How to Write the Perfect Cover Letter How to Write the Perfect Cover Letter (Describe the Perfect Job Candidate—You!) By Alice Feathers, M A TESOL, Professional Editor and Writer Advertise your unique[.]
How to Write the Perfect Cover Letter (Describe the Perfect Job Candidate—You!) By Alice Feathers, M.A TESOL, Professional Editor and Writer Advertise your unique qualifications that no one else can offer by writing an effective cover letter! Make yourself stand out from all the other job seekers, so your potential employer will move on to the next step—reading your resume! Get your foot in the door and secure that all-important job interview by following the tips below and writing the perfect cover letter! To mail or not to mail, that is the question! Be the exception, not the rule! Most employers get bombarded with a ton of email cover letters with attached resumes If you really want to stand out, mail your prospective boss a cover letter and resume by snail mail—three days to the pile on his desk will be better than a forgotten folder in his hard drive! Use a font that is will attract the reader's eye! Studies have shown that serif fonts such as Georgia or Times New Roman are easier to read in hard copy than a sans serif font such as Arial The serif font uses small horizontal lines and flourishes that carry the eye along and make the text easier to read than the rigid vertical lines of a sans serif font Address the potential employer personally! Find out the name of the person who is accepting resumes for the job you want Create a more favorable impression by using his or her own name in your cover letter, rather than using an impersonal greeting such as 'To Whom It May Concern.' When addressing a woman, it is safer to use 'Ms.' rather than 'Miss' or 'Mrs.' When addressing a man, use 'Mr.' with no nicknames Use a comma after the greeting, and make sure all names are spelled correctly! Examples: Dear Ms Thomas-Bentley, Dear Mr Benson, State which position you want and how you heard about it A large company may be hiring in several departments at once In your cover letter, briefly state which position you are interested in and how you found out about it Example: I am responding to your ad in the Daily Herald for an editor/proofreader Describe your most important qualifications—briefly! Your resume should give your work history and qualifications in some detail In your cover letter, briefly mention only the qualifications that are most impressive and pertain exactly to the job opening Indented bullets or numbered lists of three or five items of fairly equal length are easy to read and show your qualifications at a glance Example: I am the ideal candidate for this position because I have: Three years experience as a proofreader/editor A bachelor's degree in English, summa cum laude Strong English skills in grammar and composition Alternate Method! You can accomplish the same purpose in your cover letter with a well-worded sentence and not be restricted to making each item in your list a similar length Example: I am the ideal candidate for this position because I not only have three years of experience as a professional proofreader, but I also have strong skills in every aspect of English grammar and composition, having graduated summa cum laude with a B.A in English Offer to provide an impressive reference Rather than just offering your personal assurance of your high qualifications, mention someone with impressive credentials who has provided you with a positive reference in the past and who would be willing to so again If this is the first time you will be asking for a reference from someone, make sure you run the idea by them first before you use their name in your cover letter! Example: I also edited 36 articles that became two professional journals published by the university Dr Linda Hendricks, Chair of the Linguistics Dept., hired me and supervised both projects She would be happy to provide you with a strong reference on my behalf Express your eagerness to meet with the reader Now that you have peaked the reader's interest, don't overdue it! Use your cover letter only as an overture to gain an interview Example: I would be happy to meet with you at your convenience and answer any questions you might have Don't forget your contact information! End with your phone number and email address so that the reader can choose the method that is most convenient Mail your cover letter, using both a typed and hand-written signature Enclose your resume Example: Sincerely, Janice Morton Janice Morton Enclosures (555) 555-6954 Final Tips for the Perfect Cover Letter: Make sure both your spelling and grammar construction are letter perfect! Don't ignore error signals from your word processing program such as green or red underlining Right click and find out what the problem is If you decide to send your resume by email attachment, make sure you send it in the predominant Microsoft® Word format to avoid conversion problems on the receiving end Afterwards: Don't forget to follow up! Call in three days and ask if your letter and resume were received If so, ask if you could schedule an interview If not, call back! Contact Name Title Organization Name Address City, State, Zip Code Dear Contact Person: I am writing to indicate my interest in the position of Assistant Director of Campaign Communications I'm a passionate supporter of our current campaign, and a fullyengaged member of the College community For many years, I've had a long and happy affiliation with this College, as employee, parent (Marie '01), student, and Alumni Board member My current position as Administrative Coordinator in the English Department has allowed close collaboration with my Chair, student majors, and 40-plus faculty, as well as many different offices and departments It's been a joy to work in the