Table of Contents

Title Page

Copyright Page

Introduction

Chapter 1 - ▶ Simple Truths About

The 6 Simple Truths About Cover Letter Writing

Chapter 2 - ▶ Simple Truths About

The 4 Simple Truths About Cover Letter Formatting and Design

10 Critical Mistakes to Avoid

Chapter 3 - Simple Truths About

The 5 Simple Truths About Cover Letter Writing

Streamlining Your Writing Process

Chapter 4 - ▶ Simple Truths About

E-letters Work in Today’s E-search Environment

Capture Your Reader With the Subject Line

E-mail Letters Are Different Than Traditional Cover Letters

Creating and Using ASCII Text Files

Sending Your Cover Letter as an E-mail Attachment

Preparing Your Files for Transmission

Scannable Cover Letters

Avoid These Critical Mistakes When Preparing Your E-cover Letters

Chapter 5 - ▶ Cover Letters for

Keywords and Keyword Phrases

Chapter 6 - ▶ Cover Letters for

Keywords and Keyword Phrases

Chapter 7 - Cover Letters for

Keywords and Keyword Phrases

Chapter 8 - ▶ Cover Letters for

Chapter 9 - Cover Letters for

Keywords and Keyword Phrases

Chapter 10 - Cover Letters for

Keywords and Keyword Phrases

Chapter 11 - ▶ Cover Letters for

Keywords and Keyword Phrases

Chapter 12 - ▶ Cover Letters for

Keywords and Keyword Phrases

Chapter 13 - ▶ Cover Letters for

Keywords and Keyword Phrases

Chapter 14 - ▶ Cover Letters for

Keywords and Keyword Phrases

Chapter 15 - ▶ Cover Letters for

Keywords and Keyword Phrases

Chapter 16 - ▶ Cover Letters for

Keywords and Keyword Phrases

Appendix A - ▶ Cover Letter Writing Worksheet

Appendix B - ▶ Professional Keyword List

Appendix C - List of Contributors

About the Authors

Copyright © 2007 by Wendy S. Enelow and Arnold G. Boldt

All rights reserved under the Pan-American and International Copyright Conventions. This book may not be reproduced, in whole or in part, in any form or by any means electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system now known or hereafter invented, without written permission from the publisher, The Career Press.

NO-NONSENSE COVER LETTERS

EDITED BY KARA REYNOLDS

TYPESET BY EILEEN DOW MUNSON

Cover design by Design Concept

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To order this title, please call toll-free 1-800-CAREER-1 (NJ and Canada: 201-848-0310) to order using VISA or MasterCard, or for further information on books from Career Press.

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Library of Congress Cataloging-in-Publication Data

Enelow, Wendy S.

No-nonsense cover letters : the essential guide to creating attention-grabbing cover

letters that get interviews and job offers / by Wendy S. Enelow and Arnold G. Boldt.

p. cm.

Includes bibliographical references and index.

ISBN-13: 978-1-56414-906-0 ISBN-10: 1-56414-906-4

eISBN : 97-8-160-16381-6

1. Cover letters—Handbooks, manuals, etc. 2. Applications for positions—

Handbooks, manuals, etc. I. Boldt, Arnold G. II. Title.

HF5383.E47894 2007

650.14’2--dc22

2006022101

Introduction

Cover letters are often considered the plague of the job search. Most job seekers spend a great deal of time and effort preparing a winning resume, and then fail to appreciate just how important cover letters are to their successful efforts. To ensure that you don’t fall into this trap, we’ve written this book to share our insider secrets to cover letter writing, design, formatting, and distribution.

If you’re currently in the job market, we’ve got some great news for you! According to the U.S. Bureau of Labor Statistics, total employment in the United States is expected to increase by 14.7 percent between the years 2004 and 2014 (www.bls.gov). As the numbers indicate, it’s a great time to be looking for a job, whatever your particular situation (such as graduating college student, skilled tradesperson, mid-level professional, senior-level executive, return-to-work mom, or military veteran). Opportunities are everywhere, and your challenge is to position yourself so that you can capture those opportunities and land a great new job.

Developing a powerful cover letter to accompany your resume is key to opening doors and generating interviews. Ultimately, cover letters and resumes do not get jobs; people do. But by creating a set of documents that clearly communicate who you are, what you can do, and how well you do it, you can present yourself as a desirable candidate in the eyes of prospective employers. Equipping yourself with one or more cover letters that complement a powerful resume will instantly give you a distinct and measurable advantage over your competition.

To help you achieve that competitive edge, we’ve created a one-of-a-kind cover letter book that clearly and concisely guides you through the letter-writing process. To be sure that this book is easy to use, we’ve cut through all the confusion and gotten right down to brass tacks: our no-nonsense approach. We’ve given you the information you need, provided you with the worksheets to assemble all of your information, demonstrated how and where to use that information, and included more than 100 sample cover letters addressing a wide array of situations. When you’re finished with this book, you should have a cover letter, or perhaps a set of letters, that are powerful and polished—true no-nonsense cover letters that position you to successfully pursue your career goals.

