Cover Letter Tips

Cover Letter Tips

What Are They?

A covering letter is the first piece of information about you that an employer will see. It will undoubtedly create a strong first impression of you and it will play a large role in determining whether or not your resume should be considered.

The purpose of the covering letter is:

• To quickly highlight your most valuable skills related to the specific position
• To match your skills and interests to the job
• To demonstrate your personal qualities (your tact, judgment, selling and communication skills, and interest)
• To request an interview
• Remember, the covering letter plays a crucial role in determining whether or not your resume will be seriously considered, or even read.

A cover letter should consist of:

1. OPENING PARAGRAPH: Indicates the purpose of the letter, such as response to advertisement, acting on a referral or writing a letter of inquiry, as well as references company research.
2. THE BODY: The place to highlight your interests and key skills and relate them to the position advertised.
3. CLOSING PARAGRAPH: To be used to request an interview or if appropriate, indicate when you will be in contact with the employer to follow up about the position.

Every cover letter you write must be:

1. ORIGINAL

• Write a new cover letter for each job application you make and tailor it specifically to each job.
• Never send a photocopy. If you wish to keep records, keep the photocopy for yourself but always send the original.
• Always address the cover letter to a particular person, not to Dear Madam/Sir. If you do not know the name of the person responsible for hiring, FIND OUT! If you have exhausted all efforts to obtain a contact name but are unsuccessful, begin your cover letter with a subject line such as Regarding: Software Programming Position.

2. CONCISE

• If your cover letter is poorly written, long-winded or difficult to read, the employer may never read the attached resume.
• Do not be too aggressive, too friendly, or too vague.
• Make certain your cover letter does not exceed one page in length.

3. PROFESSIONAL

• Be specific, state why you are applying, how you are qualified, and how or when you will be in contact with the employer.
• Proofread the letter and then proofread it again. Typing errors, spelling mistakes and poor grammar reflect poorly on you!

An effective Cover Letter:

1. IS AN INTRODUCTION TO THE RESUME: formally introduces you to the employer, indicating the source of your information about the job for which you are applying.
2. SUMS UP WHAT YOU HAVE TO OFFER: highlights the particular aspects of your education, work experience, activities or personality which would make you an asset to their company and this job.
3. BRIEFLY STATES HOW YOUR QUALIFICATIONS RELATE TO THE JOB: links together your experiences and abilities to the company's needs, indicating your knowledge of the job for which you are not applying at random, but have taken the time to inform yourself.
4. STATES THAT YOU INCLUDED A RESUME (TRANSCRIPT): mentions the fact that a resume follows this short introduction.
5. BRIEF AND TO THE POINT: makes every word count in a one-page summary.
6. ASKS FOR AN INTERVIEW: requests an interview indicating the means of future communication. For students NOT applying for Engineering Co-op positions, you should be more direct by stating clearly when you will contact them to follow up on the status of your job application.

Why you should write a new cover letter for every job application:

Employers want employees who take initiative and go that extra step. A personalized cover letter that is tailored to a particular job and that speaks directly to an employer’s needs will show that you are that kind of person. Here’s how you can write your cover letter to target a specific job:

• Include company research – make direct links between your skills and experience and what you know is unique or special about their company
• Discuss what you find interesting about the company and the job and explain why you are well suited to work for them in this position and why you want to work there
• Highlight specific experiences from your academic and work background that demonstrate you have the skills requested in the job description
• Address your cover letter to a specific person – if you don’t have a contact name, call the company to find out who the cover letter should be addressed to and clarify their job title
• If you have met a company representative during Career’s Day, at a Company Information Session or in an ECCS Workshop, refer to them by name in your cover letter. You can make reference to your discussion and explain what you learned from them that prompted you to apply to their company
• If you are revising an old cover letter, don’t forget to change the date and ensure that all employer contact information and company information is changed throughout the letter

Sample Layout for Cover Letter Format:

Cassandra Collins 65 Wood Street Stoney Creek, ON L8A 1E1 (905)555-7495 collinsc@mcmaster.ca (Sample of how to use your header from your RESUME) ______________________________________________________________________________________ September 12, 2004   Mr. Mark Benet Production Manager Eagle Engineering 123 Rideau Road Ottawa, ON 9R8 1F2 Dear Mr. Benet, Your opening paragraph should explain the purpose of your letter, clearly stating the job title you are applying to and what type of employment you are applying for (4, 8, 12 or 16 month co-op placement or full-time position). Remember to include some company research. Analyze what you know about the company to make connections between the job/organization and your interests/abilities/experience. The main body of your letter should highlight your skills and experiences that directly connect to the qualifications requested in the job description. Be sure to include concrete examples of your abilities and experiences. Keep the focus of your letter on the employer’s needs – do not discuss what the organization can do for you. In your closing paragraph, be direct about your interest in the position and ask for an interview. Remember to include details about how you can be reached to arrange an interview. Don’t forget to thank the employer for their time and consideration.   Sincerely,   Cassandra Collins   Encl.

Important Cover Letter Do's & Don't's:

• Do include your contact information in this letter – usually as a header, similar to what is used on your resume, and in your closing paragraph to explain to the employer how they can reach you to arrange an interview
• Do let your enthusiasm for the job, the industry and the company show
• Do maintain your professionalism in your letter – an employer judges your ability to communicate effectively and behave in a professional manner in a work setting by the attitude you portray through your cover letter
• Do keep your letter brief – cover letters should be limited to one page in length
• Do include industry key words and phrases in your cover letter – in case the employer utilizes any type of computer scanning equipment
• Do use specific examples of your skills & experiences – employers aren’t fooled by resumes that use standard catchphrases without concrete experiences to back them up
• Don’t appear conceited or arrogant about your ability to do the job – instead project confidence in your abilities and yourself
• Don’t make spelling, grammar or punctuation errors – use the grammar check function on your computer or have a friend read it for errors
• Don’t focus on what they can do for you – keep your cover letter employer-focused by discussing what you can do for them
• Don’t discuss unrelated skills and qualifications – be sure to discuss only the skills and qualifications you possess that are relevant to the job
• Don’t address any skills or qualifications that you may lack in your cover letter – keep your cover letter positive, you can explain your short comings more effectively, if required in an interview, than in a one page letter
• Don’t forget to sign your letter
• Don’t wait until the last day of the job application deadline to submit your cover letter & resume – if an employer is in a hurry to hire, they may review all early applications and complete interviews before the application deadline date. Remember, the early bird gets the worm!

How to Utilize a Cover Letter for Electronic Applications:

For electronic applications, usually your text rich version resume is sent as an attachment and your plain text file resume is included in the body of your email, in case the company has a policy against opening attachments. Your cover letter is written in the body of your email, preceding your resume, to introduce yourself and the attachment. Things to keep in mind when emailing a cover letter:

• An email cover letter is similar in format to a standard cover letter
• Poorly written cover letters sent via email are viewed just as negatively as poorly written cover letters sent via regular mail, so keep it professional and adhere to standard grammar & punctuation rules
• Include keywords from the job description in your cover letter, in case the employer utilizes computer keyword search programs to screen potential candidates
• Keep your email cover letter short
• Typically, you do not include your header with contact information in an emailed cover letter, so it is important to include your email and telephone contact information in your closing paragraph and/or underneath your name at the end of your email

An effective covering letter is one of the most difficult letters to write.
However, it must accompany every resume and you must treat it seriously.