COVER LETTERS

Job seekers frequently find one aspect of the job search to be particularly challenging---writing cover letters. A cover letter accompanies your resume in application for a particular position or to inquire about future opportunities. It serves a different function from the resume and both are important parts of the initial presentation that you make to a potential employer. Think of your resume as a sort of professional time-line. In it, you highlight significant accomplishments and your qualifications by date. But just as a time-line does not provide context for the dates and events that are cited, neither does a resume; the story is missing. Your task in writing effective cover letters is to provide a narrative about the development of your expertise to date in a manner that distinguishes you from other candidates.

Before You Write

• Evaluate the skills and strengths that the employer needs in potential candidates. Read the job listing or classified ad carefully to learn what the employer sees as important to advertise. It may also be helpful to speak to someone who holds a similar position in another organization to gain insight into necessary qualifications. You will then be able to write a letter that creates a "fit" in the employer's mind between you and the open position.
• Research the organization to which you are writing. Read their own publications or check to see if they have a website on the Internet. You will make a much more effective presentation if you have current information on the organization's initiatives and philosophy.
• Identify the correct person in the organization to receive your application and their correct title. Address your letter accordingly.

The Tone

Engage the reader in the dynamism of your growth as a professional. Make them want to meet you. After all, that is the purpose of writing to them - - you want an opportunity to discuss your qualifications in person. Remember, your resume is like a time-line that provides relevant facts and dates, but it does not interpret those facts for the reader. The story behind those facts is what the employer needs to know in order to decide if you are a viable candidate. Step back from your career and summarize the development of your strengths and experiences that are most relevant to the position for which you are applying. While you may refer to the resume in the letter, it is not necessary to repeat the entire chronology of your career. Keep in mind that many employers view cover letters as an example of your writing ability. In many positions, written communication skills are integral to the job; your cover letter is an opportunity to clearly establish that you possess that ability.

Parts of a Cover Letter

In most cases, a cover letter should be one page in length. Only individuals with many years of experience applying for executive level positions would write a longer letter than one page. Cover letters should be written in business letter format, properly aligned and punctuated. One resource that covers this topic quite well is The Perfect Cover Letter by Richard H. Beatty. You may also find additional resources at your public library.

• The Opening Paragraph: The most important goal when writing the opening paragraph is to gain the reader's attention and to interest them in reading further. Communicate your interest in the particular position for which you are applying and how you learned about the opening. Create a clear connection immediately between you and the job or their organization. If you have been referred to them by a mutual acquaintance, the opening paragraph is a good place to mention that, along with any other relevant details about the referral.
• The Body: Visualize yourself in the employer's position and think carefully about what you would look for in potential candidates for the job. Your task is to create a bridge in the employer's mind between you and the open position. It may be helpful to consider the following thoughts:
  • What do you see as your most important qualifications?
  • Why are you drawn to this field of work? How does it match your particular abilities, values and interests?
  • How do you evaluate your past experiences? What specific aspects of them were most satisfying and related to this job opportunity?
  • Can you think of a specific moment when you demonstrated an important skill that is relevant to the open position?
  • What motivates and excites you about your profession?
• Once you have identified the aspects of your experience that you feel passionate about, you can then write a much more effective cover letter. The body of the cover letter may be one paragraph or it may be more, depending on how you want to organize your thoughts. Just keep in mind that you want every sentence to convey something meaningful about your fit and qualifications for the position.
• The Closing Paragraph: Leave the employer with a clear sense of your interest in the position and of the contribution you would make to their organization. You may refer the reader to your resume or to any additional enclosed or forthcoming material. Express your desire for an interview to learn more about the organization and the position. If the employer is in another city and you plan to be in their geographic area on a specific date, you may indicate that as well.

Getting Started

Writing, especially about ourselves, can be difficult and we may find ourselves feeling temporarily blocked. The following suggestions are offered to help you easily begin to put your thoughts onto paper.

Begin by writing stand-alone sentences about each main thought without focusing on continuity or on business-letter language. Simply write a sentence that summarizes the point -- then go on to write a sentence about the next point. After you have a number of these key sentences, you can then begin to work them into meaningful paragraphs and edit the syntax.

Writers use a variety of techniques to break through their blocks including a method called "garbage writing." Garbage writing means what it says - you simply pour out onto the paper all the useless noise going on in your mind that is distracting you from focusing on the subject you want to write about. It's easy and very therapeutic - just dump it all onto the page and get it out of your way. This method really can work with your subconscious which is preoccupied with these distractions. You can convince it that you know these are important matters, and you will return to them at some point in the future.

After you have done your "garbage writing," then turn your attention to another technique called "free writing." First, think quietly to yourself about your chosen profession. Consider what actually has drawn you into this field of work, why it makes sense for you. What are you really good at? Why do you love it? Then, set a timer for five minutes and put pen to paper to write freely without punctuation or good grammar about your fit for this particular field in this particular job opening. You're striving for stream of consciousness writing here, not for anything close to a final product. This writing is for you. If you didn't think you had anything to say about your candidacy before, you probably will after completing this exercise. When you have finished your free write, look it over and mark any thoughts or ideas that you want to include in your cover letter. You may decide that this exercise is a useful one to do for each position for which you apply.