As you read this book, you will note references to No-Nonsense Resumes, our companion book (also from Career Press), which provides you with similar insights into the resume-writing process. We encourage you to consult that book in preparing your resume and use the two books together in developing an integrated and powerful approach to your job search documents.

Chapter 1

▶ Simple Truths About

Cover Letters

There was a time when cover letters were merely letters of transmittal. They simply alerted the reader that the applicant was enclosing a resume and was available for an interview. Today, however, as the job market has become both more sophisticated and more competitive, the importance of cover letters has changed dramatically.

Covers letters have evolved into a vital part of the “package” a job seeker presents to a prospective employer. Well-constructed cover letters must simultaneously complement your resume, address an employer’s job requirements, and communicate your strengths to the hiring manager. In a word, your cover letters must sell you as the ideal candidate for the job. As with your resume, cover letters encompass a unique combination of creative language, careful planning and strategy, and effective execution.

As professional resume writers, we follow a very systematic, no-nonsense approach to cover letter writing that has helped tens of thousands of job seekers grab the attention of employers, secure interviews, and achieve their career goals. Now, we’re going to share that information with you in the first-ever, no-nonsense guide to cover letter writing that gives you insider secrets to writing polished, well-positioned, and powerful cover letters. If you follow the steps, activities, and strategies outlined in this book, you’ll be able to prepare cover letters that work hand-in-hand with your resume to offer employers sharp, distinctive, on-target presentations that will generate interviews and offers. For more information and advice on writing your resume, be sure to consult our companion book, No-Nonsense Resumes (Career Press, 2006).

The 6 Simple Truths About Cover Letter Writing

As you begin to write your cover letters, there are six key concepts that you must understand. Professional resume writers live by these truths and understand how critical they are in crafting cover letters that position applicants as attractive candidates for the right career opportunities.

Truth #1: Effective cover letters contain 10 key components.

Truth #2: Cover letter writing is sales.

Truth #3: Cover letter writing is all about strategy.

Truth #4: Targeted letters work best.

Truth #5: The cover letter must match the resume.

Truth #6: Each circumstance presents its own challenges.

If you can truly grasp what these concepts mean and how they apply to your particular job search situation, you will be able to write powerful letters that will attract an employer’s attention and lead to interviews. Let’s explore each of these simple truths in much greater detail.

Truth #1: Effective Cover Letters Contain 10 Key Components

If it’s been a while since you have been engaged in an active job search, you may well be asking yourself, “Exactly what goes into a cover letter? What should I say?” Following is a list of the key elements every letter should contain, followed by an example that effectively integrates all 10 components. Chapter 2 (design and formatting) and Chapter 3 (cover letter writing) deal with essential format and content issues in much greater detail, but for now, remember to include each of these items in your letters:

1. Your contact information: Name, phone number, and (personal) e-mail address should appear at the top.

2. Date: The preferred format: December 12, 2006.

3. Inside address: The name and address of the person who will receive the letter.

4. Reference line: This line is optional, but when used, should appear directly below the inside address. It states the title of the position for which you are applying and may include a reference code or job number if applicable.

5. Salutation: This is the familiar, “Dear Mr. Jones:” or “Dear Ms. Smith:”. If you don’t know the name of the recipient, it might say, “Dear Hiring Authority:” or “Dear Sir/Madam:”.

6. Opening paragraph: Who you are and why you are writing. The more compelling this is, the better.

7. Content/main body of the letter: Your unique skills and why you are an ideal candidate for the job opening in question.

8. Closing paragraph/call to action: Ask for an interview or tell the recipient that you will follow up soon to schedule an interview.

9. Closing: “Sincerely,” “Respectfully,” or another similarly appropriate closing, followed by your signature.

10. Enclosures: Reference what other documents are enclosed in the “package” (for example, resume, reference list, job application, and/ or leadership profile). Do not include anything that was not requested. Note that this element—enclosures—is optional and does not necessarily have to be included to make your letter effective.

The example on the following page illustrates the 10 key components of every successful cover letter.

Truth #2: Cover Letter Writing Is Sales

Just as with resumes, cover letter writing is about sales, marketing, and brand positioning. Envision yourself as a unique and special commodity: just the right solution to a problem for employers who need the features and benefits you have to offer. Your resume should reflect the best plan for marketing yourself to those employers who have a demand for the skills and qualifications you offer. If developed properly, your resume should serve you well throughout your job search. In some instances, you may wish to “tweak” your resume to emphasize a particular skillset or highlight an accomplishment especially relevant to a particular job opening, but by and large, it will remain the same.

