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Building a cover letter
Paragraph construction
- Never begin a paragraph with “I.”
- Try to keep sentences under 12 words.
- Use proper English and avoid slang or abbreviations.
- Use action verbs such as “designed” or “implemented.”
- Use the active voice whenever possible.
- Personalize each letter.
Before you begin writing
- Answer the question, “Why should I hire you?”
- Respond to the need of the company and the person who is hiring for the position.
- Answer the following questions:
- How do I get my message across?
- What do I want to communicate to the reader?
- Construct a “grabber” at the beginning and a “closer” at the end.
- Be honest and factual.
- Don’t make your problems someone else’s problems.
Heading
- Your name, address and phone number should be placed at the top of the letter, each flush left or center.
- Work number, fax number or e-mail address are optional, but recommended.
- Example:
Chris Smith
178 Green Street
New York, NY 09998
Date
- The date should appear two lines below the header (and to the left if you have centered your heading).
- Don’t abbreviate the date.
- Example:
October 14, 2008 instead of Oct. 14, 2008 or 10/14/08
The addressee
- Confirm the spelling of the person’s name and company to whom you are addressing the letter.
- List the addressee two lines beneath the date on the left-hand side of the letter.
- Be sure to include full name starting with Ms. or Mr.
- Then write in the person’s title, company name and address.
- Example:
Ms. Joan Jones
Vice President of Marketing
Norville Software, Inc.
123 Software Rd.
Suite 500
Anytown, ST 12345
Salutation
- The salutation should be typed two lines beneath the company’s address.
- Use a colon instead of a comma at the end of the salutation.
- Always use “Dear Mr.” or “Dear Ms.” unless the individual is a friend or relative.
- Example:
Dear Ms. Jones:
Dear Mr. Smith:
First paragraph
- State your interest and purpose for writing to the company.
- State why you think you are the best candidate for the position.
- Reference the name of the publication if you are responding to a classified ad.
- Reference the name of the person who referred you to the position.
- Example:
Seeking a new challenge, I was pleased to notice your advertisement for a Senior Product Manager in the May 17th New York Times. Over the last four years, I have consistently delivered new and innovative products to market.
Second paragraph
- Use accomplishment statements and link them to the employer’s needs.
- Detail how you can contribute to the company.
- Demonstrate your qualifications.
- Use terms that the employer used in the advertisement or that are industry specific.
- Example:
As a product manager for Allied Software, I managed three product launches within 12 months. This included organizing and implementing a direct mail campaign, a product tour, and trade show presentations before industry analysts. As a result of these marketing efforts, revenues exceeded goals by 35 percent.
Third paragraph
- Focus on the company. Show your interest in their products or services.
- Display enthusiasm for the industry.
- Refer to other experiences.
- Example:
Your company recently announced plans to move into networking software linking desktop personal computers to mainframe computers. With my success in bringing this type of software to market, I am confident that I can help Norville become a leader in this fast-growing market.
Final paragraph
- Go for the close by stating your intent to call for an appointment.
- Take the initiative and state when you will follow up the letter with a phone call.
- If you are responding to an advertisement that asks for salary requirements, give a range instead of a specific number.
- Example:
Recognizing that your schedule must be quite hectic, I will call you on Thursday to see if we can arrange a time to meet. Thank you for your interest in my request.
Closing
- Place the closing two lines beneath the body of the letter, flush left.
- Use “Sincerely” as a salutation.
- Four lines underneath the salutation, type out your full name with middle initial.
- Sign your name in black ink.
- Be sure to type “Enc: resumé” as your enclosure line.
Formatting
- Body text should be in a standard font (example: Times New Roman, 12 point).
- Use italics only to highlight.
- Do not underline and bold the same text.
Paper and envelopes
- 20 lb. bond is acceptable for most letters.
- Paper and envelopes should match resumé.
- Color should be conservative, such as white or ivory.
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 Career development |
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