Cover Letters 101
Office of Career Services
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The Dynamic Cover Letters
Formula for Job-Search Success
Note: You
have a maximum of 20 seconds to wow the reader of your letter, so you better
maximize its impact by making it dynamic!
There is a formula that can be followed
as a guide to writing your cover letters. However, it is critical that each
cover letter be unique and specific to you and to the employer -- not one that
any applicant could have written to any employer.
Keep your cover letter brief. Never,
Never more than one page, and it’s best to keep it well under a full page. Each
paragraph should have no more than one to three sentences.
If you are writing cover letter that
you plan to email, consider shortening the cover letter to just three short
paragraphs so that it runs no longer than about one screen.
Fundamentals of a Dynamic Cover
Letter
First Paragraph
Do not waste this opening paragraph of your cover letter. It is essential that
your first paragraph sparks the employer’s interest, provides information about
the benefits the employer will receive from you, and helps you stand out from
all the other job-seekers who want the job.
Focus on your Unique Selling
Proposition-- the one thing that makes you different from all the other
job-seekers -- and identifying two or three benefits you can offer the
employer.
Weak opening paragraph: I am writing today to apply for the account manager position you
have posted on your company Website.
Better opening paragraph: I have
increased the size and sales levels of my client base in every position I have
held, which in turn has increased the revenues and profits of my employers. I
want to bring this same success to the account position you have posted on your
Website.
Second Paragraph
Provide more detail about your professional and/or academic qualifications.
Provide more information about how you can provide the benefits you mention in
the first paragraph. Be sure to stress accomplishments
and achievements rather than job duties and responsibilities. Expand on
specific items from your resume that are relevant to the job you are seeking.
Use solid action verbs to describe your accomplishments and achievements.
If you do not have a lot of solid
experience in the field you are trying to enter, remember to focus on key
skills that can easily transfer from your previous work experience to the job
at hand.
And if responding to a job posting or
ad, be sure to tailor this paragraph to the needs described in the ad.
Third Paragraph
Relate yourself to the company, giving details why you should be considered for
the position. Continue expanding on your qualifications while showing knowledge
of the company.
You need to do your homework -- show
that you know something about the organization.
Fourth Paragraph
The final paragraph of your cover letter must be proactive -- and request
action. You must ask for the job interview (or a meeting) in this paragraph.
You must express your confidence that you are a perfect fit for the job. You
must also put the employer on notice that you plan to follow-up within a
specified time.
Weak closing paragraph: I hope you will
review my resume, and if you agree with what I have stated here, consider me
for the position. I look forward to hearing from you soon.
Better closing paragraph: I am eager
to help advance the success of your company, and I am convinced that we should
arrange a time to meet. I will call your office in the next week to schedule an
appointment.
Final Thoughts
One last piece of advice: Follow-up is key, so plan on making some phone calls
or sending some emails.
20 Cover Letter Blunders to
Avoid
There are
certain errors that promise to diminish your hard work of writing a cover
letter. From typographical mishaps to erroneous employer information, all
mistakes have a negative impact on the application process. Serious errors will
land your application in the wastebasket. Be forewarned: Carefully read your
cover letter at least twice.
The following list outlines some of the most common cover letter mistakes and,
more importantly, suggests ways to correct them. These examples have been
adapted from real-life cover letters gathered during the course of our
research. Although some of these blunders may seem obvious, they occur far more
often than you might think. Needless to say, none of the inquiries that
included these mistakes met with positive results.
1. Unrelated career
goals: Tailor your cover letter to the specific
position applied for. A hiring manager is only interested in what you can do
for the company, not what you hope to accomplish for yourself. Your letter
should convey a genuine interest in the position and a long-term pledge to
fulfilling its duties. Consider the difference between these two real-life
examples:
Example A (wrong
way): "While my true goal is to become a
Professional Dancer, I am exploring the option of taking on proofreading work
while continuing to train for the Boston Ballet's next audition."
Example B (right
way): "I am very interested in this proofreading
position, and I am confident of my ability to make a long-term contribution to
your capable staff."
2. Comparisons and
cliches: Avoid obvious comparisons and overused
cliches; such expressions distract from your letter's purpose: to highlight
your most impressive skills and accomplishments.
Here are a few real-life blunders we encountered: "My word processor runs
like the wind," "I am a people person," "Teamwork is my
middle name," "Your company is known as the creme de la creme of
accounting firms," "I am as smart as a whip," "Among the responses
you receive for this position, I hope my qualifications make me leader of the
pack." So, remember to adopt a formal, professional writing style.
3. Wasted space: Since cover letters are generally four paragraphs long, every word of
every sentence should be directly related to your purpose for writing. In other
words, if you are applying for a position as a chemist, include only those
skills and experience most applicable to that field. Any other information
weakens your application. Some real-life blunders we've seen include:
Example: "As my enclosed resume reveals, I possess the technical experience
and educational background to succeed as your newest Civil Engineer. In
addition, I am a certified Gymnastics Instructor who has won several local competitions."
