Chapter 1

Cover Letter Writing Essentials

WRITING A COVER LETTER is often an annoying and sometimes difficult step in the job application process. For many people, finding the right words to introduce themselves and their experiences to a potential employer is stressful. However, writing a cover letter that lands you an interview can be achieved more easily than you think. Following the RIGHT formula, discussed in the next paragraph, can get you started. It also helps to familiarize yourself with the different types of cover letters used to contact potential employers. You'll also want to understand the basic components of a cover letter — each paragraph in the document seeks to communicate specific strategically targeted and job-function-focused information that you don't want to accidentally leave out.

Write Your Cover Letter the RIGHT Way

Writing your cover letter is as simple as following a five-step process.

Just think of the acronym R-I-G-H-T. It stands for Review, Identify, Generate, Hone, Transmit:

1. Review Samples, Postings, or Descriptions

To inspire initial efforts and motivate actions, review sample cover letters and postings as well as job descriptions. Think about the phrases or special language used in these items. Key phrases in job postings must be transformed into the best paragraphs in your cover letters. If imitation is the most sincere form of flattery, it can be the best cover letter-writing strategy.

2. Identify Resume Key Points

Look at your resume and think about how it relates to the job for which you're applying. Identify key points that you wish to highlight in your cover letter. These should be field-focused qualities as well as directly related academic, employment, or co-curricular achievements. What is it about your resume that you think is most strategically linked to targeted career fields and the specific job or particular functional areas of an employer? What two resume entries do you want the cover letter reader to examine in detail?

3. Generate a Draft

Keep your first draft to one page if possible, but don't worry too much about length. Later, you'll edit to the desired word count. Use the examples in the Sample Cover Letter Phrases section for inspiration, but don't copy word for word any of the samples that inspire you. Just get some ideas down on paper or on screen. Don't feel pressured to generate your final draft first.

4. Hone a Finished Version

This is when you'll edit the content to achieve maximum effectiveness. and impact. The finished version should not contain typos or any major grammatical or style errors. Remember, this is your first writing assignment for your prospective employer.

5. Transmit via E-mail or Fax, Then Mail

Once done, don't delay communication. There truly is no reason to wait. Never procrastinate. Proceed to the next section to learn details regarding cover letter format, content, and specifics to completing the five steps to cover letter success.

When to Send Which Letter

The lists within this section define different types of cover letters, the circumstances for which they are appropriate, and to whom they are sent. Later, you will review samples phrases to include in each type of letter.

Letters of Application Used When Responding to Postings

These letters target:

• Confidential Postings (when employers are not identified). These letters must focus on the job descriptions and the skills you possess to succeed in the position.

• Employer Identified Postings (with the employer clearly noted, yet a contact name may not be given). These letters should reveal research on the company. If you don't have someone to address letters to, use memo format.

• Employment Agencies (when employers are not identified). When your letter is sent to a search professional, use the phrase “judge my candidacy worthy of an interview for this position with your client's firm.”

• Executive Search Firms (when employers are not identified). As with positions posted by employment agencies, focus your letter on motivating the reader to support your candidacy and forward documentation to the client who is the hiring organization, with a recommendation to interview. These firms deal with more senior positions.

Letters of Introduction Addressed to People and Places

These letters are transmitted:

• As Broadcast Letters. These letters are very popular yet least effective if done as opened and unfocussed letters sent to hundreds of employers. They can be effective if they identify specific career fields, functional areas of interest, and particular firms. Be sure to cite the employer's name in these letters.

• As Cold Communiqués. These letters target individuals or companies with whom the writer has no true connection. These might be addressed to lists of senior executives on websites, names in professional association membership directories, or those in specialized, field-focused directories.

• In Advance of On-Campus Interviews. These letters request an interview or set the scene, impressing employers that you communicated after being selected to meet.

• In Advance of Career Fairs. In these cases, the letters set the scene and increase your chances for being granted an interview for post-baccalaureate jobs or internships.

• To Targeted Employers. These letters are best sent to a particular person, although they can be effective if sent generally to Human Resources when uploaded or e-mailed through a company's website. It's recommended to direct such letters to the attention of a particular person or a connection of some kind.

