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How to Decide on a Cover Letter Format
A cover letter is your opportunity to sell yourself to a potential employer. It’s also an opportunity to demonstrate your ability to communicate and highlight the most relevant information from your resume. An important aspect of your cover letter is how you decide to format the letter. Business letters have a specific format, which is appropriate for most cover letters. If you’re applying for a more creative position, though, you may want to break from the traditional business format.
Contact Information
If you’re writing a cover letter that’s going to be mailed, the first item to include is your contact information. This should begin with your name, then your street address, followed by your city, state and zip code. Your phone number should be on the next line down, followed by your email address. Each piece of information should appear on a new line. Traditionally, this information is on the left side of the page, but you can move it to the center of the page as well.
Follow your contact information with the potential employer’s contact information. Include the name of the person to whom you’re addressing the letter followed by their job title, the company name and the company address. If you don’t have the name of the person or the company’s address, skip this section and move on to the salutation.
Salutation
Your cover letter should utilize a professional salutation. If you know the name of the person, use it. For example: “Dear Ms. Smith.” If you don’t know the name of the person who will be doing the hiring, use a professional but generic salutation such as “To whom it may concern.” The salutation is followed by the body section of the cover letter.
Body Section Content
The body of your cover letter is the meatiest section. This should be divided into roughly three paragraphs, each covering the following information:
- Your reason for writing—include the name or title of the position for which you’re applying along with details about where you heard about the position. For example: “My name is Jane Smith and I’m submitting my resume for consideration for the Administrative Assistant position posted on SomeJobSite.com.” If a friend or acquaintance referred you to the potential employer or if you’ve met the employer before, be sure to mention that fact.
- Your qualifications—review the job qualifications mentioned in the advertisement or posting and how you fit them. For example: “I have extensive customer service experience from working at XYZ Café. I gained administrative skills through assisting the manager with writing monthly reports.” Try not to simply repeat your resume; make connections between your resume and potential job duties.
- Thanks and following up—stress again that you’re an excellent fit for the position and that you appreciate the time the employer is taking to consider you for the position. Mention how you will follow up (phone call, email, etc.). For example: “Thank you for taking the time to consider me for your accounting position. I would be an asset to your company, and I look forward to speaking with you further. I’ll email you next week to see if you have any questions.”
Cover Letter Closing
Continue the professional tone of your cover letter with the closing. “Sincerely” or “Regards” are two common closings. Sign the cover letter underneath the closing.
Email Cover Letter Format
Email tends to be a more casual form of communication, even in a business setting. This doesn’t mean you shouldn’t include a cover letter, however. If you’re emailing a cover letter, the content is the same, but the format is relatively casual. For an email cover letter, include a clear, relevant subject line. Most employers and human resources departments are swamped with email. Make certain yours doesn’t end up in the trash by clearly stating the position for which you’re applying and that it includes a resume. For example: “Subject: Resume Submission for Paralegal Position.”
Next, include a salutation, then the body section of your cover letter. Close your cover letter professionally then type your name, followed by your contact information, underneath.
Creative Cover Letter Formats
For many positions, a traditional cover letter is expected and preferred. Creative companies and positions may call for something unique, though. If you’re a graphic designer, for example, you may want to create a logo for yourself or add some design elements to your cover letter. Just be certain that your cover letter is readable rather than intimidating.
Proofread
Spelling and grammar errors can land your cover letter and resume in the “do not hire” pile. Avoid this by rereading your cover letter and resume multiple times. Don’t rely on spellcheck and grammar checks to find mistakes. Some mistakes, such as a misused but correctly spelled word, won’t be caught by computer software. Ideally, find a friend or family member who enjoys reading or writing and have that person review your letter for mistakes and misspellings.
Custom Cover Letters
It can be tiresome to write cover letters. Hiring managers can tell, though, if you’re using a generic cover letter. Taking the time and effort to write a unique and informative cover letter is the first step to setting yourself apart from the rest of the applicants and land you an interview. Don’t be shy in your cover letter—play up your strengths. It’s your first chance to make an impression on your path to a new position.
Rejected job applicants are learning the hard way that a good cover letter should be included so recruiters can see how well the applicants can present themselves. Qualifications and capabilities are not everything because recruiters are looking for some personality as well. This is also why the chances of getting into a company are low if you just copy a cover letter template from the Internet. You can try editing the cover letter so it seems more personalized, but you might be removing some key elements in the process. There is also a possibility that the cover letter format that you are copying is incorrect. Therefore, you should forget all of those cover letter formats and come up with your own making sure that it has the following qualities.
It is possible to have a brief cover letter that is still lengthy if you have tons of things to talk about and many highlights to point out. However, the recruiter may see that as a bad thing if a lot of these details are not relevant. Basically your cover letter should look as if you are applying for that one company and not just any company. If you think your cover letter doesn’t look very personalized, simply read it over and take out any highlights that you think the company won’t care about. This is why you should research on the company background before constructing your cover letter.