The Cover letter

The Cover letter for a resume is often regarded as a mere formality and is not given the importance it deserves. Most job-seekers would prefer to skip it and just send their resume alone to prospective employers. Others would invariably send an announcement cover letter stating the obvious i.e " Please find enclosed my resume…". Such cover letters would definitely be a waste. Is a cover letter then, really necessary?

A cover letter with the resume is essential to improve your chance of selection 
If you are sending your resume to an employer, you should always ensure that a cover letter goes along with it. Why is this cover letter so important? 

The cover letter is the first thing that the recruiter reads when short-listing resumes. It is much shorter than a resume and, if well written in content and presentation, could grab the attention of the person sifting through the possibly large volumes of resumes that have arrived for a particular position. This is particularly so in the case of advertised vacancies where as many as 50 to 100 resumes could arrive for the position every day. With these volumes, you can expect ruthlessness in the screening process. In fact, the first level of screening would probably be done by a clerk who may not even be aware of the details of the advertised position and may be working on a preliminary checklist provided to him. Over 50% resumes may be removed at this stage and may not even reach the next level in the screening process. A good cover letter would definitely help at this stage in at least sounding different and standing out from the crowd. It could improve your chance of being selected for an interview!

What then, should your cover letter contain?

Your cover letter should highlight the value you offer to meet the employer needs 
The cover letter is an opportunity for you to respond to the needs of the prospective employer. You need to go beyond your resume and its details of your past experience. And highlight how you can help your new organisation in achieving its goals. How your skills and experience together can meet the expectations that accompany the new job profile. You can claim the value that you offer to the organisation in your cover letter. The detailed evidence to back up your claims will be provided by your resume.

Remember that your cover letter is meant to motivate the organisation to take some action in your favour i.e. either short-list you as a probable interviewee and inform you about the interview date, or at least accept your call when you telephone to follow up on your resume. This can only happen if your cover letter contains a clear reason/benefit why the organisation should hire you, similar to highlighting the Unique Selling Proposition in an advertisement for a consumer brand.

Try and customise your cover letters for different employers 
A common practice is to send the same cover letter for different employers through a mass mail exercise, where just the employer name is changed. This may be so because it is easier and quicker to finalise one cover letter whereas customised cover letters for different employers would require a lot more effort. You may even reduce the number of companies you send your resume to if you need to customise each cover letter. Here, there is a definite trade-off between customisation and volumes.

In the case of mass mailing a generic cover letter, you have the definite advantage of sending your resume to a higher number of prospective employers which increases your probability of getting some job. However on the down side your cover letter and resume may not stand out from the competition because you have had to keep the content general in order to satisfy different organisations.

When you prepare different cover letters for different employers, you will need to think along the following lines to customise the letter i.e. you need to think about the organisation and the industry its in, its customers and clients, your job profile if you were to get recruited by them, and how your strengths, abilities, traits could help contribute significantly to the organisation . Just highlighting your basic skills could help you get short-listed, but you need to stand out above the clutter. You also need to differentiate yourself vis a vis your competition and let that come through in the letter. That would be the difference a customised cover letter would make. There will be parts of the letter that you could use a as standard section in all your letters and that, to some extent, would save you time and effort. It is advisable to change the rest of the letter to suit the specific needs of each of your prospective employers. This should give the employer a clear reason why they will be better off after recruiting you!

The cover letter should be short with a conversational style instead of a stiff tone 
How long should the cover letter be? What should be the tone and style of language used? 
The answer to the first question is that the cover letter should be short as the reader may only give it a quick skim through given the pile of resumes that he may have to go through.

It should have not more than 2-3 paragraphs of 5-7 lines each. The sentences should not be too long nor should they be in point form like in a checklist. You can highlight a certain sentence by using italics or bold whichever you prefer.

Regarding the second question of the tone and style of language used in the letter, it is preferable to use a conversational and easy flowing friendly tone, instead of a formal and stiff business like approach to the letter. Do not use ornate and long winded words or thoughts. Keep your claims specific and not vague. Avoid over-loading your letter with too many adjectives.