By contrast, when you write your cover letters, your goal should be to demonstrate to a particular employer just how your unique skills and qualifications relate to that firm’s specific needs. As such, each cover letter you write will be unique, depending on the recipient and the specifics of the situation (job description, your research on the company, or other information you’ve learned about challenges facing the employer).

Think of the cover letter/resume package that you present to a prospective employer as a piece of direct-mail advertising. Not unlike direct-mail pieces that arrive in our mailboxes, the goal of the cover letter and resume package is to grab the reader’s attention and prompt that person to act; namely, by reading the cover letter and resume, and then offering the candidate the opportunity for an interview.

The no-nonsense approach to the job search is a bit more subtle than that used by mass advertisers in direct-mail campaigns. However, the underlying strategy is the same: specifically, prompting the recipient to read and respond to the material in a favorable manner. Your cover letter must capture the reader’s interest and draw him or her into the resume, ultimately encouraging a decision-maker (HR director or hiring manager) to decide, “I want to speak to this candidate!”

Know Your Audience

The first step in writing your no-nonsense cover letter is to know your target audience and understand their needs and desires. Try to put yourself in the employer’s shoes and recognize how the unique skills and qualifications you offer will be able to address that employer’s specific needs. Your cover letter should focus on your capabilities as they directly relate to the target company’s particular requirements.

If you’re applying for a specific position, the job posting should give you a great deal of information about what skills, knowledge, competencies, and other qualities are essential. When you’re applying to a company in the absence of a specific job advertisement, you can learn a great deal about the organization, its needs, and its challenges by researching the company on the Internet. This will allow you to focus your letter on the skills and experiences you offer that will help the employer meet those challenges.

Position Yourself as “The” Solution

In our companion book, No-Nonsense Resumes, we stressed the importance of writing your resume in the first person. When you write your cover letters, you still want the focus to be on you, the candidate, and you may use the first person where appropriate. However, to be optimally effective, your cover letter should position you as the solution to one or more of the employer’s challenges. The prospective employer should feel that you are writing to him or her, that you know what his or her firm needs, and that you can deliver what you promise. For this reason, we recommend that you minimize the use of the personal pronoun, “I,” especially at the beginning of a sentence or paragraph. The goal is to highlight your qualifications for the job, while at the same time making the employer believe that you understand the firm’s specific needs and can fulfill them. Take a look at these two examples of opening paragraphs to better understand what we mean:

Example #1: Overuse of “I”

Dear Ms. Smith:

I am most interested in the position of Customer Service Representative you advertised in Sunday’s newspaper. I believe that I can perform this job very well, and I have enclosed my resume, which highlights my skills and qualifications.

Example #2: Same message, with focus on the employer

Dear Ms. Smith:

Your recent advertisement for a Customer Service Representative appears to be an excellent match for my existing capabilities. My account relations experience, organizational skills, and careful attention to detail are all consistent with your requirements for this position, as you’ll note on my enclosed resume.

Examples 1 and 2 convey the same information, but notice how Example 2 flows much more smoothly and engages the reader more fully by the strategic use of second-person pronouns (you, your, and so on).

Here are two more examples, from the middle paragraphs of a cover letter, that also demonstrate the concept of focusing your letter on the employer’s needs:

Example #3: Poorly placed first-person pronouns

I expedited customer orders at Medco, where I also resolved billing discrepancies and tracked shipments. I also advised customers about new products that were potentially beneficial to their business. I note that these skills are similar to those mentioned in your job posting.

Example #4: Better sentence structure and use of pronouns

Among my duties at Medco, I expedited orders, resolved billing discrepancies, and tracked shipments, as well as promoting new products to existing accounts. All of these functions directly relate to the duties outlined in your posting.

The goal is to make the reader feel like the focus is on him or her, even though your objective is to tout your own skills and qualifications.

Taking this concept one step further, your ultimate goal is to sell yourself to potential employers. Draw the reader into the resume by referencing one or more of your accomplishments that are clearly relevant to the employer’s specific hiring needs. Demonstrate how you can be a solution to a challenge facing the business. Both of these concepts are demonstrated in this example:

Example #5: Selling yourself into your next job

You’ll notice on my enclosed resume that while at Automotive Electric, Inc., I was instrumental in reducing scrap and reworks on the armature winding line by 83%, leading to annualized savings approaching $500K. I understand that your firm is aggressively pursuing Lean Manufacturing initiatives driven by cost-reduction programs. My demonstrated success in achieving tangible results in this area will be an asset to your manufacturing operations as you seek to advance these goals.

Also inherent in the previous example is the “Sell It; Don’t Tell It” concept, which is a compelling way to communicate your value and the benefits you can bring to a new employer. Rather than simply telling your reader what you have done, you want to sell what you’ve accomplished and contributed. Here are some more examples:

Example #6: Sell It; Don’t Tell It

▶ Telling It:
I performed customer service and inside sales duties for a firm selling hydraulic valves.

