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The Cover Letter: Your Communication Tool
Because you will not be present as the employer reads over your application materials, the cover letter you submit acts as your voice. While a resume is an outline of your experiences and skills, a cover letter is used to highlight and expand upon those skills and experiences you find most valuable. Think of a cover letter as a tool that allows you to “speak” to the employer before he or she reviews your resume.
Great cover letters are creative, original, free of mistakes, and focused. An effective resume should meet the following objectives:
- Introduce you to the employer
- Express your interest in the position
- Describe your qualifications for the position
- Highlight those skills and experiences you wish to focus on within the resume
- Spark the interest of the employer
Developing a targeted cover letter is similar to developing a targeted resume in that it requires a bit of research and planning. The best way to grab the employer’s attention is to include information that is specific and appealing to the reader and his or her company.
1. Prepare an outline before writing.
For many students, preparing an outline for a cover letter can be helpful when determining how to structure the information. Develop a list of points you wish to make, topics you wish to cover, and specific phrases you wish to use within your letter. Brainstorming a list of action words to include in your letter may also help you to develop the body of the letter.
2. Address the letter to a person (not “to whom it may concern!”).
Take the time to locate the name of the person to whom the letter should be addressed. In general, cover letters should be addressed to whoever is listed as the main contact for the internship or job opportunity. You may also call the company and politely ask the receptionist for the name of the person accepting applications for the position, or surf around on the company website for the appropriate person’s title and name.
3. Catch the attention of the reader.
Cover letters are an extension of your professional personality, and therefore should be original enough to capture the attention of the reader and stand out in the pile. Opening your cover letter with a creative statement will not only leave an impression on the reader, but will compel him or her to read on as well. Here are some creative ways to open a cover letter:
- Begin with a question. Then use the body of your cover letter to formulate an answer.
- Use the company slogan or talking points.
- Refer to the company’s latest project or media attention.
- Drop a name! If you were referred to the company by someone, mention their name in the opening paragraph.
- Use a catchy opening line, such as “Greetings!”
4. Use varied language and sentence structure.
Try to avoid repetition by varying your language and sentence structure. It can be easy to fall into a pattern of using “I” to begin every statement, so develop different phrases and sentences to deliver the information. Also, use transition sentences to link together the different paragraphs, and use the last paragraph to summarize points throughout the body of the letter.
5. Keep it brief and to the point.
Employers agree- there is nothing worse than a run-on cover letter. Many students include frivolous information, big words and complex sentences simply to cover white space. A cover letter should be no more than one page in length, and should illustrate clear, concise points. Don’t make the employer sift through irrelevant information to find your main ideas. Instead, develop your main ideas before writing the letter and develop the letter to support those points.
6. Break the letter into small paragraphs.
Because most employers skim resumes and cover letters, the best format to showcase your information is within smaller, easy to read paragraphs rather than one long block of text.
7. Develop several versions of your cover letter.
If you plan to apply for jobs or internships within different industries, it is suggested that you develop specific cover letters for each type of position. Each version of the letter may outline different skills or experiences, depending on the demands of the position you are applying for. Save the versions on your computer or on a disk, and tailor them to the individual company or organization before sending.
8. Focus on what you can do for them.
After describing the skills you have developed, take it one step further by relating those skills to the employer. Formulate your paragraphs around the question “what can I do for this company?” This strategy will help the reader to envision how your skills and experiences can benefit his or her company or organization.
9. Use strong language.
Avoid using language that weakens your points, such as using phrases like “I think”. Instead, use stronger phrases such as “I believe”, “I have found” or “I know”. Eliminate the use of qualifiers such as “very” or “really”. Instead of closing the letter with a phrase such as “I hope to hear from you soon”, use a line that expresses a more proactive approach, such as “I will be in touch within the next week to set up a time to meet.”
10. When sending the letter, pay attention to presentation.
Whether sending a resume and cover letter via fax, email or good old-fashioned snail mail, make sure your materials are neat, clean and organized. The small details really do matter when it comes to making a good impression. Here are some tips for sending cover letters and resumes:
- FAX: When sending a cover letter and resume through fax, include a cover letter in addition to the fax cover sheet. The fax cover sheet is not a substitute for a traditional cover letter, and many companies will not even look at a resume sent without a cover letter.
- EMAIL: When sending application materials via email, send the documents as attachments. Never type a resume or cover letter into the body of the email! You should, however, use the body of the email to briefly introduce yourself and refer the reader to the attached materials, which should be typed in a printable format.
- MAIL: When sending application materials via mail, avoid creasing or folding materials. Cover letters and resumes should be printed on clean, professional resume paper and inserted into an envelope slightly larger than the paper itself.
Additional Tips for Writing Cover Letters:
- When selecting paper for cover letters and resumes, use a muted tone such as beige or off-white. Avoid papers with distracting patterns, borders or trendy colors.
- Use the same paper for both cover letter and resume.
- Always sign cover letters with a handwritten signature as well as your typed name.
- Visit your career center for a resume and cover letter review before sending materials. They may be able to catch mistakes, revise phrasing or offer other helpful tips.
- When addressing cover letters to women, always use “Ms.” Avoid addressing anyone as “Mrs.”, even if you are certain she may be married.
- Use a standard font (Times New Roman, Arial, etc.) in size 12 or 14. Avoid cursive or novelty fonts.
- Use an appropriate closing, such as “Sincerely”, “Regards” or “Respectfully”
- Never staple your resume and cover letter together. Simply lay the cover letter on top of the resume.
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