Standard-sounding form letters do nothing to impress anyone, and the best way to avoid writing them is to take the time to think carefully about your special qualities. In order to win interviews, you must be distinctive.

Tips

• Cover letters usually need to undergo several drafts.
• Proof-read carefully making sure there are absolutely no errors; spell check is not a sufficient safeguard against all types of errors.
• Print cover letters on paper that matches your resume. Use a high quality bond paper and a letter quality or laser printer.
• Be sure to sign each letter.
• Keep a copy of every letter you send out for your own records.
• Cover letters and thank you letters should always be typewritten!

A Word About Thank You Letters

After you have done your preparation and effectively delivered your message in an interview to a potential employer, don't stop there. In order to win the job, you must be memorable. Demonstrate that you are motivated and interested in the position enough to send a carefully written thank-you letter to your interviewers. Reiterate your interest in the position and cite some important points that were discussed in your interview. If appropriate, you may include additional information or examples of your work which will strengthen your position as a desirable candidate. You may wish to comment on some topics discussed in the actual interview to indicate that you have given serious thought to the position in the intervening time since the interview. You can also mention aspects of this employer's programs or services with which you were particularly impressed. This type of well thought-out communication to your interviewers builds on the relationship you have begun with the employer and further establishes your sense of commitment to your profession.

Should you decide that you are no longer interested in the position, you may want to follow-up with a thank you letter indicating your decision. This should be done in a timely manner as a professional courtesy to allow the employer to focus on more viable candidates. Remember that employers may appear at future times in your professional life, so it is important to conduct yourself professionally at all times.

Thank You Letters Serve Other Purposes Too...

There are other circumstances in which you need to follow-up with a thank you letter. If anyone takes the time to do an informational interview or speak with you on a professional basis, it is both courteous and wise to send a thank you letter. Let them know what aspects of your conversation were helpful to you; let them know that you will keep them apprised of new developments in your endeavors. People appreciate the feedback and the courtesy; additionally, the thank you letter may serve to remind them of you and could produce a referral to one of their colleagues.

Sample Cover Letter Format - Full Block Format

14 Edith Avenue
Anytown, MA 09876
Date

Ms. Margaret Turner
Director of Clinical Services
Sunnyvale Clinical Center
456 Brown Boulevard
Everytown, MA 12345

Dear Ms. Turner:

In the first paragraph of the cover letter, state your reason for writing and introduce yourself in such a manner that the reader is enticed to learn more about you. If anyone has referred you to the addressee, the first paragraph is a good place to mention this connection.

In the second and perhaps third paragraphs, state your assessment of why you would be a wonderful match for the open position and for this particular organization. Give the reader insights into your accomplishments and your energy for your chosen profession. Illustrate the skills you have developed by giving specific examples of instances where your talents produced desirable results. It is important to write using the language of your profession and to demonstrate that you are both knowledgeable and current.

The last paragraph needs to close by giving the reader the sense that they should indeed meet you in person. Be positive in tone and indicate your keen interest in the position.

Sincerely,

(signature here)

Melanie Ambition

Note: Be sure to include a one inch margin on all sides of the page.

Sample Cover Letter Format - Modified Block Format  

Ms. Margaret Turner
Director of Clinical Services
Sunnyvale Clinical Center
456 Brown Boulevard
Everytown, MA 12345

Dear Ms. Turner:

    In the first paragraph of the cover letter, state your reason for writing and introduce yourself in such a manner that the reader is enticed to learn more about you. If anyone has referred you to the addressee, the first paragraph is a good place to mention this connection.

    In the second and perhaps third paragraphs, state your assessment of why you would be a wonderful match for the open position and for this particular organization. Give the reader insights into your accomplishments and your energy for your chosen profession. Illustrate the skills you have developed by giving specific examples of instances where your talents produced desirable results. It is important to write using the language of your profession and to demonstrate that you are both knowledgeable and current.

    The last paragraph needs to close by giving the reader the sense that they should indeed meet you in person. Be positive in tone and indicate your keen interest in the position.

                                                                    Sincerely,

                                                                   (signature here)

                                                                   Melanie Ambition 

For Further Help

These resources are located in the CRC library:

• Adams Cover Letter Almanac, Adams Media Corporation, 1995
• Cover Letters that Knock 'em Dead, Martin Yate, Adams Media Corporation, 2003
• Haldane's Cover Letters for Professionals, Bernard Haldane Associates, Impact Publications, 2000
• The Perfect Cover Letter, Richard H. Beatty, John Wiley and Sons, 1997
• 201 Dynamite Job Search Letters, Ronald and Caryl Rae Krannich, Impact Publications, 1997