Preparing Your Cover Letter: Seeking and Applying for Employment

A cover letter should be sent with every resume you mail, e-mail, fax, or personally deliver. A cover letter gives you a chance to point out exactly why you are perfect for the job. You should not send out the same cover letter to all potential employers. Adjust the letter to match the company and position you are applying for.

Yes, this means a little more work, but it will be worth it. Address the letter to the person doing the hiring. Do NOT use “Dear Sir, Dear Madam, or To Whom it may concern.” If the job posting does not give the hiring person’s name, you can normally find who to send the resume to by calling the employer and asking to whom to address your cover letter. You can also try checking other business information sites to determine the name of the person conducting the interviewing.

An example of a cover letter that can be sent with the resume.

A good cover letter is normally made up of three paragraphs, each with its own purpose.
First Paragraph
In the first paragraph, tell the employer that you are interested in working for the company, the position you are interested in, and why. Make sure you let the employer know that you know something about the company and what the job involves. Also include a statement of how you found out about the open position, which could be a help wanted ad, a job posting at school, and/or a referral by someone who works for the company.

Second Paragraph
In this paragraph, sell yourself by mentioning one or two of your job qualifications and describe them in more detail than you did in your resume. Make sure you expand on the material in your resume rather than simply repeat it. Point out any special training or experience you have that directly relates to the job. When doing this, give a summary without listing the places and dates. This information is listed in your resume so simply refer to the resume for details. This summary is another opportunity for you to let the employer know that you understand what they do, what the job involves, and how you can help them.

Third Paragraph
Typically this paragraph is the end or closing of the letter. Make sure you thank the employer for taking the time to review your resume and ask him or her to contact you to make an appointment for an interview. Make sure you give a phone number where you can be reached. If you have particular times when it is best to contact you, put those times in this paragraph. Make sure you have a clear and understandable message on your telephone’s answering machine, just in case you miss the employer’s call. Also, have an organized work area around the phone so you can accurately schedule any interview appointments.

Guidelines for Writing an Effective Cover Letter
Follow these guidelines while preparing and writing your cover letter:

• Address the letter to a person, not just a title. If you do not know the person’s name, call the company and ask for the correct spelling of the person’s name and his or her title.
• Make sure the words you use in the letter are upbeat.
• Use a natural writing style, keeping it professional but friendly.
• Try hard not to start every sentence with “I”; make some “you” statements.
• Check the letter for spelling and grammatical errors. This is a critical step!
• Type the letter on quality paper and make sure it is neat and clean.
• Make sure you sign the letter before sending it.