The 14th meeting, Day : Thursday, Date : 14th June, 2024, Time : 14.40 -16.10, Topic : Cover letter / Apploication Letter
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Cover Letter / Application Letter
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What Is a Cover Letter? Types and How To Write One
What Is a Cover Letter?
A cover letter is a written document commonly submitted with a job application outlining the applicant's credentials and interest in the open position. Since a cover letter is often one of only two documents sent to a potential employer, a well- or poorly-written letter can impact whether the applicant is called for an interview.
KEY TAKEAWAYS
- A cover letter is commonly submitted with a job application explaining the applicant's credentials and interest in the position.
- A good cover letter complements the resume and explains why the candidate is the ideal person for the job.
- Common cover letter mistakes can sink a job application
7 Cover Letter Blunders
Understanding Cover Letters
Most job postings are done online and no longer require a physical application. Instead, applicants send companies a copy of their resume along with a cover letter either by email or with a hard copy through the mail. A resume offers a glimpse into the professional and academic experience of a potential employee. The cover letter, on the other hand, acts as an introduction written by the candidate to express their interest in the position and what makes them the best fit for the job.1
A good cover letter complements a resume by expanding on items relevant to the job.2 In essence, it's a sales pitch that describes why the applicant is the best person for the position. Career experts advise job seekers to spend time customizing each cover letter for the particular position, rather than using a generic missive. Although this requires extra effort, it can be very helpful in allowing an applicant to stand out above the competition.
The cover letter provides information to the employer about who the candidate is as a professional and as a person. This includes their areas of interest, professional goals, knowledge, skills they've gained over the years, achievements, passions, and aspirations. The cover letter should be a one-page document that provides a clear and concise idea about why the candidate is the best person for the job. It should also highlight the cultural fit.2Types of Cover Letters
While there is no set template for a cover letter, the type of letter that you write will depend on the requirements of each individual company or employer. The information that is included in a cover letter will vary depending on the goals and purpose of your application.
- An application cover letter is the most familiar type of cover letter. This is generally written in response to a vacancy that is posted on a company's website or a job board. In addition to answering any specific questions posted in the job ad, it may also highlight any experience or skills that are suitable for the position. 3
- A referral cover letter is similar to an application letter, but it includes the name of a colleague or employee who recommended the applicant for the open position. A strong referral can help you stand out against other applicants. 4
- A prospecting cover letter, also known as a letter of interest, is written by a job seeker and addressed to a company where they would like to work. However, it is not aimed at a specific role or vacancy. Instead, this type of letter inquires about open positions in general and may highlight any special skills that make the writer suitable for the company. 3
How to Write a Cover Letter
When employers post a job ad that requires a cover letter, they may specify certain requirements for the cover letter to address. For example, they may require applicants to answer certain questions, or to respect a certain word limit. It is important to follow these requirements, as they reflect on the applicant's ability to understand and follow directions.
If the employer does not set any expectations, a typical cover letter should be about a page or less, and may include a formal greeting, contact information, and links to the applicant's portfolio or work. It should highlight any special skills, and explain why you would be a good fit for the position. This is your chance to impress the employer: Even if your resume does not have everything an employer wants, a well-written cover letter can make the applicant stand out from the crowd.4
However, it is possible to include too much information. Most employers will simply glance at the majority of their cover letters, and a long-winded essay might end up at the bottom of the pile. A few short paragraphs explaining your skills, and why you chose that specific employer, should be enough to put your best foot forward.4
Tips for Writing a Cover Letter
Writing a cover letter doesn't have to be tediousΓÇöeven though it may seem like it's a chore. Here are a few simple tips you may want to consider when composing your cover letter:
- Personalize your letter for each role. Never use a generic cover letter. This means you have to write a new one for each position. Be sure to include your strengths and skills, and explain why youΓÇÖre the perfect candidate.
- Include contact information. If the posting doesn't include the hiring manager's name, call the company, or check its website. Including this person's name gives your letter a proper greeting and also shows you have initiative. And don't forget to add your contact information, too. This is important if your resume gets separated from your cover letter.
- Simplify your letter. Communicate clearly and concisely. Using complex words and sentences would most certainly fail to convey your intentions with the company and the person reading the letter probably won't bother with the rest of your application.
- Be specific when needed. Don't rehash your resume, so be sure to quantify your accomplishments. For instance, expand on your marketing experience in your cover letter by saying you brought in 200 additional clients each month and increased revenue to $10,000. This can set you apart from candidates with vague personal details.
- Proofread. After youΓÇÖve written the letter, go over it a few times to ensure there are no errors. Then ask someone else to do a once-over and recommend any changes you may need to make.2
A simple, focused cover letter without any typos or grammatical errors will get you noticed by potential employers.A perfect resume can often be sabotaged by a poorly thought-out cover letter or one that is laden with mistakes. Whether you include the letter as per required submission guidelines, or you simply want to emphasize your interest in the job, make sure you avoid making these blunders.
