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Tuesday, October 4, 2016

Cover Letter Writing

What is a cover letter?

As the name indicates, a cover letter is a document that precedes your resume and introduces yourself to any potential employer. This document is what a hiring manager will see before anything else.

In an aggressive job market, hiring managers can get hundreds of resumes in response to just one position. Going through them all can be very time-consuming. To mitigate the time drain, most of these hiring managers will briefly read over and scan the submitted cover letters to determine which of the resumes they'd like to take a closer look at.

Benefits of a Cover Letter

  • Demonstrate how well you can articulate yourself and prove that you have researched the company and position.
  • Communicate to prospective employers what position you have an interest in, why you would like to pursue the opportunity and how you came across it in the first place.
  • To highlight the important/key skills that most efficaciously qualify you for the position.
  • *Important*
    • Customize your cover letter FOR EACH position you respond to.
    • Include a cover letter EVERY TIME you send a resume in response to a job opening (even if emailing or responding to a job board)

Parts of a Cover Letter

  • The cover letter acts as a formal business letter introducing you and creating a segue to your resume
  • The cover letter should be in block business letter format
  • Text should be left hand justified (aligned on the left-hand margin)

Cover Letter Writing (Easy Understand English)

Contact Info Section

  • Date - This is the date you write the cover letter, use standard Month Date, Year format:
  • "October 1, 2014"
  • Return Address - This is your home mailing address. Use Standard address format:
  • First Name Last Name Your Street Number and Name Your City, ST Zip Code
  • Mailing Address - This the mailing address of the HIRING MANAGER
  • If you don't have a specific name you can leave it blank.

Emailed Cover Letter Contact Info

When you send an email cover letter, instead of listing your contact information at the top of the message include your contact information in your signature.

Sample Email Signature:
  • FirstName LastName
  • Email Address
  • Phone
  • Cell Phone

Greeting

Greeting - This is very important. This will establish who will be receiving the resume and cover letter and projects a level of respect for them.
Be courteous and use judgment if using an endearment. Otherwise use Mr. or Mrs. and the last name.
Make EVERY EFFORT to find out the name of the hiring manager, this is a small thing but shows ingenuity.
If you don't have a specific name you can use a generic tag of "Hiring Manager".

Body

Body - This is obviously where you will enclose the information of substance. You'll want to explain what job you are interested in and how you came to find out about it.

Think of this section as a sales pitch of sorts, you are at the very top of the funnel here and looking to "hook" your potential employer.

This is also an opportunity for you to communicate what action you will take or the action you would like the hiring manager to take upon reviewing your qualifications.

Closing

  • Close - Again, another opportunity to show you are polite and respect the hiring manager.
  • Choose a polite, professional close such as "Regards" "Sincerely" or "Respectfully"
  • Signature Area - Includes your signed name, your name typed out and alternate contact information, such as phone number and/or email.
  • [Your signed Name] [Your Typed Out Name] [Phone Number] [Email]

Enclosure

Enclosure - This line can be used anytime you are enclosing a separate item (in most cases, your resume), inside the same envelope (if you are emailing a resume, not necessary for email).
Example:
"Encl: Resume - John Smith"

Writing Effectively

  • The body paragraphs must really sell You as the best candidate for the job.
  • These paragraphs should highlight your key accomplishments, qualifications and benefit to the company.
  • The cover letter should be easy to read and convey positive tone.
  • Each paragraph has a specific purpose, and there are methods you can employ to make the most effective use of each paragraph…
  • Body paragraph #1 is where you will establish a purpose; example:
  • "I was very excited to see the Account Executive position (job id #873422) posted on your company's website. I am familiar with your company because I am one of the 240,000 Americans who banks with you. As a customer for over 14 years, I have gained a great respect for your commitment to providing great service while advocating for your banking customers."
  • Body paragraph #2 is where you want to "sell" your qualifications and skills; example:
  • "Because ABCD Bank was recently ranked as the number 47 fastest growing company according to Fortune Magazine, I understand that your need for dynamic Account Representatives is growing. Please take a moment to review some of my strengths that qualify me for the position: √ Graduated the Barford School of Business, Tuckford University with a BA in Business Administration √ Proficient in PC/mac, MS Office Suite and online CRM platforms √ Results-driven and detail-oriented individual √ Proven history of new business acquisition and retention √ Excellent written and oral communication skills"
  • Body paragraph #3 is where you will explain what you want to happen next; example:
  • "I would appreciate the opportunity to meet with you to further explore the contributions I could make at ABCD Bank. I will call you in 10 days to confirm receipt of these documents, answer any questions you might have and see if we can arrange a meeting or phone interview. I invite you to call me at (234) 555-2345 if you need more information or would like to speak with me before then. Thank you for your time and consideration."

Tips and Strategies

  • Gather all necessary information first
  • Follow directions
  • Address your letter to a specific individual
  • Write a rough draft
  • Execute Good Writing Techniques:
    • Use bullets and text formatting
    • Employ clear and concise language; one page max
    • Use proper grammar -proofread
    • Use active verbs in the present tense to illustrate skills; example: "I consistently exceed customer expectations by offering personal attention and product expertise."
  • Format Your Cover Letter Properly:
    • Use default margins (1.25" right/left; 1" top/bottom)
    • Single-space your paragraphs
    • Double-space after the date, each address, greeting and each paragraph
    • Leave adequate space for your signature
    • Use bold for emphasis
    • Use an easy-to-read font
  • Consider using resume paper
  • If you are sending a hard copy of your cover letter, you should use a high quality resume paper to print your cover letter (and resume). Resume paper is also referred to as business or specialty paper. This is basically a thicker, heavier weight paper.

Avoid These Mistakes

  • Don't write "To Whom It May Concern" or " Dear Sir/Madam"
  • Don't use slang
  • Don't use liquid paper/whiteout
  • Don't extend over 1-page
  • Don't lie or include false information
  • Don’t include personal information
  • Don't write poorly
  • Don't use form letters or perform generic mass outreach
  • Don't include photos unless requested
  • Don't highlight or apologize for a lack of qualification
  • Don't use improper tone
  • Don't include salary information unless requested

Cover Letter Writing Sample

1. [Month] [Day], [Year]

2. FirstName LastName
Street Address
City, ST [Zip Code]

3. [Hiring Manager First and Last Name]
[Hiring Manager Business Address]
City, ST [Zip Code]

4. [Endearment] [Social Title] [Hiring Manager Last Name],

5. I was very excited to see the Account Executive position (job id #873422) posted on your company's website. I am familiar with your company because I am one of the 240,000 Americans who bank with you. As a customer for over 14 years, I have gained a great respect for your commitment to providing great service while advocating for your banking customers.

6. Because ABCD Bank was recently ranked as the number 47 fastest growing company according to Fortune Magazine, I understand that your need for dynamic Account Representatives is growing. Please take a moment to review some of my strengths that qualify me for the position:
Graduated the Barford School of Business, Tuckford University with a BA in Business Administration
Proficient in PC/mac, MS Office Suite and online CRM platforms
Results-driven and detail-oriented individual
Proven history of new business acquisition and retention
Excellent written and oral communication skills

7. I would appreciate the opportunity to meet with you to further explore the contributions I could make at ABCD Bank. I will call you in 10 days to confirm receipt of these documents, answer any questions you might have and see if we can arrange a meeting or phone interview. I invite you to call me at (234) 555-2345 if you need more information or would like to speak with me before then. Thank you for your time and consideration.

8. [Close],

9. [Your Signature]

10. [Your Name, typed]
[Contact Method(s) - phone/email]



11. Encl: [Your Name] ["Resume" or filename if delivering electronically]