Every resume should be accompanied by a cover letter with five parts. In this article I am going to demonstrate the mechanics of a well written cover letter. I hope this provides some value and enables you to craft your own cover letter to generate interest on behalf of a potential hiring manager.
The Salutation (The Hello): Get a name, any name. By hook or by crook try to get a name. Sometimes you can’t – then try To whom it may concern or Dear hiring manager.
Dear Hiring Manager:
The Opening (The Grab): Your opening paragraph is your introduction and presents the reader with some immediate and focused information regarding the position you are pursuing and a few core competencies that demonstrate your strength:
Having contributed as an operations and general business leader, I am writing to express my interest in [Name of Position] with [Name of Company]. You will see on the enclosed resume I turned around an under-performing business, substantially improved productivity and employee morale, and possess critical and creative thinking skills that will facilitate my swift contribution to your sustained growth.
The Second Paragraph (The Hook): This paragraph should define some examples of the work performed and results achieved. This paragraph should be connected to your resume. This does not mean you should copy verbatim what is in the resume. Rather, cover some key competencies that you feel define your success. In the event you are highlighting some information not contained in the resume (if you are switching careers, or have a unique value proposition), this is the perfect place to cover that information. Use bullets to define key areas of achievement and highlight what you bring:
My professional experiences include my recent position with XYZ Corporation as Operations Manager, and previous positions with ABC Corporation, and DEF Corporation. In all of my roles I guided the professional development of staff and gained consensus for the adoption of new ideas due to my demonstrated ability to clearly present value added recommendations. The following is a brief sample of the expertise I offer:
■ Conceptualized and implemented an innovative business strategy whereby inventory was maintained at vendor locations, resulting in the effective use of a JIT system and annual savings of $250,000 for XYZ Corporation.
■ Established internal operating procedures that reduced employee downtime by 15%. In addition to conducting cross-training initiatives, I fostered an environment predicated on accountability for results, which improved the team’s commitment to the attainment of short- and long-term goals.
■ Conducted industry and competitive analysis while at ABC Corporation, which enabled senior leadership to analyze potential acquisition opportunities. After contributing to the due diligence process, three targets were pursued, and resulted in one successful deal. From working with attorneys, investment bankers, and CPA’s, to serving as a key liaison to senior leadership, my recommendations were successfully implemented.
The Third Paragraph (Paragraph of Knowledge): Here demonstrate something you know about the company that prompted you to write. This shows the reader that you did some preliminary homework and understand the company’s drivers and goals:
After researching 123 Company, I understand that your immediate goal is to improve business performance and establish key benchmarks within [Name of Industry]. Your recent acquisition of [Company Name], puts you in a position to gain market share and establish a unique brand presence with potential and existing customers. Given my professional achievements, I am in a position to help you quickly achieve your goals.
The Fourth Paragraph (The Close): In the closing paragraph quickly summarize what you offer and close by either suggesting a meeting or indicating that you will call in a certain number of days. If you choose the latter approach, make sure you follow-up within the time frame you reference.
I bring a tool kit comprised of leadership, strategic planning, and analytical skills; and I would be pleased to review my credentials with you to personally explore how I can contribute as a member of your senior leadership team. Please feel free to contact me at the number above to arrange a time to speak.
Sincerely,
Full Name
Enclosure: Resume
Debra Wheatman, president of Careers Done Write, is globally recognized as an expert in advanced career search techniques.
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23 Comments
Way, way too long. With so many applicants, recruiters just won’t read an essay. Concise is best.
Muchos gracias for this post. Cool!
great tips. thank you for sharing them. i believe they’ll help me
Some really powerful ideas for the resume cover letter. Most people don’t approach it like the marketing tool that it is. Another thought, it should always be included. It is a business basic.
Lee
I think that this format sounds more like a resume. Plus it seems dry and stiff. A cover letter is an introduction, an opening, an invitation to read or at least look at the resume. How about stating somewhere in there how YOU are good for THEM. Not as a quick sum up in the last couple sentences, but a succinct, thought out statement that you would not make in the resume.
