will wonder if you really care about the job.

·         “Why did you leave your last job?”
The interviewer may want to know if you had any problems on your last job. If you did not have any problems, simply give a reason, such as: relocated away from job; company went out of business; laid off; temporary job; no possibility of advancement; wanted a job better suited to your skills.

If you did have problems, be honest. Show that you can accept responsibility and learn from your mistakes. You should explain any problems you had (or still have) with an employer, but don’t describe that employer in negative terms. Demonstrate that it was a learning experience that will not affect your future work.

·         “What are your best skills?”
If you have sufficiently researched the organization, you should be able to imagine what skills the company values. List them, then give examples where you have demonstrated these skills.

·         “What is your major weakness?”
Be positive; turn a weakness into a strength. For example, you might say: “I often worry too much over my work. Sometimes I work late to make sure the job is done well.”

·         “Do you prefer to work by yourself or with others?”
The ideal answer is one of flexibility. However, be honest. Give examples describing how you have worked in both situations.

·         “What are your career goals?” or “What are your future plans?”
The interviewer wants to know if your plans and the company’s goals are compatible. Let him know that you are ambitious enough to plan ahead. Talk about your desire to learn more and improve your performance, and be specific as possible about how you will meet the goals you have set for yourself.

·         “What are your hobbies?” and “Do you play any sports?”
The interviewer may be looking for evidence of your job skills outside of your professional experience. For example, hobbies such as chess or bridge demonstrate analytical skills. Reading, music, and painting are creative hobbies. Individual sports show determination and stamina, while group sport activities may indicate you are comfortable working as part of a team.

Also, the interviewer might simply be curious as to whether you have a life outside of work. Employees who have creative or athletic outlets for their stress are often healthier, happier and more productive.

·         “What salary are you expecting?”
You probably don’t want to answer this one directly. Instead, deflect the question back to the interviewer by saying something like: “I don’t know. What are you planning on paying the best candidate?” Let the employer make the first offer.

However, it is still important to know what the current salary range is for the profession. Find salary surveys at the library or on the Internet, and check the classifieds to see what comparable jobs in your area are paying. This information can help you negotiate compensation once the employer makes an offer.

·         “What have I forgotten to ask?”
Use this as a chance to summarize your good characteristics and attributes and how they may be used to benefit the organization. Convince the interviewer that you understand the job requirements and that you can succeed.

Here are some other job interview questions you might want to rehearse.

Your Qualifications

·         What can you do for us that someone else can’t do?

·         What qualifications do you have that relate to the position?

·         What new skills or capabilities have you developed recently?

·         Give me an example from a previous job where you’ve shown initiative.

·         What have been your greatest accomplishments recently?

·         What is important to you in a job?

·         What motivates you in your work?

·         What have you been doing since your last job?

·         What qualities do you find important in a coworker?

Your Career Goals

·         What would you like to being doing five years from now?

·         How will you judge yourself successful? How will you achieve success?

·         What type of position are you interested in?

·         How will this job fit in your career plans?

·         What do you expect from this job?

·         Do you have a location preference?

·         Can you travel?

·         What hours can you work?

·         When could you start?

Your Work Experience

·         What have you learned from your past jobs?

·         What were your biggest responsibilities?

·         What specific skills acquired or used in previous jobs relate to this position?

·         How does your previous experience relate to this position?

·         What did you like most/least about your last job?

·         Whom may we contact for references?

Your Education

·         How do you think your education has prepared you for this position?

·         What were your favorite classes/activities at school?

·         Why did you choose your major?

·         Do you plan to continue your education?

An exhaustive list of interviewer questions (organized by type) is available at Mississippi State University’s Cooperative Education Program.

Illegal Job Interview Questions

Various federal, state, and local laws regulate the questions a prospective employer can ask you. An employer’s questions—on the job application, in the interview, or during the testing process—must be related to the job for which you are applying. For the employer, the focus must be: “What do I need to know to decide whether or not this person can perform the functions of this job?”

Options for Answering an Illegal Question
You are free to answer the question. If you choose to do so, realize that you are giving information that is not job-related. You could harm your candidacy by giving the “wrong” answer. You can refuse to answer the question. By selecting this option, you’ll be within your rights, but you’re also running the risk of coming off as uncooperative or confrontational—hardly the words an employer would use to describe the “ideal” candidate.

