HOW TO WRITE A COVER LETTER

The opening paragraph

This should be positive, formal, short and attention grabbing, clearly explaining why you are writing to
them and informing them that your CV is attached. Try to avoid the same old tired opening lines, and
instead go for something that grabs the reader’s attention. Effective ways to do this include name
dropping, connecting to a common experience, or revealing some in-depth knowledge about the
company. To summarise, key points to mention in the first paragraph are;

 The position you are applying for.

 Where you saw it advertised, or how you came to find out about it.
 Your present job title.

Here are examples of some conservative opening sentences you could use;

‘I read with interest of your organisation's plan to (.......)’.

‘I would like to be considered for the position of (..........)’.

‘I was very interested to read your advertisement for (.........)'.

‘Further to your advertisement in (........), I should like to apply for (.........).’

‘With reference to your vacancy for a (.........).‘

‘Please find enclosed my application for the vacancy of (..........).‘

‘I am writing to you regarding the (...........) placement that was recently advertised, and would be
most grateful if you would consider my application for this position’.

The second paragraph

This will form the main part of your letter and it’s the bit where you can really sell yourself. Focus on
showing a recruiter how much they can benefit from your contributions to their company, and also
mention how you relate to the companies values and aspirations. Explain what you can offer them, try
to make sure that it is not just a list of what is in your CV but is individualised to the job application. A
good way to complete this section is take the essential criteria from the personal specification given
with the job advert, and then explaining how you full fill each one. Respond directly to the job advert /
description by illustrating how your skills and abilities match what the employer
wants. Concentrate on;

 Briefly describe your professional and academic qualifications that are relevant to the position.
 Key skills and experiences.
 If you’ve just graduated, focus more on the level of education you’ve achieved and your future
potential as a productive employee.
 If you are changing careers then focus on your transferable skills. 
  How it fits in with your career plans, for example if you are applying for Sales positions do not
say that you want to to become an airline pilot. 

The third paragraph

In this section specifically indicate why you are interested in the position by telling them what you are
impressed with and what attracts you to them. When explaining why you want to work for them, here
are some possible reasons you could give;

 The company’s reputation and brand.

 How the company is different from its competitors.
 List values that the company has and which you hold in high regard.
 How they are a exciting and forward thinking company.
 Detail how you see your career progressing if you were to get this role.
 Subtly flatter the company, for example 'you are the industry leader'.  

The end / Conclusion

Always end your cover letter on a high note. Conclude it by thanking them for their time and stating
your anticipation of their response. At the end you should also request action, like asking for a
interview or inviting them to contact you. If you are really keen on the position, then consider adding
a line saying that you’ll give them a call to see how your application is progressing. Other points to
mention include;

 Giving details of certain dates you are available for a interview.

 When you are available for work.
 That you are happy to provide any further information they need.
 Indicate your desire for a personal interview and that you're able to meet with the employer
are their convenience.

Avoid finishing it off with the usual ‘I look forward to hearing from you’, instead opt for something
like;

 ‘I look forward to discussing my candidacy and the position with you further.’

At this stage and by the time you have finished your letter you will probably discover that you’ve
written a great deal more than can fit onto the page, meaning you will have to refine and reduce the
words you’ve written. It’s at this juncture that you have to start proof reading and revising your work,
with a view to cutting out any unnecessary sentences.

Signing off a cover letter

Remember to sign it off, this may seem old fashioned in this digital age but it's still a strong signal of
your authenticity. If you address a letter to a specific person then you should sign it off as ‘Yours
sincerely’. Whereas letters addressed to ‘Sir / Madam’ should be signed off as 'Yours Faithfully'. Add a
few blank lines and finish with your name. The space between is used for your signature once printed.

Addressing a cover letter

Always try to address the letter to a specific person, preferably the decision maker, hiring manager or
individual who has advertised the job. The last thing you want is for your letter to go to the wrong
person (in which case it will probably be binned as no one likes receiving unsolicited mail), or to
simply get lost within a company’s Human Resources department.

Remember that if no-one’s name is given, your letter and CV could end up in a large pile being vetted
by a junior administrator or recruiter who may not have a full understanding of the job, the
department, or the role, making them the worst people to assess your application. If you really want
to make sure your application is received you should even consider sending two letters, one to the
hiring manager and one to the administrator or recruiter.

 Addressing the letter to a specific person can make them feel special.
 You are more likely to receive a reply if you address your letter to a specific person.
 Avoid addressing the letter as simply ‘Dear Sir / Madam’ etc.

If you are applying for an advertised vacancy there is probably a contact name on that advert, and so
address your letter to that person. If a name is provided than address the recipient by their surname
and never their first name, for instance ‘Dear Mr Johnson’, and never something like ‘Dear Chris’.
Addressing a letter in the correct way shows a professional attitude, and promotes you as someone
who is more likely to be able to handle themselves properly if they need to represent the company on
business.

What if the job advert does not have a contact name

In these cases it may be worthwhile calling the company or visiting the company’s website and seeing
if you can either track down the name of a relevant recipient or the person in charge of recruitment.

Tailor the letter for each application you make

Customize the cover letter to suit the position and the company, and avoid using the scatter gun
approach of sending the same letter to every job you apply for. It is always best to write individual
letters for each application you make. Take time to think through what would be relevant to the
recruiter. Instead of scattering lots of information in the hope that one piece would be relevant,
highlight a few key relevant points. This may be time consuming and hard work, but your chances of
success will be much greater.

Key points to mention in a cover letter

 How you can be contacted.