A common part of certain resumes and cover letters is a host of adjectives like-

"committed, dedicated, motivated individual with excellent communication skills, efficient, reliable with outstanding interpersonal skills, keen mind with excellent problem-solving and analytical skills……"

Phew! Please avoid such long cliched self praise in your cover letter. This example may be an exaggeration, but the point that needs to be made is this- stick to a few credible claims with a brief substantiation. A host of adjectives such as the ones above cannot make your resume stand out, but instead might receive a response such as "Oh no! Not one of those again!". Now that is definitely not what you wanted!

Avoid servile language like- " I humbly submit my resume to your esteemed organisation….."

You need to communicate through your cover letter, a positive personality so that you can instill confidence in the prospective employer regarding recruiting you for the position. A servile, beseeching tone like the one mentioned will only put off the employer regarding your leadership abilities.

Try not to use standard opening lines in your cover letter 
Try and avoid the usual standard opening line "Please find my resume enclosed…" . Though this definitely gets to the point, it will not really catch the employer's attention or be able to stand out of the clutter. For opening lines, you could consider any of the following:

A Reference 
If you are applying to an organisation through someone's recommendation, it could help if you introduced that person's name right at the beginning. For example, "Mr. ABC informed me that you were looking for a brand manager for the detergents division. I think I could be a suitable candidate for this position given my experience in…….".

The objective of the job 
You could start the letter by highlighting how you can help in achieving the objectives of the job in question i.e. " As a brand manager, I think I can help your organisation by ……..". Then go on to describe certain benefits the organisation will receive if you are recruited for this position.

Referring to the advertised position 
This could also fall into the standard category if not done properly. Instead of mentioning the usual " With reference to your advertisement for the position of …….", you can try an alternative approach which at least is less cliched -" You may find my experience suitable for the position of …….., according to what was mentioned in your advertisement. "

Whatever approach to the opening lines you find suitable, the important thing to remember is that you need to GET TO THE POINT QUICKLY!

Address the letter to a specific person
There is a tendency to address the cover letter to a designation such as Human Resources Manager or Personnel Manager etc. Make an effort and find out the name of the person in the organisation in that position and address the letter to him/her. And remember do not get mixed up with gender. If you were to erroneously write a Mr. with a name when it should have been Mrs., you could lose whatever benefit you intended to get by writing the name! Be careful to find out and do not get gender wrong! A correct name would add to the positive spin-offs you could get by customising your cover letters!

Stick to readable font style and size 
For your cover letters, you could use Arial or Times Roman font styles with a point size of 11-12.
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Cover Letter

Add the finishing touch to your resume with a cover letter
Once your resume is a finished document, complete with an attractive design and comprehensive content, it's time to add one last thing…a cover letter. While a resume is the bread and butter of who you are to a potential employer, a cover letter can be the personal touch that makes you stand out from the rest of the crowd.


Second in command
When preparing a cover letter, it's important to remember that the resume is always the most important part of your application. In fact, most employers read the resume first, and then if they are still interested they will take the time to read your cover letter. So never rely on the cover letter alone to get you in the door--use it instead to give you an edge once your resume has gotten you through the first round.

Get personal
Always write your cover letter to the appropriate contact at the company. "To Whom It May Concern" does not cut it if you are serious about applying for a position. Take the time to find out whom you should send your resume to, and direct your letter to their attention. This gives you a specific contact with whom you can follow-up, and they will know you were interested enough to do some research on the company.

What you have to offer their company
Every cover letter you write should be customized for the specific company who will receive it. It is not enough to simply change names at the top of the letter. Research the company and address their specific needs; more specifically, concentrate on highlighting the benefits you can offer to the company. The cover letter is your chance to interpret the top skills on your resume and discuss why they make you the best candidate for the position.

The next step
At the end of your letter, make it clear that you are actively pursuing a position with the company, and not just sending out your resume to a long list of potential employers. Request an interview, and let the contact know that you will be in touch to further discuss your credentials and the open position if you haven't heard from them by a certain date.