Your third option is to examine the intent behind the question and respond with an answer as it might apply to the job. For instance, if the interviewer asks, “Are you a U.S. citizen?” or “What country are you from?,” you’ve been asked an illegal question. Instead of answering the question directly, you could respond, “I am authorized to work in the United States.” Or, if your interviewer asks, “Who is going to take care of your children when you have to travel?” you might answer, “I can meet the travel and work schedule that this job requires.”

ILLEGAL QUESTIONS AND THEIR LEGAL COUNTERPARTS
Subject	Illegal Questions	Legal Questions
National Origin/ Citizenship	Are you a U.S. citizen? Where were you/your parents born? What is your “native tongue?”	Are you authorized to work in the United States? What languages do you read, speak or write fluently? (This question is okay, as long as this ability is relevant to the performance of the job.)
Age	How old are you? When did you graduate from college? What is your birthday?	Are you over the age of 18?
Marital/ Family Status	What’s your marital status? Who do you live with? Do you plan to have a family? When? How many kids do you have? What are your child care arrangements?	Would you be willing to relocate if necessary? Travel is an important part of the job. Would you be willing to travel as needed by the job (This question is okay, as long ALL applicants for the job are asked it.) This job requires overtime occasionally. Would you be able and willing to work overtime as necessary? (Again, this question okay as long as ALL applicants for the job are asked it.)
Affiliations	To what clubs or social organizations do you belong?	Do you belong to any professional or trade groups or other organizations that you consider relevant to your ability to perform this job?
Personal	How tall are you? How much do you weigh?	Are you able to lift a 50-pound weight and carry it 100 yards, as that is part of the job? (Questions about height and weight are not acceptable unless minimum standards are essential to the safe performance of the job.)
Disabilities	Do you have any disabilities? Please complete the following medical history. Have you had any recent or past illnesses or operations? If yes, list and give dates. What was the date of your last physical exam? How’s your family’s health? When did you lose your eyesight?	Are you able to perform the essential functions of this job with or without reasonable accommodations? (This question is okay if the interviewer thoroughly described the job.) NOTE: As part of the hiring process, after a job offer has been made you will be required to undergo a medical exam. Exam results must be kept strictly confidential, except medical/safety personnel may be informed if emergency medical treatment is required, and supervisors may be informed about necessary job accommodations, based on the exam results.
Arrest Record	Have you ever been arrested?	Have you ever been convicted of _____? (The crime should be reasonably related to the performance of the job in question.
Military	If you’ve been in the military, were you honorably discharged?	In what branch of the Armed Forces did you serve? What type of training or education did you receive in the military?

 

Asking Questions During a Job Interview

At most interviews, you will be invited to ask questions of your interviewer. This is an important opportunity for you to learn more about the employer, and for the interviewer to further evaluate you as a job candidate. It requires some advance preparation on your part.

Here are some guidelines for asking questions:

·         Prepare five good questions. Understanding that you may not have time to ask them all. Ask questions concerning the job, the company, and the industry or profession.

Your questions should indicate your interest in these subjects and that you have read and thought about them. For example, you might start, “I read in Business Week that ... I wonder if that factor is going to have an impact on your business.”

·         Don’t ask questions that raise warning flags. For example, asking “Would I really have to work weekends?” implies that you are not available for weekend assignments. If you are available, rephrase your question. Also, avoid initiating questions about compensation (pay, vacations, etc.) or tuition reimbursements. You might seem more interested in paychecks or time-off than the actual job. [ EXAMPLES ]

·         Don’t ask questions about only one topic. People who ask about only one topic are often perceived as one dimensional and not good candidates.

·         Clarify. It’s OK to ask a question to clarify something the interviewer said. Just make sure you are listening. Asking someone to clarify a specific point makes sense. Asking someone re-explain an entire subject gives the impression that you have problems listening or comprehending. For example, you can preface a clarifying question by saying: “You mentioned that at ABC Company does (blank) . . .Can you tell me how that works in practice?”

Questions to Ask During a Job Interview

A job interview is an opportunity for you to learn more about a potential employer. Indeed, what you learn from an interview may determine whether or not you want the job you’re interviewing for. The following are examples of the types of questions you might ask at your job interview.

1.       “Can you please tell me how your career has developed at XYZ Corp. Would someone entering the firm today have similar opportunities?”

2.       “If I work hard and prove my value to the firm, where might I be in five years?”

