Cover Letters Crafting Your Cover Letter

Cover Letters: Crafting Your Cover Letter
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Crafting your cover letter
You've found the job you want and have spruced up your resume in hopes
of getting it. Now all you have to do is submit it, right? Not so fast!
Every resume should have a great cover letter to go with it.
So what's a cover letter? And why do you need one?
This lesson will help you answer these questions as you explore interactive
examples. Specifically, you will learn the purpose of a cover letter, identify
the main parts of a cover letter, find out what makes a cover letter
effective, and use several cover letter dos and don'ts as you write your own
cover letter.
Watch the video below to learn some tips for creating a great
cover letter.
https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

What is a cover letter?

As discussed in our Resume Writing tutorial, prospective employers use
your resume to learn about your education, skills, and work history, as well
as who you are and how to reach you. Your cover letter has a slightly
different purpose.
As the name implies, a cover letter is a document that introduces you and
accompanies your resume. It is what a hiring manager will see first.
In a competitive job market, hiring managers may get hundreds of resumes

for only one position. Going through all of them can be time consuming.
To alleviate the time strain, most hiring managers will quickly read over or
scan cover letters to decide which resumes to read more closely.
Cover letters provide YOU with an opportunity

to:
▶︎ Demonstrate how well you express yourself and that you have
researched the organization and position

▶︎ Tell prospective employers what position you’re interested in,

why you are interested in it, and how you came to know about it
▶︎ Highlight a few key skills that demonstrate your qualifications

for the specific organization and position
▶︎ Thank the hiring manager in advance for her time and

consideration
Cover letters provide HIRING MANAGERS with a

chance to:
▶︎ Decide whether to look at your resume
▶︎ Select a small number of resumes to read more closely
Both resumes and cover letters should be customized for each specific job
opportunity. If you see a job posting that requests a resume, send both a
cover letter and resume.
Include a cover letter every time you submit a resume for a job, even if you
are emailing it or uploading it to a job board!
What are the parts of a cover

letter?
A cover letter is really just a formal business letter that acts as an
introduction to your resume. Because it is a formal business document, it
should be in block business letter format. In this format, text is left
justified (aligned on the left-hand margin).
▶︎ Date: This is the date the letter is written. We recommend using

the Month Day, Year format, such as January 27, 2009.
▶︎ Address: For the address, you should provide your home

mailing address followed by the hiring manager's address.
▶︎ Greeting: The greeting is an important part of your cover letter.

It establishes who you are sending the resume and cover letter

to. We recommend that you try to find the name of the hiring
manager to use here. If you can't find a name, use a generic
term like Staff Selection Team or Hiring Manager.
▶︎ Body: The body is the main part of your cover letter. This is
where you explain what job you are interested in and how you
learned about it. It should also present you as the best possible
candidate for the job, and explain what actions you will take
next.
▶︎ Close: Use a polite and professional phrase here, such as

Sincerely, Respectfully, or Kind Regards.
▶︎ Signature: This area should contain your name, a written

signature (if you're mailing the letter), and another way to
contact you (such as a phone number or email address).
▶︎ Enclosure line: Use this line whenever you include a separate

item in the same envelope or email message. It will tell the
recipient to look for the enclosed attachment, which will usually
be your resume, but could also be samples of your previous
work.
If you're sending a cover letter via email, you don't need to

include the date, return address, or mailing address at the top
of the page. Just include your own address and other contact
information, such as your email or phone number, below your
name in the signature area.
Writing an effective cover

letter
To be effective, the body paragraphs of your cover letter must really sell
you as the best candidate for the job. This area should highlight your
accomplishments and qualifications, as well as explain how you can benefit
the company. It should be easy to read and have a positive tone.
Each paragraph of your cover letter has a different purpose, and there are
strategies you can use to make each paragraph effective.
Click the buttons in the interactive below to review the three

body paragraphs in this cover letter:
Cover letter tips

The following are some tips to make your cover letter the best it can be.
Gather all necessary information first

This includes the job description, name of the hiring manager, and any
other research you have gathered about the company.
Follow directions
Some employers may want you to provide additional materials, such as
writing samples, with your resume. Others might not accept applications
that are sent via email. Before you respond to any job posting, read the
directions carefully so you can provide exactly what is required.
Address your letter to a specific individual

If this is not possible, use a gender-neutral greeting, like Dear Hiring
Manager or Staff Selection Team.
Write a rough draft

Focus on the purpose of each paragraph:
▶︎ In the first paragraph, introduce yourself, indicate the desired

position, and explain how you came to know about the position.
▶︎ In the second paragraph, sell yourself as the ideal candidate by

matching your experience with employer needs.
▶︎ In the final paragraph, request action on the part of the

employer or explain what actions you will be taking to progress
in the job search process.
Use good writing techniques