English Department, though, as I near completion of my masters degree, I'm eager to use my talents in greater contribution to the College The position of Director of Campaign Communications provides a wonderful opportunity for the College to engage one of its most enthusiastic community members in promotion of its important message It is a position where my interpersonal and organizational skills, and experience with so many college constituencies, could be put to very productive and successful use Speaking to position qualifications, concentrations in literature and writing in both my undergraduate and graduate programs here have allowed me to become a skilled writer I prefer to work in a tempest of activity and embrace challenges where solutions and problem-solving are necessary Technology is becoming a vital component in the day-to-day operations of most offices, and I look forward to incorporating the technologies I've used in the past, and I am very excited to work with new systems Organization is vital when balancing multiple projects and demands, and the ability to organize well has made my experience in the English Department much more rewarding Perhaps the greatest asset I offer is the ability to work with many personalities and groups of people, and I realize just how valuable that is when working with College constituencies, on committees, and in my work with our Alumni Board I can think of no better way to honor the riches of my education and work history than sharing the important message of this campaign I appreciate your considering my application Please review the attached resume I look forward to hearing from you Signature FirstName LastName To be effective, your cover letter should follow the basic format of a typical business letter and should address three general issues: First Paragraph - Why you are writing Middle Paragraphs - What you have to offer Concluding Paragraph - How you will follow-up Why You Are Writing In some cases, you may have been referred to a potential employer by a friend or acquaintance Be sure to mention this mutual contact, by name, up front since it is likely to encourage your reader to keep reading! If you are writing in response to a job posting (review samples), indicate where you learned of the position and the title of the position More importantly, express your enthusiasm and the likely match between your credentials and the position's qualifications If you are writing a prospecting letter (review sample) a letter in which you inquire about possible job openings state your specific job objective Since this type of letter is unsolicited, it is even more important to capture the reader’s attention If you are writing a networking letter (review sample) to approach an individual for information, make your request clear What You Have To Offer In responding to an advertisement, refer specifically to the qualifications listed and illustrate how your particular abilities and experiences relate to the position for which you are applying In a prospecting letter express your potential to fulfill the employer's needs rather than focus on what the employer can offer you You can this by giving evidence that you have researched the organization thoroughly and that you possess skills used within that organization Emphasize your achievements and problem-solving skills Show how your education and work skills are transferable, and thus relevant, to the position for which you are applying How You Will Follow Up Close by reiterating your interest in the job and letting the employer know how they can reach you and include your phone number and/or email address Or bid directly for the job interview or informational interview and indicate that you will follow-up with a telephone call to set up an appointment at a mutually convenient time Be sure to make the call within the time frame indicated In some instances, an employer may explicitly prohibit phone calls or you may be responding to a “blind want-ad” which precludes you from this follow-up Unless this is the case, make your best effort to reach the organization At the very least, you should confirm that your materials were received and that your application is complete If you are applying from outside the employer’s geographic area you may want to indicate if you’ll be in town during a certain time frame (this makes it easier for the employer to agree to meet with you) In conclusion, you may indicate that your references are available on request Also, if you have a portfolio or writing samples to support your qualifications, state their availability Next, let's look at some cover letter samples, plus review tips for creating cover letters that will have the maximum positive impact on employers Sender's Address in a Cover Letter Use a nice letterhead for your cover letter Check your word processor for templates on formal letters Example: You can also write your address in the top left corner (American English) or top right corner (British English), but don't write your name in this case In English, the sender's name is only given in the signature Date in a Cover Letter British English Write: 30 October 2003 Note, however, that 5/10/04 usually means October 2004 in British English and May 10, 2004 in American English To avoid any possibility of confusion, you should spell out the month or use the abbreviation Recipient's Address in a Cover Letter Position: on the left Ms / Miss / Mrs / Mr / Dr company street place area code COUNTRY (in capital letters) In American English, the area code is usually at the same level as the place, separated by a comma Note: Sometimes the name of the company is put in the first line and the name of the addressee in the second, preceded by attn (attention) or FAO (for the attention of), e.g attn Mr Johnny Welsh You are on the safe side if you copy the address