Overview
A cover letter is, essentially, a business letter that always accompanies a resume and may be 3-4 paragraphs in length. It serves as an introduction to who you are, what you want, why you would be a good candidate for a job, and how you can be reached. The term "cover letter" actually applies to two separate forms of correspondence. Perhaps the most familiar, also known as a letter of application or application letter is sent in response to a specific job opportunity. The other, also called a letter of inquiry or query letter, contains the same information; but, as its name suggests, inquires whether or not an opening is available. Your goal when creating your cover letter should be to provide your reader with information that will interest him in your resume. Be sure that you do not reiterate your resume in your cover letter.
The letter of application and letter of inquiry are equally critical. This piece of correspondence is the first impression a potential employer has of you, and for that reason much care should be taken in its creation and structure. Be certain that you have thoroughly researched the companies to which you are writing and carefully developed connections between the employer's needs and your skills and experience. The Internet is a wonderful tool for this type of research, and numerous valuable links are provided here. However, don't forget the many carefully selected resources available for your use at the Department of Career Services and the Rincker Memorial Library.
A letter of application accompanies and introduces both you and your resume. Its primary purpose is to persuade a hiring employer that your experience, skills, and abilities make you the ideal candidate for the available position(s). It is also useful for including information that will enhance your resume but that does not neatly fit into that very concise document. That being said, do not expect your cover letter and resume to stay together, for they many not.
A letter of inquiry is sent alone, and for that reason it must be focused, substantive, and clear. Its primary purpose is to convince a hiring employer that your experience, skills, and abilities make you the ideal candidate for a position within the organization. If snail-mailed, use a matching #10 (regular) envelope.
Structure
Whether a letter of application or a letter of inquiry, your letter must be targeted to a specific individual or individuals; generic cover letters are no longer permissible. Just as your resume should be targeted for specific positions and the wording adjusted appropriately, so should your cover letter, for it is the introduction to your resume.
You must include and be absolutely certain that the name is spelled correctly and precede it with Mr., Ms., or another appropriate title. "Dear Sir or Madame" is antiquated and particularly offensive to many people. "To whom it may concern" and "Dear Human Resource Representative" are similarly unacceptable. It is perfectly acceptable to call the hiring organization to ask for verification of the recipient's name and to clarify his title. Be sure that the recipient's name, title, company name, and address are identical on the envelope and in the letter. It is wise to send your letter of application and resume or letter of inquiry to more than one individual. For example, if you are applying for a position in marketing research, you may wish to send your documents to the Vice President of Marketing as well as to Human Resources.
Appearance
Since visuals are very important to many people, the appearance of your resume can be a determining factor in whether or not you are chosen for the position to which you are applying. Therefore, you can not be too particular. Proofread carefully. Even one typographical error will destroy your chances of securing an interview (or even an acknowledgement). The color and weight of the paper you select for your documents - combined with the font style, size, color, and layout - will make an initial visual impact upon your reader. Your choice of words and ability to clearly describe your skills and experience, however, are essential. Words and phrases have color, shape, and texter and can, if used adroitly, be very powerful. A cover letter that can be searched by keyword is becoming increasingly important for many companies as well. Since there is no way of knowing who will search by keyword and who wn't, be certain that you draft your cover letter with either eventuality in mind.
When and How to Send your Cover Letter
Your resume, whether snail-mailed, e-mailed, faxed, or hand delivered, should be accompanied by a cover letter - even if your potential employer says it isn't necessary. You should note, however, that if your employer specifically requests that you not send a cover letter, you should certainly refrain from including one!
Snail-mailed documents should be sent flat, in a large manilla or white envelope. Do not staple pages together. Place a large label including the name and address of the recipient in the center of the envelope and a small one with your name and address in the upper left hand corner. Be sure to attach adequate postage. If you are hand delivering your documents, prepare the envelope in the same way; sealing it is not necessary. Emailed resumes should be sent in accordance with the hiring employer's guidelines. If you do not know what the guidelines are, contact Career Services for assistance.
Other Resources