▶ Selling It:
As an Account Manager for Valiant Valves, I maintained a 93% customer satisfaction rating (second highest in the department) and was the leader among a 10-member team in selling additional products and services to my existing account base.

▶ Telling It:
I handled general ledger, accounts payable, and payroll functions for a large company.

▶ Selling It:
In my capacity as a Senior Staff Accountant, I managed general ledger and accounts payable for a $26 million manufacturing operation, plus administering payroll for 120 hourly and 14 salaried employees.

Notice how each of the “Sell It” examples sells the candidate’s capabilities by offering quantitative information about the scope of that individual’s responsibilities and measurable results. As you read the later chapters of this book, you will see numerous additional examples of how this sales principle can be powerfully applied to virtually any career field.

Truth #3: Cover Letter Writing Is All About Strategy

When we talk about cover letter strategy, it’s really all about understanding who your audience is and what approach will be most appealing to a particular audience. The tone, content, and format of your cover letters will necessarily change based on what you know about the reader. Is that person a recruiter or does he or she work for the company? In Chapter 3 we discuss in detail how to create letters that are appropriate for each of these different recipients. For now, just know that it’s important to understand that the message you communicate and the information you share will differ from one audience to another.

The lion’s share of cover letters that you will write over the course of your job search will most likely be directed to companies—the firms that would actually employ you, and many of those will be for specific job openings. These letters should be targeted to the specific opportunity, and you should avoid sending a generic, one-size-fits-all cover letter in such circumstances.

The best way to approach these letters is to carefully read the job posting and identify how your qualifications match what the employer is seeking. Examine how your skills and accomplishments demonstrate your ability to fulfill the employer’s requirements as stated in the job description. Then write a cover letter that sells your capabilities to that specific employer for that specific job. Generally, bullet points work best when you want to convey a list of specific qualifications, skills, projects, or achievements. Paragraphs, on the other hand, allow you to tell one or more brief stories about how your experiences relate to the employer’s needs.

Unique Strategies for Writing to Recruiters

Recruiters are generally in a hurry and, with a few exceptions, they only get paid if they find the ideal candidate for their customer, the employer that they represent. Note that we said they represent the employer, not the job seeker. This is a vitally important concept to remember because the recruiter’s motivation lies completely in satisfying the hiring company. For this reason, cover letters directed to recruiters should be succinct and to the point, so bullet-format letters are often your best choice.

You may also want to include information in a letter to a recruiter that many experts would advise against including in a letter written directly to an employer. This might include information about your salary history or salary requirements, geographic preferences, and availability for travel. That type of information will help the recruiter match you to an appropriate position and not waste his or her, your, or the employer’s time. However, when writing directly to a prospective employer, offering this information in an initial cover letter can harm your chances of employment.

You’ll read more about the differences in company and recruiter letters in Chapter 3. For now, just remember that the recruiter is an agent for an employer, so you should reference “your client” or “your client’s firm” instead of “you” and “your company” when writing recruiter letters.

During the course of your job search, there are a number of other audiences you may write to, under a variety of different circumstances. These may include broadcast letters to recruiters or companies and networking letters to friends or professional contacts. You will find these covered in detail when you read about design and format (Chapter 2) and the actual writing of your letters (Chapter 3). Understanding the different types of letters and how to use them when writing to various audiences will help you to prepare letters that hit their target, grab attention, and generate interviews.

Truth #4: Targeted Letters Work Best

Broadcast letters and networking letters are the best examples of cover letters that are not targeted. They’re more general letters, written and sent to more general audiences that may not have any specific job openings. Think of a radio or TV broadcast that reaches thousands (perhaps millions) of people with the same message. Similarly, you might send a broadcast cover letter (along with your resume) to dozens (or possibly hundreds) of potential employers.

However, the vast majority of cover letters you will write are likely to be targeted toward a specific job opening with a particular company. For these situations, you’ll want to create cover letters that respond directly to the employer’s needs and convince the hiring authority that you are a strong candidate for that particular position.

To accomplish this, carefully examine each job posting to identify the specific requirements of the position and, when possible, research the company’s mission statement and values, its corporate culture, and any critical challenges they are facing. This information will help you to better understand the employer and how you can deliver value to that company. What’s more, in today’s Internet-based world, finding that information can be as easy as a few keystrokes!

Once you’ve identified the key requirements for the job—what the employer sees as most important—you can develop bullet points, or short paragraphs, that tie your experiences to the company’s specific needs. Here are two examples:

Example #7: Bullet point (employer’s stated requirement in bold)

• Developing and managing budgets: As Director of the Erie County (PA) Library System, I was accountable for an $18 million annual operating budget. As Library Director in Meadville, I developed a five-year capital improvement plan and championed a three-year technology plan.