3.       “I read in your literature that your training program is comprised of three six-month rotations. Does the employee have any input into where he will go at the end of each rotation? How do you evaluate the employee’s performance during the training period?”

4.       “I read in Business Week that a major competitor of yours is increasing its market share in your main market. What plans does your firm have to regain its lost market share?”

5.       “Can you describe for me what a work week is really like as a salesperson for XYZ Corp?”

6.       “How many individuals complete your training program each year?”

7.       “When does the training program begin?”

8.       “What is the length and structure of the training program?”

9.       “Do most trainees advance fairly rapidly through the program?”

10.    “What career paths have others generally followed after completing the program?”

11.    “How does the position and the department contribute to the overall company mission and philosophy?”

12.    “What is a typical day (assignment) for a [ position you are applying for ] in your company?”

13.    “What characteristics best describes individuals who are successful in this position?”

14.    “Does the position offer exposure to other facets of your organization?”

15.    “What other positions and/or departments will I interact with most?”

16.    “To whom does this position report?”

17.    “How much decision-making authority and autonomy are given to new employees?”

18.    “How will my performance be evaluated?”

19.    “How often are performance reviews given? By whom?”

20.    “What are the opportunities for advancement?”

21.    “Does your organization encourage its employees to pursue additional education?”

22.    “How would you describe the organization’s culture/environment?”

23.    “What makes your organization different from its competitors?”

24.    “What industry-wide trends are likely to affect your organization’s strengths and weaknesses?”

25.    “How would you describe you organization’s personality and management style?”

26.    “How is the work environment affected by the organization’s management style?”

Questions You Shouldn’t Ask During a Job Interview

Want to know how not to ask a potential employer? Here’s “The Rogue’s Gallery of 16 Awful Questions,” adapted from Richard Fein’s 101 Dynamite Questions to Ask at Your Job Interview.

1.       What does your company do?

2.       What are your psychiatric benefits?

3.       Are you (the interviewer) married?

4.       Can you guarantee me that I will still have a job a year from now?

5.       The job description mentions weekend work. Would I really have to do that?

6.       How can you determine my qualifications in a short interview?

7.       Do I get to keep the frequent flyer miles from my trips?

8.       Would anyone notice if I came in late and left early?

9.       How am I as a candidate?

10.    What is the zodiac sign of your company’s president?

11.    How many (particular ethnic group) do you have working here?

12.    Do you offer free parking?

13.    What does this company consider a good absenteeism record?

14.    What do you mean by “relocate”?

15.    Do you reimburse the cost of getting an MBA?

16.    Can you tell me about your retirement plan?

Common Job Interview Mistakes

Want to know what not to do at the job interview? Learn from the mistakes of others. Here’s “18 Deadly Interview Mistakes Job Seekers Make,” adapted from Drs. Caryl and Ron Krannich’s 101 Dynamite Answers to Interview Questions.

1.       Arrive late for the interview.

2.       Indicate you are late because the directions you were given were not good.

3.       Look disheveled and inappropriately dressed.

4.       Slouch in your seat.

5.       Don’t maintain good eye-contact with the interviewer.

6.       Do your company research at the interview by asking, “What do you guys do here?”

7.       Don’t make a connection between your skills and the needs of the employer.

8.       Brag about how great you are, but neglect to cite evidence of your accomplishments.

9.       Respond in an unfocused, disorganized, and rambling manner.

10.    Remain low-key and display no enthusiasm for the job.

11.    Answer most questions with simple “yes” and “no” answers.

12.    Appear desperate for a job—any job.

13.    Call the interviewer by his or her first name, or use the wrong name.

14.    Give memorized responses, forgetting parts in the process.

15.    Badmouth your current or former employer.

16.    Ask “How am I doing? Are you going to hire me?”

17.    Blurt out, “I need to make at least $35,000. I hope this job pays at least that much,” near the beginning of the interview.

18.    When asked “Do you have any questions?”, reply “No.”

Cover Letter

Introduction:

Perhaps the only thing job-seekers dread more than writing a resume is writing the cover letter to go with it. True, a resume requires good, solid writing and attention to detail, but a cover letter is addressed to a particular person--whoever is in charge of hiring--and requires the job-seeker to answer the most important question on that person's mind: "Why is this applicant the best qualified candidate for the job?"

How well you write a cover letter may play a large part in how effective your resume will be. A good cover letter may get you an interview; a bad one may make your resume little more than an afterthought.

