Cover Letters: The Fundamentals

What is a Cover Letter? A Cover Letter is a letter of introduction that entices the employer to read your resume. A Cover Letter should briefly outline your objective, express your interest, and summarize your qualifications for a specific job. A Cover Letter is a tool used to persuade an employer to grant you an interview.

Rules for Writing Cover Letters Keep it concise. No more than one page. Write it in a professional business letter format with single line spacing. Use an active rather than passive voice. Edit it carefully for spelling, grammatical, or typographical errors. Produce each letter individually on high quality paper to match your resume.

Rules for Writing Cover Letters Personalize Each Letter – Address it to a specific individual at a specific company or organization. – Avoid salutations that sound too general or impersonal (Dear Sir / Dear Madam). – Do your research! Find out the specific persons name, title, and gender. – Refer to a specific job. – Never send a form letter.

Sections of a Cover Letter Your address block – Include your street address, city, state, and zip code. – Include the date the letter was written.

Example of Your Address Block 123 Main Street Any Town, USA January 1, 2007

Sections of a Cover Letter Employer’s Address Block – Place it below your address block and to the left hand side of the page. – Include the name and title of the specific individual. – Include Company Name. – Include Company mailing address, city, state, and zip code.

Example of the Employer’s Address Block Your Address Block Here (skip 2 spaces) Jane Doe, Ph.D. Director of Employee Relations The ABC Company 123 Any Street Any Town, USA 12345

Sections of a Cover Letter Salutation- Do your research! – Dear... Mr. Ms. Mrs. Dr.

Sections of a Cover Letter First Paragraph- Tell why you are writing – Place your first paragraph two lines below your salutation – State your objective. – Mention the specific job by title or department. – Express your interest in applying for the particular position or in researching any other potential employment opportunities.

Example of a First Paragraph “It is with considerable interest that I enclose my resume in response to your January 1, 2007 Any Town Times advertisement for a Computer and Internet Analyst. I am familiar with Acme Business, Inc. and its outstanding reputation within the community. Thus, the prospect of learning more about your organization is an exciting opportunity for me.”

Sections of a Cover Letter Second Paragraph- Sell yourself – Briefly summarize your qualifications, skills, and experience. – Describe how your qualifications, skills, and experience relate to the job. – Mention unique attributes that set you apart from other applicants.

Example of a Second Paragraph “As a recent graduate of the University of Montevallo with a Bachelor of Science in Computer Science, my education has helped me to obtain much technical expertise. In addition to my academic training, as an intern in the Computer Services Office, I had the opportunity to learn many new software programs, work with many different types of hardware, and design university webpages. In fact, my internship culminated with my becoming the lead trainer for all faculty and staff using Computer Services equipment.”

Sections of a Cover Letter Third Paragraph- Ask for the interview – Express an interest in learning more about the company and the job – Request an interview

Example of a Third Paragraph “Enclosed you will find information that outlines the details of my education and experience. To ensure my information was received and to discuss an opportunity for us to meet, I will contact you within 5 days of the date of this letter. If you wish to speak with me sooner, or if you have any questions, feel free to contact me at (123) ”

Sections of a Cover Letter Closing and Signature Block – Place this block right of center just below your third paragraph. – Close your letter with “Sincerely” – Include your name. – Include your telephone number. – Sign your letter with blue or black ink in your own handwriting.

Example of a Closing and Signature Block Sincerely, (Signature) Jim Smith (123)

Putting it All Together

Common Cover Letter Mistakes Unprofessional form, structure, or design. Addressed to the wrong person or sent to the wrong place. Does not relate your qualifications to the requirements of the specific job. Includes spelling, grammatical, and/or typographical mistakes. Uses awkward language and the passive voice.

Common Cover Letter Mistakes Overly aggressive, boastful, hyped, or obnoxious in tone. Self-centered rather than employer-centered. Poorly organized or difficult to follow. Fails to include adequate contact information. Too long Produced on cheap and unattractive paper