Networking Notes

These are brief e-mail or faxed messages sent to advocates and network members. In these notes, you ask for consideration, referrals, or support. Resumes are attached, and reference is made to a cover letter that will be sent later. While some people still believe these should be handwritten, e-mail and faxing is faster and, now, most appropriate.

Content of the Cover Letter

The cover letter should, in most cases, be one page. Cover letter content almost always consists of the following three elements:

1. Introductory focus paragraph. Remember what you once learned about the five-paragraph essay? Begin with a clear thesis statement supported by two paragraphs and end with a conclusion. Cover letters should include the same. The initial paragraph cites job title or functional area of interest, and requests an interview. This first section can identify the foundations upon which you will rest your candidacy. Is it education? Is it work experience in general, or one or two particular accomplishments? Is it a specific project that matches the position's stated requirements?

2. Qualification and motivation paragraphs. These two paragraphs (sometimes presented in bullet-point lists) detail qualification and motivation connections. They identify examples from your past that project abilities to perform in the future. This is where you apply the first two of the five steps. What key resume points will you present here? How can you connect achievements to job requirements? Be specific! The more you use the language of the field you wish to enter, special phrases and keywords, the better. Talk the talk to walk the walk. Use appropriate language to ensure that you will soon walk into an interview with confidence. Keep in mind that today many employers read the Twitter streams, blogs, and Facebook pages and other social networking site links posted by candidates. Many times these are used to uncover negative information about a candidate, but you have a real advantage if your blog or Twitter stream is timely to your industry and has relevant information that suggests you're a subject matter expert. Call attention to this in the body of your letter.

3. Closing paragraph. Restate your desire for an interview, perhaps suggesting a phone interview as a convenient next communication. State that you will follow up to confirm receipt of the letter and accompanying resume. If you wish, you can close with the most critical point you wish to cover during the interview. Of course, also say thank you.

Special Circumstance Statements

These can be added as Post Scripts or in the last paragraph. You may share with the reader that you anticipate being in a particular city on a particular date, that you have an offer in hand and limited time to conduct interviews, or that you have also enclosed supporting documents such as writing samples, letters of recommendation, or other materials.

Your Cover Letter, Not Theirs

When writing cover letters, too often candidates wonder, “Is this what employers want to see?” Frankly, you should ask, “Is this what I want employers to see?” You cannot read the minds of potential employers, but you can conduct field-, function-, and firm-specific research to be very focused. Cover letters are most powerful when they are targeted and clearly present performance potential. Here are a few more questions to ask and answer about cover letters:

• Have you identified samples that you wish to model? Do they match your goals or do they appeal to your sense of style?

• Do these samples have objectives, qualification summaries, or achievement summaries? How are paragraphs presented in the letter? What is first and what is last? Do these samples identify the most significant qualifications in the first two paragraphs?

• Can you state your objectives clearly and concisely? Does the first paragraph of your cover letter focus on a particular job or job function? To whom will you be sending your cover letter, and why?

• Do your most significant achievements appear somewhere on the document, as paragraph text or bullet points? Have you used the cover letter to connect past achievements to future performance potential?

• Can you describe the job you are seeking? What qualification connections would be associated with this position? Do you have a collection of keywords associated with your field- or job-focused goals?

• Have you typed a cover letter draft? Is it longer than one page?

  Did you do spelling and grammar checks? Did you have someone else proofread and comment on the draft?

• Will you e-mail, fax, mail, or hand deliver your cover letter? Do you have a cut-and-paste e-mail friendly version of it?

If you answered mostly “Yes” or “Sure,” you are ready to draft and then finalize a powerful cover letter.

Now it's time to do the dirty work — you need to start drafting your cover letter. The following chapters contain sample phrases taken from different types of cover letters that can help jumpstart the writing process for you. The samples are broken down into six categories:

• Phrases to use when responding to postings.

• Phrases to use when contacting targeted employers.

• Phrases to use when contacting search professionals.

• Phrases to use for networking letters.

• Phrases to use for special situations.

• Phrases to use in follow-up letters.

We devote a chapter to each of these.