Write a cover letter

Imagine just for a minute that you heard about this great job opening from a friend who works for a local company. You have the perfect resume already completed and are ready to send it to the person who your friend indicates will be doing the hiring for the opening. Are you going to send your resume to this person without any communication whatsoever? What would the person doing the hiring think if he or she received a resume with no other correspondence to accompany it? Remember that a resume is a tool used to describe your education, experience, and special skills. It is not a method of communication between you and a representative of a company that is in a position to hire you.

To solve this problem, the cover letter is used. The cover letter is a one-page letter that accompanies a resume when it is sent to an employer. It does not have to be a long or wordy letter, but one that serves to introduce who you are and why you have sent your resume.

The cover letter also serves many other needs as well. A good cover letter will target the resume to a particular person within the company and make it more personal. It will let you highlight specific skills that could be important to the reader. It also allows you to state to the reader why you chose this particular company and how you can benefit them.

A cover letter should make the employer interested in you. It is actually a method of selling your skills and experiences. Unless the cover letter generates interest, you will not get an interview. Further, the prospective employer will probably not bother to look at your resume.

The best reason to send a cover letter with your resume is that most employers expect to see one with a resume. Resumes are impersonal. An employer could think that you just sent him or her a resume at random and are sending resumes to many companies at one time. This is not the impression you want an employer to get when they receive your resume. You want the employer to get a good feeling about you from the very first. You want him or her to know that you are interested in their company and that you know who they are. You want them to know that you are a qualified candidate who can benefit the company.

The last reason to write a cover letter is to let the employer know that you plan on making contact with them. Your letter will state that you will either contact them by phone or in person and it will tell them when to expect this contact. It notifies the employer that you expect them to do more than file your resume away in a cabinet to be forgotten. In this publication you will learn the basics of writing a cover letter that is effective and professional.

 

There are many ways to write a cover letter, but all good cover letters include the same basic information. What we will do here is present to you a simple format that you can use to plug in this basic information no matter what the situation.

 

This information is usually placed at the top centre or top right of the cover letter. Be sure to give your complete address, even though you are writing to someone in the same city. The date goes underneath your address. Your name also goes at the bottom of the letter after the complimentary close. It is typed and placed about 4 single spaces under your closing.

 

This information is typed beginning at the left margin, with each line of the address beginning on a new line. It is best to always have a name of the person that will read your cover letter. You can phone the company to get the name and title of this person, if you do not have it already. Sometimes you will be unable to get this name. In this case, you should address the cover letter to the company or the department you want to work for within the company.

 

This first paragraph of the cover letter goes directly underneath the salutation. It is the section where you will state the reason why you have sent your resume and cover letter. You will indicate the position for which you are interested, or if there is no opening you can express your interest in the company. The first paragraph is very important because it is here that you will stimulate interest in your resume or that you will lose their interest completely.

 

In this second paragraph you will highlight your best qualifications for the position or company and remark on their relevance to the company. Here, unlike the resume, you can state your abilities and personal qualities that make you an excellent choice for hire. This is the "selling" paragraph that highlights your unique skills and experiences that make you perfect for the job. State more than what you have included on your resume. Elaborate on some of your experiences that would be of interest to the employer.

 

A simple line showing your appreciation is a good idea.

When you have finished your cover letter, ask yourself if it answers the following questions:

1.    Does it persuade the reader to take a close look at your resume? Your cover letter should heighten the reader's interest in your qualifications. It is a sales instrument that promotes your personal and professional qualities.

2.    Did you take time to personalise your cover letter by getting the name and address of the most appropriate person to whom to send your resume? A cover letter addressed to an individual is more likely to generate interest that will result in an interview than one addressed to the personnel department.

3.    Are you willing to follow up with a phone call within one week after you sent the letter and resume? Don't assume that the reader will call you. Break the ice by calling him or her within one week. People in work settings lead busy lives. Be prepared to have to make the initial contact after you send your resume and cover letter.

 

·         Always try to address your letter to a specific person who is in charge of hiring for a particular position.

·         Never address your letter to the Human Resources Manager or the Human Resources Department.

·         Adapt your letter to the situation. Mention the company's accomplishments or make note of other information that you know about the company.

·         Avoid using jargon or slang. Use clear and precise language, making use of positive, action verbs.

·         Plan your cover letter before writing it.

·         Request an interview in the third paragraph.

·         Use numbers or figures in the second paragraph, whenever possible, to describe your accomplishments.

·         Always check your cover letter for spelling and grammatical errors before mailing it.

·         Ask another person to read it and give you their opinion.

·         Make a copy of the letter so that you will have a record of what you said to the employer.

·         Keep your letter to one page.

·         Use a business-sized envelope to mail your cover letter.

·         Never discuss the reasons you left your previous job. This is something for the interview.

·         Never state your expected salary.

·         Do not badmouth former employers.

·         Never put conditions on your hire, like travel or hours. These are better discussed in the interview.

·         Never mention benefits.

Use the following checklist to evaluate your cover letter.

·         ___My complete address

·         ___The date

·         ___The employer's name

·         ___The company's name and address

·         ___A salutation addressed to a specific person

·         ___The purpose of the letter

·         ___An explanation supporting the purpose

·         ___A request for action

·         ___A closing

·         ___A signature

·         ___My complete name

·         ___The resume is included

·         ___The letter is clear

·         ___The letter is brief

·         ___The letter is well-organised

·         ___The letter is friendly

·         ___The letter is polite

·         ___The letter is factual

·         ___The letter is personal

·         ___The letter uses 8 1/2" x 11" paper

·         ___The letter is typewritten

·         ___The letter uses correct spelling

·         ___The letter uses correct grammar

·         ___The letter uses a business format

·         ___The letter uses positive, action verbs

 

University of Florida, Institute of Food and Agricultural Sciences (UF/IFAS)

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Corwen, L. (1995). Your Resume: Key To A Better Job. New York: Macmillan.

O'Brien, J. (1996). The Complete Job Search Organiser: How to get a Great Job--Fast. Washington, DC: The Kiplinger Washington Editors, Inc.

Shaw, C. and Wolford, N. (1992). The FACT Workbook. Columbus, OH: Ohio State University.