A cover letter represents an important opportunity for you. It acts as a personal introduction to the employer. A well-written letter will win you important points towards getting an interview. It is the ideal place to focus on the specific skills you want to emphasize for a particular employer.
Here are some guidelines for writing a good cover letter:
1. Every resumé should be accompanied by an individualized, typed business letter, printed on the same type of paper as your resumé. This letter should be addressed specifically to the person -- by name and title -- who will most likely be interviewing you for the job you have in mind. You can generally find out this information by calling the employer's switchboard. If you are answering a blind newspaper advertisement in which the employer is not specified, you may address your letter "To whom it may concern" or "Dear Sir or Madam," but only under these circumstances. Remember! Use the proper business letter form.
2. The cover letter should be neat and contain no misspellings or errors in grammar. An employer judges you on your ability to communicate and to present information. A cover letter gives you the chance to do both.
3. Your cover letter should not be too long or complicated, and generally should not be more than one page. Use a clear typeface that is large enough for the employer to read easily. If possible, use the same typeface as your resumé. Avoid script and other exotic typefaces.
4. Each cover letter will have a somewhat different slant, emphasizing the skills you have that are important for a particular type of employment. Whenever possible, do some research on the organization or company before you write your cover letter. This research, which is an essential part of every job campaign, can be accomplished by reading business periodicals, directories, annual reports or product brochures, or by contacting people in the organization.
5. Always close your cover letter with a request for an interview. If it is appropriate, suggest a specific time or reason such as, "I will be in your area from December 20 until January 10, and I would appreciate an interview with you during that time." Be assertive and follow up with a phone call.
6. Be sure to thank the employer for considering your application. Make a copy of each letter you send out and keep track of the date that you applied to each company.
7. DON'T FORGET TO SIGN YOUR LETTERS, and type your name beneath your signature. Your address and telephone number should be included beneath your name.
GENERAL FORMAT FOR COVER LETTERS
Note: There are many ways to write a cover letter. Cover letters vary in length and numbers of paragraphs, but generally should not exceed one page. The following are some suggestions on cover letter structure.
First Paragraph (1 or 2 sentences). In your initial paragraph, state the reason for the letter, name the specific position or type of work for which you are applying, and indicate from which resource (placement center, news media, friend, employment service) you learned of the opening.
Second Paragraph (3 to 5 sentences). Tell the employer who you are and indicate why you are interested in the position, the company, its products or its services. Above all, let the employer know what you can do for the company. If you are a recent college graduate, explain how your academic background makes you a qualified candidate for the position. If you have some practical work experience, point out your specific achievements or unique qualifications. Refer to your resumé, but try not to repeat the information on it.
Third Paragraph (1 or 2 sentences). Refer the reader to the enclosed resumé or completed application. Indicate where the employer can obtain your references (from a placement office or from you), should references be necessary at this time. Be sure to have available a printed list of phone references should an employer prefer to call.
Fourth Paragraph (1 or 2 sentences). Request a personal interview and be flexible as to the time and place. For example, state that you will be in the city where the company is located on a certain date and would like to set up an interview at that time, if this is the case. If this is not appropriate, request an interview at the employer's convenience. You might mention that you will call to see if this is possible. Be sure to follow through with a phone call to be sure that your letter and resumé were received, and to demonstrate your interest in the position. Be active, not passive.
Fifth Paragraph (1 or 2 sentences). Finally, close your letter with a thank you, and a statement which will encourage a response.