Final countdown
Once you are ready to send out your resume and cover letter, do a final edit! Mistakes on a cover letter are just as detrimental as they are on a resume. Your letter is an excellent indication of your communication skills, and a great opportunity to display just how well you can express yourself. A cover letter is usually not the first thing an employer reads, but it does have the power to make a more personal, customized pitch for your credentials. Be sure it's customized for every company that receives it, make it clear that you are active in your pursuit of the job and edit it just as carefully as your resume. The cover letter is your chance to actually discuss your credentials, and serves as the first "conversation" with a potential employer, giving you a better chance of setting up your second conversation--an interview.

Covering Cover Letters

Why A Cover Letter is More Than Just A Dust Jacket

"Do I really need a cover letter?" We're asked this question a few times every month. We get the impression that people are hoping we'll say, "No! You don't need a cover letter. Your résumé's great, it can stand on its own." After putting so much time and effort into their résumé, it's easy to understand why people might think the cover letter is nothing more than a "dust jacket" for the real article. Just one more piece of wasted paper that delays getting to the good stuff. What do most cover letters say, after all, but, "You've got a job, I've got a resume. Hope to hear from you soon."

But the cover letter is more than a way to dress up your résumé. It has a beneficial purpose. If written well (focusing on how and why your particular skills, experience, achievements and personality can benefit a specific position and company), your cover letter can encourage your reader to turn to your résumé with genuine interest.

What the Cover Letter Does that the Résumé Doesn't

While your cover letter acts as an introduction, it can also take your résumé's information one step further by showing your reader how your history and past achievements can be applied to meet the needs, concerns, missions, and goals of the company you're targeting. In this way, your cover letter not only confirms your qualifications for the position, but also indicates that you are the right person for this company.

In order to present your qualifications in a meaningful way to your specific reader, you need to do some homework on the company you're targeting. Learning all that you can about a company, knowing what they're trying to achieve, what their products or services are, who comprises their customers or clientele, what their strengths and weaknesses are, what their concerns are, who their competitors are, and how well they're achieving their goals, will not only help you identify ways in which your skills can be directly applied for the company's benefit, but can also help you determine if this is a company where you want to work.

In doing your company homework, you may discover an area where your skills or background can make a substantial, positive difference for the company you're targeting. Nothing will advance your opportunities faster than finding a couple of flaws or deficits in the way a company manages its operations and showing how your particular area of expertise can solve this problem in a cost-effective manner ~ just be careful how you present these flaws. No one wants to hear that they're not doing a terrific job, but everyone likes to hear, "I have some ideas that could really make this particular effort fly, and I'd like to talk to you about them."

Knowing that you have something valuable to offer is a great incentive for a recruiter to want to meet you in person to learn more (the interview).

Getting information on companies of interest has never been easier. The Internet has opened the doors to information access, from the comfort of your own home (please, don't do this research on your current employer's computer). Since most companies have Web sites these days (and, by the way, many of these company sites also post job opportunities), the opportunity to learn what a company is doing, who their leadership is, who their clientele is, what their products or services are, and what they're hoping to achieve in the future is just few mouse clicks away. And resource sites such as Hoover's (www.1st-impact.com/tools.htm) allow you to gain additional information, regardless of whether or not a company has its own Web site.

Your local library is also a great resource. Tell the Librarian what you're trying to achieve and you may be surprised by the number of resources available. A few resource guides worth mentioning are: Corporate Jobs Outlook, Corporate Technology Directory, Directory of Corporate Affiliations, Directory of Leading Private Companies, and The Almanac of American Employers. Doing a search on the library computer may turn up additional articles, press releases, or annual reports, all great indicators of what a company is trying to achieve and how well they're doing.

Once you have a solid understanding of your target, you need to identify how your skills, experiences, education, achievements, and personal characteristics will meet the needs of the particular company. One easy way of determining this is by considering what it is about the company that (after having learned all you can about them) makes you want to work for them. What do you envision yourself doing for them, for their benefit? How do you see yourself making a difference?

When in my Cover Letter or Résumé Should I State What I'm Hoping to Gain from Employment?

Never.

The simple truth is, at this stage of the game your reader doesn't care about what you want or what you're hoping to gain from being employed at their company. Right now your reader only cares about what you can do for them.

You want your reader to act (hopefully by calling you to discuss the position and establish an interview date ~ or at least to be willing to accept a call you've indicated you'll be making). Later, during the interview phase, you'll have an opportunity to address how the position fits your needs, but at this point every effort you make needs to be focused on the needs of the reader, the position, and the company in question.

