Following our last survey, I saw how many of us hate writing cover letters. However, there is a relatively painless way to get the words out onto the page. If you follow these seven steps, you can write a cover letter that will stand out (and won’t fling you into the depths of writer’s block).
If it’s a cold mailing, then you can start writing right away. Alternately, if you’re responding to a job ad, start by perusing the ad and highlighting all the things they’re looking for. This could be certain qualities they want in an employee (so make sure you emphasize those that apply to you) or it could be requests (such as “please indicate hours of availability”). Generally, these answers will fit into the second paragraph.
Okay, deep breath. Let’s get started.
1. Opening: Address The Reader.
Write the date. Address the person who will be reading the letter, by name. If you can’t find their name through a Google search, try Linked In.
2. First Paragraph: Tell Them Why You’re Writing.
Introduce yourself with your first and last name. Don’t get into all your credentials yet, because at this point, all you need to do is tell them why you’re contacting them. If you are responding to a job ad, then say so, including where you saw the ad. Same goes for job board postings, references from a friend, Help Wanted signs… anything like that.
In any case, make sure you tell them the full job title (as THEY said it), as well as a job number if one was quoted. If there was no specific job advertised, and you’re cold mailing a company for which you’d like to work, you can say something like “I’d like to work for [company name] as a [type of job in which you’re interested].”
3. Second Paragraph: Tell Them What You Have To Offer.
NOW we get into the fancy pants credentials. However, remember that the people who read cover letters have to go through lists and lists of this stuff, so keep it concise, relevant, and interesting. Mention your degree and experience, but also tell them about your specialized skills and passion. This should only take one or two sentences. Pick and choose the things about yourself that make you perfect for the job. Remember to quantify: “I have three years’ experience” is more meaningful than “I have lots of experience.” Always tie it back to why you're the best candidate.
4. Third Paragraph: Tell Them Why You Want To Work For Them.
If you’re writing to a company that you genuinely like, this part should be easy for you. However, if you’re casting a wider net, some research is in order. Go to the company’s website and read about their mission statement, foundation, values, and goals. This shows that you take the initiative to learn a bit about the company AND it shows that your values match those of the company. For example, if you’re writing to a software company, they shouldn’t think you copy-pasted this paragraph for all the software companies. Say something specific, like “After researching your company, I see that you are committed to protecting the environment. I share that belief and I wish to be a part of your team.”
5. Fourth and Closing Paragraph: Get Them To Contact You.
Tell them that you want to meet them for an interview. Direct them towards your resume. Let them know where they can find you (for example, give them the URL for your online portfolio). Thank them for their time and tell them you’ll follow up (and when the time comes, make sure that you do).
6. Sign Off.
“Sincerely, [your full name].” If you’re emailing your cover letter, you can space it like a normal paragraph. If you’re printing it out, then leave a few spaces after the "Sincerely," so you can sign above your name.
7. Proofread.
First, read it yourself. If you’re responding to a specific job posting, double check that you covered all the highlighted bits and that you wrote the job title and number down correctly. Then, get a friend to check it over for you. Even if you’re good at spelling and grammar, a fresh pair of eyes couldn’t hurt. Check that you've got all your needed files attached before sending the email.
That’s it! You’re done! Let’s try an example:
__________________________________________________________
December 22, 2011
Dear Mr. and Mrs. Cake,
My name is Pinkie Pie and I’m responding to your ad in last Tuesday’s “Ponyville Times.” I’d like to apply to be a Baking Specialist for Sugar Cube Corner.
As per your ad, I am available full time, Monday to Friday. I am the perfect addition to the Sugar Cube Corner team because I have a passion for baking and I am dedicated to customer service. For the past five years, I have been honing my baking skills and developing my recipes. My specialty is cupcakes. Also, I have always been known for my love of making people happy. These two factors combined led me to be the “go to” pony for party catering. Because offering delicious baked goods and providing a friendly atmosphere are the foundations of Sugar Cube Corner, I know I’m the Baking Specialist you’re looking for.
Of all the bakeries in Ponyville, Sugar Cube Corner stands out to me as it values classic, homestyle recipes. I too believe that the best baked goods are made from simple, fresh ingredients and baked with care. That’s how I learned to bake, and so my training as well as my values mean I will fit in at your company. I also appreciate Sugar Cube Corner’s personal approach to each customer’s order. Because I am naturally a cheerful and outgoing pony, Sugar Cube Corner is a team of which I want to be a part as it will allow me to fully utilize the best aspects of my personality.
Thank you very much for considering me as a candidate for your new Baking Specialist. You can contact me any time at your convenience at pinkie.pie@ponymail.com. I appreciate this opportunity, so I hope you will read my resume in the attachment and see me on Linked In. I’ll follow-up in the New Year to determine how we can arrange a mutually convenient meeting time.
Sincerely,
Pinkamena Diane Pie.
___________________________________________________________
[Rest assured, Pinkie had Twilight check it for grammar, spelling, and ease of reading].
-Tamara Hecht