A motivational letter is a document written by someone applying for a job. As the name suggests, a cover letter tells the prospective employer that the writer is interested in the open job position. Additionally, a well-written cover letter includes information on why the candidate should be a good choice for that position. From this point of view, a cover letter is very similar to a cover letter.
Steps
Part 1 of 3: Organize a Motivational Letter
Step 1. Explain exactly why you want "this" job
In theory, a person applying for a position could have many other choices. Just as the cover letter should explain to your potential employer why you are the right person for that job, it should also say why that job is right for you. What makes it more interesting than others? How does it match your personal and professional goals? Employers like to be told why their profession is more interesting than others. Plus, you'll immediately look more loyal.
- Don't go overboard on this point, but don't be completely dishonest either. For example, if you are applying solely for money reasons, do not say it directly, as most employers may be hesitant to hire a person who is not loyal to anything other than their salary. Instead, try to focus on the other aspects that make the job interesting for you, even if they are not fundamental, such as the flexibility of schedules, the value of the experience you will get, the opportunities you will have in that position.
- For example, if you are applying for a public administration IT technician, you might say that such a job would give you the opportunity to use your skills for the good of the community. Instead, it's not worth saying, "I want this job for the monthly pay and additional benefits."
Step 2. Take stock of the situation on your past skills and experiences
Before you start writing, take a few minutes to describe the work experiences you have had in your career that you find relevant to the position you are applying for, as well as the skills that make you an interesting candidate. Don't waste time with non-relevant skills and experiences. You want to show that you are perfect for that specific job, not just any one.
For example, let's say you are applying for a job in administration as a computer technician. If you have past experience in the field of technology and computers you will definitely need to include them. Instead, it is better not to include non-relevant experiences, such as summer work on a fishing boat, albeit of great value. Also include any skills that might help you in that area, for example knowledge of a certain computer programming language
Step 3. Give your cover letter only one main focus, or "point"
Many sources agree that a cover letter should be as clear and concise as possible. To facilitate the task it may be useful to reduce the focus to a single sentence (as you could do for the summary title of a school thesis). Since it might seem a little arrogant or mercenary to just write "I want this letter to get me the job", try to focus on what the job means to you, personally and professionally, and how you can excel in that position..
For example, in the previous example involving the IT technician position, the goal of the cover letter could boil down to something like this: "The goal of this letter is to demonstrate how I can use my unique skills and experience in a IT role. of such a high standard ". Better not to overdo it in being presumptuous, as in the following example: "The goal of this letter is to show that I am the best and should get this job."
Step 4. Explain why you are a better choice than other candidates
Basically your cover letter should demonstrate to your potential employer that you are the most suitable of all candidates for that position. Give yourself time to think about why you should be preferable to other people with the same experiences as you. Think about the intangible qualities you would bring to that job. These are the things you might consider:
- Personality. Someone who is perhaps well qualified for a certain position may not get it simply because they are not suitable for that work environment. For example, in a sales position, having a communicative and open personality is essential.
- Availability. Different jobs require a different commitment of hours; while some are carried out in the canonical hours from 9 to 5, others have more varied hours and it may be necessary to work in the evenings or during the weekends.
- Working career. Employers could be encouraged to hire people for whom that job is the natural next step in their career. That is, they may not hire someone for whom that position represents a total change in their career path, because their long-term commitment would be less likely.
Part 2 of 3: Writing the Motivational Letter
Step 1. Start with a formal greeting
Cover letters are business documents, so make sure you keep a formal tone from the start. For example, even the greetings (the "Dear Tizio and Caio" at the beginning of the letter) deserve some control. First impressions are key, so start off on the right foot by staying on the side of formality. In this sense, the best choice is to address the letter to the person who specifically takes care of selecting the candidates - usually the head of the Human Resources department - with a simple "Dear (surname)"; if you don't know who this person is, you can call the company to ask or use a generic greeting like "Dear Personnel Manager".
- Another possible option is to simply start with the first line and skip the even-numbered greetings.
- Many professional sources recommend not using the "To whom of competence" formula, which could be impersonal and disinterested.
Step 2. Introduce yourself briefly
After the goodbyes, don't waste time and immediately start saying who you are, what your previous experiences are and why you are writing. This introductory section can be summarized in a single paragraph no longer than a few sentences. Remember, HR staff probably have to read dozens of motivational letters, so the faster they can get an idea of who you are, the more likely they are to get to the key information: your past professional experience, skills, personality, and so on..
-
For example, in the aforementioned case of the IT technician position, the following might be a good introductory section, because it says who he is and why he is typing in just three sentences:
-
- "My name is Maria Rossi. I am writing to you in response to the ad for" IT Technician "found on your site. Having over ten years of experience in the IT field and being a person for whom IT is first and foremost a passion, I would be the right person for this position ".
-
Step 3. Talk about your professional experiences and how they qualify you for that job
Then, go straight to your requirements. Start with field experiences, especially if they are important. There is no need to be as specific here as in your resume, it is usually enough to say something like "I worked for five years in Company X in a management role" rather than making the list of jobs (including start date and fine) and their responsibilities, as done in the curriculum. Obviously try to be brief, concentrate the information in just one short paragraph whenever possible.
If you don't have any relevant work experience (for example if you are applying for a basic position), don't worry. Instead, focus on skills, personality, professional ethics, and any activities you have been involved in that might give you some advantage. For example, if you are applying for your first ever job as an assistant cook at a local restaurant, you could talk about your culinary preparation (including cooking classes or cooking school) but also about tasks you didn't do in the kitchen (such as table service, hospitality, etc.)
