When you write a cover letter that is powerful, it highlights your best qualifications and gets your resume read. While there is no single "best format" for a cover letter, there are some general guidelines about what to do and not to do in your cover letter. Follow these tips and you'll write a cover letter that is strong and polished.
Address Your Letter to a Specific Person
Whenever possible, address your letter to a specific person. If a job posting doesn't include a person's name, do some research to find out who the correct person is. Try calling the employer (but not if the ad states "no phone calls"), and ask a receptionist for the hiring manager's name. Keep your letter professional by using "Dear Mr. Smith," not "Dear Steve."
Be Specific With Names
When you write a cover letter, if you are unable to find the Hiring Manager's name, use "Dear Hiring Manager" or "Dear Human Resource Manager" or 'Dear Recruiter". Never use "To Whom It May Concern.
Hand Sign Mailed Cover Letters
If you're mailing the cover letter by U.S. Mail, be sure to sign it by hand – otherwise it looks like you're mass mailing letters.
Minimize Using the Word "I"
Avoid using the word "I" too much. Restate it as "you" whenever possible. Your cover should be about what you can contribute to the company, not about yourself.
Keep it Simple
Use Times New Roman 12 point font, short paragraphs and bullets. Do not use italics, bold type, underlining, etc. You want your words to stand out – not your text formatting.
Use a Creative Closing
Don't use the worn out "thank you for your consideration" or "Sincerely". Try something different that makes you stand out and be remembered, such as: ""With my best regards" "enthusiastically yours" or "with kindest personal regards" (best for a thank you note), "good wishes always" "Yours always".
Customize Your Cover Letter to the Job
Make sure you customize your cover letter to match each job for which you apply. It should specifically highlight the qualifications for that particular job opening and use plenty of keywords relevant to that job. Special Note: if you're applying for several very similar positions at several companies, you'll be tempted to create one cover letter and then customize only slightly as needed for each employer. This is okay, but BE SURE to remove all references to another company in your cover letter. Of every 100 cover letters I receive, About two or three were obviously written for another company and I usually don't read any further.
Make Printed Copies Attractive
For paper copies of your cover letter (and resume), use good quality stationary and a qood quality printer. This is the first impression you'll make, so be sure it's a professional one.
Keep it Short
Write a cover letter that is half a page in length – two thirds of a page at most. The purpose of a cover letter is to get the Hiring Manager to read your resume – not to restate your resume. When you're brief, you demonstrate that you understand the value of the reader's time.
Mention Accomplishments
Try Highlighting one or two of your most significant accomplishments or abilities. Selecting only one or two can help your chance of being remembered, if the accomplishments are significant.
Avoid Generalities
Avoid using ready-made phrases such as "self-starter," "proven leadership skills," "excellent interpersonal skills," etc., unless you have specific examples of accomplishments to back them up. Otherwise, you come across as throwing around today's buzz words with nothing substantial to back them up.
Don’t Exaggerate
Never overstate your experience or skills when your write a cover letter. If you aren't found out in the interview, you certainly will be if you get the job. Even if you don't have every qualification listed in a job ad, be honest about yourself and highlight your strengths.
Consider Some Humor
As a Hiring Manager, I appreciate a bit of humor in a cover letter if it's appropriate. Your resume is a formal document and as a rule should never contain humor, but a cover letter gives you the chance to show a little personality. This can make you stand out among candidates. Just remember to keep your tone friendly and professional when your write a cover letter.
Avoid Gimmicks
Avoid gimmicks. An applicant once mailed in a box with two plastic toy teeth, a cover letter and note that said: "I'd give my eye teeth for an interview." Another Hiring Manager I know received a pair of dice and note that said "roll the dice and give me a chance." These things look corny and usually don't work, the one exception being for sales positions. Many Hiring Managers for sales jobs want to see some assertiveness and creativity, but bear in mind that unless your gimmick is truly original, it can backfire.
Use a Conversational Tone
When you write a cover letter, write in a conversational style. Don't use words in your cover letter than you wouldn't use in everyday conversation.
Have Someone Else Proofread
Finally, have someone else you trust read your cover letter for spelling, punctuation and grammatical errors. You can read your own letter ten times and not spot an obvious error that someone else sees immediately. Don't let that someone else be the Hiring Manager.
Good luck in your job search!
