Cover letters - a practical guide

Your cover letter is your introduction to a potential employer. How do you want that presentation to be? Do you want it to be professional, clear and full of purpose or do you want it to be unfocused, messy and hard to follow? The answer may be obvious but how to write a good cover letter isn't. Follow these tips, and you'll go a long way to creating a great first impression.

Before you start writing, research the company and its industry. Most companies now have an elaborate website with a mission statement, quarterly reports, press releases and staff bios. Trade papers can help you research the industry. Reading these pages, along with carefully going through the job description, will give you an idea of where the company wants to be headed and the kind of people they want to hire to get there. News from CareerStructure.com will also help you to keep up to date on the latest projects taking place in the industry.

Carefully think about what you can offer the company. In practical terms, this means understanding how your skills apply to the job. Mentioning past work achievements is great for this, because not only does it help communicate how your skills apply to the position but it also shows you have excelled in some facet of a previous job. And achievements aren't just awards. Was a project able to be completed ahead of time because of your efforts? Did you help a previous employer find new projects to work on? These are the kinds of things a recruiter would love to hear.

First paragraph

This is a very straightforward paragraph. Keep it short, just two or three sentences long. You want to tell the recruiter:

• What position you are applying for — be specific so there is no doubt.
• How you heard about the position if it's relevant, such as in the case of a mutual contact.
• And, most important, why you are interested in the position. Be brief and specific. Sweeping statements will not work.

Example:

I am writing in response to your advertisement for an architect. Having worked as an architect in several projects both in the UK and abroad, I am confident that I can contribute to your firm's projects and goals.

Second paragraph

This paragraph is the meatiest. In essence, you want to write why you are qualified for the position, but you want to be clear and concise. Choose two or three points you want to get across. Focus on experiences and the qualities you exhibited. Here is where you can mention achievements at work. In some cases you may have to break up the paragraph if it gets too long.

When writing this section, remember:

• Use specific examples in your career, as they go a long way in helping the recruiter understand, and remember, your abilities.
• Just use this as a place to repeat block passages of your CV. Your CV lays out your work experience; your cover letter explains how those experiences apply to the job at hand.
• Mention the job and the company. This shows the recruiter you are really thinking about what you can bring to the job.

Example:

I began my career 12 years ago, and since then I have been a valuable asset to my employers by helping projects complete on time, being an integral part in acquiring the right planning permissions in the UK and in overseas markets and working with suppliers to keep costs low. At ABC Company, I was the architect on an urban development project in India. We completed that project ahead of time, thanks to being able to work efficiently with the right representatives to begin the project. Then at DEF Company, I created forward-thinking designs that used eco-friendly materials. Securing the materials was an important part of this project. I enjoy challenges, and I can assure you that my experience, knowledge and track record to date make me a strong candidate for this role.

Final paragraph

This is the wrap-up, but you still want to be sure you mention certain key things. In particular, you want to:

• Refer to the enclosed CV.
• Request an interview to further discuss your candidacy. Specify when you are available.
• And thank the recruiter for taking the time to consider you for the position.

Example:

I have attached my CV with this letter. I would love the opportunity to meet with you and discuss my candidacy further. I am available for an interview after the 15th of next month. Thank you for taking the time to consider me for this position.

Check before you send

Now that you have completed the letter, it is very important you read through it and check for misspellings and grammatical mistakes. Most text editors are good at checking spelling, except when it comes to names. Make sure you have the company's correct address and that you have spelled the person's name correctly. It's ideal if you can get someone else to read the letter and give you feedback.

Also, be sure you've included all the information the job description asks for in a cover letter. Some companies want you to include extra information, such as salary requirements and start date availability. That being said, there's no requirement to include personal information like your marital status or age. In most cases it's not relevant to your suitability for the role. Any requests for personal information should be stated and explained in the job description, such as the need for a clean driving licence, for example. There's no need for you to justify lifestyle choices such as why you want to work part-time.

Final thoughts

 

You may be tempted to use the same cover letter for several jobs. It may save you time but is it really going to help you get the job? You should see a cover letter as an opportunity to convince the recruiter you're the right person for the job. If they are reading your cover letter, that means they are interested in you. Ask yourself what kind of introduction you want to make.