If you applying for a particular position your letter will need to be tightly focussed to explain your suitability for that job. If you are writing a more general introductory letter you will be highlighting your broader range of skills and their potential application. In either case you should always focus on explaining what you can do for the company not what they can do for you, and you should be concise and to the point.
If you don’t have the name of somebody in HR to address the letter to, do some research online to try and find the name of the HR manager. Seemingly minor things like addressing the cover letter to an actual person can help create a good impression. If you can’t find a name, you could even call up the office and ask who the appropriate person to address the letter to is. If it is unclear from the name whether the addressee is a man or a woman, use the full name when you write your letter, for example write “Dear Chris Sharpe”. Names like Dylan and Ryan can also be used for girls, so do some research on the company website to try and determine the gender and avoid potential embarrassment.
Take down notes on the requirements outlined in the job advert and prioritise them according to which are essential, desirable, and additional.
Opening: briefly explain why you are writing. For example, “I am writing in application for the position of. . . " Second paragraph: explain why you are suited to job with reference to your academic and professional qualifications, and the skills listed in the job description or person specification. Third paragraph: outline what you would bring to company and your broader career goals. Fourth paragraph: reiterate why you want the job and summarise why you would be a good appointment. Briefly state you would like to be considered for an interview. Sign off with your name and signature. [5] X Research source
Put your name and address at the top of the page, on the left side. Leave two lines and then put the date. Spell out the month, and use numbers for the day and year. Leave two more lines and type the name of the person in human resources the letter is addressed to. If you do not have a contact name, use a general title or department such as “Human Resources” or “Hiring Manager. " Type the address under the name. Leave two lines, and then type the salutation. For example, type “Dear Mr. Smith”. Leave one line after the salutation, and then begin the body of the letter. [6] X Research source
If applicable, name the person who referred you. Use a name the human resources department will recognize. For example, say “Mary Smith in payroll suggested I apply for a clerical position with your organization. “[7] X Research source
For example, if the job advert specifies that they are looking for someone with good communication skills you could say “I have developed excellent communication skills through my work experience as a customer service assistant”, before expanding briefly with an example of a situation where you demonstrated these skills. If you can stick to the four paragraph structure you will necessarily write a concise cover letter which the Human Resources worker will actually read all the way through. [9] X Research source
A brief list will make the letter easier to read, but if you write in precise direct prose you will demonstrating good writing and communication skills. Start with your most impressive accomplishments to make a strong first impression. Balance being enthusiastic, professional and confident.
Sign the letter with your full name. Use a closing such as “Sincerely” or “Respectfully” before you sign your name. Make sure your full name is typed below your handwritten signature.
If you’re sending it over email, maintain this formality by giving your email a clear ‘subject’ line and addressing the recipient as you would in a letter. If you are sending a formal email be sure you have an appropriate email address. Send it from an account that has a simple email address with your name or initials, and definitely not something like sexxxybeast99@yahoo. com.
Do not rely on your electronic spell check only. Read your cover letter out loud. Your ears may notice something your eyes missed. Leave it for a while and then come back to it with fresh eyes.
