WHAT IS A COVER LETTER AND HOW TO WRITE ONE?
A cover letter is a document that applies for a job position. The letter has many similarities with the resume, but it can give more information about your skills and strategies than the resume. A cover letter provides prospects of a future employee whether or not they will have enough skills to perform their tasks successfully.
A good cover letter does more than repeat your resume; it highlights what's most essential and provides evidence of why you're the best candidate for the job.
Usually, you should prepare two copies of this document – one for snail mail with no name on it and another copy for submitting via email with your full details included in it. Remember: both document copies must contain spaces for the recipient's address, date, name and signature, which will be filled by you when sending them off.
Do recruiters still read a cover letter?
Of course, letters are a vital part of any job application. Recruiters say that candidates should not underestimate the cover letter's effect on hiring decisions – although they don't have as much weight as a resume does.
A well-written cover letter will help you get noticed among dozens of other applicants and even give you more chances to get invited for a face-to-face interview. When applying through emails, write in proper business style and use formal vocabulary; avoid slang language or bad grammar and punctuation.
Difference between a resume and a cover letter
The main difference between a resume and cover letters lies in the fact that resumes tend to be more informative and cover letters – more persuasive.
The primary purpose of a cover letter is to convince an employer that you're the best candidate for a job opening. This task may sometimes prove to be rather challenging even if you have some excellent skills. The main reason for this is that employers receive many applications, so they make an effort to determine who are the most experienced/educated candidates by looking at their resumes first. However, with a convincing cover letter, you can persuade your future boss that what makes you stand out from the crowd is your specific set of skills and ability to perform successfully in any given position.
This is why it's essential to prepare a cover letter for almost every job application. If the employer wants to know all about you and your skills, find something in common with them. Do not try to be someone else because it won't work. A good way of writing a persuasive letter is by presenting yourself as an expert on some topic or area, which interests the reader (the employer).
Cover letters should be long enough but short enough, so they do not bore their recipients.
What are the 3 types of cover letters?
There are 3 basic types of cover letters:
Simple – This type is the least formal one. It can be used for applications at a general position in an office. Since it is relatively short, you have to use your skills wisely so that the employer will remember you and call you for an interview.
Expert – If you're sending this letter along with your resume to apply for a job as an expert in some area, then make sure your credentials correspond with the position's requirements. You may need more than 1 page if necessary, but do not forget about clarity and structure.
Company-specific – This type should be used when applying for jobs at companies with no specific requirements, and they employ according to their standards.
Why is a cover letter necessary?
Cover letters show professionalism and pay attention to detail, which is very important in the working process.
Your cover letter may sometimes be your only chance to get noticed by a company or an employer, so make sure it's well written with no mistakes. It's not enough to submit your resume because all employers also want to see how good you are communicating.
A well-written cover letter shows that you have good writing skills and some knowledge about the industry requirements. Remember: most of your future employers will take just a few seconds to determine whether or not they want to read more of your document, which means that any mistake counts (typos, grammar errors etc.). So make sure that your cover letter is free of any errors before submitting it!
How to write a cover letter
A cover letter should always include the following essential parts:
- Salutation (addressed to a person whose name you know);
- The body: an introduction followed by some information about yourself;
- End of letter sign-off phrases and expressions;
- Contact details, including your e-mail address and telephone number;
- Optional – references (names) if required or requested by the personnel department/manager for further inquiries about your resume's validity. Remember that these references must be known to you personally, not imaginary persons like professors or someone else you might have never met.
Start with an introduction, which introduces you -- who are you, where did you get the name in the address? Briefly describe what qualifications or experience makes you apply for this specific job and highlight three or four most relevant parts of your resume. (If nothing, in particular, pops out at me here, I won't know how to evaluate whether I should ask for further information). Usually, save something like "I am excited about working with you" in the last paragraph.
Please DO NOT use a formal salutation; it is unnecessary to send the cover letter and resume via email. Nowadays, they often have general form letters that include all the standard greetings: Mr., Ms., Dr., and such. Also, be careful with your wording, as the salutation has to match your name.
End on a strong note by stating clearly why you are applying for this job or what skills you bring to it in whatever way is appropriate; give some examples in the "I am excited about working" sentence if possible (an example might be from work experience). Finally, make sure you know who you're sending it to; this is not just for a cover letter but also your resume.
It's perfectly ok and acceptable to include more than one version of the cover letter: As an example above, how many jobs do I apply for/year? Think about when a company wants several resumes with a similar profile. They may want different versions of the documents prepared.
All said, these are general tips; specific jobs will have their requirements on what should be included in your cover letter. But please, check "help wanted" ads before applying for any job you're not sure is suitable for you. Read detailed instructions on how they ask applications and all listed responsibilities of that position -- it helps to focus your work after you've applied for each position separately respective company decided to call you back (after screening process on the phone). Good luck!
What is the best way to start a cover letter?
