Cover Letter Guideleines
Whenever you send a resume, you should also send a cover letter. The letter is called a cover letter because it “covers” the resume. The purpose of the cover letter is to introduce yourself to the employer, state your interest in the organization and/or specific vacancy, draw attention to your resume and motivate the reader to interview you.
Whether you are writing to inquire about job vacancies or to apply for a specific job, your letter is YOU to the employer. Typically, the employer will scan the resume first then return to the cover letter to evaluate your writing style. Because it is so important, the cover letter deserves your best efforts. A neat, concise, well-written letter will improve your chances of getting the job you want.
There are basically two types of cover letters. The Letter of Application is used when applying for a specific position that is vacant. The Letter of Inquiry is used if you are interested in working for a particular organization and you are inquiring about potential employment opportunities. The two letters are very similar with just a few differences in the opening paragraph.
TIPS FOR EFFECTIVE LETTER WRITING
Use an Accepted Business Format
The most common format used today is the full-block style. The sample letters provided with this article are written in full-block style.
Personalize the Letter
Address the letter to a specific individual using his/her name, title (Dr., Ms. Mr., etc.) and position with the organization (Director of Human Resources, etc.). You may have to contact the organization to get the necessary information, but a visit to the Career & Experiential Education Center may also get you the name you need or a suggestion about where to find it.
Use Non-Sexist Language
If you are answering a blind advertisement, do not assume that the Director of Human Resources has a particular gender by opening the letter with “Dear Sir” or Dear Madam.” “Dear Director of Human Resources” or “Dear Hiring Official” is appropriate.
Limit Your Letter To One Page
To ensure that your letter is no more than one page, write clearly and concisely, and avoid using unnecessary words and phrases. Outline your thoughts before you begin writing. You may set your margins at _ inch (top, bottom, left and right). The smallest font size you should use is 9 point.
Use the “You” Attitude
When writing employment letters, job seekers frequently overuse “I.” Restructure sentences using the “You” attitude and eliminate over occurrences of “I” by using “my” and “me.” For example, “I have enclosed a copy of my resume” becomes “Enclosed you will find a copy of my resume.” As a rule of thumb, try not to use “I” more than twice per paragraph.
Vary Your Writing
Adding variety to your letters makes them more interesting and easy to read. Try to offset long sentences with short sentences. Using transitional words and phrases helps ideas flow together easily. Varying sentence structure also assists in creating an effective letter.
Use Attention Getting Action Verbs and Adjectives
When describing yourself and your qualifications, use adjectives and action verbs to add flavor and arouse interest.
Proofread for Errors
To proofread for spelling errors, read the letter backward - from end to beginning. To proofread for grammatical errors, proofread from beginning to end. Have someone else check your letter also.
HINTS TO HELP YOU WITH YOUR LETTERS
- Attend a Career & Experiential Education Center workshop on Job Search Correspondence.
- Have a professional staff member review your letters.
- Use Access or Excel to develop an address database.
- Keep a copy of every letter you send and make notes about how and when you intend to follow-up.
- Apply labor saving tricks. Develop several basic paragraphs and modify them slightly to personalize each letter.
- Remember to sign your letters.
- Print your letters on quality bond paper.
Use the same paper you used for your resume.
- Use a laser quality printer. Laser printers are preferable. Never use a dot matrix printer or send photocopied letters.
- Review the sample letters provided on this website. However, do not copy the sample letters to save time and energy. Write your letters yourself and know exactly what is in them. Make your work original.
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