Constructing Your Winning Cover Letter

Cover letters serves as a formal introduction and brief reflection on why you are qualified for a job position.

Even though, the employer didn’t ask for a cover letter or you feel you are too busy to write one, it is proper business etiquette to accompany a resume with a cover letter. A winning cover letter complements your resume and encourages the recipient to read everything you have presented. It also reveals your understanding of the employer’s needs, and hints at your professionalism and style.

Before you get started on writing your cover letter, you may want to think about the following questions: Why I’m applying for the job? What are my objectives? What problems do the employer need solved? And how can you contribute to the employer? What are my skills and are they relevant to this particular job and employer’s concerns? If you can answer all or most of these questions, then you are well grounded in your thoughts and can write an effective cover letter that focuses on the employer’s needs.

On the other hand, if you are having difficultly answering these questions, you may want to do a little bit more research about the employer, the company and job position. The more you know about the employer’s needs, the more convincing your letter can be.

For employers, cover letters are clear indicator that applicants took the effort and time to tailor their cover letter to their specific job posting. By avoiding generic cover letters with one line sentences that simply states “I am writing about your advertisement for a (job position). Please review my attached email, and thank you for your time and consideration,” you are showing employers that you have done your research and know about their company.

Now, with the knowledge that you have about your employer and your reasons for applying for the job position, you may be wondering how you can set yourself apart from the 100 other applicants completing for the same position. Here are some helpful tips about constructing your winning cover letter:

Header

A header includes your name and contact information, including mailing address, phone number, and personal email address. The format of the header should be identical to the header of your resume.

Date

The actual day you composed your letter should be date you include on your cover letter. If you have a feeling that you are going to mail your cover letter a couple of days after the date typed on your resume, we suggest you re-date the letter.

Inside Address

The inside address include the contact name, title, company name, and complete street address of the company.

Subject Line

A subject line is basically the title of the position for which you are applying. It can also be used to indicate where you learned of the position. Having this subject line can save you from mentioning it in the introductory paragraph, and quickly remind the employer which job you are applying for.

Salutation

When writing a cover letter, it is best to address your letter to a specific person. For instance, keep the salutation professional by using “Dear Mr./Ms. So-and-so,” and avoid using “Dear Sir/Madam” or “To Whom it May Concern.” To prevent any embarrassing errors, please spell the hiring manger’s name correctly and double check for errors.

If a job positing doesn’t include a person’s name, do some research to find out who the letter should be address to. Sometimes, you can use “Dear Hiring Manager,” or “Dear Search Committee,” if the decision will be made by a committee.

Introductory Paragraph

The goal of the first paragraph is to earn the reader’s attention. The information that you provide should be clear and concise, especially since it will set the tone for the rest of the letter. Instead of writing the traditional introductory statement, such as “I am writing to inquire about opportunities…,” Susan Britton Whicomb, the author of Resume Magic suggests that job seekers present their introductory paragraph in the form of intrigue, an inspirational quotation, an interesting fact, or a strong appeal. In fact by doing this, you are showing the employer a snapshot of your personality and demonstrating your written communication skills.

Body

Normally, the second and third paragraph of your cover letter is considered the body of your cover letter. This is your chance to sell yourself to the employer by outlining the top reasons why you’re worthy of an interview. If you have a special skill that a particular company might desire, don’t be afraid to mention it in this section. However, avoid beginning your sentences with the words “I” or “my,” since it changes the focus of the letter from demonstrating what you can do for the employer to what the employer can do for you.

Keep in mind that employers are interested in finding a candidate who will be able to answer their problems, and not simply tell them a life story or sob story about your current employment situations. Therefore, you should try to keep your cover letter positive and upbeat by creatively weave how your credentials, motivation and track record would benefit the employer. Focus on the employer’s needs!

When stating your achievements, remember to back them up with specific examples of how your performance benefited current and former employers. Hiring managers and employers want to see the proof of your success and not empty boasts!

Re-read this section before moving on to the end of your cover letter, and ask yourself the following question: “If you were a hiring manager, would you call yourself in for an interview?” If you answered “yes,” then you can wrap up the rest the cover letter with a closing paragraph, but if you answered “no,” you may want to consider rewriting this section, so that it strengthens and supports the information from your resume.

Remember, the purpose of your cover letter is not to restate the same information found on your resume, but that you are highlighting specific skills and experiences that would help solve the employer’s problems.

Conclusion

Your final paragraph should be a strong closing summarizing your qualifications and suggests that a next step be taken, such as a telephone call or a personal interview. You may also want to include a statement that you will follow up soon to confirm your resume was received.

This is another opportunity to re-read your cover letter, and check for spelling, punctuation, and grammatical errors. Errors distract the readers and downgrade their opinion of you!

Complimentary Close and Your Name

End your cover letter with a professional close such as “Sincerely,” “Best regards,” or “Respectively yours.” For first-time correspondence, “Sincerely” is the most common complimentary closing used. Once you are only friendly terms with the employer, you might consider using one of the following complimentary close: “Best regards,” “Regards,” “Fondly,” “Best wishes,” or “Very truly yours.”

Also, end the letter with you name, which should correspond with the name you had used at the top of your resume.

Enclosure notation

When including your resume with a cover letter, type the word “Enclosure” two lines below your name, so that you inform the employer that there is something more to review.

Following the breakdown of constructing a cover letter can be time intensive and frustrating, but the reward is worth it. Just remember, having a professional and error-free cover letter, that targets the specific employer’s needs will increase your chances of getting calls of interviews and securing a new job position. Good luck!