Example #8: Paragraph style (telling a brief story):

While reviewing information on your Website, I noted that you are pursuing an array of fund-raising initiatives. Shortly after assuming the role of Executive Director for the Healing Education & Arts Retreat of Tonawanda (HEART), I established the Assistant Director of Marketing & Community Relations role, recruited a talented professional, and charged her with raising community awareness. Through a series of special events, we boosted membership, increased program participation, and developed a strategy for promoting our spacious facility as a meeting venue, creating an entirely new revenue stream for the organization.

You will find many more examples of bullet points and paragraphs in subsequent chapters, with samples specific to your career field in Chapters 5-16.

Get Contact Information

Ideally, your cover letters should always be directed to a specific individual. Hopefully, that person’s name and contact information will be listed in the ad or posting. When it’s not, some applicants will take the extra step of doing some detective work to find the name of the appropriate person. Sometimes, this is as simple as visiting the firm’s Website and finding the name (and click-through e-mail address) of the director of human resources, the general sales manager, the VP of manufacturing, or any one of a number of other individuals you may want to contact.

There are also directories at the library that list key people at various companies, or you can call the company and ask the receptionist, “Who is the chief marketing person with your company? What is his or her proper job title? How would I best direct a letter to his or her attention?” This works more often than you might think, because the receptionist is there to provide information and be helpful. Should you encounter an automated, menu-driven phone system, with a bit of persistence you can usually navigate the system to acquire the information you need.

However, we don’t recommend spending all of your time sleuthing for the right contact at a firm. If you absolutely can’t find the name of a specific individual, you’ll want to follow the instructions in the job posting or possibly look for a link to career opportunities on the firm’s Website. If you’re in doubt about what to use for a salutation, we prefer “Dear Hiring Authority,” “Dear Recruiter,” or “Dear Sir/Madam” as opposed to the outdated “To Whom It May Concern.” Of course, the rest of your letter should follow all the principles previously mentioned in addressing specific job requirements and connecting your skills and accomplishments to that employer’s needs.

Truth #5: The Cover Letter Must Match the Resume

If you followed our advice in No-Nonsense Resumes, you should already have a resume that portrays the best you for the type of position(s) you are seeking. Now, your challenge is to write cover letters that complement and support your resume. Specifically, this means that your cover letters must “match” your resume and be targeted to the same types and levels of positions.

Consider this: A senior manager uses different language, tone, and style when writing his or her resume and cover letter than an engineer or technology professional does. Likewise, a skilled tradesperson has a different vocabulary than a school teacher. All must use proper grammar and spelling, while at the same time staying true to their own experiences and the environments in which they work.

Your cover letter should also complement your resume without repeating the exact same information you’ve already included in your resume. You do want to connect the reader to your resume by highlighting relevant points, but try to avoid using, verbatim, the same words that appear in the resume. Read the examples and you’ll see exactly what we mean:

Example #9: Paragraph style—overtly directing reader to the resume:

During the 1990s, I led a creative team with Epstein & Partners, LLP, where I successfully managed PR campaigns supporting the launch of new consumer products, food products, and business-to-business equipment. All of these campaigns delivered exceptional results for my clients as outlined on the attached resume.

Example #10: Bullet style—references to past employers subtly encourages reader to flip the page and read the resume:

Among my experiences directly relevant to your needs are the following:

☆ Full-charge bookkeeping for manufacturing, professional services, and retail sales firms. (Andrews & Arthur, LLC)

☆ Preparation of sales, income, and payroll tax filings, as well as consultation with clients on tax-planning issues. (GMPK)

☆ Implementation of automated accounting applications for a variety of small business clients. (Thomas Williams, CPA)

Keywords Are Critical

Using keywords is one of the best ways to link your resume and your cover letters. In simple terms, keywords are those buzz words found in each and every profession. They identify the essential skills, knowledge, and expertise that distinguish someone in a particular field. For example, keywords for a sales professional include territory management, account management, sales presentations, sales negotiations, product management, and many more. Keywords for a bookkeeper include accounts payable, accounts receivable, payroll processing, general ledger, tax filings, and more. You probably already know what the keywords are for your current job—you use them every day—but they’ve become so second nature to your day-to-day activities that you might not recognize their importance.

The use of the proper keywords in your cover letters will not only help match your letters to your resume, but will also increase your chances of landing an interview if your cover letter and resume package gets uploaded into an electronic database. When this happens, both your resume and cover letter will be scanned by specialized software that searches for keywords that are relevant to a particular position. Once the software identifies the right keywords in your documents, you will be chosen to move on to the next phase in the candidate selection process.

