Besides submitting a resume, cover letters provide an excellent opportunity for job hunters to sell themselves. Writing a cover letter allows you to highlight your qualifications and skills and why you are the ideal fit for a role. Thus, how you format a cover letter is just as important as the information you write in it. Consider a cover letter as an opportunity to create a lasting impression on your potential employer by informing them who you are and what you’ll bring to the company. Just like curriculum vitaes, cover letters have a specific format and style. Also, while resumes tend to be rigidly styled, a cover letter provides more room to engage your potential employer.
A poorly crafted cover letter can quickly eliminate your shot at landing a job interview. Therefore, it’s essential to put adequate effort when it comes to how you format your letter as well as the content you include. Formatting refers to factors such as line, paragraph, and section spacing, font type, and size, page margins, and document type. Complying with the typical formatting standards ensures that your letter doesn’t appear cluttered, ineligible or inaccessible. Additionally, using the right cover letter format demonstrates your communication skills, which are essential in most industries, and will inspire confidence in your abilities, skills, and qualifications for potential employers.
Read on to find out the information you need to include in your cover letter and how to format it.
1. How to format a cover letter
2. General tips to format a cover letter
3. Types of cover letters
4. Options for cover letter format
Recruiters have specific expectations with regards to the details and presentation of a cover letter.
1. Your contact information
Name
Address
City, State Zipcode
Phone number
Email Address
Date
Your contact information
Name
Address
City, State Zipcode
Phone number
Email Address
Date
2. Employer Contact Information (if it’s available)
Name
Title
Company
Address
City, State Zipcode
3. Salutation
This is merely a form of greeting, which can be personalized, depending on whether you have employer’s contact information or you have information about whom you are addressing the letter to.
Example: Dear Mr./Ms./Dr. Last Name,
Salutations should only be included if you have a contact name. Otherwise, you can skip it. Alternatively, you can write:
However, doing your homework and researching the company can assist you to determine the most appropriate person to address your letter to. Additionally, refrain from using gender-specific terms such as Mr./Ms., if you are unsure about the gender of your contact. Instead, use neutral words such as “Dear” and the person’s Last name.
4. The body of the cover letter
This part of the cover letter informs the recruiter or hiring manager the intent of the letter (for example, the position you are applying for if it’s an application cover letter), why you are the ideal candidate for the job and how you intend to follow up. The body of your cover letter should be structured in the following manner:
First paragraph
This paragraph highlights the reason why you are writing the letter, states the position you are applying for and mentions where you found the job listing (if you are writing an application letter). However, if you are writing a referral cover letter, include the name of the mutual contact.
Middle paragraph(s)
This section of the cover letter highlights the relevant qualifications, skill set, and experience. In this section, you should focus on convincing the hiring manager that you are the best candidate for the job by mentioning what you have to offer, and the value you are going to bring to the company if hired. Consider this section as an opportunity to give an elevator pitch, to sell yourself and your qualifications— the best way to do this is through matching your qualifications to the job requirements and interpreting the information included in your resume, without necessarily repeating it. You can write several paragraphs to demonstrate what makes you a great candidate.
Final paragraphs
Conclude your cover letter by appreciating the employer for considering you and taking their time to review your application. Also, include information about how you are going to follow up. Optionally, you can reiterate why you would be a good fit for the company.
5. Complimentary clause
6. Signature
Handwritten signature (hard copy letter)
Typed signature
The simplest way to format any letter is to write it first and then format it once you are done. Once all the content is written down, it is easy to make the appropriate adjustment.
Contact section
The manner in which you are sending your cover letter determines how and where you include your contact information. For hard copy letters, for sending as attachments or mailing, your contact information should be placed at the top of the page while for soft copy letters or those sent via email, your contact information should appear below your signature, in the signature section.
Employer address
How you address your letter will be determined by the amount of information you have about the employer.
Salutation
A salutation is a form of greeting that should be included at the start of your cover letter after the contact information. Typically, salutations are determined by the employer’s contact information that you have. If you don’t have any information, then skip the greeting or use the other alternatives provided above. Be keen on the gender you use.
Body
This section highlights why you are interested and qualified for the job if it’s a job application. You can opt to use paragraphs and bulleted lists to make your cover letter easily skimmable.
Closing
The closing of your cover letter should be professional.
While job hunting, it’s vital to choose the appropriate cover letter to capture the intent of your letter. There are several kinds of cover letters, the most common types being: application letters, referral cover letters, networking letters, and value proposition letters as well as letters of interest. The cover letter you use determines if you are directly applying for a job following a job ad, seeking professional job search help, or proactively seeking employment opportunities directly from employers.
Making your letter as specific as possible demonstrates why you are applying for a job or the assistance you seek. Cover letters need to be precise and address a particular purpose. Also, cover letters attached to resumes need to be tailored to meet the specific requirements of each job you apply for, as listed in the job description. Remember recruiters can recognize generic cover letters, ones which have been used to apply for several other positions. Below is a list of cover letters, their purposes, and samples:
1. Application letter
Application letters are written when applying for a specific job opening. Typically, this is considered a traditional cover letter and is sent together with a resume.
Example:
Kevin Kingsway
123 someplace street
Any town, NY 23678
555-555-5555
kevink@domain.com
December 11, 20xx
Cecilia Jacobs
HR manager
ABC School
102 Main street
City Centre, NY 67854
Dear Ms. Jacobs,
I am writing to apply for the teaching position at ABC school as advertised on the school’s website on December 10, 20xx. I was pleased to learn of this opening, as I am confident that I am the ideal fit for this role. I have six years of experience in applying the appropriate teaching and assessment strategies, as well as designing, and developing instructional, educational guides, and other teaching guides.
Below are the primary highlights of my qualifications, accomplishments, and skills:
My exceptional interpersonal skills, together with my impeccable organizational skills combined with my ability to work under pressure, help me to thrive in a fast-paced teaching environment such as your institution. Additionally, I can simplify lesson plans to achieve curriculum and teaching goals without compromising the standard of instructions. Given the opportunity, I believe I can add value and improve the school’s educational standards.
Kindly find attached my resume for your consideration. I welcome the opportunity to discuss my application and look forward to hearing from you. I will follow-up next week to check the progress of my application, and if there is anything I can help with to hasten the process. Thank you for your time and consideration.
Sincerely,
Your signature (hard copy letter)
Kevin Kingsway.
2. Referral cover letter
This type of letter states the name of the person who or institution which referred you to a job. Referral letters can have a significant role in inspiring employer’s interests, especially if the individual/institution has a good rapport with, or is well known in, the company you are interested in working for.
Example:
Date
Cecilia Jacobs
HR manager
ABCD company
102 Main street
City Centre, NY 67854
Dear Ms. Jacobs
I write this letter to express my interest for the position of social media coordinator role at XYZ company. I am a recent university graduate with a B.A in mass communication from HIJ University.
I am interested in an entry-level position with ABCD company in the marketing department. I am hoping to leverage my skills and expertise in social media. I am well versed in managing social media strategies and campaigns to enhance brand awareness and establishing a loyal client base. I am well prepared to improve and further develop my skills through learning and collaborating with other team members.
Through an internship with EFG company, I was able to hone my skills in monitoring social media activity, writing engaging content across social media platforms and assimilating various social media tools to enhance productivity. Additionally, my outstanding interpersonal, time management and communication skills make me the ideal candidate able to cooperate and collaborate with fellow team members to achieve the company’s goals.
I am confident that I will be a valuable asset to your organization. Looking forward to meeting with you and discussing this position further. Kindly find attached my curriculum vitae. Thank you for your consideration.
Sincerely,
Kevin Kingsway
123 somewhere
Anytown, CA 34567
555-444-5555
kevink@domain.com
3. Networking letter
The main objectives of networking letters are to request for job hunting advice and assistance. Typically, these letters are addressed to people in your professional network, such as colleagues, people you meet during professional or industry-specific events, and conferences or people you are connected with through social networking sites such as LinkedIn. A networking letter takes the form of a traditional thank you letter or referral letter.