”Because your company relies on strong customer service, and you serve many different types of customer, I believe my successful experience serving a multitude of clients with various needs would benefit your sales potential. I enjoy the process of helping customers, and can hold a broad perspective that includes prominently the company’s goals while I do so” Obviously this sort of statement needs tweaking, however I know for a fact this type of approach got me an interview at a company notorious for having too many applicants for the few coveted jobs.
Unsolicited or not, you never know whose desk your cover letter and resume will land on or pass through. When I was a hiring manager, I preferred to look at the cover letter prior to reviewing a resume. I considered it the reader’s digest version of the resume. Resumes have detail that I didn’t have time to review in the first pass. A good cover letter made it to the review pile.
After looking at cover letters as a HR person for so long, there are so many mistakes that I see.
1.) Make sure that everything is spelled correctly! I’m not picky but man, grammar can be AWFUL.
2.) Make sure that you’re selling yourself. Don’t apply for a job you can’t do. So many people just apply for a job because there is an opening.
3.) Have someone proofread it. Get at least 3 people to look at it. This is a great way to get some advice!
The following comment was made a year ago. It is worth repeating as the job market challenges are even more daunting and many job seekers have tried what worked before and have found that it does not work. they should be ready for a proven alternative.
Sending an unsolicited resume with a cover letter will most often result in no response or a boiler plate rejection form letter. Including a resume will enhance the chance that your letter/resume will be sent to HR at best, for filing but will often be simply thrown out.
The only way to get the attention of a potential employer is to mount an “individual or group spot opportunity” campaign using a targeted letter. That is give the recipient a reason to first read the document and then to open a dialogue with you. The objective is to present yourself as a “solution to key core challenges” and not just one more person who is seeking employment.
Identify five or six core operational challenges the potential manager could be facing that if not addressed have the potential to do significant and often irreparable harm to the company and present those challenges in the second paragraph of the letter. This is then followed up in the letter with a branding statement, educational information, four or five significant, relevant and qualified accomplishments and a call for action. The call is for you to follow-up at a time certain not for the recipient to contact you. That is, you take proactive action and not just wait for the recipient to respond. In today’s increasingly difficult and competitive job market, this strategy will not guarantee an interview but will increase your hit ratio dramatically.
If the campaign is carried out correctly, the challenges are most relevant and compelling and you aggressively and proactively pursue potential employers, getting through to 50% of the recipients is achievable. Can your current efforts deliver this level of success.
Bill Shambrook
This is great advice! I just rewrote my entire cover letter! Thanks for your help!
Thanks for the tips you’ve given us jobseekers! I was always lazy to write my own cover letter but this has inspired me to make a impressive but truthful cover letter now. Thanks a lot and keep up your good blogs.
We also see many younger college grads relying on their transcripts other than making an impactful “First Impression”.
Agreed. Too many people underestimate the importance of an expertly written Cover letter and Resume. These are fairly good basic tips for the public. I’ll be passing them along to our clients. We find that many people aren’t very detail oriented and use a general approach to their writing.
This article would be of great help to anyone drafting a cover letter. Thanks, Debra!
I loved the line “Get a name, any name. By hook or by crook try to get a name. Sometimes you can’t – then try “To whom it may concern” or “Dear hiring manager.” Apart from that the important things to be highlighted are knowledge, skills and attitude, that is evident in second and third para.
Thanks again!
Great back-to-(new)basics article … just to add, keep it short, AND never EVER put something on your cover letter that is not on your resume`.
Do you feel it makes a dramatic difference to include information about the organization you are applying to? My professors has told me that it doesn't matter as few recruiters look at the cover letter in detail?
Do you feel it makes a dramatic difference to include information about the organization you are applying to? My professors has told me that it doesn't matter as few recruiters look at the cover letter in detail?