The Final Presentation

One final word on matching your cover letters to your resume: In order to present prospective employers with an attractive, integrated package, the fonts (typestyles) and overall design of your cover letters should coordinate with your resume. In the example that appears on the following pages, notice how the graphic design used for the candidate’s contact information is consistent between the resume and cover letter. Note, also, that the same distinctive font (in this case, Bookman Old Style) has been used for both the letter and the resume, and that bold print and italics have been used to highlight achievements and notable information in each document.

Whether these documents are printed on fine resume stock (always use the same paper for both cover letter and resume) or transmitted electronically, the entire presentation comes together to leave a lasting impression on the reader, one that will ideally lead to an interview for you, the job candidate.

Truth #6: Each Circumstance Presents Its Own Challenges

There are many different circumstances in which job seekers may find themselves, and each one carries its own challenges when it comes to writing cover letters. For some of the more common challenges, we’ve given you a few key tips to point you in the right direction. You’ll find much more information about these challenges and others in the 100-plus sample cover letters throughout this book.

If your challenges are especially unique and you need even more information to guide you in preparing a strong resume and compelling cover letter, we suggest you consult the following resources, all of which were authored or co-authored by Wendy Enelow:

No-Nonsense Guide to Resume Writing (Career Press)

Expert Resumes for Career Changers (JIST Publishing)

Expert Resumes for People Returning To Work (JIST Publishing) Expert Resumes for Military-to-Civilian Transitions (JIST Publishing)

Best Resumes and Letters for Ex-Offenders (Impact Publications) College Grad Resumes to Land $75,000+ Jobs (Impact Publications)

(You can find all of these books and more at www.wendyenelow.com.)

Career Change

In any career-change scenario, you should be looking forward, not back. Your resume should focus on your future career objective and how the skills you’ve acquired thus far have prepared you for such an opportunity. Likewise, your cover letters should be written to match your qualifications with your current goals, featuring your transferable skills and highlighting keywords that relate to the new career field you wish to pursue.

A common career change is transition from the military to the civilian workforce. The most important thing in this situation is to think in civilian terms and characterize your skills and achievements using language a civilian can understand. “Experience making critical decisions under highly stressful conditions, providing leadership to 30 subordinates in the field, and exercising independent judgment without direct day-to-day supervision” accurately describes what an infantry officer does in combat. But these same skills are applicable to a variety of supervisory roles in civilian life.

We suspect that most Military Occupational Specialties (MOSs) are somewhat easier than an infantry officer’s to translate into terms a civilian will find meaningful. Procurement, logistics, fleet maintenance, and facilities management are all important military functions, and each of them parallels similar job opportunities in the civilian world.

If your goal is to move from not-for-profit into for-profit, private industry, or vice versa, remember that fund-raising is sales and sales is fund-raising. Each requires the same core skill sets (for example, building relationships, presenting, negotiating, and closing). Likewise, a budget is a budget, regardless of the funding source, and serving a constituency is really just another name for customer service. Simply recognize who your audience is and write your letter using the language and keywords that the reader will understand to be relevant to his or her particular hiring needs.

Similarly, if you plan to transition into (or out of) a teaching career, recognize the transferable skills you offer. For example, teaching and corporate training have strong similarities (whichever direction you’re moving), and life experiences can offer some interesting insights that can be brought into the classroom. Once again, consider keywords that relate to your new objective and tailor your cover letters so that they resonate with potential new employers and entice them to act (offering you an interview).

New Graduate

A new graduate can be a traditional student who progressed directly from high school to college and is now ready for the “real world.” A new graduate can also be someone who just completed a degree while holding down a full-time job, and who has significant work experience to go along with a freshly minted diploma. Each scenario has its own special considerations.

If you’re a recent graduate with no significant professional experience, make the most out of any internship, co-op, or summer job experiences you’ve had. Highlight on-campus activities that demonstrate your leadership skills (for example, student government, club officer, or intramural sports). And be sure to feature your technology skills, as they are relevant to almost any career track in today’s e-based business world and economy.

If you’re an “adult learner,” who worked for several years and then returned to school, emphasize that you offer the best of both worlds—your recent education that’s up-to-date and leading-edge, combined with your experience and maturity. You have current knowledge and the wisdom to make the most of it. This places you in an extremely favorable position in the market.

Return-to-Work

For those of you returning to work after an extended absence, don’t worry about addressing employment gaps in your cover letter. Hopefully, your resume is structured in a way that either camouflages the gaps or effectively deals with them. Once you get to the interview, there will be ample opportunity to explain your circumstances and the reasons for any gaps. However, there are individuals who have been out of the workforce for years and this section is written specifically for them.

If you’ve been on the “mommy (or daddy) track,” but are now ready to return to the workforce, it may be effective to feature volunteer activities you’ve participated in that demonstrate your leadership, organizational, and interpersonal skills. Highlight things such as serving on the advisory board for a charity or preschool, as an officer of the PTA, or as a scout leader. Some creative candidates even use their expertise in managing a household budget as evidence of strong financial management and organizational skills. Also, don’t be afraid to draw on professional skills developed before you left the traditional workforce, even if they seem dated.