The Two Types Of Cover Letters.

There are basically two types of cover letters. One is used in submission to an ad or known position opening, commonly known as the "standard" cover letter. This type of cover letter is easier to write for an obvious reason - some of the criteria of the position is being made known through advertisements or network contacts, thus aiding the writer in knowing what specific criteria and needs the reader wants addressed. This is also the type of cover letter used when someone is referring you to a company, "John Doe suggested I contact you regarding. . ." or "It is by John Doe's recommendation that. . ."

The second kind of cover letter is commonly called a "broadcast" cover letter. This type of cover letter is used when targeting companies of interest but when no known position opening is being made public (or may not even, at the present time, exist). Although some companies frown on unsolicited résumé submissions, some position openings are often known long before the position is announced (someone has just turned in their resignation, a new position is being developed for an emerging need, someone is going to be retiring, someone is going to be or has just been fired). This is part of what's called the "hidden job market." Waiting for a position to be advertised simply assures that your résumé will be placed in competition with hundreds of other equally eager candidates.

Understanding your reader, the position you're targeting, and the company in question is important in all of your cover letter and résumé submissions, but it's particularly important in the broadcast cover letter. At least in the standard submission, when applying to an ad or known position opening, you have a sense of what the reader wants and that they're willing to receive your material. In the unsolicited submission, it's even more important to make your reader feel that what you have to say and what you have to offer is worthy of their time and attention.

The Basic Elements of the Cover Letter.

First of all, the layout of your cover letter is as important as the layout of your résumé. Keep in mind that the first thing your reader will see is your cover letter (okay, it's actually the second thing they'll see, following your envelope ~ we recommend using a 9x12 white envelope). Your cover letter should complement your résumé in style, layout, letterhead, print and paper quality. It shouldn't look like it was simply added to the submission at the last moment, but that it's an integral part of the presentation.

Cover letters normally follow this general outline:

• Your contact information (letterhead): Make certain this is easy to read. When all is said and done, your contact information is the most important information in the letter.
• Date: It's important to give your reader a submission date, indicating the information's date and relevant value.
• Name of contact and their title: Get the exact name and correct spelling whenever you can ~ it will always have a greater impact than an anonymous recipient greeting. Follow this with the name of company, street address, city, state, and zip code.
• Job title or reference number: Re: ________.
• Dear: Use either exact contact name, Mr./Ms. _____, or Director of Human Resources for Name of Company. Never use "Dear Sir or Madam," or, worse, "To Whom It May Concern."
• Opening paragraph: Although you may be tempted to come up with an interesting opening sentence, there's value for your reader in identifying for them the ad or position to which you're applying at the onset of your letter. Your reader may be screening résumés for several positions, and including a reference to the position title and location puts the reader on the right track. Keep this introductory sentence to the point and brief.
• The second line in your cover letter should be attention grabbing, but avoid gimmicks. Although you're trying to "sell" your qualifications for the position, you don't want to come across as an advertisement. This is a professional correspondence. So, instead, consider the second line a summary of what the letter's purpose is: "My background in _____, _____, and _______ appears to be a solid fit for the position of _________. It is with genuine interest that I enclose my résumé for your review and offer a brief summary of how my skills may benefit {Name of Company}'s _______ efforts."
• The second paragraph: highlights not only those qualifications listed in your résumé, but also the extended skills and characteristics you possess that will be of additional value to your reader and the position and company you're targeting. This second paragraph also addresses the particular needs, concerns, missions and goals of the company (as you know them) and how your potential contribution will benefit and promote these goals (from the company's point of view). This is where you establish what sets you apart from all other candidates with similar skills sets ~ why you are the right person for this job at this company. Ultimately, you want your reader to be able to envision you working for their company and producing valuable results.
• Closing paragraph: This is the only place in the cover letter where you indicate what you're hoping to gain from this submission: a call and an interview. Avoid using gimmicks or threats. We've seen cover letters that sound desperate and nearly threatening, "If I don't hear from you by {date} I'm going to call you." This kind of statement, even from the most worthy of candidates, can make your reader jump to the secretarial desk and request that "If Joe Smith calls, take a message and throw it away." When you call a potential employer, without a stated date, time, or invitation, you may simply end up irritating them by disrupting their work. Instead, you want to make your reader feel comfortable in contacting you by your indication that you're interested and available for contact, at the reader's convenience. It's perfectly fine to indicate that, with your reader's permission, you'd like to call them on such-and-such a date at a such-and-such a time to discuss the position, with the added note that if this time is inconvenient they may leave a message with the receptionist indicating a time that would be preferable. Make this easy for your reader.

