Guide for Writing Cover Letters

[Aania]

Guide for Writing Cover Letters

For most jobs, writing a good cover letter triples your chances for being selected to interview. The reason is that your resume is a general document that highlights your applicable work-related education, training, skills, and accomplishments. The cover letter matches your education, training, skills, and accomplishments to a particular job in a particular company. Only the most relevant of these are featured on your cover letter. A good cover letter is a short (3-5 paragraphs usually) essay on how you match the job. Like any good essay, the opening paragraph should catch the employer's attention and state what position you are applying for and why. The middle should develop your theme by providing specific examples of your qualifications. The end should summarize by requesting an interview and providing contact information.

General Rules

• Use either a standard or block format. The block format is easier because all text begins at the left margin.
• Single space your letter and double space between paragraphs.
• Keep your paragraphs brief and relevant.
• If possible, laser-print your letter on good quality bond paper.
• Tailor your letter to the position and company. You are selling yourself, so show how your qualifications match the job duties and company goals.
• Proofread your letter carefully. Misspellings and grammatical errors show that you are slipshod.

Addressing the Letter

• Usually you will start with your address. Some people like to use the same letterhead and print style they use on their resumes. That is perfectly acceptable. In this case, your name will be first.
• After your address, space down at least two lines and enter the date.
• Space down two more lines and type the name of the person to whom you are addressing your letter. You can type the person's title on the same line or on the line below.
• On the next line, type the company name, followed by the address on the next two or three lines.
• Begin your salutation with Dear Mr. or Ms., followed by the person's name and a colon. Example: Dear Ms. Krebs. Be sure to confirm the name and gender of the addressee before you start. If you absolutely cannot find the name of the recruiter, personnel director, or director, use their title as a salutation; e.g., Dear Human Resource Director.

Grabbing Attention with Your Opening
Employers receive hundreds of resumes for each position. You want your resume to stand out, so start with an opening that grabs attention immediately. Following are a few examples of openings that are effective and interesting. 1. Name drop. Mention someone the employer knows and respects as a reference to the position.

• Example: Laurel Flower, who supervised my work as an intern with your company, recommended that I apply to you for the position of assistant sales manager.
• Example: One of my friends, Mark Star, works for your organization. He recommended that I write you about a position as a management trainee. He really enjoys his work and, from his description of company management philosophy, I am sure I would too.

2. State your career objective and/or relevant training and experience. This is a simple, direct approach which appeals to many employers because it matches you to the position immediately.

• Example: I am a computer science graduate with extensive training in networks and graphics. I believe my experience and dedication to hard work and problem-solving will provide an immediate benefit to your company.

3. Refer to company or career research you have done. Companies like to know that you have "done your homework." The more you know about a company and the careers it offers, the better you can match your qualifications to the employer's position. They will be flattered and you will increase your chances of getting an interview.

• Example: I read the April 20 issue of the Wall Street Journal with great interest. The article, "Future Directions of Ten Corporations," mentioned that your company is looking for college graduates with marketing backgrounds who are bilingual in Vietnamese and English for your new office in Saigon. I believe my qualifications will interest you.

4. Refer to the content of the employer's ad.

• Mention the position for which you are applying and link the position requirements to your own skills and qualifications.
  • Example: When I read your ad in the Daily News for a civil engineer, I almost believed you had written it for me. I have three year's experience, etc.
• Avoid referring exclusively to the name of publication and date.
  • Example: I am responding to your ad in the Searchlight on May 25, 1994, for a civil engineer.
• Employers usually know which ad you are responding to because of address codes. Besides, it is a boring opening and you are trying to grab their attention.

5. Ask a question. Starting with a question that relates your qualifications to the position or has the potential to solve a problem impels the reader to continue. This is a bold opening strategy for risk takers but it can backfire if you do not get it right.

• Example: Are you looking for an individual who has set sales records for two different companies and has reorganized an ad campaign to reach thousands more customers? (This could backfire if you have worked for a number of employers because the people reviewing your resume will wonder why you changed employers so often.)
• Example: How much are rising production costs affecting your bottom line? (This could backfire if you don't immediately give an example of how your work can improve the bottom line.)

Fleshing Out Your Middle

• Develop your opening theme in this section.
• This is the place for you to discuss your qualifications and skills, giving examples from past work experience to illustrate your strong points.
• Employers consider achievements to be indicators of future success, so do not be modest about yours. Using numbers as in the example demonstrates achievement. Show how your experience and achievements match the position requirements or company goals. The better job you do at matching yourself to the position, the more likely you are to get an interview.

• • Example: While I was the fundraising chair for my fraternity, I planned the campaign; researched and identified possible donors; and organized phone solicitation efforts, visits to potential donors, and several one-day events. As a result, we raised $50,000 -- a 200% increase over the prior year. To be successful, I trained teams in solicitation techniques, acted as mediator when tempers became frayed, and recruited committees who worked together to anticipate and resolve difficulties before they became crises.

Writing An Action Close

• Your closing paragraph or sentence should encourage action. Offer one of two choices: either you call me or I will call you. The latter choice works better with private corporations. Government and other public agencies usually prefer that you do not call them requesting an interview.
• If you have not already said in another part of your letter that you believe your skills and qualifications will be an asset to the company, now is the time.
• Finally, thank the employer for taking the time to read and consider your letter.
  • Example: I believe that my sales skills, organizational abilities, and technical expertise will benefit your company. I will call you in a week to arrange a mutually convenient time for us to meet. Or you can reach me at (phone number). Thank you for your time and consideration.

Final Words

• End your letter with "Sincerely" followed by a comma. Type your name four spaces below that so you have enough room to write your signature.
• Words to the wise: the biggest mistake applicants make is to focus on their own needs with little regard to what the company wants or needs. Write and review your letter with this in mind.

[Salauddien Mengal]

Re: Guide for Writing Cover Letters

nice..................