If you’re returning to work after an extended illness, or coping with a physical disability, focus on what you can do and don’t dwell on things you can’t do. In most cases, you’ll have some legal protection against discrimination due to your disability and many employers are enthusiastic about employing a motivated worker who genuinely appreciates the opportunity to work.

Ex-offenders perhaps face the toughest challenge when making the transition out of prison and into the workforce. Our best advice is that you should not disclose the fact that you were incarcerated on your resume or in your cover letter. You may choose to highlight work experience or training completed “inside the fence,” but do so in a manner that does not immediately communicate that you were in prison. Rather, save that discussion for an in-person interview where you can own up to this “life-altering experience” and talk about what you’ve learned and how you’ve grown from it. As mentioned earlier in this chapter, consult Best Resumes and Letters for Ex-Offenders (Impact Publications) for more advice if you’re in this situation.

Relocation

Relocation could mean that you’re planning a move to pursue new career options or simply moving to a better area for personal reasons. It could also mean that you are the “trailing spouse.” Your significant other has landed an opportunity just too good to pass up, and you are the one who needs to find a new job in a new city.

The key in these situations is to convey to the prospective employer that you are committed to the new location, either due to family ties, your love of the area, or recognition of the career potential offered in the new locale. It’s helpful if you have an established address in the new location, even if you have to use a friend’s while you’re transitioning. That way, it looks to employers like you’re already there, which they will view as a positive.

Laid Off/Fired From Last Job

In this day and age, layoffs, unfortunately, have become common enough that there’s little stigma remaining to being laid off, so don’t be self-conscious about it. It’s happened to hundreds of thousands of people, so you’re certainly not alone! On the other hand, a termination is always a delicate situation to handle. For either scenario, the best approach is to accentuate the positive and de-emphasize the negative. Your cover letters should focus on your skills and achievements, and possibly your longevity with the company. In the case of a termination, it’s best to save the discussion of how and why you left your last job for the interview rather than in your resume or cover letter.

Coaching you on how to best deal with these issues in an interview is beyond the scope of this book. If you do find yourself in this situation, here are some wonderful resources that we strongly recommend:

Nail the Job Interview (Impact Publications)

The $100,000 Job Interview (Impact Publications)

How To Choose the Right Person for the Right Job Every Time (McGraw-Hill)

Knock ’Em Dead (Adams Media)

(You can find all of these books and more at www.wendyenelow.com. For a copy of Knock ’Em Dead, visit www.amazon.com or your local bookstore.)

Perceived Job-Hopper

As recently as 10 years ago, if you spent less than three to five years in one job, you were considered a “job-hopper.” By today’s standards, five years with one company qualifies as long-term employment! Consequently, what can be characterized as job-hopping has shifted over the years, and many professionals now work in occupations and industries where moving from one company to another is the norm.

That said, if you perceive that you may be viewed as a job-hopper by prospective employers, you may want to consider a functional format for your resume that emphasizes your diverse experience and flexibility. Showing that you can adapt easily to new work environments can be seen as a positive by dynamic organizations undergoing significant changes. You may be able to cast yourself as a “change agent,” or at the very least as someone who embraces change. Then, be sure that your cover letters reflect the same messages as your resume and embrace the same concepts such as adaptability to change.

Summary

Now that we’ve explored the six essential truths about cover letters, we’ll move on to vital information about cover letter design and format (Chapter 2), cover letter writing (Chapter 3), and the electronic transmission of cover letters (Chapter 4). Following that, Chapters 5-16 offer more than 100 cover letter samples that you can use to create your own winning letters that open doors, generate interviews, and land great new opportunities.

Chapter 2

▶ Simple Truths About

Cover Letter Formatting and Design

When developing your cover letters, there are two important considerations you’ll always want to keep in mind: format and design. As with your resume, these elements are essential in preparing your presentation to prospective employers. If you’ve chosen a unique design for your resume that gives you a distinctive presentation, you’ll want your cover letters to be consistent with that design choice so that you present a complete and professional package.

To begin designing your cover letters, ask yourself these questions:

1. Which cover letter format is most appropriate for me to use? Bullet format? Paragraph format?

2. Does the design of my cover letter match my resume? Does the typestyle coordinate with my resume? Does the visual appearance of my letter complement my resume?

As you review the cover letter samples in this book, you’ll see dramatic differences in presentation, from conservative to avant garde. A banker or financial analyst would probably design a cover letter on the conservative end of the spectrum, while a media sales representative or graphic artist might want to project a more distinctive visual image. As you read this and later chapters, you should develop a sense of where on that continuum—from conservative to very unique—it’s best for your cover letter and resume package to be positioned. This will depend not only on your specific profession (for example, finance, sales, graphic arts, engineering, logistics, or production), but also the specific industry that you are targeting (for example, aerospace, telecommunications, film/television, publishing, or education).

