Second, your letter can tell the employer things about yourself that your resume does not. You can tell about special professional interests that you took time off for personal or educational reasons. Do not go into too much detail, though. Remember that the cover letter is an introduction and accompaniment to your resume, not an autobiography.
Last, but most importantly, the cover letter tells the reader how you fit the ad. An advertisement is worded not only to attract the most qualified candidates, but also to eliminate, or at least discourage, less qualified applicants. Your cover letter can point out how you meet, and perhaps exceed, the requirements for the job.
Employment candidates have a definite advantage when composing a cover letter for an advertised position. You know that a real job is available and you know what the requirements are for that job in specific detail. This allows you to compose a highly focused response to the ad that addresses these requirements and thereby increases your chances of getting a positive response from the employer.
Advertisements--what do they say?
The first step in writing an effective response letter to a job advertisement is to carefully examine the requirements laid out in the ad. Then, you can analyze your background and qualifications and determine how well you fit the needs of the employer. The cover letter can then be written in such a way as to emphasize the areas where there is a good fit between you and the job.
Most job ads are written to provide as much information to the applicant as possible. Read the ad and then write down your answers to the following questions:
- What are the educational requirements for the job? Do you meet the minimum requirements?
- Are there any special skills or licenses required for this position? Do you have them?
- Is there a minimum number of years of experience required? How many do you have?
- Are there schedule requirements, like shift work or weekends? Are you amenable to these needs?
Required
Desirable
Preferred
Highly desirable
Must have
Necessary Must be
Often, the distinction between required and preferred is fuzzy. The applicant must have the minimum requirements, but the successful candidate will often have the preferred or desirable qualifications as well. If you have these qualifications, be sure to highlight these in your cover letter.
Parts of the Letter
Cover letters should contain certain features. They should follow the format used for standard business letters and include your return address, today's date, employer's name and title (if given in the ad), employer's address, and the salutation. In addition, you should include:
- Reference to the specific advertisement, including the name and the date of the publication in which the ad appeared.
- Expression of interest in the position.
- Statement of personal qualifications with reference to the job requirements.
- Discussion of additional qualifications (optional).
- Discussion of unusual aspects of your resume, such as a change in career path or employment gaps (optional).
- Contact information.
- Request for response.
- Statement of appreciation for consideration.
- Closing salutation with name and sig nature.
Conclude your letter by asking for a response or an appointment. Tell the potential employer that you will contact him or her in a week or so, and then do it. Never make a promise in a cover letter you do not or cannot keep.
Keep the letter reasonably short. Try not to go over three-quarters of a page, and center the text. Use the same bond paper for the cover letter that you used for your resume.
Single-space the text and double-space between paragraphs. Proofread your letter carefully, correcting all spelling and grammatical errors, and then ask a friend or instructor to proofread it again. When you are satisfied with both the looks and the content of your letter, laser print the letter or have it professionally done at a print shop. Sign it with blue or black ink and fold it with your resume. Always keep a copy of every letter you send. This will make follow-up easier.
Follow Up
About a week after you mail your resume and cover letter, call the person or office to whom you addressed the letter to make sure that everything arrived safely. The call will remind the employer of your interest, and you may also be told when to expect a reply. Do not pressure the recruiter (or the secretary) to give you information about when applicants will be notified of interviews. If there are many applicants, sorting through them can be a time-consuming operation.
Other more urgent projects can intervene, postponing interview scheduling. Often, recruiters will volunteer information about where they are in the process. Be prepared to answer any questions that they might have at this time. Have your resume and cover letter handy so that you can refer to them if necessary. Restate your interest in the job and thank them for their time.
If everything goes well, you will be invited for an interview. The major hurdles have been cleared and you are on your way.
