COVER LETTERS

Cover letters are a way for you to explain yourself to an employer. Where as a resume
can be sent to many different employers, a cover letter must be customized to suit each
employer you contact. The cover letter can be used to inquire about job openings or to
apply for a particular position. The most important function of a cover letter, however, is
to entice the person who reads it to go on to your resume. If your cover letter does not
sell you effectively, then your resume may never be read.

A cover letter should always be used when mailing resumes to prospective employers. A
cover letter introduces you and your resume. It may be the first contact you have with
potential employers. Therefore, it is important that it be well written, neat in appearance
and business like. Keep your cover letter to four short paragraphs and be sure to mention
your enclosed resume. Each cover letter should be individually typed. Your letter does
not to cover the same ground as your resume. It should merely sum up what you have to
offer and act as an introduction for your resume.

Many times, you will be responding to an ad from the classified section of a newspaper.
When this happens, you will be applying for a job without first meeting the employer. A
cover letter is like an introduction. It should be tailored specifically to the job to which
you are applying. Mention the ad and the date of the newspaper. Then, address the needs
the employer advertised. For example: Say the ad says "Seeking person with knowledge
of spreadsheets. Must be well organized and task oriented. Person should have
experience with desk-top publishing. “You need to explain how you possess all these
skills. Explain that you have been using spreadsheets for the past two years. Explain
how you are well organized and task oriented. Detail your experience with desk-top
publishing. When you are finished showing how you are perfect for the job, close the
letter by saying that you look forward to hearing from the employer soon. Send a copy of
your resume along with the cover letter.

83% of Human Resource professionals spend less than one minute, on average, reading a
single cover letter. Large organizations (more than 250 employees) spend one to thirty
seconds reading a cover letter. Large organizations, such as these, have numerous
positions open at the same time, therefore giving them limited time to spend on each
cover letter. However, small organizations (less than 250 employees) spend 31 to 60
seconds reading a cover letter. Small organizations have less positions open, therefore
they can spend more time reading a cover letter.

Key Reasons Cover Letters Fail

• 76% Fail - typos or grammatical errors

• 61% Fail - addressed to wrong company
• 23% Fail - letter is too long
 • 15% Fail - addressed to wrong person

FORMAT AND CONTENT

Your letter should be one page only; usually three or four paragraphs are sufficient. It
should be printed on the same paper on which your resume is printed, and both should be
sent in a matching envelope. Either traditional business format or blocked format is
acceptable, but be consistent throughout.

Although you may develop one basic letter, you must avoid sending what seems like a
form letter. Type and personalize each letter individually for each company. Avoid
using "Dear Sir/Madam" and "To Whom It May Concern." Find out the name and title of
the person who should receive your letter and resume. A well-written cover letter can
make a critical difference in an employer's estimate of your qualifications. An applicant
with average credentials may gain many interviews with an excellent cover letter, while a
well-qualified candidate may defeat himself or herself with a poorly written one.
Especially in fields where writing skills are essential, you must have a superior letter.

The letter should give convincing reasons why you are interested in the industry and why
this company appeals to you. You should leave no doubt in the employer's mind that you
know something about his or her company. Demonstrating writing skills and
professionalism convey your personality and summarize your skills or training relevant to
the job.

The first paragraph should briefly state the purpose of your letter. Identify both the
position for which you are applying and the source from which you learned about it. If
you do not know whether the employer has an opening, then indicate the type of position
you are seeking, and inquire about its availability. This is a good place to show a little
knowledge of the company.

The main content of the letter should be devoted to explaining why the employer should
be interested in you. State explicitly your status as a college student, your major, and
your expected date of graduation. Briefly describe personal traits that make you the type
of person who would be appreciated by both employers and coworkers; cite specific
situations in which you exhibited these qualities. Your resume contains the details of
your education and work history, and you want to refer the employer to it. The cover
letter, however, is the most opportune place to highlight a particularly relevant part of
your background and to demonstrate how it qualifies you for the position.

Finally, you will want to indicate to the employer your availability for an interview and
explicitly request one. Suggest that you will contact him or her within one or two weeks
to set up a time that is convenient. This allows you to be responsible for following up
rather than leaving it to the employer.

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 COVER LETTER TIPS

ALWAYS

 use good quality bond stationary

 have each letter individually typed and hand-signed

 use acceptable business format; letter should be well-spaced on the page

 have someone reliable check for grammar, spelling, and formatting

mistakes

 address an individual by name if possible

 limit your letter to one page

NEVER

 send a resume without a cover letter

 mention salary requirements, unless requested to do so

 use glittery terms of self-evaluation, such as "talented", "intelligent" , or

"gifted"

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 SAMPLE COVER LETTER

Date

Mr. Archie Weatherby

Human Resource Manger
California Investments, Inc.
25 Sacramento Street
Eugene, OR 94102

Dear Mr. Weatherby:

In response to the advertisement in the Eugene Harold on October 13, 1999, I am

interested in applying for the position as an insurance broker for your
organization.

