There are several good books on cover letters. Your public library should provide a good selection. In addition, university career services websites, such as the on at Virginia Tech offer thoughtful, proven instruction.
With a reviewed and updated resume in hand, you now need to bring your qualifications as seen on the resume to the attention of the employer. In most cases, your resume will be mailed to the employer with a cover letter. Since the cover letter makes the first impression, it is extremely important in placement success. A cover letter that is poorly done often results in discarding all of your application materials. Think of the cover letter as being a way to filter applications into a keep or a discard stack.
A good first impression should guarantee that your resume will be read with care. Although members of the search committee or the employer are not likely to see the envelope, it is best to have an attractive, neat, business-like envelope for your cover letter and resume. A white or off-white color is best. The paper used for the letter should also be of good quality, standard size, and white or off-white. Paper and format of cover letter and resume should match.
Besides opening the door for the resume, the cover letter provides an opportunity to provide the prospective employer with supplementary or complementary information that individualizes or customizes the more general resume. The cover letter should clearly link the resume to a particular position. Don't attempt to use the same cover letter for more than one position. However, you may use the same cover letter template in several applications
There are two types of cover letters. The first responds to a particular, advertised position. Since information about the position is known, this letter specifically relates your skills to those required in a particular position description.
Writing should be direct, clear, and simple. Sentences should be reasonably short. Paragraphs should also be short so that they are easily skimmed. Writing is formal and professional. Comments on previous employment or other experiences must be positive. Employers will use this letter as a sample of your writing ability.
The purpose of this letter is to clearly indicate why you are qualified for this position. Begin by reviewing the required and desired qualifications in the position announcement. The heart of the letter is a point by point response to the most important required qualifications.
Clear, direct indication of purpose. Identify position applied for and your source of information about the position.
Specific comment on why you seek this position. Some brief knowledge of the information agency (from your research) should be evident. For example, what is unique about the agency? Its mission, goals and objectives? The community served? Services and collections?
In a summary manner, succinctly match major required and desired qualifications with your skill and experience. It's usually helpful to create a list of the desired and required qualifications from the position announcement. Check those that you have. Then summarize your qualifications.You may also briefly mention skills and experiences specifically relevant to the position that are not included on the resume.
Thank employer for their consideration. Indicate action that you have taken, e.g. letters of reference are being sent. Indicate willingness to supply more information.You may indicate availability for an interview.
While some experts suggest that three paragraphs should be the maximum, four seems fine to me since the opening and final paragraphs are short ones.
Proofread with considerable care. Reading your cover letter aloud slowly often helps to identify problems. It is also a good idea to have another read it if she will provide you with honest critical comment.
Place yourself in the role of the personnel officer. How would you react to this letter? Does it stimulate interest and provide evidence of enthusiasm for information work? Does the letter clearly show familiarity with the employer? Would it make you want to interview the applicant? Does it clearly highlight strengths?
Research finds that library personnel officers expect to find four elements in the cover letter: (1) which position sought, (2) relationship between position and applicant's career [note that employment is not a CAREER objective] objectives, (3) why the position is being sought, and (4) evidence that the applicant is familiar with the agency. Does your letter contain each of these elements?
With so many applicants for entry level positions, some agencies may not reply to your letter. If still interested in a no response agency, send a friendly follow-up letter. Include these elements: (1) which position you applied for, (2) when you wrote, (3) your concern that the letter may not have reached them, (4) include another copy of your cover letter and resume, (5) request response re: status of your application, and (6) thanks for their help.
The second type of letter, often called unsolicited, is a letter of inquiry written in the hope that a position may be open or may open in the future. Since there is no known vacancy, this letter is more general. In order to mail these letters, you must have a list of target information agencies.
You need to make a ranked list of geographical areas where you wish to work. Consider commuting distance when you map out this area. If commuting time and effort are reasonable, you may be able to expand your geographical area. Use appropriate directories to identify potential employers in your geographic areas. Carefully record information about the information agency, making certain that you have a complete address and the full name and title of a likely contact person.
The purpose of this letter is to make a contact and create a positive impression. Since there may be no position vacant, the probability of success may be slight. However, an unadvertised position may be identified and you could be one of just a few applicants. Your aim is to cause the employer to feel that discussion with you would be worthwhile even if no positions are open.
You may ask directly for an interview and say that you will call to arrange one at a suitable time. You want the opportunity to talk with the employer about her information agency and prospects for employment in the future. Do not expect a response from each letter sent. Many agencies will not reply, especially if there are no vacancies.
Information agencies unconcerned with affirmative action are most likely to have positions that are not advertised or are not advertised outside the local area.
Clearly indicate why the letter is being written and what action is being requested, e.g. place your material in a file, send you an application form, make an appointment, and the like.
Specifically indicate why you have selected this particular agency. Use the information you gathered in your research. You may also wish to indicate why the local community is attractive, but avoid giving the impression that your primary interest is being near the beach or wherever.
Highlight your qualifications to arouse the employer's curiosity. Include a clear, direct indication of what you have to offer and how you could benefit the agency. It is not enough to say that you are good. Provide specifics.
Thank employer for response or action. Indicate willingness to supply further information or visit the agency.
Typically, an information agency personnel officer receives a large number of letters of each type. For example, it is not unusual for an academic library to receive several hundred letters for an advertised entry level reference position. Your letter will need to be superior to make a difference.
Much negative filtering is done at this stage of the hiring process. In order to reduce the pool of applicants to a reasonable number, the employer is likely to first weed negatively, i.e. discard letters and resumes with evident problems such as typographic errors, poor grammar, written on notebook paper .... This means that your letter must be as perfect as you can make it.
Use quality white or off-white 8.5 x 11 bond paper that matches your resume paper. Do not use erasable bond.
Presentation must be perfect. No keyboarding errors of any kind. No spelling or grammatical errors. Generous margins throughout. Do not crowd information. Leave adequate room for the signature block. Print must be clean and dark
Write to a particular individual after having verified name and title. If in doubt, send to the head of the information agency.
Avoid any form letter attributes. The letter should be individualized for this employer and this position. It must look like an original even if you use boiler plate.
Do not compose the letter until you have researched the information agency and its parent organization. Be able to identify and write specific, informed, and thoughtful reasons why you are interested in a position there.
The letter should not duplicate the information readily found in the resume except as brief highlighting of relevant qualifications. Use concrete, direct language. Emphasize what you can do
Normally, the cover letter should be no longer than a page and one half. Some experts say that one page is the limit for entry level positions.