Step 4. List your relevant skills
Work experience isn't always everything - sometimes high-value specific skills can make you a much more interesting candidate than the amount of hours you've spent working in similar positions. Name any specific knowledge or skills you may have that might make you a better fit for that role. There is a wide range of possibilities that you could enter; some of these are listed below:
- Language skills. Do you know very well or can you speak another language? This could be a big advantage in international circles.
- Technological skills. Do you know a programming language? Are you an Excel expert? Can you design websites? For IT companies and new businesses, these skills are often in high demand.
- Special certifications. Are you authorized to operate with a forklift truck? To weld? Driving trucks? To handle food? For skilled jobs, these kinds of certifications are essential.
Step 5. Explain why you are the perfect choice
Towards the end of the cover letter it is usually worth using a few lines to explain why you are the right person for the job. Unless you already know the policy of the company you are applying for, don't say that you would be perfect for their company policy or that you would immediately be everyone's best friend. Instead, focus on the traits that make you a valuable contributor. Below you can find the kind of things you might bring out:
- Personality. Are you friendly and honest? Did you generally get along well with colleagues in previous jobs? Employers like to hire people who know how to work in a team, people who have a positive attitude at work and keep the morale of the company high.
- Social attitudes. Are you an outgoing person who enjoys company? Are you a silent and focused introvert? Habits of interacting with people can affect professional performance - some jobs require big talkers, others don't.
- Goals and passions. Is this a job you love to do? Can it help you achieve your dream goals? Employers like to hire people who want that job for great personal reasons.
Step 6. Conclude politely but concisely
When you have said all that was necessary to describe yourself as a highly qualified and perfect candidate for that job, you can quit, so end the letter as succinctly as possible, remaining courteous. Don't waste time on long or exaggerated greetings - a potential employer is more likely to be bothered by having to read more than necessary, rather than flattered by overly elaborate prose.
-
For example, following the example of the computer scientist mentioned above, you could conclude like this:
-
- For anything contact me by phone or e-mail. I hope to hear from you soon. Thank you for the time you have given me.
- Yours sincerely,
- Maria Rossi"
-
Part 3 of 3: Refine the Motivation Letter
Step 1. Reread and cut unnecessary content
As mentioned, a cover letter should be a dry and short document. For the motivational letter to be as simple as possible, it is necessary to become ruthless correctors. When you've finished your first draft, read it at least one more time, looking for unnecessary content. Whenever a sentence that stretches more than it should before you get to the point, cut it out. Whenever you see a word that is too complicated, which could easily be replaced with a shorter one, replace it. The cover letter is a functional document, not an opportunity to show off your literary skills, so keep it simple.
If you can, allow some time between writing your cover letter and proofreading. Many writers suggest it because in this way they distance themselves from what has been written and are able to see the mistakes more easily
Step 2. Maintain a formal tone
Motivational letters should always be written in a formal and detached tone, like any other business writing. Avoid using dialectal terms, colloquial or humorous expressions. Keep in mind that your cover letter will be read by people who don't know you, so they will have no way of knowing if you are using these elements with good intentions or out of disrespect. A good rule of thumb suggested by many writers is to write as if you are giving an important speech, rather than speaking to a friend or family member.
Here is a rather obvious example: if one refers to past professional experiences, the sentence "From 2002 to 2006 I worked as an external consultant for numerous personal contacts" seems much more formal than "From 2002 to 2006, I did some consulting for some friends ", even if the meaning is almost the same
Step 3. Make sure you are using the right format
When you have finished the contents of the letter, take some time to check that it is in the right format, that it respects the formal conventions of business writing and that it is as easy to read as possible. It is usually the same format as cover letters or other types of business writing. Listed below are some format issues that are a common source of confusion.
- Header: in the upper left corner of the letter write your first and last name, address, telephone number and email address (one per line; leave a line between the header and the opening greeting).
- Spacing: Text in paragraphs must be single-spaced. Leave a blank line before each paragraph.
- Indents: Either indent the first sentence of each paragraph or leave them aligned with the left side of the page. Many sources recommend not using indents if you leave a line between paragraphs.
- Conclusions: Leave 3 lines between the conclusion (such as "Sincerely") and your name.
Step 4. Check spelling and grammar before sending the letter
When you think it's ready to send, be sure to take one last general look at it looking for minor errors you may have missed. Watch out for spelling, misuse of words, grammatical errors, and unnecessary content. Here you can find some general correction tips:
- Work on a printed page and not on a computer. Viewing your work in a different format shows you what it looks like on the page and can help you avoid "blurry eyes" after hours staring at a computer screen.
- Read aloud. Listening to the text, as well as reading it, will give you further help in finding errors. This is a great way to find sentences that are too long that might otherwise escape you.
- Get help from a friend. A person who has never read the text before may find errors that you have not seen. Often spending a lot of time writing a document can make you "blind" to the mistakes you are used to seeing.
Advice
Avoid starting each sentence with "I" ("I think that …", "I believe that …"). Excessive use of the first person can make the letter boring and repetitive
Warnings
- Don't address the recipient with the tu (like "You should hire me because …", "I'd be perfect for your company because …"). The tone would be too casual and even arrogant or rude.
- Avoid using overly complicated or slang language in an attempt to impress the recipient. Human resources staff will likely dislike having to scroll through a long, pompous cover letter just to find your qualifications and skills. Some may not even understand what you are saying.
