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5 Parts to a Cover Letter (a.k.a. How to Write a Good One!)

June 29, 2009 by sparktalk 

By Debra Wheatman

As a follow-up to my article on the importance of having a cover letter accompany your résumé, I am going to demonstrate here the mechanics of a well written cover letter. I hope that 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 résumé that I turned around an underperforming 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 résumé. This does not mean that you should copy verbatim what is in the résumé. Rather, cover some key competencies that you feel define your success. In the event that you are highlighting some information that is not contained in the résumé (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 timeframe 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: Résumé

Deb Wheatman is an authorized DISC Administrator and Chief Career Officer, ResumesDoneWrite.Blogspot.com. Connect to her on LinkedIn or follow her on Twitter.

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Comments

  • 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?
  • J.T. O'Donnell
    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 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!
  • Bill Shambrook
    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
    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.
  • Ron
    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 that they NEED you more than you need them.

    I built a breadth of additional tips here which might be helpful to you and your readers. Cheers!

    http://www.mahalo.com/how-to-write-a-cover-letter
  • 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?
  • lauraparis
    Hey! Good article. Cover letter is very important with the CV. Hand written much better.
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