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The format of a cover letter is relatively simple, but a few things should be kept in mind regarding how it is written and what should be included. It is important that you grab the reader's attention in the first paragraph; you should clearly communicate in the first paragraph the reason you are contacting this employer (e.g. "I am responding to your job listing with Andersen Consulting for the position of Assistant Consultant in the Information Technology Department").
Demonstrate that you have done your research about the field and the employer (e.g. "I recently read in the Wall Street Journal about IBM's prominent role in developing new business initiatives and partnerships in Southeast Asia."). You should always express enthusiasm for the position and the employer (e.g. "I am very eager to begin my career as an Systems Designer with Ernst & Young, LLP").
After a brief introduction of why you are writing, you should identify and discuss two or three main points about your resume that are particularly relevant to the position. You can discuss activities, internships, work experience, courses you have taken, language or computer skills, or anything else that would be helpful for the reader to know about you. Here are some examples:
1. If you are applying for a position as a Laboratory Technician in a Biological Research Facility, you may want to discuss a research project you are working on or have done in the past which would demonstrate your specific skill set you are marketing. You could discuss your skill in preparing histological slides using current tissue embedding and sectioning techniques. Maybe you are particularly skilled in "running gels" or setting up ELISA experiments, or perhaps vertebrate dissection or cell culturing. Whatever you have done and can demonstrate proficiency in should be said here.Remember that your cover letter is a representation of yourself. It reflects your personality, your attention to detail, your communication skills and ability to get your point across clearly and succinctly. It embodies your enthusiasm and your intellect. Your cover letter and resume are usually the only items that a prospective employer has to decide whether or not you will reach the next phase in the application process: the interview. The point of doing this is to get noticed and to stand out from the crowd in a positive fashion.
2. If you are applying to the Structured Finance Department of a large investment bank, make a point of discussing your skill in structuring Collateralized Mortgage Obligations or skill in engineering innovative bond class structures. Perhaps you have solid experience in providing investment counseling in devising efficient securities portfolios or have worked as a financial advisor for a well known company.
3. Or perhaps you are applying for a position of Technical Analyst at a large corporation or even a consulting firm. You would want to share with your employer the experience you already have had as an computer analyst, or other technically related position: This could be from a position held while in school or through an internship, etc. For example, you would want to describe your skills in building and troubleshooting PCs or implementing new software packages. Perhaps you worked as an Assistant Network Administrator helping to "connect" the University or a local business to the Internet. If you have any programming skills, this is where you would demonstrate them in a relevant example of work you have accomplished in the past or are currently working on.
Here are some quick formatting guidelines for the different sections within a cover letter:
Return Address:
Your return address should appear in the top left hand corner, without your name. As a general rule, you should avoid abbreviations in the addresses of your cover letters, although abbreviating the state is increasingly common in all business correspondence.
The Date:
The date should be presented two lines beneath your return address on the left margin of the page. Write out the date; do not abbreviate (Example: May 12, 2002, not 5/12/02). The former looks more professional and indicates you are not prone to shortcuts.
The Addressee:
Before sending your letter, try to find the name and title of the person you are trying to contact. This should appear on the left margin of the paper. Their name should appear two to four lines below the date, depending on the length of your letter, preceded by Mr., Ms., or Dr. (Do not use Miss. or Mrs., even if you happen to know the marital status of the addressee.) On the next line, list the individual's formal title then the name of the organization. If you do not have a name to address your letter to, simply type the mailing address as it appears on the job listing.
The Salutation:
The salutation should be typed two lines beneath the company's address. It should begin with "Dear Mr." , "Dear Ms.", or "Dear Dr." followed by the individual's last name and a colon. "To Whom it May Concern" is too informal and impersonal, and not appropriate. Proper greeting here is important for the sake of professionalism. However, if you are responding to an ad where no name is provided, you may wish to contact the organization and ask to whom you should direct your letter. If you are unable to obtain a name, your letter can be directed to "Dear Sir or Madam:".
The Opening Paragraph:
It is here where you state immediately which position you wish to be considered for and what makes you the best candidate for that position. This should be a one or two lead-off sentence to grab their attention. If you are responding to a classified ad, be sure to reference the name of the publication and the date the ad appeared. Keep the first paragraph short and hard-hitting. Example: "Having majored in Finance at the University at Albany, where I also worked as a Graduate Assistant, I am confident that I would make a very successful Analyst in your Investment Banking Department."
The Next Paragraph:
In the next paragraph you want to detail what you could contribute to this company, and show how your qualifications will benefit this firm. Answer the question "Why should we hire YOU?" If you are responding to a classified ad, specifically discuss how your skills relate to the job's requirements. Remember: be brief! Few recruiters will read a cover letter longer than half a page. Example: "In addition to my strong background in Finance, I also offer significant business experience, having worked in a brokerage firm, and a computer firm. I am sure that my courses in computer skills and computer programming would prove particularly useful in the position of an Analyst in your firm." Refer the reader to the enclosed resume giving additional information concerning your background and interests.
Third Paragraph :
Now that the reader knows a little about your qualifications and background, describe your interest in the corporation and bring up any specific things unique to this firm. It is common courtesy to act extremely eager to work for any company where you apply for a position, so it would not seem out of the ordinary to have done much research on the firm. Example: "I am attracted to Merrill Lynch by your recent rapid growth and the superior reputation of your Equities Research Department. After studying different investment banks, I have concluded that Merrill Lynch will be in a strong competitive position to benefit from upcoming changes in the industry, such as the present trend towards consolidation."
Final Paragraph:
In the final section you want to specifically request an interview. Be sure to include contact information such as your e-mail address, phone number and the hours when you can be reached. If you are responding to a newspaper ad that asks for your salary requirements, you may decide that you would rather discuss such matters at the job offer stage. However, not stating your salary requirements when asked to do so may jeopardize your chances of even getting to an interview, as it could be construed by the reader as either avoiding the question or an indicator that you are not good at following instructions. (This is particularly true of entry-level positions.) If you decide to state your salary requirements, do so in a range. For example, your cover letter may read, "I seek a starting salary between $38,000 and $42,000," or "I seek a starting salary from the high 30s to low 40s." If you are asking for a premium, be prepared to defend why you should be paid such a premium.
The Closing:
Your closing should begin two lines beneath the body of the letter and should be aligned with your return address and the date. Keep the closing simple; "Sincerely" suffices. Four lines underneath this, and aligned with the word "Sincerely," type in your full name, preferably with a middle name or middle initial, as this is more formal. Remember to sign the letter and consider using blue ink for reasons of originality. This immediately signifies to the reader that your letter is an original, not a photocopy, which is impersonal. Type the word "Enclosure" two lines below your signature and aligned to the left to indicate that another document has been included - in this case, your resume.
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