By the way, if you can't be at your phone waiting for every call (you may wait a long time), consider purchasing an answering machine, if you don't already have one, or contacting your phone company for voice mail service on a temporary basis. If you're unreachable, you cannot be interviewed. Record your message and have a friend call and critique it for you. You want your message to sound professional, be clear in tone (with no background noise), offer the appropriate identifying information, and be brief. Something along the lines of the following seems to work very well: "You have reached Joe Smith at 234-5678. I'm sorry I'm unable to take your call at the moment, but your call is very important to me. Please leave your name and number and a brief message and I will return your call as soon as possible. Thank you for calling"

Salary Requirements and Salary History.

Until you interview for a position, chances are you'll have only a limited understanding of the details and accountabilities of the position. Until you understand the full dimensions and responsibilities of a position, you can't address appropriate compensation. This lack of information, on both sides, makes salary negotiation ineffective and premature at this stage of the game.

While it's tempting to include a salary range or expectation ("It will save me from interviewing for jobs that won't pay me what I need"), doing so limits your opportunities. Most companies will establish a position budget, but these budgets can be flexible. If you give a range too high or too low before the interview, however, you've removed your negotiating leverage and possibly the opportunity itself.

For job ads that say "Only those submissions which include salary requirements will be considered," offer a range rather than a set figure. This will give you some room for negotiation. For other ads that simply request "salary requirements" with submission, recognize the question without actually answering it: "Salary is negotiable."

For companies requiring a salary history, create this as a separate document, rather than including the information in your cover letter or résumé. This document should look the same as your cover letter and résumé in layout and style, and will follow your résumé's line of information regarding past employment history. For example:

Title ABC Company, City, State Dates of Service Annual Salary

Other options include indicating beginning salary and ending salary (showing growth and advancement), or hourly wage.

What to Do After the Cover Letter and Résumé Have Been Sent.

It would be wonderful if every résumé and cover letter submission resulted in a telephone call. Unfortunately, we live in the real world and it's very competitive out there. Be proactive in your job search. Be willing to follow up your résumé submissions with a phone call or a note that reiterates your interest and offers to provide further information if necessary. Your reader may receive hundreds of résumés, and hearing from you may move your résumé closer to the top of the pile. A good time frame to follow is that if you've heard nothing in the two weeks following your submission, go ahead and follow up with a phone call or note. Don't do this by e-mail.

Good luck with your job search!

Cover Letters: More Helpful Hints

Sell yourself.

We're not talking about Amsterdam's Red Light District. We're talking about finding a job. Cover letters are your first sales pitch to potential employers. Remember that employers receive hundreds of resumes and cover letters from people that are applying for the job YOU want. Your goal is to stand out from the other candidates. A good cover letter introduces you to an employer and explains why you are one of the best candidates applying for a job with the organization. It should motivate the employer to read your resume and hopefully invite you to interview for a position you are seeking.

What does a cover letter do? Basically, it expands on your resume and lets you write about yourself in a more personal way. Cover letters don't have to be stiff and formal--avoid the "rubber stamp" letter. The voice behind the letter should be warm, friendly and genuine. Employers want to hire real people, not robots. Although your letter should reflect your personality, always keep your audience in mind. Catchy opening sentences are wonderful for creative jobs in communications and advertising, but Wall Street might not appreciate it. Before you send out your cover letter, show it to someone in the industry to get feedback.

