How
to Write Cover Letter
Writing Cover Letter
Basics
- A cover letter always fits on one page.
- It always begins with the address of the prospective
employer and the date at the top of the page.
- Most cover letters consist of four brief paragraphs,
each 3 to 7 lines in length.
- The letter closes with a traditional departure phrase.
- Name and Address of Prospective Employer
- Address the cover letter to a specific individual whenever
possible. Sometimes the name of the person is contained
in the ad or posting. Blind ads with P. O. Box addresses
are usually addressed as ' Dear Recruiter.' For unsolicited
cover letters, write to the Human Resources Director
Here's what goes into each paragraph. Concentrate
on just one paragraph at a time, and this will make the writing
process easier.
How to Write a Cover
Letter - Six Basic Parts:
Paragraph 1: The Opening
- Step 1: Identify yourself, using a sentence that begins
with "I am . . ."
Example of Cover Letter Writing:
"I am a young business administration
graduate with special training in marketing."
- Step 2: Mention the position you are applying for -
OR - state that you are looking for "an available"
position in the employer's company.
Example of Cover Letter Writing:
"I am applying for the ________
position advertised in . . ." OR"I am writing to
inquire about any entry-level or other job openings in your
organization."
When applying for a specific position, mention
where you heard about or saw the position posted or advertised.
Paragraph 2:
Market Yourself
- Step 1: Point out work experience specifically related
to the job description as it appears in an ad / posting
-OR- Point out work experience that specifically relates
to the company's products, services, or growth needs.
Lead the reader to find out more about you
in a given part of your resume. Start with a statement that
provides an overview of your qualifications, then highlight
any or all of the following:
- --Important achievements
- --Proven skills
- --Personal qualities
Examples of Cover Letter Writing:
Overview:
"While serving as General Manager
for a food company that specializes in providing private label
products to the natural foods industry, ...
Highlights:
"... I increased company sales by
5 percent in my region, maintained high employee morale, and
served on the company's United Way fundraising committee."
Important Writing Cover Letter Tips:
- Never say anything negative about your current or previous
employment situations or abour your life in general.
- When responding to an advertisement, the cover letter
must address the needs and requirements stated in the
ad and how you are qualified to fulfill them.
- Emphasize what you can do for the prospective employer
over what they can do for you.
- Some applicants try to make their cover letters "cute"
or funny. Don't: You have no way of knowing if your prospective
employer shares your sense of humor
- Paragraph 2 should not exceed 8 typewritten lines.
Paragraph 3: Positive
or Complimentary Remarks
Prospective employers like to know you chose
them for a reason and that they're not just one of hundreds
of companies you're writing to as part of a mass mailing.
(Even if you are doing a mass mailing, you must tailor each
letter to each reader and show that you are familiar with
that organization or person).
Do some research about the company or to
which you are writing, so that you can incorporate that knowledge
into the cover letter. It will show you are familiar and concerned
with the company's course of events. You might mention the
organization's reputation, sales record, size, corporate culture,
management philosophy or anything else that they take pride
in.
Example of Cover Letter Writing:
"I am impressed with your company's
steady growth in the fast-changing computer environment."
Paragraph 4:
Pave the Way for Further Action
- Step 1: Let the reader know what you want in a polite
and positive way.
Examples of Cover Letter Writing:
- "I look forward to meeting with you in an interview
in the near future."
- "I look forward to having the opportunity
to meet with you in the future."
- "I will send you an email on Wednesday to
confirm that you have received my resume."
- "I would appreciate any feedback you can give
me on job possibilites or opportunities and how to apply
for these."
- Step 2: ALWAYS thank the reader of your cover letter
for his or her time and consideration.
Examples of Cover Letter Writing:
- "Thank you for your time and your consideration."
- "Thank you for your time and for considering
me as a candidate for . . . . (name job)."
The Closing
Close the letter with either "Sincerely,"
or "Best regards," . Then space four lines
and type your name. After printing the letter, sign your name
in the four-line space with either blue or black ink.
Note that the main difference between e-mail
and hard copy correspondence is format. Basically, your signature
block (address, etc.) goes below your name in e-mail, while
it goes at the top of the page on hard copy. Of course you
won't have a handwritten signature on e-mail, but don't forget
this on hard copy.
Almost Done!
After completing these six sections, go back
and check your letter for typos, misspelled words, grammatical
errors, and awkward phrases. Remember that no Spell Checker
catches all errors. Be sure to proof the letter yourself,
and/or ask another person to proofread the letter for you.
Always doublecheck the spelling of the person's
name to whom the letter is addressed. Then, when you have
proofread the letter and edited your original draft, print
a final copy on one of EasyJob's professionally designed stationery
templates. Sign the letter. Place the resume behind the cover
letter and fold in a tri-fold, with no staples. Now, your
Presentation Package is ready to slip into an envelope or
e-mail message, into the mail or electronic mail, and into
the In-Box of your prospective employer!
EasyJob helps you to write
a convincing resume cover letter, even to be sent by e-mail
or to be printed out. What's more, EasyJob
is THE ONLY RESUME-WRITING PROGRAM THAT CREATES COVER LETTERS
FOR YOU!
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