- Names matter. This includes the name of the hiring manager, the company, and yes, even yours. Make sure you have the right names and the correct spelling. And don't forget to change the names if you're using the same cover letter for multiple jobs.
- Restating your resume. Since the cover letter is used to identify your skills and explain how your previous experience is applicable to the desired position, don't restate the stuff on your resume. Remember, the cover letter should complement your resume, not just summarize it.
- Keep your letter tight. Recruiters often go through hundreds of applications and don't have time to read through a three-page missive. The absolute maximum length for a cover letter should be one page, with a few concise paragraphs.
- Omit unnecessary details. Stay on topic. There's no need to mention your graphic-design skills if you're applying for an accounting position. It's a good idea to leave out personal things like your IQ, recreational accomplishments, interests, and hobbies. That is unless they relate to the job or company.
- Avoid sounding arrogant. Ensure your cover letter does not make you appear arrogant. While the cover letter is about you and your accomplishments, find a way of saying "I'm the best" without actually saying it. Avoid overusing words like "I," "me," or "my."
- Remember that spelling counts. Typos and grammatical errors can show you didn't bother to proofread your own letter. And make sure to be consistentΓÇödon't convey a dash with "--" in one place and "ΓÇö" in another.
- Design matters: with the proliferation of publishing, design trends, and software, candidates have become creative in making their cover letter stand out from a design perspective. Make sure your cover letter projects your personality in terms of design while remaining professional. That is personal signature and branding.
How Long Should a Cover Letter Be?
According to Indeed, a leading job-seeking site, a typical cover letter should be about three or four paragraphs long and highlight any special experience or achievements that make the applicant exceptionally well-suited to the position.4
How Do You Start a Cover Letter?
A cover letter should start with a formal greeting, preferably addressed to the hiring manager. If you do not know who will be reading your cover letter, a generic "to whom it may concern" is an acceptable, albeit old-fashioned, way to address a cover letter. It is also acceptable to address the letter to a title, such as "Dear Hiring Manager," or "Dear Talent Acquisition Team."5
What Should a Cover Letter Contain?
An effective cover letter should highlight the applicant's skills, experience, and any achievements that make them a good fit for their prospective employer. It is also a good chance to mention anything that is not included in the resume: For example, if an applicant is drawn to a certain employer because they love a certain product, the cover letter is a great place to mention it. Make sure your cover letter also includes your name and contact information.
The Bottom Line
In a competitive jobs market, an effective cover letter is one way to make a job application stand out. This is a chance for an applicant to demonstrate why they think they would be a good fit. However, a poorly-written or meandering cover letter can hurt an application more than it helps.
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How To Write an Application Letter (With Examples)
An application letter, also known as a cover letter, is sent with your resume during the job application process. An effective letter can add a personal touch to your application by providing more details about your background and your specific interest in the position.
In this article, we explain how to write an effective and engaging job application letter and we provide a template, example and tips.
What is a job application letter?
An application letter is a standalone document you submit to a potential employer to express your interest in an open position. The job application letter explains who you are as a professional and an individual. The letter should highlight your achievements and skills, helping to get the attention of the hiring manager or recruiter responsible for reviewing applications. When written well, this letter explains to the reader why they should ask you in for an interview and highlights the key qualifications that make you a fit for the role.
A job application letter can impress a potential employer and set you apart from other applicants. In your letter, you may also want to show your familiarity with the company to which youΓÇÖre applying. You can talk about how your professional goals and aspirations align with the companyΓÇÖs goals. ItΓÇÖs important to use your job application letter to showcase aspects of your personality.
Job application letter tips
When preparing a job application letter, follow these tips to make sure your letter includes the information a hiring manager needs:
1. Emphasize your skills and abilities
An application letter is your opportunity to sell yourself as an excellent candidate for the open position. Include specific examples of situations in which you applied your experience, abilities and skills to benefit the organization. It is also helpful to include data that supports your claims.
2. Stay concise
Although it may be tempting to include a lot of detailed information about yourself, it is important to be concise. If a hiring manager receives a letter that is multiple pages, they may not take the time to read it. A brief letter is more manageable and appealing.
3. Proofread the letter
Since this letter is serving as your first impression, you want to make sure It is as positive as possible. Make sure your letter does not have any grammatical or spelling errors to avoid a potentially negative first impression.
4. Review the job listing keywords
Most job postings will include certain skills and abilities that the hiring manager and supervisor want applicants to possess. Including these keywords in your application letter helps to show the person reviewing it you would be a good fit in that specific role.
5. Send a letter for every position to which you apply
Unless a job posting specifically states not to send an application letter, it is smart to send one for each job to which you apply. This letter offers the opportunity for a potential employer to learn more about you and gives you the chance to set yourself apart from other applicants.
How to format an application letter
When writing an application letter for a job, follow these steps to make sure you include information about yourself and your professional experience that will appeal to a hiring manager:
Use a professional format.
Create the heading.