Ten Basic Rules:

1. Type each letter or use a computerized cover letter service so each letter looks individually typed.
2. Use 8 1/2" x 11" bond paper that matches your resume.
3. Address each employer by name and title. Never send a "Dear Sir/Madam" letter-- it's too impersonal.
4. Send your letter to the highest-ranked official possible so that it will receive immediate attention.
5. Check for grammar and spelling errors. This letter is the first example of your writing skills and how you present yourself.
6. Keep your letter short (three to five paragraphs) to hold the reader's interest.
7. Start your letter with a strong, attention-grabbing sentence.
8. Mention past experience along with recent accomplishments.
9. Convince the company that they want you and need you. Propose a mutually beneficial association with that employer.
10. Have an aggressive closing paragraph and state a specific action, i.e., I will call you in ten days to set up an interview. P.S.: It is important to keep a record of all your correspondence and what stage each application is in.

Purpose & Strategies

• Your cover letter is more than likely the first contact you will have with a potential employer. If it is well-written, your letter will lead the reader to your resume. If your letter is poorly written or produced, the employer may not even take time to review your resume and your application has a good chance of ending in the circular file.
• When you prepare the cover letter put yourself in the shoes of the hiring manager. If you were doing the hiring, what attributes would the ideal candidate for this job possess? You probably would prefer that the person has work experience similar to, or at least applicable to, the position he or she is applying for. You would want the ideal candidate to be ambitious and anxious to contribute his or her energy and skills to the success of your organization. The perfect candidate would demonstrated interest in, and knowledge of, your particular company or organization. In short, you would want to hire an energetic, dedicated and skilled candidate.
• The cover letter affords the opportunity for you to present yourself as the perfect candidate. Imagine your cover letter as a marketing tool, much like a television commercial. Effective commercials catch your attention by highlighting only the most attractive features of a product.
• Highlight your most attractive features as a potential employee. Remember, employers typically receive hundreds of applications for each job opening. No one is going to waste time reading through a long letter crammed with text. Be brief. You should avoid detailing your entire work history. The best way to distinguish yourself is to highlight one or two of your accomplishments or abilities that show you are an above-average candidate for the position. Stressing only a few unique attributes increases your chances of being remembered by the recruiter and getting to the interview stage, where you can elaborate on the rest of your accomplishments.
• Taking time to research each employer promises to be much more effective than sending out hundreds of form letters. In effect, you are saying to employers, "This is where I want to work. I have done my research and I am confident in my decision."

More Cover Letter Tips

• Never send out a resume without a cover letter.
• Address your cover letter specifically to the person by name and title who will most likely be interviewing for the job you have in mind.
• Call the employer's switchboard to ask for this information.
• If you are answering a blind newspaper advertisement- one in which the employer is not specified- you can address your letter "To Whom It May Concern" or "Dear Hiring Manager."
• The cover letter should be neat, contain no typos, misspellings or errors in grammar. Employers judge you on your ability to communicate and your ability to manage the presentation of information. A cover letter does both.
• Use 8 1/2 x 11 paper allowing a border of at least one inch. This allows space for the reader to make notes.
• Use the same quality paper as your resume. Match envelope as well.
• Use a clear type face large enough to allow easy reading. Avoid script and other exotic typefaces.
• Individualize your cover letter. Each cover letter you write will have a somewhat different slant, depending on what skills are important to the needs of the particular employer.
• Whenever possible, do some research on the organization or company before you write your cover letter.
• Read annual reports or product brochures or by contacting people in the organization.
• Keep it to three or four paragraphs and no longer than one page.
• Always close your cover letter with a request for an interview.
• Suggest a specific time or reason, such as: "I will be in your area next week and would appreciate the opportunity for an interview on Tuesday or Wednesday."
• Be assertive.
• Make a record and keep a copy of each letter and resume you send.

WHAT THE EXPERTS SAY...

• "Mention projects under development, recent awards, or favorable comments recently published about the company. You can find such information in the business press, including the business section of local newspapers and the many magazines that are devoted to particular industries." -Neale Baxter, from Occupational Outlook Quarterly
• "...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, from Resume Writing Made Easy for High-Tech
• "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
• "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, from The Best Resumes for Scientists and Engineers
• "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 from the process. The cover letter is rarely anything but a liability, but you must include it because its absence is worse." -Jeff B. Speck, from Hot Tips, Sneaky Tricks & Last Ditch Tactics
• "Poor grammar, bad punctation, 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, from The Perfect Cover Letter

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Generic Guidelines/Format

Your Address
Your Phone

Date

Contact Person's Name
Title
Address

Dr. Mr./Ms.__________________________

Paragraph 1
State the position you are applying for and how you heard about the opening. Immediately explain why your background makes you the best candidate for the position you are applying for. Keep the first paragraph short and hard-hitting.

