The Cover Letter
The purpose of a cover letter is to introduce you and your resume as well as give some additional information about yourself to potential employers. You may also want to point out some parts of your resume you want the employer to pay special attention to.
An individually typed cover letter typically accompanies each resume you send out. Your cover letter may make the difference between obtaining a job interview and having your resume ignored. It makes sense to devote the necessary time and effort to write effective cover letters.
A cover letter should complement, not duplicate your resume. Its purpose is to interpret the data-oriented, factual resume and add a personal touch. A cover letter is often your earliest written contact with a potential employer, creating a critical first impression.
There are three different kinds of cover letters:
- The application letter responds to a specific job opening you have seen advertised
- The prospecting letter inquires about any job openings
- The networking letter which requests information and assistance in your job search
If you are sending out a resume, your application cover letter should always include a line in your cover letter that says where you found the advertisement for the job you are applying for. If you saw it in a newspaper, be sure to underline the name of the newspaper (grammar rules count!)
You should always tailor your cover letter to the specific job you are applying for. It’s certainly easier to write generic or blanket cover letters than it is to write a cover letter specifically targeted to each position you apply for. However, if you don’t invest the time in writing cover letters you’re probably not going to get the interview, regardless of your qualifications.
Our first tip in writing a cover letter that works is to make a match between your qualifications and education with the job. This takes some time and effort and it’s not always easy, but, it’s important. Take the job posting and list the criteria the employer is looking for.
Then list the skills and experience you have. Either address to how your skills match the job in paragraph form or list the criteria and your qualifications.
Do not design a form letter and send it to every potential employer (you know what you do with junk mail!).
Effective cover letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences (remember, relevance is determined by the employer’s self-interest). They should express a high level of interest and knowledge about the position.
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
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, 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 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 to approach an individual for information, make your request clear. The advantage to writing a letter like this and including your resume is that you will be making contacts in the business world and when a job opening comes up, they may still have your resume on file. It never hurts to be pro-active when looking for a job!
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 do 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.
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. If you want, you can make a 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.
So, we’ve covered the three most important documents you need in a job search: the resume, the cover letter, and the reference sheet. Before you get excited and start mailing out your creations, there are some things that you need to do prior to that.
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