Characteristics of good writing for cover letters include:
▶︎ Using bullet points or bold text to highlight your qualifications
▶︎ Using concise and clear language; keep it to one page and focus
on what you have to offer an employer
▶︎ Using correct grammar; have at least two strong writers edit and
proofread your cover letter, and do not rely solely on a spell
checker
▶︎ Using active verbs in the present tense to illustrate your skills;

for example, I consistently exceed customer expectations by
offering personal attention and product expertise.
▶︎ Varying your word choice; for example, if your specialty is

product line management, try to find another phrase for the
same function, such as family branding
Format your cover letter to be easy to read

This should be done only after you are completely satisfied with the
content of your rough draft.
▶︎ Use default margins (1.25” for the right and left margins, 1” for
the bottom margin).
▶︎ Single-space paragraphs.
▶︎ Double-space after the date, each address, the greeting, and

each paragraph.
▶︎ Leave enough space for your signature.
▶︎ Use bold for emphasis and quick reading. Hiring managers will
be skimming the letter, so anything you can do to make your
qualifications stand out will help focus their attention on you.
▶︎ Use a default font that is easy to read, such as Times New

Roman, Arial, or Tahoma.
Note: Our Microsoft Office tutorials cover formatting in more

depth.
Consider using resume paper

If you want to make your application look extra nice, you can print your
cover letter and resume on resume paper. Resume paper is sometimes also
known as business or specialty paper, and it is thicker and rougher than
regular printer paper. However, it's also more expensive, so you may not
want to use it for every job application.
Mistakes to avoid
There are several things job seekers can do in their cover letters that can
actually hurt their chances of getting an interview. You will want to avoid
these mistakes.
▶︎ Don’t write “To Whom It May Concern” or "Dear Sir or Madam". If

you don't know the person's name, use something generic and
gender neutral, like Candidate Selection Team or Dear Hiring
Manager.
▶︎ Don’t use slang, like I crushed the highest sales in my region

three years running.
▶︎ Don’t use correction fluid or make corrections after a letter is

printed. Reprint your letter if necessary.
▶︎ Don’t write a letter that's longer than one page.
▶︎ Don’t provide false information about yourself or your

qualifications.
▶︎ Don't include erroneous information about a company.
▶︎ Don’t include personal information (avoid references to religion,

family, etc.).
▶︎ Don’t write poorly (avoid using cliches, exaggeration, and

typographical or grammatical errors).
▶︎ Don’t use form letters and mass mailings. Each letter should be
tailored to a specific job.
▶︎ Don’t include photos unless it's specifically requested.
▶︎ Don’t confess weakness or apologize for lacking a qualification.
▶︎ Don’t use an improper tone (angry, demanding, desperate,

confessional, or too enthusiastic).
▶︎ Don’t include salary information unless it's requested.
Try this!
Open the Microsoft Word Cover Letter Template and Save it to your
computer with a name that makes sense to you.
Enter your own information into the document as you progress through
this activity by replacing the text inside the [brackets]. Remove the
brackets as well.
The top of your cover letter

Refer to the picture below as you make changes to the top portion of your
cover letter.

1 Replace [Month] [Day], [Year] with the current date.
2 Replace [Your First and Last Name] with your own name.
3 Replace [Your Street Address] and [City], [ST] [Zip Code] with the
address where you live and receive mail.
4 Replace [Hiring Manager First and Last Name], [Hiring Manager

Business Address], [City], [ST] and [Zip Code] with the
appropriate information.
If you do not have a contact name, you can omit this section or
include a line that indicates what the letter is in response to,
such as RE: Office Manager postion (Craigslist posting CR-
01004-OM). This can help the person handling the mail pass
your cover letter and resume on to the correct person within the
company.
5 Replace [Endearment] [Social Title] [Hiring Manager Last Name],

with an appropriate greeting, such as Dear Mr. Grantham or Ms.
Keaton. Use social titles (e.g., Mr. or Ms.) ONLY when you know
for certain an individual's gender. If you do not have a contact
name, you can use something generic and non-gender specific
such as Dear Staff Selection Team or Dear Hiring Manager.
However, resume experts recommend trying to find the name of
the person who will be hiring for the position.
The body of the cover letter

Refer to the picture below as you make changes to the body of your cover

letter.
1 Write your first body paragraph, replacing the text within the
brackets with your own text. Include your name and the position
(job name and number) in which you are interested. Explain how
you came to know about the position. Make a personal or
business connection to the company, if you can, or show what
you know about the company.
2 Write your second body paragraph, replacing the text within the
brackets with your own text. Point out your accomplishments
and qualifications that make you the best choice for the job.
Focus on what benefits you will bring to the position or
company. Think of it as what you can do for them. You may
want to use bold text or a bulleted list to emphasize your strong
points.
3 Write your third body paragraph, replacing the text within the
brackets with your own text. Tell them what you would like to
have happen next. For example, I look forward to discussing
how my expertise in customer service can benefit ABC Company.
If I do not hear from you by March 3, I will be contacting you to
ensure you have received and reviewed my resume. Don't forget
to include a way for someone to contact you. For example, You
can reach me at the phone number below after 4 p.m. daily if
you have any questions or would like to further discuss my
qualifications. Remember to thank the hiring manage for his or
her time and consideration!
The bottom of the cover letter

Refer to the picture below as you make changes to the bottom portion of
your cover letter.

