How To Write A Cover Letter

I recently have returned to school (Villanova University) in order to pursue my PHR (Professional Human Resources) certification for Human Resources. Once the course is completed, I will sit for the PHR exam during the summer.

One night, in class, the discussion was on writing a good cover letter. Each of us was asked to voice our opinion on how we value a cover letter and what our expectations are for how it is to be formatted.

I will tell you judging from the responses, if you were the job-seeker, it would be nearly impossible to please all these HR Managers and Recruiters.

So, how do you write a cover letter? How do you write a cover letter that gets read? How do you write a cover letter that gets you the job?

I decided to write a handy guide in writing a successful cover letter. You may want to bookmark this article for later use.

Types of Cover Letters

Cover letters will not get you the job on their own. But, they are an important part of the equation.It may seem like a pretty daunting task…writing letters to businesses. But, as you perfect your writing abilities, you will improve your results.

There are three general types of cover letters:

• The application letter which responds to a known job opening (review samples)
• The prospecting letter which inquires about possible positions (review sample)
• The networking letter which requests information and assistance in your job search (review samples)

A Breakdown of Each Part of the Successful Cover Letter

——*Start Letter*——

YOUR ADDRESS (Do not put your name here)

TODAY’S DATE

Mr./Ms. EMPLOYER’S NAME (If you don’t have one, get one!)
TITLE
COMPANY’S NAME
ADDRESS

RE: (This is optional whether you want to use this section. My eyes go straight to this line as there could be numerous open positions I have listed. Otherwise, how will I know which one you are applying for? You’d also be surprised how much correspondence comes over from job applicants with little clarity as to what they are applying.)

DEAR Mr./Ms. EMPLOYER:

FIRST PARAGRAPH: If you discovered the position’s opening through Careerbuilder, Monster, or CraigsList, there’s really no need to mention it here.

I want to know why you are writing and which position you are applying for…but I also need to help me visualize you in the position and why I should.

Remember, I’m going to need to justify why I brought you in for an interview and why I am referring you to the next Manager in the hiring process as well.

With hundreds of resumes and cover letters in my inbox, you better grab my attention in the first 10 seconds. So, use your opening wisely.

If you are using the same cover letter without writing specifically for the position’s requirements, you might as well as keep your letter. That type of generic cover letter is completely ignored. They might even get shredded.

SECOND PARAGRAPH: Study the position’s duties and requirements. Assess what key skills and abilities the HR Mgr. / Recruiter is looking for and tie that into your background for your second paragraph.

Why are you qualified for the job? You don’t want to rehash what’s already in your resume; just briefly highlight your specific experience & accomplishments and then provide an example to support those points.

This is typically the heart of your letter. If you feel it is too long for one paragraph, break it into two, by all means.

Your goal is to demonstrate elements of your background and experience that provide value to a potential employer. If you find yourself simply listing employers and job titles…stop! As Recruiters we want to see supporting examples of what you contributed and the results. Two people can do the same job very differently.

FINAL PARAGRAPH: Now that you’ve gotten the HR Mgr. / Recruiter’s attention, a short 2-4 sentences paragraph is all that remains. You want to thank the reader for their time, but don’t be too soft here and lose the momentum you’ve gained so far in the letter. Sincerely,

Your Signature

Your Name

Enclosure(s)

——*End Letter*——

More Advice For A Strong Cover Letter

• Often, less is more. The better you are at proving your case, in the least amount of space, the better.

• Never imply you are under-qualified as in “I am looking forward to overcoming the challenge of my limited experience with…” Of course you do not want to be a master of every new position. Otherwise, how would you really grow and develop. But, this discussion is better suited for the interview.

• If it’s on your cover letter, it better be on your resume. This is often a deal-breaker. 

• In your closing section of your cover letter, never leave the responsibility of continued communication on the organization. You don’t want to appear “pushy,” simply state when you intend to follow-up on your letter. If the firm contacts you first, you win that battle.

In Closing

Over your lifetime, you will write hundreds of cover letters to potential employers.

Write each cover letter specifically pertaining to that job and do your best to get the name and title of whom you are writing.

While it is time-consuming to write so much correspondence, landing the right job makes it all worth it!

Good Luck!

Other Recommended Reading: How To Write A Perfect Business Letter Every Time!