Tips on Creating a Cover Letter

• Never begin a paragraph with “I.”
• Try to keep sentences under 12 words.
• Use proper English and avoid slang or abbreviations.
• Use action verbs such as “designed” or “implemented.”
• Use the active voice whenever possible.
• Personalize each letter.

• Answer the question, “Why should I hire you?”
• Respond to the need of the company and the person who is hiring for the position.
• Answer the following questions:
  • How do I get my message across?
  • What do I want to communicate to the reader?
• Construct a “grabber” at the beginning and a “closer” at the end.
• Be honest and factual.
• Don’t make your problems someone else’s problems.

• Your name, address and phone number should be placed at the top of the letter, each flush left or center.
• Work number, fax number or e-mail address are optional, but recommended.
• Example:
  Chris Smith
  178 Green Street
  New York, NY 09998
   

• The date should appear two lines below the header (and to the left if you have centered your heading).
• Don’t abbreviate the date.
• Example:
  July 26, 2007 instead of Jul. 26, 2007 or 07/26/07

• Confirm the spelling of the person’s name and company to whom you are addressing the letter.
• List the addressee two lines beneath the date on the left-hand side of the letter.
• Be sure to include full name starting with Ms. or Mr.
• Then write in the person’s title, company name and address.
• Example:
  Ms. Joan Jones
  Vice President of Marketing
  Norville Software, Inc.
  123 Software Rd.
  Suite 500
  Anytown, ST 12345
   

• The salutation should be typed two lines beneath the company’s address.
• Use a colon instead of a comma at the end of the salutation.
• Always use “Dear Mr.” or “Dear Ms.” unless the individual is a friend or relative.
• Example:
  Dear Ms. Jones:
  Dear Mr. Smith:
   

• State your interest and purpose for writing to the company.
• State why you think you are the best candidate for the position.
• Reference the name of the publication if you are responding to a classified ad.
• Reference the name of the person who referred you to the position.
• Example:
  Seeking a new challenge, I was pleased to notice your advertisement for a Senior Product Manager in the May 17th New York Times. Over the last four years, I have consistently delivered new and innovative products to market.

• Use accomplishment statements and link them to the employer’s needs.
• Detail how you can contribute to the company.
• Demonstrate your qualifications.
• Use terms that the employer used in the advertisement or that are industry specific.
• Example:
  As a product manager for Allied Software, I managed three product launches within 12 months. This included organizing and implementing a direct mail campaign, a product tour, and trade show presentations before industry analysts. As a result of these marketing efforts, revenues exceeded goals by 35 percent.

• Focus on the company. Show your interest in their products or services.
• Display enthusiasm for the industry.
• Refer to other experiences.
• Example:
  Your company recently announced plans to move into networking software linking desktop personal computers to mainframe computers. With my success in bringing this type of software to market, I am confident that I can help Norville become a leader in this fast-growing market.

• Go for the close by stating your intent to call for an appointment.
• Take the initiative and state when you will follow up the letter with a phone call.
• If you are responding to an advertisement that asks for salary requirements, give a range instead of a specific number.
• Example:
  Recognizing that your schedule must be quite hectic, I will call you on Thursday to see if we can arrange a time to meet. Thank you for your interest in my request.

• Place the closing two lines beneath the body of the letter, flush left.
• Use “Sincerely” as a salutation.
• Four lines underneath the salutation, type out your full name with middle initial.
• Sign your name in black ink.
• Be sure to type “Enc: resumé” as your enclosure line.

• Body text should be in a standard font (example: Times New Roman, 12 point).
• Use italics only to highlight.
• Do not underline and bold the same text.

• 20 lb. bond is acceptable for most letters.
• Paper and envelopes should match resumé.
• Color should be conservative, such as white or ivory.

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