Writing Cover Letters
To be considered for most any position, you will need to write
a letter of application. Such a letter introduces you, explains
your purpose for writing, highlights a few of your experiences
or skills, and requests an opportunity to meet personally with
the potential employer. Precisely because this letter is your
introduction to an employer and because first impressions count,
you should take great care to write an impressive and effective
letter. Remember that the letter not only tells of your accomplishments
but also reveals how effectively you can communicate.
The appropriate content, format,
and tone for application letters vary according to the position
and the personality of the applicant. Thus you will want to ask
several people (if possible) who have had experience in obtaining
jobs or in hiring in your field to critique a draft of your letter
and to offer suggestions for revision.
Despite the differences in what constitutes a good application
letter, the following suggestions apply to all:
Form
- Type each letter individually, or use a word processor.
- Use good quality bond paper.
- Whenever possible, address each employer by name and title.
- Each letter should be grammatically correct, properly punctuated,
and perfectly spelled. It also should be immaculately clean and
free of errors. Proofread carefully!
- Use conventional business correspondence form. If you are
not certain of how to do this, ask for help at the Writing Center.
Content
- Try to limit your letter to a single page. Be succinct.
- Assess the employer's needs and your skills. Then try to
match them in the letter in a way that will appeal to the employer's
self-interest.
- As much as possible, tailor your letter to each job opportunity.
Demonstrate, if possible, some knowledge of the organization
to which you are applying.
- Write in a style that is mature but clear; avoid long and
intricate sentences and paragraphs; avoid jargon. Use action
verbs and the active voice; convey confidence, optimism, and
enthusiasm coupled with respect and professionalism.
- Show some personality, but avoid hard-sell, gimmicky, or
unorthodox letters. Start fast; attract interest immediately.
For more information see Business
Letter Format.
- Arrange the points in a logical sequence; organize each paragraph
around a main point.
Possible Format
Opening Paragraph:
State why you are writing. Establish a point of contact (advertisement
in a specific place for a specific position; a particular person's
suggestion that you write): give some brief idea of who you are
(a Senior engineering student at UW; a recent Ph.D. in History).
Paragraph(s) 2(-3):
Highlight a few of the most salient points from your enclosed
resume. Arouse your reader's curiosity by mentioning points that
are likely to be important for the position you are seeking.
Show how your education and experience suit the requirements
of the position, and, by elaborating on a few points from your
resume, explain what you could contribute to the organization.
(Your letter should complement, not restate, your resume.)
Closing paragraph:
Stress action. Politely request an interview at the employer's
convenience. Indicate what supplementary material is being sent
under separate cover and offer to provide additional information
(a portfolio, a writing sample, a sample publication, a dossier,
an audition tape), and explain how it can be obtained. Thank
the reader for his/her consideration and indicate that you are
looking forward to hearing from him/her.
Some Questions to Ask*
- Who is my audience?
- What is my objective?
- What are the objectives and needs of my audience?
- How can I best express my objective in relationship to my
audience's objectives and needs?
- What specific benefits can I offer to my audience and how
can I best express them?
- What opening sentence and paragraph will grab the attention
of my audience in a positive manner and invite them to read further?
- How can I maintain and heighten the interest and desire of
the reader throughout the letter?
- What evidence can I present of my value to my audience?
- If a resume is enclosed with the letter, how can I best make
the letter advertise the resume?
- What closing sentence or paragraph will best assure the reader
of my capabilities and persuade him or her to contact me for
further information?
- Is the letter my best professional effort?
- Have I spent sufficient time drafting, revising, and proofreading
the letter?
*From Ronald L. Kraunich, William J. Bauis. High Impact Resumes
& Letters. Virginia Beach, VA: Impact Publications, 1982.
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