Use Cover Letters Effectively
You've put a lot of effort into looking for a job. You've rewritten your resume over and over to get it right. You have some leads on possible work. You're ready to apply.
And then you decide to dash off a cover letter.
Wait! Taking time to craft a good letter - for each employer you contact or each job you apply for - can give you your best chance for an interview.
Think of a cover letter like an ad about yourself. You want the employer to notice you, to want to know more about you, and to think that you could help meet a company goal or solve a problem.
And you have about a minute to do this. A few job ads may specify, "Resumes only." But most employers want a cover letter. They read it first and are likely to look at your resume only if your letter grabs their attention.
Cover letters are a must when you answer a job ad, or when you are asking for an informational interview - either on your own or because someone that the employer knows has referred you.
Even if you don't like to write, you can write a one-page cover letter that will get you noticed.
Technical Guidelines
- Write one page only, no more.
- Type your letter on a computer. Do not handwrite it.
- Make sure it takes one minute or less to read your letter. Test this out with a couple of friends or family members.
- In your test, ask for frank reactions. Does your letter feel intriguing? Does it make the reader want to know more about you? If not, fix it.
- Use plain, neutral-colored paper without graphics or designs.
- Divide your letter into three parts, with plenty of blank space at top and bottom, and in each margin. Use an introduction of a couple of sentences, a middle part of several sentences or bulleted points, and a one- or two-sentence conclusion.
- E-mail or mail your cover letter and resume. More and more employers prefer e-mail. A few job ads ask you to fax your letter and resume. Don't use overnight or express mail, unless someone tells you to use a special mailing method.
- Don't use phrases that may first come to mind for a cover letter. Examples are "I am writing to," "as you can see on my resume," or "please don't hesitate to call me." They waste precious letter space because they give no information about you.
- Spell check. Grammar check. Check everything. Twice, or even three times. Get help on this. Employers notice errors in your cover letter more than anywhere else. Even for jobs that don't require writing, employers tend to draw unfavorable conclusions about your work from writing errors.
- Use active voice, not passive. Set your word-processing grammar check to check for passive voice. You will sound much more powerful. For example, say "I won an award" (active), not "I was awarded" (passive).
Content Guidelines
- Always address your letter to a specific person. Do everything you can to get a name. What if you can't find the name of the person who has placed a job ad? In that case, writing to "Dear Colleague" or "Dear Sir/Madam" is OK. But always use a name when you are initiating a contact with an employer.
- Add to what is in your resume, but do not repeat it. Do this by telling a very brief story about one of your major skills or achievements. Show, with a couple of concrete details, what you can contribute to the job you're applying for. If you're asking for an informational interview, show the match between your skills and the job field.
- In your first paragraph, make sure your reader knows
- Who you are,
- Who has sent you (if someone has referred you),
- What exact job you are applying for (if you are responding to a job ad or opening), or
- Exactly what you are requesting (a 20-minute informational interview, for instance).
- In the middle part of your letter, tell the employer more
than they can get from reading your resume. Make your reader want
to know more about you. Include:
- A summary of your skills that match most closely with the job or job field
- Several examples of how you would use your experience or skills in the new job or job field
- Why you're interested in this job, job field, company, or organization
- In your final paragraph, express your thanks and make sure the employer knows how to contact you. You may also want to say that you will phone on a certain day to arrange a possible interview.
- Stay positive. Don't apologize for anything. Make
connections between what you know, or can do, and the job you
want.
Say that antiques are your hobby and you are applying for a sales job. Instead of "Although I don't have experience in selling antiques," write "I have researched and bought three dozen Early American period pieces," or "I organized a silent-auction benefit that sold $60,000 worth of antique furniture." - Explain a special situation that may look odd to an employer reading your resume. For instance, are you trying to change careers? Briefly explain your fascination with the new job field. Were you unemployed for a while, even a long while? Explain that you took time out to manage care for an aging parent, to learn a new skill, or to raise a grandchild.
- Think of the keywords you would use in an electronic version of your resume. Try to include several of those words in your cover letter.
- Don't mention salary. If the job ad asks you for your required salary, or your salary history, say you will be happy to discuss this later.
Books
Find these books online at Barnes & Noble.com
Guide to Basic Cover Letter Writing, Public Library
Association, McGraw-Hill, 2003.
Written by librarians experienced in giving job-search help. Find
every detail you need for any type of job, including how to
highlight your experience with the newest technology.
Cover Letter Magic, Wendy S. Enelow, Louise Kursmark, JIST Works, 2003. Cover letter tips for every kind of work. Check out the before-and-after letters to improve what you write.
