A letter must accompany each résumé you mail or fax (but note that it is not required for on-campus recruiting). When responding to posted vacancies, each cover letter should show how your background meets the employer's stated needs as well as why you want to work for that organization, or in that position, or with that situation. You may even want to tailor the résumé to each job description. When sending a résumé to an organization for which you have not seen posted vacancies, you would write a letter of inquiry, in which you ask about current or potential vacancies and state why you are interested and what you can contribute.
The Letter Should . . .
- Ensure that the résumé gets to the right person in the organization.
- Make clear the position for which you are applying.
- State how you found out about the organization or the vacancy.
- If appropriate, mention the name of the person who suggested you send the résumé.
- Emphasize the specific skills you have which are required for this particular job.
- Say why you are interested in this job and/or want to work for this organization.
- Give a sample of your writing abilities and attention to detail.
- Include relevant motivation, attitudes, or interpersonal traits that don't belong on a résumé.
- Control the flow of future communication (e.g., state that you look toward to hearing from them, and the best way they can contact you).
Researching The Organization
The best cover letter is one that results from thorough research and is tailored
very specifically to the organization.
If you can send the same letter content to two employers, it is probably not a great letter. Your letter should show that you know something specific about the organization and are interested in working
there.
Sending dozens or hundreds of unsolicited résumés with the same cover letter usually nets a very poor response. Instead target your inquiries to a select group of employers that you have thoroughly researched and identified as those who might need your skills and background.
The Internet: It is not unreasonable for any employer to assume that you have at least visited their Web site. Try the name or initials followed by dot-edu, -org, or -com (school, organization, company). Or use a search engine (Yahoo, etc.) to search for the name of the organization. Also search related topics to know what is going on in the field or industry.
Periodicals: Use library research to locate any recent articles about the organization. You should be aware of any recent mergers, acquisitions, leadership changes, advances in the industry, or problems.
Information Interviews: Identify people in or through your network who can give you information about the organization before you write or visit.
Request Information: Call the company for brochures, newsletters, and reports. Check your local or school library for their publications.
Visit: If it's a store or service operation, pay a call. If it's a school district, go to a soccer game. Find out what people think about the organization.
Cover Letter Format
Your Address
City, State, ZIP Code
Phone and Email address
Date
Mr., Ms., Dr. First Name Last Name
Title
Employer Organization
Street Address
City, State, ZIP Code
Dear Mr./Ms./Dr. Last Name: (Do NOT use Sir or Madam. If there is absolutely no way you can find out the correct name, use the title, such as Director of ________, or Recruiter. Never send your résumé to "whom it may concern!")
First paragraph: Note the name of the position for which you are applying and tell when and where you heard about it. If you don't know of a specific opening, ask if there are any available openings as a ________, or if there are any positions available in the area of ________. Summarize the primary accomplishments that qualify you for the position, such as degree, major, years of related experience. Note somewhere in the letter that you have enclosed a résumé.
Middle paragraph(s): Tell why you are interested in the position and/or the organization. Explain how your academic and/or experiential background qualifies you for the position/organization. Point out any related experience or training. Show how your skills fit the description in the ad or how they relate to the organization's needs based on your research. Do not just repeat or summarize what is in your résumé.
Concluding paragraph: Express your appreciation for their consideration and request the opportunity to meet. Provide specific information about when and where you may be reached. (Be sure your answering machine greeting sounds professional.) You may or may not wish to say that you will contact the addressee in a week to ten days to discuss the possibility of an interview. (In either case, you should follow up to confirm receipt of your correspondence as well as to promote yourself for the job, unless you have reason to believe that such calls are regarded as an annoyance in that particular organization or field.)
Sincerely,
Your Signature
Your First and Last Name
Enclosure
