HOW TO WRITE A COVER LETTER



HOW TO WRITE A COVER LETTER

A cover letter can sometimes be even more important than the resume. It will actually “sell” the reader on the idea of reading your resume. Cover letters should always accompany a resume and should always be individualized to the employer you are sending it to.

An effective cover letter:

• Is tailored to a specific position in a specific organization (matches your

qualifications with the requirements of the job).

• Show why the employer should read your resume

• Demonstrate your knowledge of the hiring organization and the job.

• States how you heard about the opening, through a person, job listing, ad, etc.

• Is straightforward, businesslike, and positive.

• Is typed neatly, error free and on good quality paper.

• Is no longer that one page.

• Is addressed to a specific person. Avoid using “Dear Sir” or “To Whom It May Concern.” If you are unsure to whom is it addressed to use – “Dear Hiring Manager, Dear Manager, Dear Human Resources Manager, or Dear Recruiter.”

Developing a Cover Letter

Cover Letters in General

• Short

• Three paragraphs

• Introduce you to the company

• Emphasize your good points

Paragraph I

• Introduce yourself

• Explain why you are writing.

• If you are responding to an ad, mention where you saw the ad and the date it appeared.

• If you are not responding to an ad, explain the type of work you are looking for.

• Express interest in the company.

Paragraph II

• Describe your qualifications.

• Emphasize relevant experience or school work.

• Show how your abilities match the job description.

• Emphasize how you can benefit the company.

Paragraph III

• Indicate what action you plan to take.

• Say that you will stop by on a certain date or that you will call to arrange an interview.

• Include information on how and where you can be reached.

• End with a “thank you”.

Proofread

• Proofread carefully.

• Have at least one other person proofread your cover letter.

SAMPLE COVER LETTER

MATCHING REQUIREMENTS FORMAT

| |

|September 20, 2004 |

| |

|MBE, Inc. |

|Box 2394 |

|Hometown, North Carolina 27512 |

| |

|Dear Manager: |

| |

|I am interested in the general office clerk position you advertised in Sunday’s Times and Record. My resume is enclosed for your review. The following list |

|matches my qualifications to your requirements. |

| |

| |

|Your Requirements My Qualifications |

|One year office experience Worked part time for three years |

| |

| |

|Knowledgeable of computers Successfully completed training in |

|Microsoft Office 2000 |

| |

|Previous related experience Excellent communications skills – |

|Verbal and written. Cashier and |

|Retail sales experience. |

| |

|Thank you for your time and consideration. I look forward to discussing my qualifications with you at your earliest convenience. |

| |

|Sincerely, |

| |

| |

| |

|Mary Fox |

| |

|Enclosure |

SAMPLE COVER LETTER

| |

| |

|Your Address |

|Date |

| |

| |

| |

| |

|Mr. Ben Stewart |

|Regional Manger, First In Food, Inc. |

|222 Peabody Industrial Part |

|Raleigh, North Carolina 26702 |

| |

| |

|Dear Mr. Stewart, |

| |

|I was excited to learn that your company plans to open ten new restaurants in this area by the end of next year. Your restaurants have always been a |

|favorite of mine. A mutual acquaintance, Mary Walters told me you are interested in hiring managers with proven organizational abilities, a |

|willingness to learn and a high level of commitment to the company’s goals. I have these qualifications and enclosed my resume for your review. |

| |

|With two years experience working in food restaurant management and a recent Associates Degree in Business Administration, I have obtained the skills,|

|knowledge and dedication to succeed at First In Food, Inc. In my previous position, I led our team in winning “Restaurant of the Year” for two |

|consecutive years. We also maintained the lowest employee turn over rate and increased sales by 25%. |

| |

|I look forward to meeting you, learning more about your expansion in this area, and discussing my qualifications with you at your earliest |

|convenience. I can be reached at 555-3456. |

| |

| |

|Sincerely, |

| |

| |

|Mitch Stevens |

| |

|Encl. |

| |

| |

| |

| |

Sample Cover Letter

18 Pritchard Boulevard

New Bedford, MA 02740

February 14, 2008

Ms. Kathy Harding

Katie’s Kraft Shop

84 Kendall Highway

New Bedford, MA 02740

Dear Ms. Harding

My name is Darlene DeSilva. I am a high school sophomore seeking a part-time job in the arts and crafts field. Your store is one of my favorites. I would like to know if there are any job openings at your store.

