resources:applicationletters

What Is A Job Application Letter?

The job application letter (AKA cover letter) is the first impression the company has of you, so it is important to make it a good one. While your resume may be adapted to different companies by making a few minor changes (such as new objective statements), the cover letter must be tailored to each company you contact. If you've got a job advertisement then highlight keywords and phrases and use them in the letter to show that you know what the employer wants and that you are able to meet his or her needs.

The cover letter is your chance to brag about yourself. Remember, you are trying to convince the company that you are the best person for the job so tell them what makes you unique, what abilities or experience you have that will make you invaluable to the company. This means that you will probably have to do some research about the company, its current activities, and the position itself to discover how you will fit into the scene.

Keep the letter to one page and use the same high quality white stationary that you used to print your resume. Proofread the document yourself and then give it to a friend to proofread again. Remember, you are competing against many other individuals - don't give the recruiter any reason to throw your cover letter and resume away.

General Format Guidelines

Business letter format is completely left justified with no paragraph indentions.

Use single spacing within paragraph, double-space between paragraphs.

Don't start every sentence with "I." Vary the way you start your sentences to keep the reader interested.

Be formal, but not stiff. (Don't write the way you talk, but don't sound awkward, either.)

Make sure you answer the question, "Why should I hire this person?"

Type your letter using the same fonts and paper as your resume.

Elements of a Cover Letter

Opening

Date

One blank line

Recipient's name and contact info

You may not always have a contact person at the company. If you are responding to an advertisement and no contact is listed, try "Dear Screening Committee" or skip this element and include a subject line similar to a memo:

Subject: Information Technology Specialist Job Advertisement.

Paragraph 1:

Explain the position for which you are applying and how you learned of this opening. If you were directed to write by a mutual friend or an employee of that company, mention him/her by name.

Paragraph 2:

Tell the reader why you are interested in this organization or type of work. Refer to your major, university, and graduation date. Mention any courses or experience that match the company's need.

Paragraph 3:

Pick two or three accomplishments and explain them in more detail than you did in the resume. Be specific, and choose things that apply to the position for which you are applying.

The purpose of this paragraph, and the entire letter, is to answer this question:

What have you done that sets you apart from the hundreds of other applicants?

Paragraph 4:

Mention the enclosed resume for his/her review.

Ask for an interview, and follow up when you say you will.

Thank him/her for time and consideration.

List a phone number (and e-mail if possible) in case the employer wants to ask questions or schedule an interview.

Closing

Close with "Sincerely," "Respectfully," or "Cordially."

Include four blank lines for your signature - and be sure to sign it before you send it!

Type your name and contact information below. (Alternative: include your address in the header or footer as if using stationery.)

Add one more blank line after your name and then type "Enclosure: Resume" to let the reader know that there is also a resume in the same envelope.

Self-Evaluation of Your Job Application Letter

Does the cover letter…

…begin with an introductory paragraph that explains what position you are applying for and where you learned about the position? [Rhetorical Situation]

…respond to a specific job ad (personalized if that information was available)

without appearing to be a form letter? [Rhetorical Situation]

…focus on the recruiter (the “you” view) and explain what you can offer the company, not what the company can offer you? [Rhetorical Situation]

…include one or two paragraphs in which you have selected one or two concrete examples of experiences or skills and elaborated in detail about how they will help you perform the job the recruiter needs filled? [Message]

…draw links between the keywords and responsibilities listed in the job ad and your own experience or education? [Message]

…persuade the reader that you are the best person for this job? [Message]

…specify the action that you want the recruiter to take (an interview)? [Message]

…avoid misrepresentations, gimmicks, desperation, demanding statements? [Message]

…follow the conventional format of business letters with an introduction, one or two body paragraphs with detailed qualifications, and concluding statement, and a complimentary close? [Organization]

…express your interest in the job and your background in an appropriately formal, professional, confident tone? [Style & Syntax]

…avoid clichés, spelling errors, and grammar errors? [Style & Syntax]

…maintain a visual unity with the accompanying application resume? [Delivery]