Your cover letter delivers when it results in a telephone interview or 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 yes, 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’s usually makes for a warmer reception all around.
Before you begin to write, research the company. Visit the company website, if you know someone who works for the company talk to them to get the inside scoop. The more you know about the company - their products, services, and needs, the more effective you will be crafting a letter that gets their attention.
Determine What You Have To Offer
Now that you know what the company needs, determine how you can meet those needs. What can you do that will 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.
Letter Heading and Salutation
The heading on your cover letter should match the heading on your resume – it gives your “package” a professional look. Job seekers frequently make the mistake of addressing the letter “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 Ma’am or Sir.” Frankly, I may be a Ma’am or a Sir 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 resume and address the letter to him or her. As a last resort you can always address the reader as “Dear Hiring Manager,” “Attention Hiring Manager,” or “Dear Reader.” Always follow the salutation with a colon since this is a business letter. If you are writing your mother then by all means use a comma!
Opening Paragraph
Hook the reader with an opening sentence that is a must read. 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 that you may use Janet’s name only with her permission!
Your first paragraph must identify your reason for writing --your interest in a specific position. I suggest that you highlight the position and its corresponding reference number in bold type. That way even if the person does not read the letter, he or she can easily identify the job category it best fits. Make it as easy as possible at every step of the way for the reader to screen you “in.”
Body
The second paragraph summarizes your experience and accomplishments; they tell the reader why you are the person for the job. Be clear; don’t expect the employer to figure it out. Match your skills and qualifications to the requirements of the job. This can be done in a number of ways. I prefer the two column approach, but you can do it using one column, or in paragraph form.
Two Column Approach:
|
Your requirements Develop standard operating procedures |
My skills Developed and implemented a tool calibration system to meet IS09001 requirements. |
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; and
- generating more than $12 million in sales with excellent margins.
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 increasing 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. If you are not looking forward to meeting with them then why are you writing? Let them know that you will follow up in x number of days or on a specific date. Use whatever words you are most comfortable with but you must indicate that they can expect to hear from you. Then pick up the telephone. Yes, I know all about the email and you can do that too but nothing demonstrates the power of your interest like a personal telephone call.
Finally, thank them for taking time to review your resume, 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 name, Sally Smith and type “Enclosure” under it to indicate that you are enclosing your resume. Sign your name and include your resume.
Copywrite. Mary Jeanne Vincent