Example: "I am writing in response to your advertisement for an Accounting
Clerk. Currently, I am finishing an associate degree at Fisher Junior College
4. Form letters. Mass mailing, in which you send a general form letter to a large number
of employers, are not recommended. This approach does not allow you to
personalize each application. Every cover letter that you write should be
tailored to the position you are seeking and demonstrate both your commitment
to a specific industry and familiarity with each particular employer. Mass
mailings may indicate to a hiring manager that you are not truly interested in
joining his or her organization.
There are
certain formats and phrases that signal to an employer that you are using a
form letter. In one real-life mass mailing mishap, the candidate created a form
letter with blank spaces where he penned in the employer's name and position applied
for. Another applicant who was indecisive about her field of interest created a
list of possible positions in her letter. She then circled the most appropriate
job description depending on the targeted company.
5. Inappropriate
stationery: White and ivory are the only acceptable
paper colors for a cover letter. We've seen letters in every shade from hot
pink to electric blue and, to be honest, the color was the only thing we
noticed. Also, we recommend standard office stationery; steer clear of transparent
typing paper or personal stationery.
In any case, the stationery you choose should not distract from the contents of
your cover letter. A cat enthusiast who applied to our company
"enhanced" her letter with several images of her favorite felines. A
musician applying for an office position sent a letter decorated with a border
of musical notes and instruments. Remember, don't rely on graphics to
"improve" your cover letter, let your qualifications speak for
themselves.
6.
"Amusing" anecdotes: In general, if you
desire serious consideration, your cover letter should adopt a serious,
professional tone. Imagine yourself in an interview setting. Since you do not
know your interviewer, you would not joke with him or her until you have
determined what demeanor is appropriate. Likewise, when writing to a potential
employer you have not met, you should remain polite and professional. Avoid
blunders like the one this job hunter made:
Example: "I feel I am especially qualified to join your staff, as my name,
Chris Smith, almost rhymes with your company, Christmas."
7. Erroneous company
information. If you were the employer, would
you want to hire a candidate who confuses your company's products and services
or misquotes recent goings-on? To avoid such errors, be sure to verify the
accuracy of any company information that you mention in your cover letter. On
the other hand, if you haven’t researched the company, don't bluff. Statements
like "I know something about your company" or "I am familiar
with your products" signal to an employer that you haven't done your
homework.
When citing information about a company, be specific. The following is an
example of an effective way to use company information in your cover letter.
"I have been following Any Corporation's growth for many months and I was
excited to learn of your recent acquisition of C&M, Inc. Congratulations on
successfully entering the international market!"
8. Desperation: In your cover letter, you should sound determined, not desperate. While
an employer appreciates enthusiasm, he or she may be turned off by a desperate
plea for employment. However, a fine line often separates the two, so the best
advice would be to follow your instincts. Here are a few blunders to avoid:
"I am desperately eager to start, as I have been out of work for six
months," "Please call today! I'll be waiting by the phone,"
"I really, really need this job to pay off medical bills." In one
letter we came across, the candidate even dramatically enlarged the type of
this closing statement, "I AM VERY BADLY IN NEED OF MONEY!"
9. Personal photos: During the course of our research, we found actual photographs of
candidates enclosed in job applications. We opened one letter to find an
8-by-10-inch glossy of a doctor surrounded by her patients. Another candidate
used his computer to electronically scan his image onto the cover letter
stationery. A third blew up a picture of his face to cover the entire page,
then handwrote his letter over it!
Unless you are seeking employment in modeling, acting, or other performance
industries, it is not appropriate to send a photograph. An employer will see
what you look like should you reach the interview stage. Until then, even the
cutest baby face won't help you get a foot in the door!
10. Confessed
shortcomings: Some job-hunters mistakenly call
attention to their weaknesses in their cover letters, hoping to ward off an
employer's objections. This is a mistake because the letter emphasizes your
flaws rather than your strengths. For example, avoid statements such as these:
"Although I have not related experience, I remain very interested in the
Management Consultant position" and "I may not be well qualified for
this position but it has always been my dream to work in the publishing
field." Instead, emphasize your strengths, including valuable skills,
related experience, and company knowledge.
11. Misrepresentation:
In any stage of the job-search process, never, ever,
misrepresent yourself. In many companies, erroneous information contained in a
cover letter or resume will be grounds for dismissal as soon as the inaccuracy
is discovered. Protect yourself by sticking to the facts. You are selling yours
skills and accomplishments in your cover letter. If you achieve something, say
so, and put it in the best possible light. Don't hold back or be modest--no one
else will. At the same time, however, don’t exaggerate to the point of
misrepresentation.
Example: "In June, I graduated with honors from American University
Example: "Since beginning my career four years ago, I have won hundreds of
competitions and awards, and am considered by many to be the best Hair Stylist
on the East Coast."
12. Demanding
statements: Keep in mind that your cover
letter should demonstrate what you could do for an employer, not what he or she
can do for you. For example, instead of stating, "I am looking for a
unique opportunity in which I will be adequately challenged and
compensated," say "I am confident that I could make a significant
contribution to your organization, specifically by expanding your customer base
in the Northwest region and instituting a discount offer for new
accounts."