Cover Letter Content

The cover letter is your chance to sell yourself to a potential employer as the best candidate for a specific position. As such, it's just as important as your resume. In fact, you should never send out a resume without one.

The most important thing to remember is that your cover letter serves a separate function from your resume and should not be used to repeat the details of your resume, such as work history, education, or personal objectives. The resume is about you, your experience and your skills. The cover letter is about what you can do for the employer.

An effective cover letter should accomplish three things:

1. Introduce Yourself and Your Reason for Writing
   The first paragraph needs to grab the hiring manager's attention. Say exactly why you have sent your resume: you are interested in the company and you want to fill a need they have. Demonstrate your interest by indicating any connections between the employer and yourself. Show that you work in the same field, that you share a common professional interest, or that you have been following the company or industry in the news.
   
   If you were referred to the company by a mutual friend or associate, mention them; the hiring manager may feel more obligated to respond to your letter. (Don't profess to know more than you do, however. If you make inaccurate statements regarding the company or the industry, the hiring manager will see right through it.) When offering to fill the company's need, be specific as possible. Don't just mention the job position, describe what the company requires from that position.
2. Sell Yourself
   In the second part of the letter state (briefly) the skills you bring to the table that will specifically meet the employer's needs. There is no need to go into great detail; your resume should take care of that.
   
   Instead, use this section to highlight how you will use your talents and experience to benefit the company. Don't use it to indicate how you think you'll benefit from being employed--with a stack of resumes on her desk and positions to fill, the hiring manager isn't concerned with your personal fulfillment. Keep your use of the personal pronoun "I" to a minimum. Try to use it in this sense: "Here's how I can help you."
3. Make a Plan
   Close the letter by indicating what you would like to happen next. Don't leave the ball in the employer's court; take action! Tell the potential employer where you can be reached, either by phone or by e-mail, but don't wait for a call. Indicate that if you don't hear from them within a few days, you will follow-up with a phone call to make sure your resume and cover letter have reached the intended recipient, and to arrange a face to face interview. Be assertive but polite. (Some job seekers may want to use a paragraph to explain anything that's not apparent from the resume, such as large gaps in the employment history.)

 

Formatting Cover Letters

There is no one "official" format, but here are some basic rules to keep in mind when composing a cover letter:

• A three line block in the top right hand or left hand corner of the page containing: your home street address; city, state and ZIP code; and the date. (The date may be separated from the block by one line.)
• Another three line block, flush left, one space below the date and one space above the greeting. This block contains the addressee's full name and address, including city, state and ZIP code.
• Use a colon after the greeting, not a comma. The greeting should address a specific person in a formal manner. "Dear Ms. Harper:" is perfect; "Dear Jennifer:" is not.
• Use a personalized salutation (not, for example, "To Whom It May Concern"). Make an effort to find out who will be receiving your letter. If necessary, telephone the company and ask. If you do not find a specific name, address the letter to "Hiring Manager," "Human Resources Manager," or simply "Manager."
• Paragraphs should be separated by a line of space; indentation is not necessary.
• You may use bullets and bold print in the body of your cover letter to organize and highlight information, and make it easier to read. If you do decide to use them, do so conservatively.
• The closing should read "Sincerely," followed by your signature underneath, then your full name in print underneath that. Always leave enough room for your signature between the closing and your name when you print your cover letter.

Cover Letter Writing Tips

How you write your cover letter is as important as the message it delivers. Your letter is an example of how well you communicate, and no employer wants to hire people who can't do so effectively. With that in mind, here are some tips on making your cover letter look and sound professional.

• Personalize the letter. Whenever possible, address your cover to the individual responsible for filling the position. A generic salutation sends the message that you aren't familiar with the company; such an impression won't convince the reader that you're enthusiastic about the job. Likewise, "To whom it may concern" will probably concern no one. And "Dear Sir" or "Dear Madam" are ill advised--don't risk alienating or offending your reader.
  
  If necessary, make a phone call, visit the library or use the Internet to find out the name and title of the person who does the hiring. Then make sure to get the spellings correct. Remember, the hiring manager will be looking for people who set themselves apart. Take the time to find out who's in charge and you may be that person.
• Be natural. Use simple, uncomplicated language and sentence structure. Don't try to sound like someone else, particularly if that means using unnaturally formal language, convoluted sentences and words you've never used before (perhaps misusing them in the process). You may mean to impress, but you'll often sound awkward. Write as you would speak. Be formal, but don't be a stiff. Say things in a simple, straightforward way, and don't rely on a thesaurus. As with your resume, use action words to create dynamic sentences.
• Be specific and get to the point. Your cover letter must be intriguing enough to get the reader to look at the resume, but should be only an introduction to the resume, not a repeat of it. Make sure you answer the question, "Why should I hire this person?"
  
