Purpose:

Introduce yourself, sell the employer on how well your specific skills, abilities, and attributes match the organization’s needs.

This document is your first impression and initial marketing tool. It is your chance to “speak” to the reader or hiring manger. To give your letter a competitive edge, you should focus on communicating your skills and achievements. It should be concise, hard-hitting, and capture the attention of the reader and motivate them to view your resume in-depth.

An effective cover letter has 3 main components

1. Identify the specific job and how you learned about it.
3. Match your skills, experience, training, and education with the job requirements, using your specific knowledge of the City department.
4. The last line should emphasize your enthusiasm and interest in the job.

Cover Letter Guidelines

• Use standard business letter format.
• Use paper that matches your resume, plain white paper is preferred (unless applying on-line).
• Proofread carefully (better yet, get a trusted person to proofread).
• Sell yourself. Be formal, polite, honest and assertive.
• Sign and send the original, keep a copy.
• Do your homework on the organization/department.
• As a general guideline, a cover letter should be between 1 – 1.5 pages, depending on your experience and level of the position.
• Please address the cover letter to “(name of the position) Selection Committee.”

The cover letter is usually your first opportunity to make a first impression. Make it an excellent impression.

While your resume is a summary of your credentials, your cover letter can be an effective marketing tool. Your aim is to demonstrate why your education, work experience, skills, and background uniquely qualify you for the position you’re applying for.

A cover letter should contain three main sections:

FIRST PARAGRAPH

• Identify the position for which you are applying.
• State how you learned of the position and why you are interested in the position or organization.

SECOND PARAGRAPH

• Summarize why you are a strong candidate for the position.
• Target the job description and specifically discuss how your skills relate to the job requirements.
• Highlight one or two of your accomplishments or abilities that show you are an excellent candidate for the position.
• Detail positive characteristics and past experiences that illustrate how your qualifications will benefit the organization.

CLOSING PARAGRAPH

• Thank the person for considering your resume and offer to provide additional information.
• Include your phone number and when you can be reached.

Here are some tips on cover letters:

• Always mail a cover letter with your resume.
• Address the letter to the contact person or to the Human Resources Director.
• Use standard business letter format on paper that matches your resume.
• Use white or off-white 8-1/2- x 11-inch paper.
• Use a font size of 10 to 14 points.
• Use non-decorative typefaces. Choose one typeface and stick to it.
• Cover letters should be individually typed and signed.
• Use terms and phrases that are meaningful to the employer.
• Minimize jargon, abbreviations, and contractions and be concise.
• Check your letter for errors and grammatical correctness.
• Print on one side of the paper.
• When sending a resume via email, include your cover letter in the body of the email or (depending upon the employer’s instructions) send it with your resume as an attachment.

See our sample cover letter!

Mary Smith
Recruiter
Department of ABC
123 Main Street
Anytown, MI 55555

Dear Ms. Smith:

I am writing in response to your posting on the State of Michigan Vacancy Posting site for the Personnel Management Analyst position. I believe my qualifications make me an excellent candidate for the position.

I possess more than seven years of human resources experience in recruitment and staffing, benefits administration, and workforce planning. Throughout my career I have demonstrated the ability to establish excellent client relationships and to develop and implement innovative solutions to address a wide variety of human resources challenges. I have excellent organizational abilities and strong decision-making skills.

Enclosed is my resume for your review. I would appreciate the chance to meet with you to discuss the ways in which I can help the Department of ABC achieve its goals and objectives. I can be reached at the phone numbers listed on my resume.

Thank you for your time and consideration.

These cover letter examples will help you develop a strong base letter. Then, you tailor it to fit your special situation. Every applicate to a job has a special situation, it’s your job to show the potential employer who you are and what you can do for their company.

Dear Mr./Mrs. Hiring Person,

In the first paragraph, tell how you heard about the job opening * (or about the company, if this is not an advertised job but rather one you are trying to discover or create by making direct contact). Mention the actual job title, and say that you’re sending a resume that shows how you’re qualified for that particular job.

(*Try to find somebody who personally knows the Hiring person, and ask if you may say in your cover letter “Bill Smith suggested I write to you directly”. A name the hiring person recognizes helps tremendously in getting you noticed.)

In the second paragraph show some enthusiasm and interest in the company, and appreciation for their products. If you know of a problem or opportunity facing the company, mention it – without in any way criticizing the company. Give an example of something you could do to help resolve the problem or help take advantage of the opportunity.

(The best example would be something similar that you did for a previous employer to improve the situation.)

In the third paragraph, tell how you will follow through. “I’ll call your office early next week to see if we could meet soon and discuss this job opening.”

