How To Write a Cover Letter

Writing a cover letter to accompany your resume doesn’t have to be a complicated task. It’s actually a pretty straightforward process if you approach the letter logically and with some basic common sense. Contrary to what you may have heard, there's nothing particularly mysterious about how to write a cover letter and it's certainly not difficult to write one. It makes me smile when I read long dissertations about how difficult it is to write a cover letter and yet how important it is to have a good one. Some even go so far as to proclaim the cover letter to be vastly more important than the resume. Does that make any sense to you? Not to me either. This whole issue can be pretty intimidating . . . depressing, too, especially if you've just poured your heart and soul into your resume only to discover you still have an even more difficult chore ahead of you.

Well, take heart because it's not nearly as tough as you've heard to write a cover letter. When I write a cover letter for a client (and I've been writing cover letters and resumes for clients for over 25 years), the letter is never more than 3 or 4 short paragraphs long. The letter cuts to the chase and doesn't waste the readers' time by repeating everything that's already been said in the resume.

When you sit down to write a cover letter, think of it as just a transmittal letter for your resume and follow these guidelines.

• Write your resume before you write a cover letter to go with it. You can't write an effective cover letter unless you already know what your resume says.

• Begin your cover letter by cutting and pasting the heading (your name and contact information) from the top of your resume to the top of the new blank page that will be your cover letter.

• Follow the heading with the date you're going to mail your cover letter.

• Follow the date with the inside address. If at all possible, try to find out the name and title of the person who should receive the cover letter. If you can't find out this information, use something generic like, Personnel Director or Hiring Manager. Include the company name and full mailing address.

• After the inside address comes the salutation. If you were able to find out the name of a specific person for your inside address, use that (e.g., Dear Mr. Smith). If not, use “Dear Personnel Manager”, “Dear Hiring Manager”, etc. Don't use “Dear Sir“ because the ultimate recipient of your cover letter may actually be a woman.

• Get to the point right away in the 1st paragraph of your cover letter by explaining why you're enclosing your resume. There can be 2 reasons. Either you're enclosing your resume to apply for a specific advertised position or you're enclosing it as part of a mass mailing effort in the hope that the company may have a position available that matches your background and skills. Keep this paragraph short. It usually doesn't take any more than 1 sentence.

• Use the next paragraph or 2 of your cover letter to provide some information about yourself. But don't drag out your story. People can read the details in your resume. Your goal in this part of your cover letter is to peak their interest so they'll want to move on to your resume to read “the rest of the story”. For example:

“As you will see in my resume, I am currently employed as a Territory Sales Manager by Ajax Company where I have achieved a 20% increase in annual revenues during the past 2 years.”

In addition, you may have some other important information that you want to convey in a 2nd paragraph. For example:

“In addition to my strong sales management background, I am currently enrolled in an MBA program which I will complete next month.”

• In the next paragraph of your cover letter, express your interest in a personal interview and your willingness to provide additional information. This paragraph doesn't need to be any longer than 2 sentences.

• In your cover letter's last paragraph, thank the reader and express your interest in working for their company.

• End your cover letter with a salutation (“Yours truly” or “Sincerely”) and sign your name.

Do the above steps sound easier than what you've been reading about how to write a cover letter? Not only is it easier, it's effective. I've been using this approach to write cover letters for over 25 years with great success. Just keep in mind when you write a cover letter to think of the letter as a transmittal for your resume. Tell the reader why you are enclosing your resume, provide a highlight or two about your background, ask for an interview, thank the reader for considering you, and then close your cover letter so the reader can get on to the main course . . . your resume.

Affiliates: