First things first: the cover letter has been called a COVER letter for decades, and that one name works just fine. Do we really need another name for something that has a perfectly functional name already? No? Great, let’s stop calling it an APPLICATION letter then. Yikes.
But what is a cover letter, you might ask? Defined simply, the cover letter is a written (or typeset) correspondence included in a formal application. Applicants use it to inform their prospect employer’s recruitment team that they are interested in and qualified for a vacant position being advertised. It works similar to our definition of a “letter of intent”.
Cover letters have been in widespread use for the better part of the last century. Unfortunately, this art is beginning to show signs of being lost to the changing times especially since more employers are choosing to omit the cover letter from application requirements. They do this so that they can use a more efficient screening process.
So what do we need to rediscover about cover letters? Quite a few things, actually; and we’ve put them all together here for your convenience.
In days gone by, the cover letter was a professional gesture showing a person’s genuine interest to apply for work. Nowadays, employers with strict standards and codes of conduct still consider it a proper part of application documents, to the point that they reject resumés sent in without cover letters or applications with poorly-written letters.
How do we avoid poorly-written cover letters? The diagram above shows the various components of a cover letter. Let’s take a look; just follow the numbers.
1. Margins – Like any letter, margins make the document look neat and organized. Let’s throw paragraph alignment into this topic as well. Simple 1-inch margins on each side and at the top of the cover letter combined with left or justified paragraph alignment should make your cover letter appropriate for most companies in the Philippines. Of course, if the company being applied to requires a specific margin and alignment format, follow their requirement instead.
2. Dateline – All that’s needed for this part is to make sure that you’re printing out or sending a letter with the correct date. It has to be the same date that you’ll walk in to apply or the same date as when you’ll email your application documents to your prospect employer. It may not seem like much, but for companies with date- or time-sensitive operations this can be a pretty big detail.
3. Recipient/Addressee – This is where research comes into play. Find out the name of the person who will be receiving and reading your application documents, including their position within the company. Make sure to spell the company’s name and mailing address correctly. There’s nothing more embarrassing than showing the company that you don’t even know who they are. Getting this step right will help to ensure that you use the correct…
4. Salutations – There are 2 places where salutations can be said: after the address line, and after the body of the letter. These are used to show that you are addressing the recipient with professional respect. So for the love of all that’s good, try to avoid the clichéd “Dear Sir or Madam” and “To whom it may concern” because they’re pretty inconsiderate to the reader. Also, use a colon [:] instead of a comma [,] for the most proper way to punctuate the opening and closing salutations.
5. Main Body – This is where you introduce yourself and state your intention to apply. The greatest impact can be achieved through introducing yourself and sharing a short story of how you found out about the vacancy and the company, to show that you are genuinely interested. You can actually use keywords from their job ad and include them in the letter, to increase your chances of getting noticed even if they use electronic document screening software.
When describing yourself, be direct about your professional and educational background, your experiences and why you would be perfect for the vacant position and for the company. Also, avoid just enumerating your qualities and skills, because the reader can’t be expected to simply take your word for it without proof. Try to provide examples of tasks or projects and the results that you helped your team achieve.
At the end, reiterate your intention to apply and make it clear that you are hoping and expecting to hear from them after reviewing your application. Remember to thank them for their attention to your letter!
6. “From” line – This one is rather simple, really. Just make sure your name is spelled correctly and sign it legibly. That’s it.
7. Paper – The worst thing to do to a cover letter would be to print it on substandard paper. Make sure it uses the proper paper size in the word processor (letter, 8.5 inches by 11 inches), then print it on proper letter-sized bond paper using black ink. If that’s a bit pricey, especially if you need more than 1 copy, print an original copy on good paper and have it photocopied using the same kind of paper.
Do note that these guidelines apply to both hard copies of your letter and letters sent via email (except the part about paper quality.)
Despite all these things to keep in mind, the cover letter can be a powerful tool for shaping and changing career direction. With the proper use, it can become a functional added touch that sets an application apart from the rest. Don’t worry, if writing a cover letter is not really for you, it’s ok as long as the application requirements of your targeted employer don’t include it.
In case you do apply to a company that requires a cover letter, like some of the big names in the corporate world, remember that the letter can make or break your application. So go ahead, get in touch with your inner letter-writer and start reaping the benefits of this often-forgotten career-seeking tool!