Address the letter to the hiring manager.
1. Use a professional format
A job application letter should be more professional than a thank-you card or an email to a coworker or friend. The alignment of the document should include single spacing, one-inch margins and left alignment. ItΓÇÖs best to use a professional and traditional font, such as Times New Roman, in a size from 10 to 12 points. Try to keep your job application letter to one page. When a hiring manager reviews your job application letter, they will get their first impression of you as a potential employee, so take time to format it professionally and keep it concise.
2. Create the heading
Use a formal business heading for your job application letter. The heading should include your name and contact information, the date and the company name and address. If you send your job application letter via email, you can eliminate your name and contact information from the header and put it at the bottom of the email after the signature instead.
Example header:
[Your name]
[Your city and ZIP code]
[Your phone number]
[Your email address][Date]
[Name of hiring manager or supervisor]
[Title of hiring manager or supervisor]
[Company name]
[Company physical address]By including a professional and detailed heading, you can make it easier for the hiring manager to follow up with you regarding the position.
3. Address the letter to the hiring manager
In your research, try to find the name of the person reviewing applications for the job. Address your letter to this person with a common business greeting, such as ΓÇ£Dear Mr./Ms.ΓÇ¥ and their last name. If youΓÇÖre unable to find their preferred gender pronouns (she/her, them/they) of the individual reviewing your application, you can use ΓÇ£Dear [first and last name]ΓÇ¥ or ΓÇ£Dear Hiring Manager.ΓÇ¥
How to write an application letter
Review information about the company and position
Open the letter by describing your interest
Outline your experience and qualifications
Include aspects of your personality
Express appreciation
Close the letter
1. Review information about the company and position
ItΓÇÖs best to write a new application letter for each position youΓÇÖre applying for so you can include pertinent details and show your interest in the particular open role. Spend some time reviewing the company information, which you can likely find on the website, as well as the position listing. Compare your qualifications and experience with the list of skills in that posting. You may also want to think about specific experiences that have prepared you for the role, such as leading a team or managing a major event.
2. Open the letter by describing your interest
In the first paragraph of your letter, mention the job title for which youΓÇÖre applying and where you saw the position posting. Include your specific interest in the role and company so the reader knows this is not a generic application letter. Briefly state the main experience or qualification you have that makes you a good fit. This is the section that will draw in the hiring manager as the reader of your application letter, so it is important to appeal to that person quickly and succinctly.
Example: ΓÇ£I saw the posting for the marketing intern role on my universityΓÇÖs online job board, and I am very interested. IΓÇÖm drawn to your companyΓÇÖs mission of innovation and putting the customer first. I am in my final year of earning my bachelorΓÇÖs degree in marketing with a minor in communications, so I feel my educational experience has prepared me to work in a fast-paced marketing department like the one within your organization.ΓÇ¥
3. Outline your experience and qualifications
The next few paragraphs of your letter should highlight your experience, qualifications and skills, positioned in a way that aligns with the companyΓÇÖs goals and mission. For example, if you are applying for a job with a nonprofit organization that provides educational opportunities to underserved community members, you could talk about your experience with nonprofit organizations or educational offerings. Since a job application letter should stand on its own without a resume, itΓÇÖs helpful to include details about your experience that relate to the position to which youΓÇÖre applying.
4. Include aspects of your personality
As youΓÇÖre writing your job application letter, consider how you can incorporate aspects of your personality while remaining professional. A friendly and engaging letter is likely to appeal to the reader, especially when they can get an idea of how well you might fit with the team.
For example, in the situation mentioned above, explain in your letter you are good at connecting with children or how you value community spirit.
5. Express appreciation
Before you sign off on your letter, express your appreciation to the hiring manager for reviewing your letter and considering you for the position. The hiring manager is taking time out of their day to read what you have written, so expressing your gratitude for that time spent is a polite and professional way to close the document.
Example: ΓÇ£I appreciate the time you have taken to review my application letter. Since you likely received a number of applications and letters for this open position, I am extremely grateful for the time you have spent reading about me and what would make me a good fit for this role.ΓÇ¥
6. Close the letter
Many people use ΓÇ£SincerelyΓÇ¥ or ΓÇ£BestΓÇ¥ to close the letter, although any professional sign-off is fine to include. The final line of the letter should be your full name. If you submit a hard copy of the letter, include your signature above your typed name. When submitting an application letter via email, you should include your contact information beneath your name, rather than including it in the header.
Sending a job application letter
The format of your job application letter will depend on how you are sending it to the hiring manager or supervisor. If you plan to email the application letter, the formatting will differ from a printed, mailed letter. Your contact information should be at the bottom of an email, beneath your typed full name.
When emailing a job application letter, it is also important to consider what subject line to use to make sure the hiring manager opens the email and reads your letter. When scanning their inbox, the hiring manager will see the subject line you included first, along with your name and email address. The decision to read or delete an email ultimately depends on what subject line you choose, which means it is your chance to make a first impression.
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