Writing an Effective Cover Letter

The cover letter introduces you and the résumé. It contains sufficient information to entice the reader to continue to the résumé. It is a personalized communication between you and the reader. It should be brief, easy to read and directly address the advertised requirements for the position.

Writing an effective cover letter is not as difficult as writing a résumé. Although each cover letter is customized to the position for which you are applying, I have always found it similar to writing a one-page essay in high school ("write a one-page essay on why you are qualified for the position given the job description and its pre-requisites").

Cover letters follow a standard, business-style format.

Sections of the Cover Letter

The cover letter is written in a standard business letter format. It contains header, greeting, body, closing, signature and reference to the attached résumé ("enclosure").

Header

The header contains your address, a space, the date, a space, the recipient's name and address, a space.

The sentences should all be left justified. Avoid abbreviations in the addresses (i.e. "Street" instead of "St.").

Greeting

The standard greeting is "Dear (recipient's name):"

Unless otherwise stated in the advertisement, the recipient should not be referred to by first name only. Mr. or Ms. followed by their last name is recommended.

Body: Introduction paragraph

This first paragraph, a relatively short one, should immediately state what this letter is about:

  • what position you are applying for
  • where and when the advertisement was found

Body: Main section

The two or three short paragraphs in the body of the letter needs to be of high impact.

In the first paragraph state in general terms why why you are a perfect fit for this position.

The second and third paragraphs are written to the specific points in the advertisement, and state what specific skills you have to address every one of these points.

Body: Closing Paragraph

This last paragraph should thank the reader for their consideration, introduce the résumé and express a desire to pursue an interview.

Complimentary Closing and Signature

State either "Yours truly", "Sincerely yours", "Best Regards" or other standard business letter closing. Leave several spaces and type your name. Sign the letter above your name in a dark blue ink.

Attachment

State "Enclosure" (résumé Attached)

Composition

Writing a powerful cover letter for a specific position is relatively easy however, based on my experience, few people write good cover letters but I think it's because they don't take the time to customize them to address the specific requirements for the position. I've read cover letters that spoke of skills as a short order cook or of military service for a position in data communications. In fact, the vast majority of the cover letters did not address the job requirements as stated in the newspaper ad.

The cover letter is the first page of an advertisement and its role is to entice the reader to go on to the résumé. Since the initial filter phase for résumés relies primarily on the cover letter, a good cover letter increases one's chances for getting an interview. Key words are the specific skills or attributes the company is looking for. These are found in the job advertisement. If it doesn't address those specific key requirements the résumé will not be given much attention and it will land up in the "reject" pile. Therefore a good cover letter, one that attracts the attention of the résumé reviewer, uses those key words.

Here is the simplicity of using key words in a good cover letter: Design a good template for the cover letter and then fill in the sentences and terms as required for the position. Read the advertisement and ensure every point, every key word, is addressed in the cover letter body.

If the advertisement states requirements for "MS Office", "Self-starter" and "Attention to detail", ensure the body contains these words and that you indicate your level of proficiency in these skills (with either direct or transferable skills).

If there is no advertisement (such as an unsolicited résumé) or the details are lacking then anticipate the primary skills the employer is looking for and detail these.

Check spelling, structure and grammar as any errors here will significantly detract from the "hire me" message you are trying to convey.