Getting a Cover letter straight

Here are a few hints and tips that might come in useful when you have to write a Cover Letter for a job.

Purpose of the cover letter and what it should do

It should answer the question - "Why should I hire you"? It should grab the employer's attention and point out why you, above all other applicants, should be contacted for a personal interview.
Your cover letter and CV usually provide all the information which a prospective employer will use to decide whether or not you will reach the next phase in the application process: the interview.
While your goal is an interview and, ultimately, a job offer, the more immediate purpose of your cover letter in some cases may simply be to gain an attentive audience for your CV.

Audience

A cover letter provides, in a very real sense, an opportunity to let your prospective employer hear your voice. It reflects your personality, your attention to detail, your communication skills, your enthusiasm, your intellect, and your specific interest in the company to which you are sending the letter.
Therefore, cover letters should be tailored to each specific company you are applying to. You should conduct enough research to know the interests, needs, values, and goals of each company, and your letters should reflect that knowledge.

Before writing the letter

Research the target organisation or business so you can include information or facts relating to your desired job or industry. This will not only help you in writing a relevant cover letter but it will also be useful if you get an interview. Some key items you should become familiar with:
What is the employer's mission? - What kinds of people are in their target market? What are the company's values? Innovation? Service? Diversity? Sustainability?

Analyse the job. Read the job description carefully. Check for the noted and assumed needs and determine the most important skills, qualifications and experience the employer is looking for. Write them down, and put a check mark next to the ones you have.
Find the name of the manager in charge of the department you want to work in. Use your network. Do you know someone who is in the company or industry? Can they help you?

While Writing the Letter

This is what the TOP PART of your letter should look like:

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YOUR ADDRESS (Do not put your name here)

TODAY'S DATE

Mr. /Ms. EMPLOYER'S NAME
TITLE
COMPANY'S NAME
ADDRESS

Object of your letter

DEAR Mr. /Ms. EMPLOYER,
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The body of your letter should be made of three or four paragraphs:

This is how the FIRST PARAGRAPH should be articulated:

This is the "why I'm writing to you" paragraph which immediately tells the employer the position you want to be considered for. This is short - usually 2-3 sentences. Here are some points you might want to cover:
• Why you are writing and which position you are applying for.
• How you heard about the position is irrelevant unless it is a mutual contact or recruiting program. Do not write, "I learned of this opportunity through the Career Services Office."
• Show from your research why you are interested in this position or organisation. The goal is to make a connection - do this briefly and specifically or leave it out; sweeping statements will not work.

Avoid the standard openings like "I wish to apply for the position of ___ advertised in ___". Design your opening to get the reader to sit up and pay attention to what you can do. If you're writing a letter of interest (also known as a prospecting or inquiry letter), in which you're asking about positions that might be available, specify why you are interested in working for the employer.

Here is how the SECOND PARAGRAPH should be built:

This is the "why I'm qualified" paragraph.
Highlight some of your most relevant experiences and qualities as they relate to the position for which you are applying. Choose 2 - 3 points you want to make about specific experiences or accomplishments or about general qualities you have exhibited, and provide specific examples to support those points. This paragraph will change according to the job/employer for which you are applying. This is usually the longest paragraph of the letter. You may break this paragraph into two if it looks too lengthy or if your points work best in separate paragraphs.
Here are some points to ponder:
• The first sentence should be a hard-hitting opener. It is a quick introduction, which is accomplishment-oriented and directed at the skills and qualifications needed for the job/industry.
• The body of the paragraph should provide evidence to back up what you've just claimed. Quote specific jobs/internships/activities/projects and accomplishments associated with those experiences. Use your resume to come up with some specifics, but NEVER reiterate passages from your resume word for word. Discuss why what you did is to the employer- relate the facts to the job. Strong examples are important!
• The final sentence is a summary of what you've discussed above. It's a good idea to mention the position title and company name to bring the reader back to the specific job in question.

In this part you will want to outline your qualifications and match them to the requirements of the position. Show enthusiasm and a desire to help the company reach its goals. Show the employer what and how you can contribute to their bottom line, not what you want to get out of the deal. Use what you've researched about the employer's background and history. Try to make two or three solid points, backed up by specific examples. Relate some relevant details about the company so the employer knows you did some research ahead of time.