Example:
Jon Doe
123 somewhere
Anytown, CA 34567
555-444-5555
JD@domain.com
Date
Contact’s name
Title
Company
Address
City, state Zip code
Dear Mr./Ms. Last Name
I am writing this letter with regards to an inspiring talk about sales and marketing at the University of ABCD late last year. During the discussion, you challenged us to be optimistic and ambitious despite the struggles and objections that come with sales and marketing career paths.
Since then, I have paid keen attention to your booming marketing ventures. This past week I read an article that highlighted you and your company’s progress, inclusive of awards you’ve received, this year.
Your advice to seek experience instead of monetary gain upon graduation was invaluable to me. As such, after graduation, my mentor introduced me to HIJ insurance firm. In the past one year, I have worked in all sectors of sales and marketing from social media marketing to insurance. I now wish to explore an industry that aligns with my educational background and interest.
I remember you mentioned that you would be happy to hear from us and answer any questions, so I procured your contact information from our professor. I will contact your secretary next week to organize for a meeting at your earliest convenience. I look forward to meeting you once more and gaining perception into my career journey.
Thanks again for the advice you shared.
Sincerely,
Signature (hard copy letter)
Jon Doe
4. Value proposition letter
These letters include brief statements explaining why a specific candidate is unique or qualified for a job position.
Example:
Kevin Kingsway
123 somewhere
Anytown, CA 34567
555-444-5555
kevink@domain.com
Date
Cecilia Jacobs
HR manager
Company name
102 Main street
City Centre, NY 67854
Dear Ms. Jacobs,
Are you looking for a well-versed and experienced social media coordinator, capable of meeting, managing, and developing your company’s social media platforms while generating and increasing revenue?
My skills as a social media coordinator will enhance your company’s social reputation as an accessible, reliable and customer oriented company, thus increasing the client base, customer retention, and satisfaction as well as growth in revenue.
Below are highlights of my achievements as a social media coordinator for XYZ company:
I have over three years of experience of successfully coordinating online brands. Kindly find attached my resume, and I will call next week to discuss the value I can add to your company. Thank you.
Respectfully,
Your signature(hardcopy)
Kevin Kingsway
5. Letters of interest
Letters of interest also referred to as prospecting or speculative letters are used to inquire about a possible job opening, as opposed to application letters which are written following a job ad, at a particular organization.
Example:
Kevin Kingsway
123 somewhere
Anytown, CA 34567
555-444-5555
kevink@domain.com
Date
Cecilia Jacobs
HR manager
ABC company
102 Main street
City Centre, NY 67854
Dear Mr./ Ms. Jacobs,
I recently read an article about ABC’s shift to digital marketing, and I am writing to inquire whether you have any open digital marketing positions.
I have ten years of experience working as a social media coordinator at XYZ, HIJ, and EFG companies. During my tenure in these companies, I managed to increase the number of website views by 70%, increased followers across the company’s social media platforms by 110%, as well as revenue growth by 50%.
Kindly, find attached my resume for your consideration. I would highly appreciate the chance to discuss the value I would add to your team if given the opportunity. Thank you for your time and consideration.
I look forward to hearing from you. I will call next week to confirm if there are any open position and if I could meet up with your team to discuss this further.
Respectfully,
Signature (hard copy)
Kevin Kingsway
Font size
Details matter when crafting a formal business letter such as a cover letter. The standard font is 10-12-point size.
Spacing
Your letter should be single-spaced all through with a space between paragraphs and sections of the letter. That is, there should be a space between your contact information, the date, the addressee’s contact information, the salutation, your body paragraph(s) and so forth.
Proofreading and editing
Again, it’s all in the details. Remember, a cover letter is the first impression you get to make on a potential employee or addressee; you aim to convince them that you are worth their time and consideration. So, remain professional. Avoid small, silly mistakes and errors by proofreading and editing your work. Use spell check applications to help you catch small errors, read your letter out loud or have a friend read it to be thorough and catch additional mistakes.
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