1 Replace [Close], with a polite and professional closing, such as

Regards,.
2 Hit enter several times to leave enough space for your signature,
then delete [Your Signature]. When you have printed the final
copy of your cover letter, be sure to sign your name neatly in
this area.
3 Replace [Your Name (typed)] with your full first and last name.
Then, replace [A way to contact you] with either a telephone
number or an email address, whichever you prefer as a means of
communication.
4 On the enclosure line, enter your own name (or the file name if
you are submitting your resume electronically) in place of [Your
Name].
Don't forget to have several people review your cover letter

before you send it out!
Need More Help? Go to our Microsoft Office tutorials to learn

how to format a document in more depth.
Resources
Online
▶︎ PODCAST: Katherine Mehr speaks with Sue Morem, Founder of
Go For the Edge!, about how to create an effective cover letter.
▶︎ Karen Hansen discusses Resume, Cover Letter, and Interview

Strategies for Older Workers at Quintessential Careers.
▶︎ Purdue University's Online Writing Lab offers a Resume

Workshop page.
Offline
▶︎ Knock 'Em Dead Cover Letters: Techniques and Samples for
Every Step of Your Job Search by Martin Yate
Lesson 2: Cover Letters Quiz
Quiz
Question 1 of 4
True or False: You should write a cover letter every time you submit a resume for
a job.
True
False
Submit
Back to
Tutorial

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Cover Letters: Crafting Your Cover Letter

Crafting your cover letter

Every resume should have a great cover letter to go with it.

So what's a cover letter? And why do you need one?

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

What is a cover letter?

In a competitive job market, hiring managers may get hundreds of resumes

Cover letters provide YOU with an opportunity

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

▶︎ Tell prospective employers what position you’re interested in,

▶︎ Highlight a few key skills that demonstrate your qualifications

▶︎ Thank the hiring manager in advance for her time and

Cover letters provide HIRING MANAGERS with a

▶︎ Select a small number of resumes to read more closely

What are the parts of a cover

▶︎ Date: This is the date the letter is written. We recommend using

▶︎ Address: For the address, you should provide your home

▶︎ Greeting: The greeting is an important part of your cover letter.

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

▶︎ Close: Use a polite and professional phrase here, such as

▶︎ Signature: This area should contain your name, a written

▶︎ Enclosure line: Use this line whenever you include a separate

If you're sending a cover letter via email, you don't need to

Writing an effective cover

Click the buttons in the interactive below to review the three

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

body paragraphs in this cover letter:

Cover letter tips

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

Gather all necessary information first

Address your letter to a specific individual

Write a rough draft

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

Focus on the purpose of each paragraph:

▶︎ In the first paragraph, introduce yourself, indicate the desired

▶︎ In the second paragraph, sell yourself as the ideal candidate by

▶︎ In the final paragraph, request action on the part of the

Use good writing techniques

▶︎ Using bullet points or bold text to highlight your qualifications

▶︎ Using active verbs in the present tense to illustrate your skills;

▶︎ Varying your word choice; for example, if your specialty is

Format your cover letter to be easy to read

▶︎ Double-space after the date, each address, the greeting, and

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

▶︎ Leave enough space for your signature.

▶︎ Use a default font that is easy to read, such as Times New

Note: Our Microsoft Office tutorials cover formatting in more

Consider using resume paper

▶︎ Don’t write “To Whom It May Concern” or "Dear Sir or Madam". If

▶︎ Don’t use slang, like I crushed the highest sales in my region

▶︎ Don’t use correction fluid or make corrections after a letter is

▶︎ Don’t write a letter that's longer than one page.

▶︎ Don’t provide false information about yourself or your

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

▶︎ Don't include erroneous information about a company.

▶︎ Don’t include personal information (avoid references to religion,

▶︎ Don’t write poorly (avoid using cliches, exaggeration, and

▶︎ Don’t include photos unless it's specifically requested.

▶︎ Don’t confess weakness or apologize for lacking a qualification.

▶︎ Don’t use an improper tone (angry, demanding, desperate,

▶︎ Don’t include salary information unless it's requested.

The top of your cover letter

https://edu.gcfglobal.org/en/coverletters/crafting-your-cover-letter/1/[12/08/2020 3:00:26 pm]

1 Replace [Month] [Day], [Year] with the current date.