  Avoid using cliches, like "I've taken the liberty of enclosing my resume," or "I'm a people person." It's difficult to sell yourself as unique if your letter reads like every other one in the pile.
• Be positive. Don't complain about your boss or describe your present or previous work experience as "boring." Nobody wants to hire somebody with an attitude. Above all, don't sound like you're begging for a job. A hiring manager may wonder why you're so desperate.
• Be confident, but not arrogant. Don't be negative or too humble. Tell them you're qualified for the job, but don't demand it. Don't profess to know more about the company than you really do. Explain why you find the company attractive (there must be some reason or you shouldn't be writing) and leave it at that.
• Be polite and professional. You may be a comedian with your friends, but a potential employer should be treated with respect.
• Be efficient. Don't waste space (and the reader's time) on unnecessary details. Respect the employer's time--make sure every sentence has something to do with explaining your interest in the company, illustrating how you'll fill the company's needs, and how you'll contact the company in the near future.
• Type your letter, but beware of the dangers of word processing. If you send a similar letter to several companies, make sure that you change all customized statements accordingly; no company wants to read how much you'd like to work for their competitor. Carefully read each letter before you sign it.
• Be available. Remember to tell the employer how to reach you. Give a phone number which will be reliably answered by either a person or an answering machine. If possible, include an e-mail address.
  
  Do not leave the ball in the employer's court. Indicate what reaction you expect from your letter and how you will follow up. For example, don't end with "I look forward to hearing from you soon."
• Proofread. Check carefully for grammar and spelling mistakes, then check again. Typos and grammatical errors say a lot about the kind of work you do. Don't depend entirely on the spell-check function of your word processor; if you use "there" for "their," for example, spell-check won't notice. Keep a dictionary handy for proper word usage and consult a style manual for grammar questions.
• Sign it. If you forget this, the employer may feel like you've sent a form letter.
• Package it nicely. Print your resume and cover letter on the same paper stock; the uniformity will look professional. Use only printers that produce neat, readable text with no stray marks or smudges. If possible, avoid using a dot-matrix printer or a manual type writer.
• Keep one for yourself. Make a copy of each letter sent, and keep it for future reference.

What Experts Say About Cover Letters

"Because you can use your cover letter to highlight certain aspects of your resume, the same resume can be used to pursue different job opportunities. The beauty of the cover letter is that you can gear it to each particular company that is the recipient of your resume by stressing your most important qualification."
-->ADELE LEWIS, The Best Resume for Scientists and Engineers

"... you need to make it easy for the employer to buy. You need to clearly state when you will be available to talk to the employer. Be specific: give telephone numbers where you can be reached both at work and off work. You could have a tremendous background and see yourself very well, but if the employer can't reach you, everything could be lost."
-->LOLA M. COXFORD, Resume Writing Made Easy for High-Tech

"A resume without a cover letter is like an unannounced salesperson showing up at your door. If you are going to let in a perfect stranger, you at least want to see their credentials. This is exactly what a cover letter does--it introduces you, a total stranger, to the reader. It must be compelling, personable, and brief. It needs to specifically relate to the position in question. Remember you only have eight seconds to convince the reader to invite you in."
-->BARBARA B. VINITSKY AND JANICE Y. BENJAMIN, How to Become Happily Employed

"No cover letter should carry the salutation: 'To whom it may concern.' It will concern no one if you don't personalize it. The surest way to get the information is to find the name in trade journals or in The Standard & Poor's Register, The Dun & Bradstreet Directory, or other directories. Failing all that, call the company and ask for the name of the appropriate person."
-->KENNETH AND SHERYL DAWSON, Job Search, The Total System

"If there is a catch-22 situation in job hunting, it involves the cover letter. Even in situations where it is not requested, you should attach a cover letter to your resume. However, a review of the cover letter is one of the most common methods by which candidates are eliminated form the process. The cover letter is rarely anything but a liability, but you must include it because its absence is worse."
-->JEFF B. SPECK, Hot Tips, Sneaky Tricks & Last-Ditch Tactics

"Poor grammar, bad punctuation, and misspelled words suggest that the applicant is either poorly educated or simply doesn't care about the impression created. The chances are unusually high that the employer is going to forgo reading the accompanying resume and quickly move on to the next job applicant."
-->RICHARD H. BEATTY, The Perfect Cover Letter

Sample Cover Letter

May 29, 1998

Paul Smith
Director of Human Resources
Saint Joseph Hospital
1212 N. Seville St., 10th Floor
Springfield, CA 60661

Dear Mr. Smith:

Enclosed is a copy of my résumé in response to your advertisement for a purchasing manager in the May 29 Middletown Gazette.

