The cover letter is the first thing a potential employer sees before considering you for a job. It is your opportunity to begin selling yourself. The purpose of the cover letter is to get the hiring manager to read your resume.
The cover letter must be clear and concise. Remember that hiring managers do not have time to read an essay on why you are a great person. A short cover letter will prompt the reader to look at the resume, where he/she can see your detailed experience.
Cover Letter Content
Your cover letter should follow a standard format. It is always less than one page, with 3-5 paragraphs. Use these sections for a better cover letter
Greeting
The greeting should be formal, yet warm. If you know the name of the hiring manager, always write it in the greeting:
- Dear Mary Chavez:
If you do not know the name, try to find it on the company website. Be sure you double check the job posting first to see if the hiring manager’s name is listed.
“To Whom It May Concern:” is appropriate in some letters, but not in a cover letter. It is too official and unfriendly. If you don’t know the name, use this greeting:
- Dear Hiring Manager:
Opening
The first paragraph is the purpose of the cover letter. Include the job title and company name, like this standard beginning:
- I would like to apply for the receptionist position with Dr. Smith Dental Associates.
If someone recommended the job to you, write his or her name in the opening sentence.
- I would like to apply for the sales position at Mullen and Associates. I was recommended to apply by Jane Smith.
Follow your opening with one sentence why you should be hired:
- I believe my experience in logistics and international trade makes me an ideal candidate.
Overall, a first paragraph could look something like this:
- I would like to apply for the position of maintenance technician with Jordy Electrical Systems. I believe my experience repairing conveyor belts and maintaining electrical systems makes me an ideal candidate.
Body
The second paragraph is a chance to talk about yourself. In a few short sentences, discuss your most relevant experience, and why you are a good candidate for the position. You should also list some relevant achievements in your previous positions.
Here are some examples:
- I have 8 years of experience as a waiter in casual and fine dining.
- I have worked in sales for 6 years, and I was recently awarded top salesperson at my company.
Closing
The final paragraph is the call to action. Tell the reader what you will do, and what you want him or her to do. With a cover letter, this means you ask for a job interview.
- I have attached my resume.
- I would like the opportunity to discuss this position further in an interview.
Here is a full example:
- I believe I am a strong candidate for this position. I have attached my resume, and I would like the opportunity to discuss this position in an interview. You may contact me by email at myname@email.com or by phone at (555) 555-5555.
Tip: do not use timelines that put perceived time pressure on the reader.
- “I look forward to hearing from you soon.”
- “Please contact me as soon as possible.”
These statements rush the reader to take an action, which can appear rude.
Salutation
The salutation is not the place for creativity. There is nothing wrong with using the same salutation in every cover letter. Here is the best choice:
- Sincerely,
(Signature)
Your Name
Cover Letter Strategies
Use these strategies to improve your cover letters and get hiring managers reading your resume more often.
Keep it to a single page.
Always limit the cover letter to one page. No hiring manager wants to read a cover letter more than a page. Even candidates with extensive experience need to write concisely and keep everything on a single page. Remember, you have more time in your resume to show details.
Make your cover letter job specific.
The cover letter must be targeted to the job. Use the job positing to find the requirements for the position. These should go in the middle section. Take a look at the example below to see how to use a job posting to write your cover letter:
| Job Posting | Cover Letter |
| Advanced Microsoft Excel Skills
|
I used Microsoft Excel to complete payroll for a 15-employee company. |
Show don’t tell.
You want to prove your qualities through your achievements and experience. It is not enough to say you are a “team player”, “hard working”, or “responsible”. You have to prove it!
This table shows you some changes you can make to make your soft skills more believable:
| Bad | Good |
| I am punctual and responsible. | Achieved perfect attendance in my final year of college |
| I am good with customers. | Increased customer service scores by 5% over a 6-month period. |
Quantify.
Use numbers to make your experience more impressive and believable. Notice the difference in these two examples:
- I have extensive customer service experience.
- I have over ten years of customer service experience.
Do you see how the second example is much more impressive? In the first example, “extensive” is vague. Does that mean 20 years? Two years? It’s confusing. Always use numbers when you can.
Focus on achievements.
The middle section of your cover letter has your experience and the reasons you would be a good fit for the job. Make sure you keep this focused on your achievements. Take a look at these examples:
- In my previous position, I handled customer complaints by phone and email.
- In my previous position, I reduced customer complaints by 15% in three months.
The second example is much more impressive. Use action verbs to show your achievements. Some of the best include reduced, decreased, increased, or improved.
Show your knowledge of the company.
The cover letter is the place to show you researched the company. Try connecting your values to those of the company, or show how you can address the specific challenges the company faces.
Check for grammar and spelling.
Great experience or education can be wasted by a cover letter full of grammar and spelling mistakes. Check your cover letter multiple times. Don’t rely on spell-check only.
Cover Letter Mistakes
Avoid these common mistakes when writing your cover letter.
Stating specific salary requirements
The cover letter is not the place to discuss salary. This should wait until you have been offered the job or until they ask you in an interview. Don’t eliminate yourself because you listed salary demands.
Repeating everything on your resume
Your cover letter should stand apart from your resume. Avoid copying information directly from your resume, and never make your cover letter a giant list of your experience.
Lying or exaggerating
You should never lie in a cover letter, resume, or job interview.
Describing what you want not what you will give
Employers do not want to hear what you will take from a position. They want you to describe how you will help the company. As an example, do not say that working for a major bank will help you improve your communication skills. Always focus on how you can help the company.
Using “if”
Too much use of “if” can make you seem weak. Here’s an example:
- If you believe I am a suitable candidate, please contact me for an interview.
This lacks confidence. You know you are a suitable candidate! Don’t let if statements ruin your cover letter.