Cover letters accompany your résumé when you can't. They introduce you to your potential employer. Effective cover letters identify the position you are interested in by referencing the job title and the requisition number, when available. They add value to your résumé by highlighting your qualifications. There is no such thing as a good generic cover letter! If it is generic, then it won't be effective.
Your cover letter delivers when it brings you a telephone call or a face-to-face meeting. It should emphasize your skills and accomplishments as they relate to the organization and be easy to read.
Do Your Research
Do you have a contact in the organization? If so, ask if you can use his or her name in the letter to make a connection. If not, can you find a contact in the organization? It's worth checking to see if your best friend's mom has a cousin who works for the company. Whenever possible try to find a contact inside the organization. It usually makes for a warmer reception all around.
Before you begin to write your cover letter, know the job requirements and research the company! Visit the company's Web site. If you know someone who works for the company, talk to him or her to get the inside scoop. The more you know about the company-their products, services, and needs-the better able you will be to craft a cover letter that gets their attention.
Determine What You Can Offer
Now that you know what the company needs, determine how you can help them meet those needs. What can you do to solve the hiring manager's problems? Tie your knowledge, skills, and abilities directly to the job requirements and stress why you are an excellent fit for the position.
Polish Each Part
Every part of your letter has a job to do. Make sure each part works well!
Heading
The heading on your cover letter should match the heading on your résumé-it gives your package a professional appearance.
Salutation
Job seekers frequently make the mistake of addressing their letters "To whom it may concern." My response to that is, does it concern me? Nope! Does it concern the guy at the next desk? Probably not!
Another ineffective salutation is "Dear Sir or Madam." Frankly, I may be a sir or a madam-but I am hardly both! Once again, it pays to do your research and find the name of the person who will be reviewing your résumé. Address the cover letter to that individual.
As a last resort, you can always use these salutations: "Dear Hiring Manager," "Attention Hiring Manager," or "Dear Reader." Because this is a business letter, always follow the salutation with a colon.
Opening Paragraph
Hook the reader with a must-read opening sentence. For example: "Congratulations on the recent article in the San Jose Mercury News, which described Data Delivery's rapid growth in the last six months." Or "Janet Jones of Clearwater Corp. suggested I contact you regarding the administrative specialist position." Note: you may only use Janet's name with her permission!
Your first paragraph must identify your reason for writing-your interest in a specific position. You should highlight the position and its corresponding reference number in bold type. That way, even if the person does not read your letter, he or she can easily identify the job category you best fit.
Body
The second paragraph summarizes your experience and accomplishments. It explains why you are the person for the job. Be clear; don't expect the employer to take time to figure out why you'd be great for the position. Match your skills and qualifications with the requirements of the job. I prefer the two-column approach that puts your qualifications side-by-side with requirements, but you can use a list or simply write a paragraph.
Sample Two-Column Approach
Your requirements: Develop standard operating procedures
My Skills: Developed and implemented a tool calibration system to meet IS09001 requirements.
Sample One-Column Approach
My qualifications for the position include:
• establishing sales offices in France, Great Britain, and Spain
• recruiting and managing international sales representatives
• developing and implementing training programs for the European offices
• briefing staff on our products and those of our competitors
• generating more than $12 million in sales with excellent margins
Sample Paragraph Approach
For the past six years I have been involved with all phases of Human Resources Management with a Fortune 500 company. In my current position, I developed a competitive recruitment program, incorporated a 360° performance appraisal system, and designed a cutting-edge cafeteria-style benefit package that increased employee benefit options while keeping costs to a minimum. As you can see, these accomplishments are directly related to the requirements listed in your job posting.
Wrap-up Paragraph
In the third paragraph always tell them that you are looking forward to meeting with them to discuss your skills and experience. Let them know that you will follow up with them and approximately when. Use whatever words you are most comfortable with, but you must indicate that they can expect to hear from you soon.
Finally, thank them for taking time to review your résumé and/or for considering you for the position. Thank them for something. Most people are not thanked frequently enough, so set yourself apart by thanking the reader for his or her interest.
Closing
End your letter with "Sincerely" or "Best regards." Drop down four lines and type your first and last name. Drop down two lines and type "Enclosure" to indicate that you are enclosing your résumé. Sign your name above your typed name and include your résumé.
Mail It!
In every part of your letter, make it easy for the reader to screen you "in." Follow these guidelines and soon you'll get the jump on your competition!
Hi I'm Mary Jeanne Vincent, Career Expert and Strategist. I help people just like you reframe their background, rediscover their expertise and reclaim their career to make smart and rewarding career choices. I offer guidance to those who are searching for work that enriches their life as well as their bank account.
If you found this article valuable, imagine how much I can personally help you with your job search, career transition, or career success strategy by offering ideas, coaching, and advice for your unique situation. Contact me at 831.657.9151 or mjv@careercoachmjv.com today to find out how I can personally help you succeed during this time of uncertainty. Get the guidance, support, and tools you need to successfully jump back into the job market.
* Get clear about your areas of expertise
* Gain clarity about your on-the-job contributions
* Confidently present your value to potential employers
* Develop an accomplishment-based resume that effectively sells YOU!
* Demonstrate your value an Expert rather than simply a job seeker
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Sample Business Letter.
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