Paragraph 2
Detail what you could do to contribute to this company, organization or school system. Show how your qualifications will benefit the employer. Point out your unique background and how your experiences make you a qualified candidate for the position. Remember to keep this letter short; few employers will read a cover letter over one page.

Paragraph 3
Describe your interest in the company, organization or school system. Subtly emphasize your knowledge about the employer (from the results of your research) and your familiarity with the industry as a whole. You should present yourself as eager to work for this employer. Paragraph 4
In the closing paragraph, you should specifically request an interview. Include your phone number and the hours you can be reached. Alternatively, you might prefer to mention that you will follow up with a phone call (to arrange an interview at a mutually convenient time within several days).

Sincerely,

Your full name (typed)

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Sample 1

1111 School Street
Stonehill, MA 02357
(508) 565-0000

January 1, 2000

Ms. Snapple Lady, Director of College Recruiting
Snapple Industries
P.O. Box 123456
Boston, MA 00000

Dear Ms. Snapple:

I am writing to express my interest in the marketing position you recently advertised with the Career Services Office at Stonehill College. I will be graduating from Stonehill College this May with a degree in Management Science and I am very interested in beginning a career in sales and marketing with Snapple Industries.

You will note from the enclosed resume that many of my extracurricular and work experiences involved the organization, promotion and publicizing of events. I have had direct sales experience soliciting potential customers for We Three Caterers and have been successful in managing employees in various capacities. Perhaps the most challenging and rewarding experience I have had was working with Congressman Kool and the organizing committee of the Stonehill College Literary Festival. I am confident that I have the sales and managerial skills required to be a contributing member of the Snapple organization.

A letter and resume can tell you only so much about my motivations and qualifications. I would welcome the opportunity to discuss my background with you in person. I will call you at the end of next week to discuss whether such a meeting would be possible and to confirm appropriate next steps.

Thank you for your consideration.

Sincerely,
Mary Neidajob

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Sample 2

253 Brompton Road
Brockton, MA 000000
(508) 588-0000

January 1, 2000

Mr. Richard Smith
Manager of Personnel
Adams Products, Incorporated
22 West Blackstone
Boston, MA 000000

Dear Mr. Smith:

In response to your recent advertisement in the Boston Sunday Globe, I would like to apply for the position of Personnel Assistant.

I recently read with interest an article about Adams Products, Incorporated, in the Journal of Industrial Relations. Your research in the area of employee maximization through quality of life considerations is an exciting development and I would like to begin my career in labor relations with your company.

My qualifications are based upon a unique combination of education, skills, and work experience. While completing my major in Management at Stonehill College, I studied topics including strategic management, cost accounting and economic theory. This was combined with twelve hours of psychology which included coursework in motivation theory and workplace ecology. These courses gave me an understanding of the concerns facing the personnel specialist. This knowledge is complemented by practical experience of employer-employee relations gained while working first as a clerk and then as an evening manager in a retail store.

My resume is enclosed for your further consideration. I am available for an interview at your convenience, and I look forward to discussing with you the contribution I can make to Adams Products in the position of personnel assistant. Thank you for your consideration.

Sincerely,
Will U. Paime

Tips For Writing Cover Letters

Aaah...the dreaded cover letter. Or is it? Cover letters are actually a great way to set yourself apart from the rest if you write it correctly.

Cover letters allow you to actually get your personalized message across to the hiring manager or possible interviewer. The key is to be brief and direct...just like a resume...the person on the other end will want to quickly read your cover letter...so make sure you don't write a short story.

Use the cover letter to peak the interest of the reader. The purpose here is to get the reader interested so that he/she will want to examine your resume.

Keep reading below for some of the finer points to writing effective cover letters. Use a combination of these tips and fine tune your cover letter for maximum results!