With more than 15 years of experience in health care purchasing and a proven record of accomplishments, I believe I am qualified for this position.

In the past two years, as the Assistant Director of Purchasing at Brodsky Memorial Hospital, I have honed my communications and teamwork skills. In that position, I have helped develop hospital-wide policy and procedures for supply procurement, capital equipment and service agreement purchasing. I also am responsible for a staff of 20, and have worked with several key departments in the hospital. My experience includes:

·         Purchasing, receiving, inventory control and distribution

·         Contract negotiations, supplies and equipment

·         Logistics, patient and equipment transportation

·         Capital equipment evaluation and purchasing

·         Expertise in computerized management of materials, spreadsheets, databases, word processing and other projects

·         Maintenance agreement analysis and purchasing

·         Health care materials management and systems consulting

I look forward to discussing my background and accomplishments with you and learning more about your needs. I will call next week to arrange a time to meet. I can be contacted during the day at (219) 555-1244, or you may leave a message with my answering service at (219) 555-5285.

Thank you for your consideration.

Sincerely,

Joel Jamison

 

 

sample cover letter #2

 

Principles for Negotiating: The Ten Commandments of Employment Negotiations

Taking into consideration those things that make employment negotiations unique, together with generally applicable negotiating principles, I have developed a set of basic principles which I refer to as The Ten Commandments of Employment Negotiations. These principles, along with what I refer to as the Eleventh Commandment, apply in every employment negotiation.

Commandment 1: Be Prepared

Preparation is critical when negotiating the terms of your employment. The more information you have, the more successful you will be. This is so important that I have devoted a full chapter in my book to preparing for employment negotiations. This is the first commandment because it is the most important single thing you can do to ensure that you get the best deal possible.

Commandment 2: Recognize That Employment Negotiations Are Unique

Employment negotiations are different from other types of negotiations. They are not a one-shot deal like buying a house or a car. When the employment negotiations are over, you will have to work with your former "adversary" on a daily basis; more important, your career success may depend on the person with whom you have just finished negotiating. Therefore, even though you want to negotiate the best possible deal, you need to proceed in a way that doesn't tarnish your image.

By the same token, your future boss will want you to feel good about joining the company. Once an employer has decided that you are the person for the job, the primary concern will not be to negotiate the least expensive compensation package the company can get away with. Rather, the main focus will be on getting you to accept the job. As a result, employment negotiations are unusual in that both sides share that same basic goal.

Commandment 3: Understand Your Needs and Those of Your Prospective Employer

Any employment negotiation is going to involve trade-offs. To be successful in this type of negotiation, you need to examine your own priorities. What is it that you want? Are comfortable with a low salary and a large equity stake? Do you feel confident that you can meet the requisite criteria to earn a bonus? Are you able to handle dramatic swings in income from year to year? How important is job security to you?

Understanding your needs will also help you determine what type of company you want to work for. (For example, a family-owned company might offer a larger salary than start-up company, but the same start-up company will offer stock or stock options that a family-owned company typically will not.) Regardless of the type of company you are considering, an employer may not be able to give you exactly what you want. There are numerous institutional constraints on how much a company can pay for a given position or what kinds of benefits it can offer.

Understanding what you want and what a company can do within its own organizational and budgetary constraints will enable you to determine what trade-offs are possible in order to maximize what you get. This knowledge will also enable you to walk away from a job when a company cannot offer the type of compensation package that suits your needs.

Commandment 4: Understand the Dynamics of the Particular Negotiations

Sometimes you will have skills or experience for which there is a great demand. You may be the only qualified candidate to have made it through the interview process, and the company would like to hire someone quickly. Similarly, if you have been able to defer discussing compensation until the company has determined you are the best candidate for the job, your bargaining position will be greatly strengthened. These are enviable positions to be in.