Also, since you are requesting an employer's consideration, your letter
shouldn't include personal preferences or demands. Statements such as "It
would be an overwhelmingly smart idea for you to hire me" or "Let's
meet next Wednesday at 4:00 p.m., when I will be available to discuss my
candidacy further" often put the potential employer on the defensive. Job
candidates' demands are rarely met with an enthusiastic response.
13. Missing resume: Have you ever forgotten to enclose all the materials you refer to in
your cover letter? On numerous occasions, we've received letters with no
resumes. Writing samples have been promised but not delivered. Not only is this
a disappointment, but a fatal oversight. No employer is going to take the time
to remind you of your mistake; he or she has already moved on to the next
application.
14. Personal
information: do not include your age, weight,
height, marital status, race, religion, or any other personal information
unless you feel that it directly pertains to the position that you’re seeking.
For instance, age might be relevant if you are seeking a job at a seniors'
organization and height and weight may be important if you are applying to an
athletic team.
Similarly, you should list your personal interests and hobbies only if they are
directly relevant to the type of job you are seeking. If you are applying to a
company that greatly values teamwork, for instance, citing that you organized a
community fundraiser or played on a basketball team will probably be
advantageous. When in doubt, however, leave it out.
15. Choice of
pronouns: Your cover letter necessarily requires a
thorough discussion of your qualifications. Although some applicants might
choose the third person ("he or she") as a creative approach to
presenting their qualifications, potential employers sometimes find this voice
disconcerting. In general, using the first person ("I") voice is
preferable.
Example A (wrong
way): "Chris Smith is a highly qualified Public
Relations Executive with over seven years of relevant experience in the field.
She possesses strong verbal and written communication skills and her client
base is extensive."
Example B (right way): "I am a highly qualified
Public Relations Executive with over seven years of relevant experience in the
field. I possess strong verbal and written communication skills and my client
base is extensive."
16. Tone trouble: Tone problems are subtle, and may be hard to detect. When you are
reading your cover letter back to yourself, patrol for tone problems by asking
yourself after each sentence: Does that statement enhance my candidacy? Could a
hiring manager interpret that last statement in an unfavorable way? Have a
second reader review your letter. If the letter's wording is questionable, by
all means rewrite it. Always phrase your statements in a positive way!
17. Gimmicks: Gimmicks such as sending a home video or a singing telegram to replace
the conventional cover letter may seem attractive. No matter how creative these
ideas may sound, the majority of employers will be more impressed with a
simple, well-crafted letter. In the worst-case scenario, gimmicks can even work
against you, eliminating you from consideration. Examples we've seen include
sending a poster-size cover letter by courier service or baseball hat with a note
attached, "I'm throwing my hat into the ring!" Avoid such big risks;
most hiring decisions are based on qualifications not gimmicks.
18. Typographical
errors: It is very easy to make mistakes in your
letters, particularly when you are writing many in succession. But it is also
very easy for a hiring manager to reject out of hand any cover letter that
contains errors, even those that seem minor at first glance. Don't make the
mistake that one job-hunting editor recently made, citing his attention to detail
while misspelling his own name!
Here are a few common technical mistakes to watch out for when proofreading
your letter:
* Misspelling the
hiring contact's name or title in the address, in the
greeting, or on the envelope.
* Forgetting to
change the name of the organization you're
applying to each time it appears in your application, especially in the body of
the letter. For example, if you are applying to Boots and Bags, in your closing
don't express enthusiasm for a position at Shoe City
* Indicating
application for one position and mentioning a different position in the body of
the letter. For instance, one candidate applying for a
telemarketing position included the following statement, "I possess
fifteen years' experience related to the Marketing Analyst availability."
19. Messy
corrections: Your cover letter should contain
all pertinent information. If, for any reason, you forget to communicate
something to your addressee, retype the letter. Including a supplementary note,
either typed or handwritten, will be viewed as unprofessional or, worse, lazy.
For example, one candidate attached a "post-it" note to his cover
letter, stating his willingness to travel and/or relocate. This, and all other
information, must be included in your final draft.
Also, try to avoid using correction fluid or penning in any corrections. It's
always a better idea to take the time to retype the letter perfectly.
20. Omitted
signature: However obvious this might sound, don't
forget to sign your name at the close of your cover letter. Far too many
letters that we've seen had a typed name, but no signature. An employer might
interpret this oversight as carelessness.
Also, your signature allows you the chance to personalize your letter. Don't
blow it by using a script font or a draw program on your word processor.
Although there is a rainbow of colors to choose form, always sign your name
neatly in blue or black ink.
References
Hansen, K.
& Hansen, R. The dynamic cover letters formula for job-search success. (n.d.)
Retrieved August 15, 2005 from www.quintcareers.com/cover_letters.html.
Adams
Media Corp. 20 cover letter blunders to avoid. (n.d.) Retrieved July 29, 2005
from http://www.smartbiz/article/articleview/55/1/8/.