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Steps to a Successful Cover Letter
A cover letter consists of three to four paragraphs that
identify the job you are applying for, your qualifications and your request for
an interview. It is very important that cover letters be well
written, as it is usually the first contact a prospective employer has with
you. Remember the value of a good first impression.
The purpose of a cover letter is to communicate to the employer
a specific personalized message about your potential value to that organization
or business. It creates interest in you from the person who
counts. It is not difficult to write, plus it adds an important
element to your resume.
Write your letter using a standard business
format. Use either full block or modified block
style. Include these components:
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Return address. This is your address. Include your
telephone number.
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Date. This should be the date you write the letter – assuming you
are mailing it that same day or the next.
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Inside address. This is the address of the person to whom you are
writing.
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Salutation. Address your letter to a specific person if at all
possible. What do you do with mail you receive at your house
addressed to "resident?" Use a colon after the salutation – this is a business
letter.
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Body. The body of the cover letter is generally 3-4 paragraphs.
Paragraph 1. Use this paragraph to capture
attention. Remember that this cover letter is a marketing tool for
you. State the purpose of your letter – state the position you are
applying for, why, and what qualifications you have that make you suitable for
the job. Make that first paragraph interesting. You want
the reader to desire more information.
Paragraph 2. Answer the question "Why should I hire you?" Be
positive and indicate confidence. Include information that is
related to the opening you are applying for, not irrelevant
information. Do not complain or tell the employer your
problems. Avoid referring to issues covered by company policy (such
as salary, benefits, unless asked). However, be prepared to discuss
salary later. Limit the use of the work "I." Keep your letter
business-like. Avoid trying to be funny or cute. Keep
your letter objective. Do not make unsubstantiated statements that
you are punctual, reliable, etc. unless you can give examples.
Paragraph 3. Show action. Request an
interview. Let the employer know how you will follow up.
Use adequate margins and spacing. One inch margins
are appropriate. Double space between paragraphs.
Use a word processor. NEVER, NEVER hand write your
cover letter (or resume) unless it is requested. I have had
employers advertise positions and ask for a hand written cover letter (on very
rare occasions) so they could check the handwriting.
Accuracy – Though neatness is important in any letter, it is a must
in a cover letter. If your letter portrays carelessness, then it
suggests that this is one of your personal qualities. Type your
letter accurately and neatly; spell and punctuate correctly. The way
you write this letter can show the employer if you use proper grammar, do your
proofreading, etc.
Limit the use of abbreviations. College degrees –
use Bachelor of Science instead of B.S. Most abbreviated words are
followed by a period – such as Mr., Dr., and Jr. When states are
abbreviated do not use a period – examples are SD, WY, NY, TX and ID.
Use the same font as you used for your resume.
Limit your cover letter to one page.
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