how to write a cover letter

How to write a cover letter and business letter

In the days when all applications were sent by post, the cover letter was the first chance you had to ‘wow’ a prospective employer. Now the process is largely electronic based, nothing has really changed.

Whether you’re emailing your application or submitting it through your My Monster account, you have the chance to write a few choice words that will entice your reader to take a detailed look through your CV.

In the beginning…
Address your reader – if you know their name always put “Dear Mr Bloggs” rather than “Dear Joe” as over-familiarity at this early stage might suggest an unprofessional attitude.

The first sentence should then clearly state your intention to apply for the job. Recruiters are often covering many vacancies at one time and can get easily confused as to which applicant is applying for which job. Include any reference numbers provided to make it easy for them.

You want to reference your aptitude to do the job successfully, but your cover letter is not your autobiography – the main bulk of your experience and abilities should be included in your CV. The focus should be on how you meet an employer’s needs so avoid the perception of being self-important.

Pick the main responsibility they’re looking for you to undertake in the role and give an example of why you’re the person they’re looking for. “My experience of managing Network Support Engineers will help to ensure the smooth running of your computer systems to improve the efficiency and effectiveness of your business.” is an example of a need that can be met.

Watch the length
Two short paragraphs is plenty of room to sell yourself. You want to be as punchy as possible as your reader will probably be a very busy person with limited time to trawl through a long letter. Concise and compelling is the way to go.

You may want to include a ‘next step’ for your reader, such as “To see how I could take your marketing to the next level, take a look at my CV to see the achievements I’ve had during my time with ABC Widgets.” This clearly points the employer to the part of your CV you think will persuade them to give you the job.

If you’re applying to a number of similar positions, chances are you’re tweaking one letter and using it for multiple openings. That’s fine, as long as you are customising each one. Don’t forget to update the company, job and contact information – if Mr. Jones is addressed as Mrs. Smith, your application will go straight into the bin.

Be sure to include your contact details so they can get hold of you when they need to. This information should also be on your CV, but there’s no harm doubling up.

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how to write a cover letter

1. Sentences should be about twenty words, and paragraphs should be no more than seven lines.
2. Step 2

   Centered or on the far left of your letter, include your name, mailing address, phone number(s) and email.
   Your email address should be professional, such as JDoe@gmail.com not cuddlebunches@yahoo.com.

3. Step 3

   Skip 3 lines.

4. Step 4

   Include the date on which you will send your resume to your contact. “January 1, 2010.”

5. Step 5

   Skip 3 lines.

6. Step 6

   Include on the far left, your contact’s name, contact’s title, the company name and company address (all on separate lines).

7. Step 7

   Skip 3 lines.

8. Step 8

   The salutation of your cover letter should ideally contain the name of your contact, rather than “To Whom It May Concern.”
   Always use a prefix in front of your contact’s name. For example, if your contact’s name is Jane Doe, you should write, “Dear Ms. Doe.”

9. Step 9

   Skip 1 line.

10. Step 10

    The first line or lines of your letter should contain some indication of how you found out about the position for which you are applying.
    You might say, “I recently discovered the opening for cashier at McDonald’s through www.monsters.com.”
    Or you might say, “Recently I was informed by my friend John Smith, who works as a clerk at Jackson, Taylor & Associates, about an opening there for a receptionist.”

11. Step 11

    The following sentences should indicate that you are interested in working for their organization and why they should hire you (and not the other guy!).
    “I am interested in working as copy editor for Simon and Schuster. I would be a valuable asset to your staff. As you will see from my resume, I possess a great deal of experience in editing, proofreading and formatting.”
    Be sure to list by name the position for which you are applying.

12. Step 12

    The final lines/paragraph should nicely wrap-up your letter.
    “Please feel free to contact me if you have any further questions. I look forward to hearing from you.”

13. Step 13

    Skip 2 lines.

14. Step 14

    Include “Sincerely,” skip 4 lines, and type your name.

15. Step 15

    Since you will be including your resume, type “Enclosure.” (with the period) at the bottom of your letter.

16. Step 16

    Single space your letter. Skip a line in between paragraphs, if applicable.

17. Step 17

    Proof read. Proof read again.

18. Step 18

    Print your letter and, if desired, an envelope.

19. Step 19

    Sign your name below the “Sincerely” with a fine black ink pen.

20. Step 20

    Mail or hand-deliver your resume and await your new job!

Cover Letter

A cover letter has 3 purposes:
1. It formally introduces you, and can personalize the presentation of your resume

2. It highlights specific information from your resume and from your background that applies to a specific field or position. Can also give reader insight to items not addressed in a resume

3. It helps to facilitate a meeting between you and the employer

Cover letter allows you to personalize your resume when it is mailed to prospective employers in response to advertisements or to inquire about possible interviews. The cover letter’s main purpose is to advertise your strengths and assets in a way that would interest employers in interviewing you. It is also useful in that it can save valuable time by enabling you to visit only the most promising prospects or helping you avoid places where there is no interest in you as a prospective employee.
 
To attract the reader’s ATTENTION, the cover letter must look good and be easy to read. Use of quality 8 1/2″ X 11″ paper, correct English, spelling, spacing, paragraphing, margins and above all, flawless typing is a must. Address it to a particular person by name, making sure that the spelling and title of the individual are correct. The person addressed should hold an influential position in the company. A good cover letter is not too long, so try to limit yours to only part of a single page.
The first paragraph should arouse the reader’s INTEREST. This can be done by stating some particular knowledge you have of the reader’s business, by a comment on some “timely” issue relating to the company’s operation or by an impersonal statement of some outstanding fact relating to your ability that would probably appeal to the employer.

The body of the cover letter should make the employer DESIRE to interview you by explaining what you can do for his/her company. Put yourself in the employer’s position as you write and present facts that will both be interesting and accurately describe your assets and qualifications. Your prospective employer will be interested in your ability to make and/or save money, to conserve time, to effectively assume and discharge responsibility and to produce results more rapidly and economically than anyone else. Do not stress your bad points, such as lack of experience or unemployment.

The last paragraph should request ACTION. Ask directly for an interview stating specific times and dates when you will call to arrange an interview. In all circumstances be courteous but use a direct approach.

The letter should end with the formal salutation, “Sincerely yours.” Below the salutation, type your name and then add your signature. Remember the use of AIDA (ATTENTION, INTEREST, DESIRE, ACTION) will result in a cover letter that is both pleasing to read and effective.