exactly in the way it is given in the job application British English In British English, the recipient's address starts on the same line as the date or one line below the date Example: American English In American English, the recipient's address starts two lines below the sender's address (or two lines below the date if the sender's address isn't placed in the top left corner) Example: Sender's Address in a Cover Letter Use a nice letterhead for your cover letter Check your word processor for templates on formal letters Example: You can also write your address in the top left corner (American English) or top right corner (British English), but don't write your name in this case In English, the sender's name is only given in the signature Date in a Cover Letter British English Write: 30 October 2003 Position: on the right, one line below the sender's address (in letters with a ready-printed sender's address, the date can also be put in the top left corner) Example with address on the right: Example with address in the letterhead: American English Write: October 30, 2003 Position: top left corner (sometimes centred) or left-justified one line below the letterhead Example with address on the left: Remarks on the Date In British English the day is usually put before the month If you wish, you can add the ending of the ordinal number The preposition of before the month is usually dropped You can put a comma before the year, but this is not common anymore in British English It is common, however, if the date is part of a sentence: The conference takes place 10-12 December, 2003.(i) Example: 5(th) (of) October(,) 2004 In American English the month is usually put before the day If you wish, you can put the definite article before the day It is common to write a comma before the year Example: October (the) 5(th), 2004 You can also write the date by using numbers only The most common forms are: Example: 5/10/04 or 5-10-04 Note, however, that 5/10/04 usually means October 2004 in British English and May 10, 2004 in American English To avoid any possibility of confusion, you should spell out the month or use the abbreviation Recipient's Address in a Cover Letter Position: on the left Ms / Miss / Mrs / Mr / Dr company street place area code COUNTRY (in capital letters) In American English, the area code is usually at the same level as the place, separated by a comma Note: Sometimes the name of the company is put in the first line and the name of the addressee in the second, preceded by attn (attention) or FAO (for the attention of), e.g attn Mr Johnny Welsh You are on the safe side if you copy the address exactly in the way it is given in the job application British English In British English, the recipient's address starts on the same line as the date or one line below the date Example: American English In American English, the recipient's address starts two lines below the sender's address (or two lines below the date if the sender's address isn't placed in the top left corner) Example: Word List - Introduction I was interested to see your advertisement for (position) in (paper) / on (site) I noticed with interest your advertisement for (position) in (paper) / on (site) I am applying for the position of (position), which was advertised (date) in (paper) (Name) advised / informed me of a (position) that is available at your company I was referred to you by (name), who informed me of a (position) that is available at your company (Name) informed me that you are / your company is / (name of the company) is looking for someone with (skills) (Name) suggested I contact you regarding the position of (position) Perhaps I am the person you seek in your advertisement in today's / yesterday's (paper) When I read your advertisement for (position) in (paper) / on (site), I could not help noticing how well your requirements align with my experience / education / background / skills / career interests / The position seems to fit very well with my experience / education / background / skills / career interests / I am very interested in applying for the position (of ) My experience / education / background / skills / make me an ideal candidate for the position I have the experiences / skills / you desire (in your advertisement) From my enclosed CV / Resume you will find that my experiences / skills / meet the requirements you have outlined for the position I believe that my enclosed CV / resume will demonstrate that I have the experiences / skills / you seek While my enclosed CV / resume provides a good overview of my experiences / skills / , I have also listed some specific skills that meet your requirements for the position Word List - Details Refer to the requirement given in the job description and demonstrate that you meet the requirements Emphasize on experiences that are relevant for the job According to your advertisement, your position requires (skills) These skills I have developed during (experience) I understand the position requires (skills) I (details why you meet the requirements) I recently graduated from (university) with a degree in (field) Since 2002 / For years I have been working for (company) Following my training as a (job title), I spent (time) working for (company) ... Sender''s Address in a Cover Letter Use a nice letterhead for your cover letter Check your word processor for templates on formal letters Example: You can also write your address in the top left corner... capital letters) In American English, the area code is usually at the same level as the place, separated by a comma Note: Sometimes the name of the company is put in the first line and the name of the. .. (or two lines below the date if the sender''s address isn''t placed in the top left corner) Example: Sender''s Address in a Cover Letter Use a nice letterhead for your cover letter Check your word