(Of, if you’re exploring for unadvertised jobs that may come up: “I’ll call your office next week to see if we could meet soon to discuss your company’s need for help in the near future.”)

(Or, if you’re answering a blind ad in the newspaper, and CAN’T call them – just end on an upbeat note and provide a phone number with an answering machine where you can be reached.)

       Sincerely,
       Joseph Job Hunter

Enclosed: resume

Cover Letter Template

Dear Patrick Noonan,

This letter is to express my interest in the position as Systems Engineer for Dynamic Web Resume, announced in the December job listing at the UC Berkeley Placement Center. I am also sending a resume, showing that my expertise exactly matches the requirements listed in the position announcement.

This position particularly caught my eye, as I recently read in the Wall Street Journal that International Widget is considering converting all in-house computers to Windows for DOS. I have a strong software background, and have just returned from a two-year stint in Argentina where I functioned as an independent computer specialist/programmer for a variety of businesses. Among other tasks, I installed and utilized Microsoft products, including Windows for DOS, and I have been developing applications in Microsoft Quick C for Windows. I earned a reputation among my clients for ensuring product satisfaction, and I would be happy to supply a list of client references.

I have always admired the success of International Widget, particularly in South America, where I find the technical developments challenging and rewarding. I would very much enjoy discussing the possibility of our working together. I look forward to hearing from you.

In the third paragraph, tell how you will follow through. “I’ll call your office early next week to see if we could meet soon and discuss this job opening.”

       Sincerely,
       Johnny Cover Letter

Enclosed: resume

A cover letter is a sales tool! It should always accompany your resume or application. So, here are a few tips for writing effective cover letters:

1. Always include important information

Your name, address and telephone number (including area code) should be easily visible on every cover letter you send out. It will be the first thing the reader looks for when trying to contact you.

2. Make it personal-Address your letter to a specific person within the company

Start with and end with the reader. If necessary, call for a contact name. “To whom it may concern” and “Dear Sir/Madam” letters don’t get read as often as those addressed to a specific person. And use a comma after the name-it’s more personal.

3. Make the opening sentence catchy

When people read letters (especially business letters), they scan them for content: Who’s it addressed to? What’s the opener? What’s the desired action? etc. Attention grabbing first sentences (ones that describe why you’re the best person for this job, or ones that address the interests of the employer, etc.) will get the reader to read on.

4. Write each letter to a specific job/company

There’s no such thing as a “one size fits all” cover letter. Each job you apply for is different. Show how you meet the needs of a given job. Be sure to refer to a specific job in the first few sentences so that the reader knows what job you are applying for (no need to refer to where you saw it-it doesn’t add anything to your letter).

5. Describe your skills as they relate to the job

Saying you worked for a company in a job doesn’t mean the reader will make the connection-between you, your previous job, and the job in question. It often helps to tie your experience to your skills, and relate your skills to the job description.

6. Always type and proofread your cover letter before sending it out

Your cover letter creates an impression of you. It’s very important to appear professional and not make mistakes. If you make errors in your cover letter, it may reflect how employers may view you. If your letter is neat and professional, the employer may believe you are, too.

7. Be brief, use action words to describe your accomplishments

Some employers receive many cover letters and resumes daily, so they want to know about you without having to read a lot.

8. Be confident, creative and enthusiastic

Next to your resume, your cover letter is your best way to sell yourself on paper. It lets your personality come through as well as the benefits of hiring you.

9. Always keep a copy of every cover letter you send out.

Copies of past letters will make your job search and follow-up go smoothly.

10. Always request a response or an interview.

Your cover letter is to get you an interview-so, ask for one! OK-that’s it on resume cover letters.

Career Tools: Cover Letters:

In order to leave a good impression with your cover letter, use your head. You are writing to a boss, not your best friend. Letters must be free of grammatical and spelling errors, well-spaced, well-organized and have a clean design that properly showcases your qualifications. The three most commonly used formats are: Full Block, Block, and Modified Block. We are including an example of one letter in all three formats.

The most formal letter is the full block; it is also the most commonly used. The casual style is the modified block; it is the least commonly used. As a general rule of thumb, the better you know the person you are writing, the more casual you can afford to be with the format of your letter. Unless you’ve actually met the person to whom you are writing, stick with either the full block or block format.