As far as I know, there are no strict rules about starting with "To Whom It May Concern" or "Dear Hiring Manager". You could go directly to the name of the person you're applying for. What's important to me is that it should be clear who you are addressing, and it must not be vague or unclear. If you're not sure, call the company and ask who is in charge of hiring. Do not say resumes or job applications; that makes it look like an automatic response to a posting. The company may prefer that you send your documents to their email directly to avoid any confusion.
The most crucial point is not necessarily whom you address -- but what do you want to imply with your letter? Suppose I receive a cover letter addressed as "Dear Sir". In that case, I might think about this candidate as one who doesn't take the initiative while managing people and don't understand the importance of including gender terms in letters. Mainly if someone was referred by a woman manager, for example... It gives me a good impression! But again, there's no standard rule here.
The best way to start a cover letter is to be friendly, clear and straight to the point. Again, aim for something like "I'm writing to you today because I'm applying for your job opening as [name of position here]..." That shows that you're not just filling out an application online but serious about getting hired. As soon as possible, mention what kind of skills and experience you have related to this specific job. If you are sending it by e-mail, don't include any attachments unless they are required. We send it via email because we can usually write in plain text without formatting issues or special applications. However, when you add attachments (if they are allowed), read the instructions about using MS Word format and remember to send a text version. A cover letter should be typed but not necessarily include your signature. It's better if it doesn't because people can just print one example of a cover letter with an address and signatures (if you're going in person) and use it for different applications.
What kind of experiences should you include in a cover letter?
First and foremost, your cover letter is a marketing piece for you. So think about what makes you the best candidate to fill this position. It's vital to list experience and skills related to the job description (and avoid mentioning unrelated things).
However, other experiences might be relevant if they make you stand out from other candidates. And here comes the main point - even better qualifications than others do not guarantee anything! It puts the responsibility on your shoulders -- because if you're considered as one of the top three final candidates but don't have any extra qualifications, then why should I hire you? The thing is -- I can always pick someone who has better skills but no responsibility on their shoulder (i.e. go to school, raise the kids etc.). So here's where "extra-qualifications" come in handy: if you have something on your shoulders already that shows your reliability and commitment -- then I can trust you as a person.
For example, if you are currently running your own small business or working part-time during evenings at faculty... It shows me that you don't just want money for easy work but challenging! And above all, it also means savings for me if I hire someone less experienced but with relevant experience (do this while it's related to job position!).
What is the best way to end a cover letter?
Give one final touch by sending your cover letter with a sentence such as "I hope that I will hear from you soon". Again, please don't write your address to avoid confusion. By the way, here's a tip -- add an extra space between "sincerely" and "your name"... Your e-mail may not display this correctly, but the person receiving it in MS Outlook will see the difference immediately!
A cover letter should always end positively. Don't say, "If you have any questions or want to know more about me, please get in touch with me." That sounds like you are trying to sell your skills and might turn off the hiring manager if it's too pushy. If they're interested, they will find their way of contacting you! Instead, end with something like this: "I look forward to hearing from you soon." Or how about finishing with some interesting facts about yourself? Here is an excellent opportunity to tell them why you would be a wonderful addition to their team :)
How many pages should a cover letter be?
It depends on what else you send along with the application (e.g. documents) and how much information you provide (e.g. wall of text or lots of spaces between paragraphs). I think it's better to start small and send a cover letter even shorter than one page than not sending it at all!
What type of language should be used in a cover letter?
Don't write your cover letter as if applying for the position with your friend. You might say "you" instead of "I": "I will be glad to assist you in any way possible." Is that okay? Sure - this is more conversational but usually won't hurt because it implies that you're a friendly and easy-going person.
However, I don't recommend using informal sentence structure such as beginning sentences with conjunctions (e.g. "When I read your job posting, I..."). Or avoiding any form of capitalisation -- it's simply not professional and shows a lack of attention/respect (e.g. "I will be glad to assist you in any way possible").
How long should a cover letter be?
First of all, let me say that there is no specific length for a cover letter because the purpose of this document is to explain particular skills and experiences about specified position description; thus, there are no right or wrong things to include but here are some thoughts: If it takes more than one page then consider editing your letter so that it won't contain any unnecessary information.
If the hiring manager has limited time to read applications, they won't waste their time on additional unnecessary pages.
So when you are editing your letter, make sure to trim it down to the essential information that's relevant to the job position only (make a list of bullet points in front of you -- this will help); If possible, limit yourself to one page and don't forget about other documents that should be submitted together with your cover letter -- resume will do the job here!
And one more thing: avoid writing too much business talk because those people who contact you via Monster already understand how this works, so remember that they're not just hiring another employee for their company; they're hiring YOU as a person!
What else does a cover letter include?
In addition to the description itself, for an applicant's application not to be overlooked, a cover letter includes the following:
- Contact information including your address and telephone number;
- The position you're applying for;
- The name of the person who referred to you personally in this company (if any);
- A sentence that describes why you want this particular position/company etc.;
- A summary of your background (highlights);
- Details relating, however, how do you plan on meeting your future employer's needs if hired;
- Your estimated salary expectations; (not obligatory)
- Whether or not you have other job offers, which is usually an indicator that you'll work hard for their organisation too; (not obligatory)
- References – because sometimes your future employer may want to know you better. (not obligatory)
Many people mistake copying their original resumes into cover letters and submitting them with every application they submit to a new company, no matter if that job would be suitable for them. In doing so, an applicant should remember that both documents depict them as a whole person. To not waste their time and the company's time, these documents must be designed separately according to the position applied for.