Tips For Writing a Cover Letter

1. Each letter of application should be original, typed in business form standard size paper, and directed to a particular individual by name and title, preferably to the person who has the authority to hire you.
2. Your letter should serve as an introduction to your resume. Draw attention to a particular skill or accomplishment that has meaning to the organization. Its inclusion in the cover letter communicates that the writer has researched the organization, knows the organization's needs and can fulfill those needs. Limit your letter to a few paragraphs. If you have done considerable research on an organization, you may want to make the letter longer.
3. Use simple direct language and proper grammar. Clearly state why the organization is of interest to you. Let your letter reflect your personality, but avoid appearing too aggressive or humorous.
4. Close with a statement that indicates some action -- preferably yours. You control the communication when you indicate that you will call the reader's office to set up and appointment at a convenient time rather than to wait for the reader to contact you.
5. Proofread your letter for errors! Keep a copy of all correspondence.

Cover Letter Writing Suggestions

• Write to communicate, not to impress
• Get to the point
• Be active, not passive
• If you mean I, say I
• Use short, familiar words
• Use contractions
• Go on a "which" hunt
• Ask questions
• Be specific

Basic Rules For Good Cover Letters

1. Personalize each letter to the interviewer and to the organization. Don't use a blanket form letter for all letters of inquiry.
2. Open your letter with a strong sentence that would make the reader take notice. Some students compliment the person or organization based on information they have gathered ahead of time. For example referring to the interviewer's recent published work or to the organization's newest grant is a great way to get them interested in you.
3. Appeal in your letter to the self-interest of the person to whom you are writing. Include clues that indicate that hiring you will lead to higher production, greater efficiency etc..
4. If at all possible, include some challenging thoughts that will cause employers to feel that discussion with you would be worthwhile even if they really hadn't been planning to hire anybody right now.
5. Keep your letter short to hold the reader's interest and to save you time.

Award Winning Cover Letters

You may not win any awards for the cover letters that you enclose when you send out your resumes, but you may increase your odds of them actually getting read, if you follow a few simple steps.

Here are some quick tips for crafting award winning resume cover letters...

1. Keep it brief. Your resume is the document that conveys your qualifications, therefore your cover letter need not go on and on about how wonderful you are.

2. Remember it serves a purpose. It is announcing you – and your enclosed information, your resume.

3. Tell them what you’re doing: "I’m applying for the position of..." AND "Enclosed is my resume for the position of..."

4. Clearly state what position you’re applying for. Don’t assume the Human Resources person will automatically know what job you want or that they only have one opening.

5. Highlight a few of your strong suits. Although brevity is the key here, you don’t want to merely say, "Here’s my resume. Bub Bye."

6. Don’t be redundant with contact information. All that pertinent information should be on your resume.

7. Don’t staple your cover letter to your resume. Often photocopies need to be made and it just frustrates the person making the copies to have to remove your staples. Use a paperclip if you feel the need to attach it; else just send it on top of your resume.

8. Typos. That’s an obvious one. It’s hard to proof your own work. Find one other person to give both your cover letter and resume a glance over. You’re dead in the water if your cover letter has misspellings, poor grammar or typos.

Below is a sample letter you can use as a guide (customize the words in capital letters):

DATE Human Resources COMPANY NAME HERE RE: NAME OF VACANT POSITION I have enclosed my resume. I am very much interested in working with you as your POSITION TITLE. As you will see from my enclosed resume I am qualified in a variety of areas. (Or I am uniquely qualified for this position because of my vast experience in ...). My college degrees are in DEGREE AREA with a minor in SECONDARY MINOR. I have spent the last two decades performing INSERT SIMILAR RESPONSIBILITIES. I am anxious to discuss this opportunity with you further. Respectfully, YOUR NAME

You as can see, the cover letter above is short and to the point. It serves a purpose of prefacing your resume. Don’t waste your time going on and on and on. It will not get read.

As it stands, you have a 50/50 chance that anyone will even read your cover letter. Are you willing to take 50% odds that it will be read, only to have a lousy cover letter that will essentially hinder your resume from consideration?

Follow the simple steps above and you’ll make a great first impression. Of course, it’s up to you to have knowledge, skills and abilities to back it; but at least you’re starting off right!