The FINAL PARAGRAPH should look like this:

This is a short 2-4 sentences paragraph. You should refer to the enclosed resume, request an interview and let the reader know what will happen next (Contact them within specific period of time unless it is a recruiting program).
Conclude with "Yours sincerely," (if you have addressed the letter to a named person), "Yours faithfully," (if you have used a "Dear Sir" approach) or "Regards," and leave four blank lines to sign your name in blue ink. If you use black ink, they may think it is a copy...
Remember it is vital to thank the reader for his/her time and consideration. You can do this right at the beginning of the letter, or leave it to the very end.
The last essential bit is proofreading your letter thoroughly!

This is what the end of your letter could look like:

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Sincerely,

Your Signature

Your Name
Enclosure(s)
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After having written the letter

- Be sure you have spelled everything correctly.

- Check carefully what you've accomplished, grammatically speaking (e.g. avoid "this experience gave me the opportunity to..." or worse, "these goals were met by me."). You don't want to sound like everything happened to you or was done by some other entity.

- Make yourself the active subject of every sentence (e.g. "in this experience, I developed/ reinforced / learned / etc."). But that doesn't mean every single sentence should start with "I..." so vary your syntax accordingly.

- Break down any contractions (e.g. "I've" to "I have").

- Avoid colloquial (informal) writing. You want to sound professional, objective, and educated.

- Check the punctuation use carefully.

A cover letter is not your autobiography, so keep the letter to one page -- the purpose of the cover letter is to get the hiring manager to read your resume! If the letter is spilling onto a second page, it's time to tighten your points and edit the fluff.

Your tone should be upbeat, professional and informative. The employer wants to know what you can do for them, so sell yourself and your skills in a positive way.

Keep that in mind as you write and proofread each paragraph!

Here are some examples:

Cover letter template 1

12 Rue Dupin
75007 PARIS France

Cap Gemini Ernst & Young
To the attention of Mr. Smith
725 South Figueroa Street
Suite 300
Los Angeles CA90017
USA

21 October 2009

Object: Internship

Dear Mr. Smith

Thank you very much indeed for having accepted to examine my CV which you will find enclosed.
I am writing to you in hopes of finding an internship in your Marketing department between May and July 2004.

Having recently received my high-school diploma, I am now studying in a university-level business school in order to improve my knowledge, especially in the marketing field. As you will see from my enclosed resume, I have dealt with finding partners for customers by conducting research. Through my experience, I am certain I have the abilities to give you valuable assistance as I have learnt to show understanding, curiosity, resourcefulness and adaptability. I am aware of cultural differences and actually, I could be of use to you to improve your dealings with French partners.

I would appreciate it if you would consider my application for internship and I am looking forward to hearing from you soon.

Yours sincerely

Morgane Dupont

Enclosure: Resume



Cover letter template 2

200 Erie Avenue
Rochester, N.Y. 14610
(716) 681-1144

May 12, 1998

Mr John Smith
Personnel Director
Rochester Times – Box 6214o
10 Broad Street
Rochester, N.Y. 14610

Object: Sales Manager advertisement

Dear Mr Smith,

Thank you very much indeed for having accepted to examine my CV which you will find enclosed, in response to your sales advertisement in the Rochester Times on Sunday, May 1.

My sales/marketing background includes an eight-year association with Gordon’s Sporting Goods, Inc., where I was in charge of developing the New England territory. This involved recruiting, training, and working with the sales force. It was also my responsibility to develop and implement sales/marketing plans and strategies in support of the field sales effort.

I am presently employed as Sales Manager of Woodrow and Martin, Inc., a men’s clothing manufacturer. I am very eager to return to the sporting goods industry.

In my present position, I call on, sell, and service mass merchandisers, retail chains, department stores, and military exchanges. I achieved success in these and other related activities, and enjoy the fine rapport and reputation developed through my ability to communicate and work with people on all levels.

I am a results-oriented manager who enjoys travelling and working with people, motivating them, and developing their skills to maximum potential. It would be difficult to indicate every area of expertise in my résumé, therefore I would appreciate meeting with you to discuss my qualifications for this position in greater detail.

I may be reached at the above phone number to set up an appointment for an interview.

Sincerely yours,

Harry Ellis

Enclosure: Resume