Writing a Cover Letter

There is a format for writing a cover letter. Below is a guideline for writing a good looking and a well organized cover letter.

First paragraph
In the first paragraph mention the following things:

- Why you are writing (include which position you are applying for)
- How you learned of the position
- Your current status (student or employed)
- If you have completed your degree or when you expect to graduate
- Make a preliminary assertion as to your strength as a candidate

Middle paragraphs
This paragraph is important from the point of view of detailing

- Present specific examples highlighting how your background, experience, achievements, and/or qualifications meet the needs of the position description, department and/or organization
- Explain your interest in the organization
- Discuss your knowledge of and interest in some of the specific characteristics of the job, organization, and/or department
- Address if your profile differs from the job description

Final paragraph
Here you can indicate:
- How you can best be reached
- What is enclosed with the letter
- Your availability for and interest in an interview
- Follow up action on your part
- Thank the reader for his or her consideration

Structure and Details
Appropriately address the salutation to a specific person, not job title (spell their name correctly). Organize your letter well. Before giving your cover letter check for any spelling or grammar errors. Use an appropriate font type and size – Not to big or not to small. Don’t forget to leave contact information in the letter. Write in the tone of a confident (but not arrogant) professional. Be direct.

A cover letter is your opportunity to tell the employer what you are applying for and why you are a good match for the position and the organization. You should submit a cover letter with every resume, whether for an internship or job. While a resume provides a summary of your skills and experience, a cover letter takes it a step further by allowing you to highlight your specific qualifications.

What is a Cover Letter?

A cover letter is a letter to an employer that says which position you're applying for and includes an overview of your skills. You should always include a cover letter when you mail or E-mail your resume to an employer, even if they don't ask for one. Cover letters are actually a great way to set yourself apart from the rest if you write it correctly.

Cover letters allow you to actually get your personalized message across to the hiring manager or possible interviewer. The key is to be brief and direct...just like a resume...the person on the other end will want to quickly read your cover letter...so make sure you don't write a short story.
Use the cover letter to peak the interest of the reader. The purpose here is to get the reader interested so that he/she will want to examine your resume.

Everyone who sends out a resume does need a Cover Letter! Even if the cover letter never "came up" in conversation or wasn't mentioned in an advertisement, it's expected that you will write one.

Your cover letter can be A Hard Copy or in Email format. The main difference between e-mail and hard copy cover letter is format: 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.

Here are some of the things that one should never forget to include in the Cover Letter:

- The contact name and company name are correct.
- Letter mentions the position you are applying for and where it was listed.
- Your personal information (name, address, home phone, cell phone, email) is all included and correct.
- If you have a contact at the company, you have mentioned him or her in the first paragraph.
- Font is 10 or 12 points and easy to read (Times New Roman or Arial, for example).
- You have read the cover letter out loud to make sure there are no missing words.
- Cover Letter is printed on good quality bond paper that matches your resume.
- You have kept a copy for your records.
- Letter is signed if you are mailing it.

Should I Write A Cover Letter?

When you are mailing in a résumé, it is necessary to send a cover letter. The cover letter is your way of introducing yourself and your résumé. The cover letter should have your name, address and phone number on the top of the page. Then just like a business letter, you have the company’s information on the left margin. If in the classified ad it has a contact name out that was your greeting, if it said something like Human Resources address you letter to Sir or Madam. Try not to write To Whom It May Concern, it really isn’t necessary to do that. They did not address their ad that way so you don’t need to address their letter that way.

When writing your cover letter, mention the ad that you are responding to as well as your interest in applying for the job. Try to summarize your skills into one of two lines in the cover letter but do not recite your résumé, that’s why you attached it to the letter. Try to keep the letter short maybe a paragraph or two. Explain why in the cover letter that you make a good asset to their company. Try to show a little of your personality in your letter but keep it professional.

Depending on the ad, sometimes it will ask you for salary history and requirements. It is Ok to incorporate these into your letter. Make sure your sentences flow and that there are no grammatical errors. Do not hand write a cover letter, it shows a great lack of professionalism. Borrow a computer or typewriter from someone if you don’t have one. Here is a checklist to follow when writing your cover letter:

• Use the same type of paper you have used for your résumé.
  
• Make sure that all of your words and names are spelled correctly.
  
• Sell yourself a little; make them interested in you enough to give you an interview.
  
• Make sure you are sending an original and not a copy. Sign the original in blue or black ink.
  
• It is ok to request an interview, you can simple say, I am interested in possibly coming in for an interview and discussing my résumé further.
  
• If you wish to research the company’s background incorporate what they do and why you can be an asset to them.