 The job you are applying for.
 Where you saw the job advertised and also the date.
 Mention how you relate to the companies values and aspirations (i.e. your ‘soft skills’).
 Compliment the company on its reputation and client focus etc.
 Mention any recent news stories about them.

Use industry related keywords

Focus on using terminology, action words, buzzwords and sound bites that are appropriate for the
industry. These are a good way of showing you are up to speed with any current and relevant industry
developments.

Refer to the job advert

A good technique when writing your letter is to keep the job advert in front of you so you can quickly
refer to it. By doing this you can ensure that you stay on track and keep focused on what the
employer wants from applicants.
 
Skills and abilities to mention
Read the job description looking for specific requirements mentioned in there, then use those
actual terms mentioned in the advert to describe yourself. Here are some examples of competencies
that you can mention;

 Team working
 Problem solving
 Leadership

Fonts and size

Always remain conservative with the typeface you use. For instance it is advisable to use Times New
Roman or Arial rather than say Comic Sans. Ideally the text size should be between 11 or 12 points.
Always use Black ink, never any other colours like dark blue or grey.

Make your cover letter easy on the eyes

Your letter should be easy to scan and have a logical progression. Avoid bunched up text in long
paragraphs which can frustrate a Hiring Manager who has to review hundreds of resumes and cover
letters a week.  

Research the employer

Research the firm you are applying to, and try to incorporate your findings in your covering letter. By
doing this you can impress the recruiter with your initiative and enthusiasm. They will like the fact
that you have taken your own time out to investigate what their company is all about, which can go a
long way towards convincing them that you have a genuine interest in their organisation. You can
research stories about them though the:

 Internet
 Local newspapers
 The companies own website
 Trade magazines

Your aim is to find out any current news about them, their products and also how they are placed
amongst their competitors. You want to find out about their;

 Latest products and services (are they launching any new ones).
 Competitors.
 Expansion plans (are they opening new stores or offices etc).
Research the industry and job role
This is separate from researching the employer, instead you will be looking at the industry as a whole,
as well as the vacancy itself. Try to find any new developments in the sector, i.e. a major competitor
has gone into liquidation, or any new products launched etc. Again this sort of research can impress
prospective employers.

Stick to the facts

Recruitment staff are only interested in hardcore facts and not fluff. A cover letter is not an
autobiography, stick to relevant facts, and remember that any additional information is superfluous
and can be counterproductive.

Don't repeat worn platitudes and clichés

Experienced recruitment staff regularly see candidate promises like 'excellent written and verbal
communication skills', 'ability to think outside the box' and "juggle multiple tasks". Avoid these and
instead try to be original and different. 

Explaining why the job appeals to you

It is best to focus on no more than one or two main aspects  as to why the job appeals to you. Here is
a example of what to write;

‘I am looking to pursue a career in journalism and was greatly impressed to discover

that your vacancy has ......’.

Your contact details

Make it easy for the employer to contact you. Give them as much information as you can, including
your;

 Name
 Home address
 Home telephone number
 Mobile number
 Email address

Cover letter length

As a rule it should be no longer than one page.

Date
You should use long date format in full i.e. 12th January 2012 and not 12/01/12.

How to make key information STAND OUT

Highlight important facts by making the text ‘bold’ or Italic and by using bullet points to draw
attention to your most important messages. Use these sparingly to emphasize keywords that you
want to be noticed, it is generally not a good idea to underline words.

Name dropping in a cover letter

This is a excellent way of quickly getting noticed. For instance mention if you went to a top university,
have experience of working for one of the leading or most successful companies in the industry, or
have worked on any well known cutting-edge projects. 

Past achievements
Companies are keen to hear how you may have made a positive difference with a previous employer.
You made have increased sales in your department by 100% over a short period, or you may have
saved your company thousands of pounds by finding a cheaper supplier. Don’t be shy about
presenting facts that will make you stand out.

Avoid being negative

A cover letter is not the place to explain why you left or are leaving an employer. Any negatives are
best delivered in person so that your communication skills, personality and humanity can help to
counter them.

Should you send it by email or by post?

Read the job advert carefully to make sure you haven’t missed any instructions on how to submit your
covering letter and CV. If there is no preference requested then it really up to you if you want to send
it as an email or through the post. 

 If sending it in the post then paper clip your covering letter to the CV.

The envelope
If you are sending your application by post then make sure that the recipient’s name, department and
address details on the envelope are the same as at the top of your cover letter.

What paper to use

You should only use good quality plain white paper. Do not use coloured paper, lined paper or paper
with holes in it.

Sending your cover letter as an email attachment

Use sensible filenames for your attachments i.e. do not use something like
‘miketheman_coverletter.doc’, also use a subject line that will make sense to the recipient and looks
professional, for example use the job name or reference i.e. ‘Office Manager Ref B234’.

Grammar and spelling mistakes 

Make sure that there are none. Remember if there are any mistakes then your application is likely to
be rejected immediately, recruiters will be reviewing your attention to detail and your ability to
communicate in writing. Consider having a friend or colleague proof read your application.

Do not

 Use abbreviations
 Write more than four paragraphs.
 Ramble on.
 Repeat what you have already listed in your CV.
  Write it informally as this can be seen as being unprofessional.
 Boast or appear arrogant.
 Use flowery language.
 Submit a handwritten letter, it should always be typed.
 Mention what salary you expect to receive. 

More tips on writing a cover letter

 Find a quiet place to sit down and start writing.

 Try to make it as personal as possible.