Cover Letters

Cover letter is at least as important as your resume, so compose each letter carefully. Business letters are designed not only to present information about your experience and qualifications beyond your resume, but also to reflect your ability to communicate well.

Unless you are attending a Career Fair, or have been asked not to send a cover letter, a cover letter usually accompanies your resume. However, if you are applying online through a job search engine such as bdjobs.com, you will not need to include a cover letter unless instructed to do so.

All well composed cover letters should include:

• Why you are specifically interested in the potential employer

• Why the employer should be particularly interested in you - what you can offer the employer

• When and how you will be contacting the addressee to follow-up on your letter and schedule an appointment

Other Issues

Is it okay to send cover letters and resumes over email? The answer is-- know your audience. Some industries, such as high tech or start-ups, are very receptive to email. Other more traditional industries, such as consulting firms, banks and law firms, still prefer that cover letters and resumes be sent by U.S. mail. To cover your bases, you may choose to do both-send a copy electronically via email, followed by a hard copy in the mail.

Resumes and cover letters should be printed on good quality paper. Ivory, off-white, or gray are popular choices. Make sure that your envelopes are in the same shade as your paper.

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Formats
The two main formats for a typical business letter are the block style that places all portions of the letter flush with the left margin and the indented format that places the date and closing near the right margin and has indented paragraphs. Attached is an example of each format.

Heading
Headings may also be presented in two different layouts. One style includes your return address and the date without your name. Telephone and fax numbers may also be listed. If you include your telephone number, make sure that your answering machine or voicemail message sounds clear, mature, and professional to employers who may call. The second style is considered the letterhead format. The heading of this letter matches the heading on your resume.

Inside Address

The inside address is that of the person and company to whom you are writing. Whenever possible, address the letter to a specific person, even if it means calling the company directly to find out this information. Use the person's name with a courtesy title, such as Mr. or Ms. Include the addressee's name, title, company and business address and spell all information correctly.

Salutation
The salutation should be typed two lines beneath the inside address. It should begin with "Dear Mr. or Ms. X" followed by a colon (:). If you are unable to find the name of the addressee, adopt a general salutation such as "Dear Hiring Manager" or "Dear Human Resources Representative". These choices are more effective than "Dear Sir or Madam" or "To Whom It May Concern".

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First Paragraph

To ensure that your entire letter is read, it is essential that you catch your reader's eye and interest in the first sentence. Be sure to state the reason for the letter, and name the specific position or type of work for which you are applying. You might want to indicate where you learned of the opening, if it was listed in a unique source, such as an industry journal. If you were referred, begin the letter with that common acquaintance's name. Or, begin with a bold statement about one of your personal, academic or business achievements.

Second Paragraph

This paragraph should be your sales pitch and may be long enough to separate into two paragraphs. You are attempting to persuade the employer that you are worth an interview. Indicate why you are interested in the position, the company, and what you can do for the employer. If you are a current or recent student, explain how your academic background (projects, coursework, research, internships) makes you a qualified candidate for the position. If you have some practical work experience, point out your specific achievements or unique qualifications. Try not to repeat verbatim what is on your resume. Match your qualifications closely to the posted job description.

Final Paragraph

This paragraph should thank the addressee for his/her consideration and mention your plan to initiate the next contact with the employer. State that you will call or email on a certain date or within a specific timeframe to set up an interview, usually 5-10 days after sending the letter. If you wait for the employer to contact you, you are missing out on opportunities your competition is likely taking. If you will be traveling to the employer's city, notify when you will be visiting. Most importantly, if you state when you will be contacting the employer, make sure you follow through!

Closing
The closing should be two lines beneath the body of the letter and aligned with the date according to the format you used. Skip four lines and type your full name as it appears on your resume. Sign the letter in black or blue ink above your typed name.

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Rules to Remember

• Talk about and quantify your accomplishments, not responsibilities

• Be brief and concise, preferably keeping it to one page

• Read the letter out loud and proofread for errors

• Do not overuse "I"; vary sentence structure

• Be sure the letter is employer-focused; target your audience

• Always sign your letters

Mistakes to avoid:

• Misrepresenting your background, skills, qualifications and experiences

• Supplying erroneous employer information

• Sounding desperate

Confessing shortcomings or not giving yourself enough credit for what you have accomplished

Cover Letter Checklist

• Have I proofread my letter at least twice for grammar, spelling and typographical errors?

• Is the letter addressed to a specific person? Did I include their correct title and have I spelled the person's name correctly?

• Have I signed the letter in blue or black ink?

• Is my letter confined to one page and no more than three to five short paragraphs?

• Have I highlighted my strengths in the second or third paragraph using bullet points?

• Does the cover letter focus on the needs of the employer and not on my own requirements, such as money or flexible hours?

• Do I have a copy of the cover letter for my own records?

• If salary information was specifically asked for, have I included it? (No need to mention salary if it was not requested.)

• Did I include my resume? Have I placed it behind the cover letter without staples and folded it neatly in thirds to fit into a standard size envelope?  

• And because it's the number one thing people forget to do: Have I signed my name using blue or black ink?

• Download Sample

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