I recently graduated from the University of Oregon with a degree in marketing,

where I was president of both the Future Business Leaders of America and the
American Marketing Association.

Although a recent graduate, I am not a typical new graduate. I attended school in

Michigan, Arizona, and Oregon. And I have put myself through these schools by
working such jobs as radio advertising sales, newspaper subscription sales, and
bartending, all of which enhanced my formal education. I have the maturity,
skills, and abilities to embark on a career in insurance brokering, and I would like
to do this in Oregon, the state I grew up in.

I look forward to a personal interview at your earliest convenience. Thank you

for your time and consideration.

Respectfully,

(Be sure to sign your name here!)

John Oakley

Enclosure: Resume

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 SAMPLE COVER LETTER

Date

Ms. Linda Myers

Executive Director
The National Health Foundation
417 Second Avenue South
Fort Worth, TX 78413

Dear Ms. Myers:

In response to the advertisement in the Fort Worth Telegram, I would like to be

considered for the position of Director of Fund Raising.

For the past 15 years, I have managed and directed successful fund-raising
programs, which involved working with both volunteers and professionals in the
field. Thus, I am thoroughly familiar with the personnel problems such
coordination involves. My fund-raising work has been professional and
dedicated, even though it was unpaid.

As you can see from the enclosed resume, I coordinated a fund-raising program
for the Young Children's Home several years ago. This program indirectly
involved the National Health Foundation. I am familiar with your programs and
the excellent work of your foundation.

I am available at your earliest convenience for a personal interview, in which I

can further discuss my qualifications for this position.

Respectfully,

(Be sure to sign your name here!)

Melanie Johnson

Enclosure: Resume

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 E-Mail Cover Notes

Cover Notes are cover letters sent by e-mail along with a resume. They are classified as
cover notes because they are much shorter than cover letters sent manually. If a cover
note is too long the reader will become disinterested and will click the delete button and
not only is your cover letter deleted but your resume as well. Normally, when cover
notes and resumes are sent via e-mail they are sent as attachments. When your cover
note and resume are sent as attachments, send them in the lowest common denominator
program such as Word 5.0. (Companies tend to be about two years behind your personal
software and software typically can read older versions, but older versions cannot read
newer versions). The data in attachments are likely to be scanned into a resume tracking
system. The system is more liberal than sending data online over the Internet.

Concentrate on content, not fancy formatting or high-gloss e-mail looks. The subject line
of your e-mail sparks a reading of your cover note, which sparks a reading of your
resume. Think of the subject line as a magazine story headline attracting attention
(BBA management/6yrs exp/will relo); think of your cover note as the summary of what
the article promises, and think of your resume as the main article.

Place personal information flush left:

• name
• e-mail address
• phone number
• home address

Use asterisk or dashes not bullets, no bold typeface, and no underlining or

graphics. Computer programs process this style more easily; the
worse thing you can do is scramble your contact information and end up
lost in (cyber) space.

In the cover note, list matching skills to job requirements, and try for fresh, eye-catching
phrasing. Do not send a cover note or cover letter when you are cyber shipping your
resume off to a resume database, such as those found on Monster.com or CareerMosaic.

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 SAMPLE COVER NOTE

Subject: Strong HR candidate/10yrs/BS-HR Mgt.

From:

Jane Leachy
janeleachy@earthilink.com
(512) 123-4589
9987 Castle Drive
Lindale, AZ 99999

Dear Marshall Gonzales:

After researching HR consulting firms in the Lindale are, I feel sure I have the experience
(both client site and virtual consulting) and education (bachelor’s in HR management) to
make a strong contribution to your organization. I would like to work with you if you
like the skills you see in my resume.

Please contact me by phone or by e-mail so we can discuss when it might be a convenient

time for us to meet.

Respectfully, Jane Leachy

Resume attachment here

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 SAMPLE COVER NOTE

Subject: Managerial CPA/credit, taxes, valuation/rock solid

Rodney T. Pollock
Rtpollock65@yahoo.com
(451) 555-0745
31587 Fifth Street
Louisville, KY 64589

Dear Wendy Smith:

As a Certified Public Accountant with PC and systems skills to match, I am interested in

moving into e-commerce. For the past four years, I have worked in credit analysis, tax
assessment reporting, and valuation analysis on Wall Street; I was a manager of
accounting professional the last 18 months. My resume overviews how I can help.

As a resume is limited in the information it conveys, why don’t we meet in person? If

you need additional facts before arranging an interview, call me at (451) 555-0745.
Otherwise, I will e-mail you next week to confirm your interest.

Yours truly,

Rodney Pollock

Resume attachment here