You will see from my resume that I am active in school art. I enjoy sewing, knitting, and ceramics. You may not know my name, but you would recognize my face. We speak with each other when I am in the store. I am familiar with the products you sell. I am friendly and would make a good sales person.

In a few days, I will visit your store and talk with you. If you wish, please feel free to call me. My phone number is (508) 555-0093.

Thank you.

Yours truly,

Darlene DeSilva

Cover Letter Performance – Appendix 6.01 (11)

Directions: Complete a cover letter/letter of application. Guidelines regarding content criteria and formatting can be found below. Use the evaluation criteria found on the Cover Letter Rating Sheet to plan and pre-evaluate your project. This work product will be included as part of the Course Portfolio.

Content Criteria/Formatting Guidelines

Cover Letters in General

• Short

• Three paragraphs

• Introduce you to the company

• Emphasize your good points

Paragraph I

• Introduce yourself

• Explain why you are writing.

• If you are responding to an ad, mention where you saw the ad and the date it appeared.

• If you are not responding to an ad, explain the type of work you are looking for.

• Express interest in the company.

Paragraph II

• Describe your qualifications.

• Emphasize relevant experience or school work.

• Show how your abilities match the job description.

• Emphasize how you can benefit the company.

Paragraph III

• Indicate what action you plan to take.

• State that you will stop by on a certain date or that you will call to arrange an interview.

• Include information on how and where you can be reached.

• End with a “thank you”.

Proofread

• Proofread carefully.

• Have at least one other person proofread your cover letter.

Cover Letter Outline – Appendix 6.01 (12)

Name: ___________________________________

Address: _________________________________

_________________________________

Phone: __________________________________

E-mail: __________________________________

Date: ___________________________________

Employer’s name: _______________________________

Employer’s title: _______________________________

Company name: ________________________________

Address: ______________________________________

______________________________________

Dear ______________________________________________:

Paragraph stating what is known about the company and how you learned about the job opening: __________________________________________________________

________________________________________________________________________

________________________________________________________________________

___________________________________________________________________

Paragraph stating what is known about the job opening and how you are suited to the position: _____________________________________________________________

_______________________________________________________________________

______________________________________________________________________

_______________________________________________________________________

Specific description of skills, abilities, strengths that you will bring to the position: ________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

Concluding paragraph that states how you will follow up, requests an interview and thanks the reader for his/her consideration and time: ______________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Sincerely,

Signature

_________________________________________________

Printed Name

Follow-Up Letter/Thank you letter – Appendix 6.01 (13)

Making another contact with the employer can often increase your chances of employment. A telephone call or a thank-you letter can do this. The thank-you letter is often the most common follow up method.

FOLLOW UP LETTER: “Out of Sight – Out of Mind”

A Thank-you letter may be typed OR neatly handwritten on personal stationary. It may also be e-mailed.

The letter should be written soon after the company or job fair interview, the next day is best!

The letter should state your continued interest in the job and your appreciation of their time spent with you during the interview.

Directions: Write a thank-you note to an employer similar to the sample below.

AFTER COMPANY INTERVIEW

| |

|6200 Waverly Street |

|Burlington, NC 27215 |

| |

|September 30, 2004 |

| |

|Mr. Mark J. Raynard |

|General Manager |

|Johnson Electronics, Inc. |

|230 Washington Avenue |

|Greensboro, NC 27408 |

| |

|Dear Mr. Raynard: |

| |

|Thank you for considering me for the position of electronics technician with your company. I am very impressed with your company and the |

|enthusiasm that your employees have about their jobs. |

| |

|If you need additional information, please contact me. Thank you again for your time and interest in me. I look forward to hearing from |

|you. |

| |

|Sincerely, |

| |

|Mark Anderson |

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