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My Career
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Cover Letters 101
Source: Pat Kendall, Res Lady
The cover letter plays an important role in the job search
process, and if done properly, it can substantially improve
your ability to compete for jobs and generate interviews.
It adds a personal touch to your application and shows
employers that you are a serious, professional candidate.
A well-written cover letter demonstrates your communication
and organizational skills by example and shows that you
are the type of candidate who is willing to go the extra
mile. In this highly competitive job market, the cover
letter gives you a much needed edge over other job seekers,
because it gives you an opportunity to describe how your
specific skills and accomplishments uniquely qualify
you for the job. Here are four key rules of cover letter
writing:
Rule #1: Customize to Fit
Make sure you take the time to customize your cover letter to fit the employer's
requirements. Before you start the writing process, review the criteria for
the position and make a list of what the employer wants. This list might include
specific areas of expertise, years of experience, technical knowledge, transferable
skills, and personality traits. Then, incorporate these items into your letter,
demonstrating by example that you have the desired qualifications.
Rule #2:
Meet Their Needs
Write the cover letter with the employer's needs in mind – not your own.
Don't describe what YOU want, but explain what you can do for the employer.
Don't assume that the employer will read between the lines of your resume and
dig out the relevant information. They won't. To get their attention, you have
to actively describe how you can meet their needs.
Rule #3: Actively Sell Yourself
Tell them WHY they should hire you. Be assertive about your qualifications
without being egotistical. The tone of your letter should be professional,
but sound as if a real person wrote it – in other words, not too pretentious
or formal. One way to judge your letter is to read it out loud. Do you trip
over the words? Does it sound like an attorney wrote it? If so, work on it
until it flows naturally and has a conversational tone.
Rule #4: Keep it Simple
Use a simple block format with left flush margins and ragged right margins,
since that looks most like a letter typed on a typewriter. Your cover letter
will generate a better response if it LOOKS like it was individually typed
rather than computer-generated. Most cover letters should be limited to one
page, preferably 3-5 paragraphs. In addition, use job-appropriate language
(not too stuffy) and avoid pretentious phrases like those mentioned in my Gallery
of Pretentious Cover Letter Phrases.
Letter Content
Next, let's take a look at letter content. In the
first paragraph, your objective is to get the reader's
attention. Get right to the point – tell them
why you are writing.
Here are some examples:
Your recent advertisement for a marketing manager
caught my eye, since my experience in -------------,
--------- and --------- is very compatible with your
requirements.
My solid track record in sales should qualify
me for the district manager position described in your recent
Wall Street Journal advertisement.
The second paragraph
should outline your qualifications for the position and
focus on the most relevant aspect(s)
of your background (e.g., years of experience, formal
education, special training, technical skills, current
responsibilities, or highlights of earlier jobs). The
best cover letters also include examples of accomplishments
and quantifiable results. If you're a salesperson,
describe how you increased sales volume. If you're
a manager, explain how you cut costs and improved profits.
If you're a human resources professional, describe
how you reduced employee turnover or developed new
training programs that increased productivity. In other
words, show how you improved your previous employers'
operations.
Here's an example:
My background includes 15 years in
sales management with accomplishments in staff development,
training
and customer service. I am a skilled team builder and
have consistently met or exceeded sales goals in each
position held:
- Opened and developed million-dollar territory
for XYZ Company.
- Set up six key accounts for ABC Company.
- Generated
sales increases of at least 25% in all positions.
Last
but not least is the closing paragraph. This is where
you:
- Request a meeting or personal interview
- Mention that you will contact them to schedule a personal
meeting
- Explain how they can reach you
- Thank them for taking the time to consider your application
Here are some examples:
I believe that I can make a positive contribution
to ABC Company and look forward to discussing my capabilities
in more detail. I am available for a personal interview
at your earliest convenience and may be reached after
5 p.m. at the telephone number above. Thank you for
your consideration.
Or...
I would like to meet with you to discuss your opportunity
in more detail and will call next week to see when
your schedule might allow time for a brief meeting.
Thank you for your time.
Obviously, writing a great cover letter takes a bit
of time and practice, but it's an investment that can
pay off big time – with a new job!
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