On the other hand, you may in fact be one of several candidates the company is considering, any one of whom it would be happy to hire. Under those circumstances, compensation may be the key factor in determining who gets the job. Sizing up the situation and understanding the relative position of each of the parties to the negotiations will help you determine when to press your advantage and when to back off.

Commandment 5: Never Lie, but Use the Truth to Your Advantage

Honesty is important. If you lie during the negotiations, sooner or later you are likely to be caught. Once you are caught lying, you lose all credibility. Even if you don't lose the job, you will be placed at a tremendous disadvantage, and your future credibility on the job will be undermined.

On the other hand, total candor will not be rewarded. You are not required to answer a specific question directly unless the answer helps your position. You can determine what you want to say and how you want to say it. One element of preparation is to understand those areas which may be problematic so you can rehearse how you will handle them when they come up.

Commandment 6: Understand the Role That Fairness Plays in the Process

The guiding principle for most employers in determining what they will agree to is fairness. Within the constraints of their budget and organization structure, employers will usually agree to anything that is fair and reasonable in order to hire someone they want. Appeals to fairness are the most powerful weapon available in employment negotiations. Sometimes such an appeal may even convince an employer of the need to adjust its salary structure or increase the amount of money budgeted for a position.

You should be able to justify every request in terms of fairness. If the cost of living is higher where you're going, it is only fair to have your salary increased sufficiently to compensate. If comparable executives in similar companies are given one percent of the company's stock, you should be treated no differently. Your prospective employer will want you to accept its offer and to feel that you have been treated fairly. Understanding the importance of fairness as a negotiating principle can make the difference between success and failure.

Commandment 7: Use Uncertainty to Your Advantage

If an employer is not certain what it will take to recruit you , its initial offer is likely to be close to its best offer. If you have divulged too much information, it will likely not offer you as much as it might have otherwise. By not disclosing exactly what your compensation package is or exactly what it would take to get you to leave your current job, you will force a potential employer to give you its best offer.

Commandment 8: Be Creative

You may not be able to get everything you want, but you want to be sure to get everything you can. Focus on the value of the total package. Look for different ways to achieve your objectives. Be willing to make trade-offs to increase the total value of the deal. Limit your "requirements." When you lock yourself into a position, you limit your ability to be creative.

If you are creative, you can package what you want in ways that are acceptable to the company. You will also be able to find creative "trades" that allow you to withdraw requests that might be problematic to the company in return for improvements in areas where the company has more flexibility.

In the end, however, you still must get the company to agree to those elements of the deal that are critical to you. If you are not able to do so, or if have to give up too much to get what you need, perhaps this is the wrong job for you. However, before you insist on any particular term in your employment package, be sure that it is really essential. By insisting on a particular term you may be giving up something of greater value; you may even be giving up your chance to get the job altogether.

Commandment 9: Focus on Your Goals, Not on Winning

Too often in negotiations winning becomes more important than the actual goals that are achieved. This tendency is particularly problematic in employment negotiations. Not only is it important to focus on achieving your goals; it is also important not to make your future boss feel like a loser in the negotiations. Remember, that this person will control you future career. You will have gained little by negotiating a good deal if you alienate your future boss in the process.

Commandment 10: Know When to Quit Bargaining

There comes a point in every negotiation when you have achieved everything that you could gave reasonably expected to achieve. At that point you should thank the person you are dealing with and accept the offer. If you don't recognize when to stop negotiating, you run the risk of having the company decide that it made a mistake by offering you the job in the first place. Most companies will want to treat you fairly and make you happy, but few companies want to hire a prima donna. Being perceived as greedy or unreasonable may cause the deal to fall apart. Even if it does not, you will have done immeasurable harm to your career with your new employer.

Commandment 11: Never Forget That Employment Is an Ongoing Relationship

This is the most important commandment and cannot be overemphasized.

Employment negotiations are the starting point for your career with the company. They set the tone for your employment relationship. Get too little and you are disadvantaged throughout your career; push too hard and you can sour the relationship before it even begins. How you handle the initial negotiations can have an impact, for better or worse, on how successful your tenure with a company will be.

Following the Ten Commandments of Employment Negotiations and employing the negotiating strategies described in my book will enable you to effectively negotiate the terms of your new employment. Once you have done so, you will be able to start your new job confident that you have achieved the best possible result. If you do your job well, there will be opportunities to negotiate further improvements as time goes on.