Anyhow, there is one more thing to keep in mind. Some companies receive hundreds of applications at least during the first few months after announcing a vacancy, so it can take up to three weeks before your letter gets reviewed by the personnel department.
These are some essential tips that will help you create a professional cover letter for your resume and thus avoid being just another candidate with an excellent resume but who gets overlooked by employers because of improper or uninteresting cover letters.
10 Tips for Covering Your Bases With a Great Letter
1) Keep it short and sweet. While brevity is always desirable, remember that hiring managers do not have a lot of time to devote to reading every single submission that comes across their desks. Be sure to keep it within one page, although no more than two is preferred in most cases.
2) Address the letter appropriately. This is something that people often overlook, but it can make all the difference in getting or missing out on an interview opportunity with the company you are applying for.
3) Ensure that you include information about why you want to work for this particular organisation and how well your skills and abilities will fit into what they need from current employees.
4) Do research before writing the cover letter to provide specific examples of how you can be helpful and add value to each person's position at the company to which you are applying.
5) Proofread and edit the letter before submitting it. One typo can destroy your chances before you even have a chance, so be sure to take care of this before hitting "send" or handing in the cover letter during an interview appointment.
6) Echo the company's language and tone in your cover letter. Ensuring that there is consistency between all application documents can help to improve your chances of being hired or considered for an interview.
7) Do not follow up with a phone call or e-mail within 24 hours if you have not received any response to your application within two weeks. As tempting as it may be, following up too soon may make managers think that you are desperate and needy, which will decrease your chances of being accepted into the position you applied for.
7) When applying for multiple positions at one organisation: it is vital to tailor the cover letter as much as possible to fit each specific job opening while remaining true to your goals.
8) The cover letter should be attached to the actual resume document, and both documents should be sent as one file. Having separate documents will often confuse hiring managers. It may result in you being overlooked for qualified positions and would have a great chance of being hired.
9) Be sure that all contact information is up-to-date on your application documents, especially your e-mail address. Many companies no longer accept mail applications at their corporate offices, so it's best to avoid having an out-of-date e-mail address or another component of your application which may cause you to get overlooked by company decision-makers who need to make quick decisions about whether or not they will hire someone within a specific time.
10) Be as specific and thorough as possible in describing your skills, abilities and accomplishments. Avoid generalisations or "fluffy statements" about how you are a hard worker who always goes the extra mile to get jobs done on time and with high-quality results. Instead, provide detailed information about past work experience that will prove why you would be an excellent addition to any hiring organisation at this point.
8 Details you shouldn't include in your cover letter
1) Religious or national affiliations that are not tolerated in the work environment. This may prevent you from earning a job with a company where discrimination is forbidden.
2) References to race, ethnic heritage or national origin.
3) Anything else that is not appropriate for the company or hiring staff to see in a cover letter. Suppose they do not wish to hire anyone who smokes cigarettes. In that case, you should state that you do smoke and ensure that it isn't mentioned anywhere else in your application materials if you are serious about being hired by this company.
4) Jokes, slang or profanity unless specifically requested by the organisation or a member of the hiring staff has already used this type of language in correspondence with you before applying. This could be seen as unprofessional and inappropriate for your job search.
5) Information about any illegal activities (drug use, drunk driving convictions, etc.). Hiring managers will often vet applicants with the help of online resources and background checks before deciding who to hire. This could cause them to disqualify you from consideration for a position that otherwise would have been offered to you had they not seen this information on your application materials.
6) Anything that may make hiring managers believe that you are unable or unwilling to perform the job duties required for any specific employment opportunity.
7) A photo of yourself unless a company representative asks for one during an interview process (or if there is a relevant photo on your resume).
8) Too much personal information about yourself, especially financial troubles, domestic violence arrests, divorces, or other reasons you may be considered unreliable at work due to emotional problems. Keep your cover letter focused on the job opening you are applying for and ensure that it sends a positive message about your level of interest, professionalism and qualifications.
Final Thoughts
While a cover letter may not be required in every job application, it is highly recommended that you include one with each resume or CV you submit for employment consideration. This will show the hiring manager just how much effort you are willing to put into getting a job and making yourself stand out from the other applicants.
They'll be more likely to notice your name among all of the other qualified candidates applying for their positions if they can see that you've added this important step into your initial application materials.
A well-written cover letter can help increase your chances of landing an interview by showing off some of your best features and building up interest in finding out even more about who you are as a worker through face-to-face discussion between you and a potential employer.
This article should have provided you with some helpful tips about keeping in mind as you write and format this vital document.
As always, be sure to check out the other articles on Faruse.com for more detailed information that can help you build a robust employment application packet containing the necessary resume and cover letter format guidelines for many different industries.
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