Business Letter Writing: Writing a Cover Letter when Applying for a Job

A good cover letter is as important as a solid resume. This is especially true if you are not writing a targeted resume for each company to which you apply. Some argue that the cover letter just gets clipped behind the resume, while the employer peruses the resume first. That may be true. However, why take the chance? The cover letter can address some issues not included in the resume. In the cover letter you can specifically state how your skills answer the needs of the employer. Let's not forget that is what you are trying to do — show employers how you can fill their needs.

Always use good business form when writing a cover letter. If you don't know what the format of a business letter should be, take a look at some of the samples listed in the Letters section of this site. Always (and I can't stress this enough) write your letter to a specific person. If you don't know who a letter should be addressed to, call the company. Only if you are answering a blind ad, should you not address your letter to a particular person. Also, please make sure you spell the person's name correctly.

The cover letter should always be included when sending your resume or CV for a possible job interview. This letter of application serves the purpose or introducing you and asking for an interview. Here is an outline to writing a successful cover letter. To the right of the letter, look for important notes concerning the layout of the letter signaled by a small number in red.

 

Cover Letter Outline

2520 Vista Avenue 1 Olympia, Washington 98501 April 19, 2001   Mr. Bob Trimm, Personnel Manager 2 Ideas Inc. 587 Lilly Road Dear Mr. Trimm: 3 Opening paragraph - Use one of the following to bring yourself to the attention of the reader and make clear what job you are applying for: Summarize the opening Name the opening Request an opening Question the availability of an opening Middle paragraph(s)- Use one of the following in each of your middle paragraphs to provide the reader with plenty of reasons to invite you to an interview: Education Work experience Ability to work with others and/or alone Interest in your field Interest in the company Responsibilities in previous positions Closing paragraph - Use the closing paragraph to ensure action on the part of the reader The last paragraph needs to help ensure that action is taken. You can ask for an interview appointment time, stating that you will be happy to come to the employer's office when convenient. Make it easy for the reader to follow-up by providing your telephone number and email address.   Sincerely,     Kenneth Beare 4 Enclosure

1Begin your cover letter by placing your address first, followed by the address of the company you are writing to. 2Use complete title and address; don't abbreviate. 3Always make an effort to write directly to the person in charge of hiring. 4Always sign letters.

Example Cover Letters

Business Letter Writing: Writing a Cover Letter when Applying for a Job

Here is an example of a sample cover letter written in response to an advertisement in the newspaper. Before taking a look at the letter, here are some useful key phrases to use in your own cover letters.

Useful Key Phrases

• I am writing to you in response to your advertisement for...
• As you can see from my enclosed resume, my experience and qualifications match this position's requirements.
• I would like to point out... immediately upon his return.
• During ...., I improved (furthered, extended, etc.) my knowledge of...,
• I look forward to an opportunity to speak with you in person. (OR to speak with you personally)

 

Cover Letter: Example 1

2520 Vista Avenue
Olympia, Washington 98501
April 19, 2001

 

 

Mr. Bob Trimm, Personnel Manager
Importers Inc.
587 Lilly Road

Dear Mr. Trimm:

I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which appeared in the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and qualifications match this position's requirements.

I especially would like to point out that I graduated Cum Laude from The University of Tacoma and was hired directly upon graduation due to my expertise in port authority regulations.

During the four years that I worked for Shoreman and Co., I furthered deepened my knowledge of the fast changing regulatory laws in our state. My employer also thought highly enough of my abilities to promote me to head legal researcher after my first year of employment.

I look forward to an opportunity to personally discuss the position with you. I will call you within the next five days to arrange an interview.

 

Sincerely,  

 

Kenneth Beare  

Enclosure