Some other general rules to keep in mind when writing the perfect cover letter:

1. Each Word in the Address Line Begins With a Capital Letter.
2. The date is positioned on the very next line below the address and can be written in the following two ways: August 21, 1980 or 21 August 1980.
3. The name of the individual to whom you are addressing the cover letter should be preceded by a courtesy title (Dr., Mr., Ms., Mrs., etc.). Male attorney names should be superseded by Esq. and all medical doctors by M.D.
4. Use “Dear” in the opening of your letter.
5. The most common closing is “Sincerely” followed by “Sincerely Yours”.
6. Two lines below the signature block (see one of the sample letters) flush with the left margin include initials of your name, in lower case. If your name is David Maldov Carnegie, write “dmc.” Known as the typist identification, it is not required but including it is a signal to employers that you have mastered the art of cover letter formats.
7. The chances are that your cover letter will include a resume. In the line directly below the typist identification write the word “Enclosure.” If you are enclosing more than one document put the number you are including in parentheses immediately after the “Enclosure.” So for four documents, you would write “Enclosure (4)”.

Anytime a resume is sent by mail it must be accompanied by a cover letter. The resume is an impersonal description of your qualifications, much like a product brochure. The cover letter is your opportunity to personalize your resume and target your skills to that specific employer.

The effective job seeker will not send the same resume for each new job opportunity, but will tailor it for each situation. Likewise, the same cover letter cannot be used in every situation. It also must be customized for each opportunity. There are a variety of cover letter formats, some of which are described below.

Invited Letter

This format is used whenever an employer has asked for a resume. This is often in response to a want-ad or publicized job listing. This style focuses on matching your qualifications to the advertised requirements of the position.

Uninvited or Cold Contact Letter

This letter is used to contact employers who have not advertised job openings. The focus is on matching your qualifications to the perceived needs of the employer based on labor market research. This strategy requires that a phone or personal contact with the employer either precede or follow the sending of the resume and cover letter.

Referral Letter

Use this format to contact employers to whom you have been referred through networking and informational interviews. The referral may be to a specific job opening (advertised or unadvertised) or to an employer who may not be hiring. In a referral letter the individual who provided the referral is mentioned in the letter.

The Executive Briefing Letter

This is a variation on the traditional cover letter. This letter gets right to the point and makes life easier for the recruiter. This letter is often the weapon of choice because:

1. The initial resume screener might have little understanding of the job or its requirements.
2. Your general resume invariably needs customizing for any specific job. Overly broad resumes are like “one-sizefits-all” clothes; one size usually fits none.
3. Your resume is somewhat out of date and you have to send something out immediately to take advantage of the opportunity of a lifetime.

Resume screeners like people who make life a little easier for them. Using this letter format increases the odds of your resume getting through to the right people since there is usually no question whether or not you qualify for the job. If you are not sure what the job requirements are, do not forget the employment advertisements, position descriptions, phone conversations with the employer, and informational interviews.

Cover Letter Reminders

Whenever possible, address the cover letter to a specific person by name and title. This requires a minimum of research that will ultimately pay off in more interviews. The only time this may not be possible is when responding to a “blind ad” where there is no way to know the name of the company to research. In this case, send the letter to the title of the appropriate hiring manager, (e.g. “Production Manager,” “Maintenance Supervisor,” “Office Manager,” etc.) Never use the term, “To Whom it May Concern.”

Thank-You Letters and Notes

“Thank you” is a powerful statement that is heard too seldom. Every thank you is an opportunity to restate your qualifications and to leave a fresh impression in the mind of the reader. Send a thank-you letter or note to employers and employment contacts whenever they have extended themselves in any way on behalf of your job search. At the minimum, a written thank you should be sent after all interviews.

Thank-you letters and notes should be standard tools in your job search. The thank-you letter should follow a standard business letter format while the note may be a simple hand-written note or card. Which to send depends upon the situation and your personal style.

Thank-You Letter Reminders

When thanking a potential employer, restate your interest in the position and/or company, be brief, and always plan your follow-up. Tell the person when and how they can expect to hear from you in the future. If there are multiple people involved, such as with a panel interview, be sure to thank each person. Send one letter to each person or send a single letter to a key person for distribution. When sending more than one thank you, it is very effective to vary each one. Always send a written thank you to a person by name.

Cover Letter “Do’s”

• DO sign the letter in blue ink. It implies the letter is original. The only other color ink to use is black. Never use any other color on the cover letter.
• DO structure the letter to reflect your personality, but avoid being overbearing, humorous, or cute.
• DO keep it brief, about three to five paragraphs.
• DO use the same paper stock for both your cover letter and resume.

Sample Thank You Note

Date

Dear Mr. Jones:

Thank you for the interview for the accountant position today. I appreciate the information you shared with me and enjoyed meeting Ms. Smith from the Accounting Department.

My interest in working for Lord’s Industries is stronger than ever, and based on your description of the position, I know I can do a good job for you.

I will contact you by Tuesday of next week to learn of your decision.

      Sincerely,
      Your name (add your signature above this line)
      Your address