Creating Your Cover Letter

     Every time you send out a résumé, you’ll need to have a great cover letter to send along with it. It’s a good idea to customize your cover letter for each job you’re applying for. The cover letter is another way of introducing yourself to a potential employer. What it says about you can be the difference between getting in the door and missing your chance.

Before You Write

    Each cover letter takes preparation. Here we’ve outlined some things to keep in mind when preparing to write your cover letter:

    Think about yourself and your experiences. Then think about how you would like to relate your experience to the organization you’re writing to. Which of your talents, skills, personality traits and accomplishments should this particular organization know about? Brainstorm a list for yourself.

    How did you hear about this opportunity? If it was through a personal contact, write down the name. If through an advertisement, write down where and when you saw it, and list the specific points the ad wants you to include.

    What do you know about the organization you’re writing to? What attracted you to it in the first place? Maybe it’s personal (a friend worked there), or maybe you are impressed with what the organization does or admire their unique work philosophy. Do some research about the company online or through trade magazines, etc.

    Whom are you writing to? It’s always best to write to a real, live person (with a title) if you can, so if you’re not responding to an ad that includes a specific contact, try to look up the name of someone in particular to write to. Be sure to spell both name and title perfectly. If you cannot find a specific person to write to, try “Dear Hiring Manager” or “Dear Human Resources.” Avoid gender-specific salutations such as “Sir” and “Ma’am.”

The Right Format

    Busy people don’t want to read long letters from people they don’t know. The cover letter should be one page long, and in standard business letter format. This means that you may indent your paragraphs or not – but not indenting gives a bit more room. Leave wide margins (minimum 1 inch) and use a clean, simple font like Arial or Times New Roman. Don’t be tempted to use a tiny font just to fit everything on one page; 10- or 12-point type is best. Write clearly and avoid hyphenated words at the end of a line.

Compose the Letter

     Paragraph One: The first paragraph is the most important. Because it will be the first thing your potential employer reads, it has to make a great impression. Start out by telling how you heard about the job – friend, employee, newsletter, advertisement, etc. This is especially important if you’ve been referred by a mutual acquaintance. For example, if a friend recommended that you write someone he knows at a company, don’t start with “My friend, John Peterson, told me you have a job opening so I thought I would write.” That will not “wow” anyone. Instead, try something like “I was thrilled when my friend, John Peterson, told me there was an opening for an assistant photographer at your company.” Show a little excitement and passion for the potential employment; then follow this with a few key strengths you have that are pertinent to the position you’re looking to obtain.

     Paragraph Two: Here you should describe your qualifications for the job – skills, talents, accomplishments and personality traits. But don’t go overboard. Only pick the top three talents or characteristics that would make you stand out as a candidate. Your résumé is there to fill in the details. When writing this, think about how you can contribute to this company and why your specific skills, talents and accomplishments would be best for the company.

     Paragraph Three: Describe why you think you’d fit into the company – why it would be a good match. Maybe you like their fast growth, know people who already work there or you’ve always used their products. Companies feel good if the candidate feels some connection to them and has a good understanding of how the company works, even before he or she is hired.
Paragraph Four: Mention the enclosed résumé, give them a reason to read it in-depth (e.g., For my complete employment history and applicable computer skills, please see the included résumé) and ask for an interview. Suggest a time and a way for you to follow up. Make sure you give the reader ways to easily contact you.

Essentials

     Proofread carefully. No mistakes are allowed! No misspellings, no incorrect dates, no grammatical errors. None. Even a single mistake indicates carelessness to the employer and may disqualify you before your résumé has been reviewed. If spelling and grammar aren’t your strong points, ask for help. Having a second pair of eyes proofread your résumé and cover letter can help you catch mistakes you may have missed.

     Write individual letters. Personalized communications are always the way to go, so take the time to tailor each letter to the organization and person to whom you’re writing. “Stock” or “generic” letters are easily recognizable to recruiters and send the message that you don’t care enough to personalize them.

     Appearance counts. Invest in nice stationery. Use “Monarch” size paper (7” x 10 1/2”) if you like, or the standard size (8 1/2” x 11”). Always use a quality printer and send originals, never photocopies or corrected versions.