I'd like to know what you'd suggest to someone straight out of law school with no real job experience.
Thanks for the information on the cover letters. This is what I'm working on improving further in my 'package' — I found a lot of you information very helpful.
My question is, where should you put your education? Paragraph 1 or 2?
Hey Debra,
Great post on cover letters. Sometimes people overlook them, thinking that its just the resume that matters. The “Hook” is clearly the key and the biggest factor can be communicating to the employer they NEED you more than you need them.
Sending an unsolicited resume with a cover letter will most often result in no response or a boiler plate rejection form letter. Including a resume will enhance the chance that your letter/resume will be sent to HR at best, for filing but will often be simply thrown out.
The only way to get the attention of a potential employer is to mount an “individual or group spot opportunity” campaign using a targeted letter. That is give the recipient a reason to first read the document and then to open a dialogue with you. The objective is to present yourself as a “solution to key core challenges” and not just one more person who is seeking employment.
Identify five or six core operational challenges the potential manager could be facing that if not addressed have the potential to do significant and often irreparable harm to the company and present those challenges in the second paragraph of the letter. This is then followed up in the letter with a branding statement, educational information, four or five significant, relevant and qualified accomplishments and a call for action. The call is for you to follow-up at a time certain not for the recipient to contact you. That is, you take proactive action and not just wait for the recipient to respond. In today's increasingly difficult and competitive job market, this strategy will not guarantee an interview but will increase your hit ratio dramatically.
If the campaign is carried out correctly, the challenges are most relevant and compelling and you aggressively and proactively pursue potential employers, getting through to 50% of the recipients is achievable. Can your current efforts deliver this level of success.
Bill Shambrook
http://www.careersuccessnet.com
Bill, you make getting a job sound like a harsh reality on a distant planet. Are we still even talking about cover letters?
I'm in the market for a job right now, and I'm not entirely sure I agree entirely w/ your approach. From the hiring managers I know, unsolicited (or not) — if you make a point to talk to someone, they'll at least 'pay attention' to you.
What's the use of a good letter than no one will read? Isn't contact more important? Then worry about the 'greatness' of the letter?
What's the use of putting the time, effort and energy into a crazy self-campaign, if no one will pay attention?
No, I do not think that that is the “only way” to get a hiring manager to talk to you. Not in my experiences are a current job hunter.
In my basic experience, fresh out of school — the best way to get them to pay attention with unsolicited inquiries? Talk with them, not to them, and send anyway.
At least then, when they tell you there are no openings (in my experience at least, a lot of companies also have hiring freezes going on right now) they tell you so nicely, and do invite you to contact them again in the coming months.
As a job hunter, if I read your approach without knowing any better, I'd be scared out of my wits.
It's a good thing, I know better.
The third paragraph (paragraph of knowledge) is always the hardest for me. A lot of the companies I'm applying to are either private or too small with not a lot of information on their websites or public news outlets. Even if there are press releases done, they don't expose what the firm needs, necessarily. How am I to find this information?
I'm sure Deb has some thoughts around this, but I thought I'd send you mine too!
You ask a great question. Larger firms generally have more about them in an Internet search. You can usually find them on http://www.glassdoor.com as well (a site that posts salary information and employee's thoughts on the company anonymously).
But for small companies, you've got to be a bit more creative. I recently had a client call several of the corporate customers of a firm he was trying to land an interview with. He told them straight up that he was applying for a particular type of job and wanted to know what their thoughts were and what made them a great company to partner with. 2 out of the 3 companies were happy to give him the info, the other didn't return his call. It really helped him write an interesting cover letter since his opening line said, “After speaking with a couple of your customers, I am really excited to be applying for this position.” He went on to cite the specifics of the conversation.
Will this work in every case? Probably not, and I also think it takes a certain type of personality to do it well. But, if you can – talk t those people who you hope will be your customers when you get hired and I guarantee you'll learn a lot!