The 4 Simple Truths About Cover Letter Formatting and Design

When you’re deciding what design and format to use for your cover letters, you’ll want to consider these four essential truths. They are critical to competitively positioning yourself within the job search market by creating letters that are distinctive and memorable.

Truth #1: Effective cover letters contain 10 key components.

Truth #2: Simple designs work best.

Truth #3: Bullet-format letters highlight your skills and achievements.

Truth #4: Paragraph-format letters tell your career stories.

Now, we’ll explore each of these truths in much greater detail so you’ll understand how to integrate these concepts when designing and formatting your cover letters.

Truth #1: Effective Cover Letters Contain 10 Key Components

As we mentioned in Chapter 1, there are 10 key components that should be part of every effective cover letter, regardless of the particular format and design choices you make. These key elements include:

1. Contact information: The whole point of sending out your cover letters and resumes is to convince prospective employers to contact you for interviews. That being the case, you want to make it as easy as possible for them to reach you. It is essential to include your name, address, phone number, and (personal) e-mail address at the top of each of your cover letters (as well as on your resume).

In the “typewriter era,” your address at the top of the page was neat and clean, but generally rather bland in appearance. Today, with all the advantages of modern word-processing software, you can now design a unique and attractive “letterhead” for yourself. A very effective approach is to copy and paste the contact information from your resume onto a blank page and save that document as a “letterhead” that you can reuse each time you need to create a new cover letter. Here are a few examples:

Creating your own letterhead using the heading from your resume:

Example #1:

GARY LUCIANO

Example #2:

MICHELLE S. BATES

24 Bramblebury Lane

Rochester, New York 14699

(585) 544-3333

Example #3:

2. Date: Your cover letters should include the date the letter is to be mailed, and the preferred format is as follows: December 10, 2006. The date appears just below your contact information and above the inside address (which indicates the recipient of the letter). Depending on the overall format of your letter (see Truth #2—Simple Designs Work Best later in this chapter), the date can be either flush with the left margin if you’re using a block format cover letter (see Karl George sample cover letter on page 34) or indented 4 inches from the left margin if you’re using an indented paragraph format cover letter (see Thomas Vincent sample letter on page 35).

3. Inside address: Most frequently, the inside address will include the complete name, title, and business address of the individual to whom you are addressing the letter. This is the most common format and the recommended format when you have all of that information. See example #4:

Example #4: Standard format with complete address:

Mr. Claude Nettles

General Sales Manager

Industrial Supply Associates, LLC

1234 Business Park Road

Roanoke, VA 22334

Dear Mr. Nettles:

In today’s job market, however, you will often find yourself frequently responding to an e-mail address or fax number, without knowing the complete address. Examples #5 and #6 show best how to handle such situations.

Example #5: When you only know the e-mail address:

Ms. Rose Gardner

Executive Search Consultant

rgardner@executivesearch.com

Dear Ms. Gardner:

Example #6: When you only know the fax number:

Mr. Randy Gardner

Hiring Director

Fax: (703) 555-9299

4. Reference line: If you decide to include a line that references the position or job posting number for which you are applying, place it between the inside address and the salutation.

5. Salutation: The salutation is the line that says, “Dear Mr. Jones:” You can use “Dear Hiring Authority:” or “Dear Sir/Madam:” if you don’t have a contact name. Note that it’s accepted practice to refer to all women as “Ms.,” unless someone specifically refers to herself as “Mrs.”

Following is an integrated presentation showing the inside address, reference line, and salutation as they would appear together.

Example #7: Inside address and salutation with reference line included:

Mr. Sam Sizer, CEO

Amalgamated Industries, Inc.

22 Chester Boulevard, Suite 1202

Rye, NY 15983

Re: Executive Assistant (Posting #06-123EA)

Dear Mr. Sizer:

6. Opening paragraph: Generally, your introductory paragraph will be short (one or two sentences) and will communicate why you’re writing to that individual (for example, in response to an advertisement or job posting, to express your interest in employment opportunities with that company, or to follow up on a referral). As you’ll read in Chapter 3, there are a variety of strategies and tactics you can adapt for writing your own opening paragraph that will help to distinguish you from the crowd of other candidates.

7. Content/main body of the letter: The main body of your letters is where you’ll include the real substance—highlights of your skills, qualifications, employment experiences, achievements, projects, and more that are most relevant to a particular position or company. This is the section that you will use to sell yourself and capture an interview. Much of Chapter 3 focuses on the strategies and wording that you can use to create powerful letters that encourage readers to review your resume and extend the opportunity for an interview.

8. Closing paragraph/call to action: The closing paragraph of your letter should explicitly ask for an interview or state your plan for following up whenever possible. Examples of both are shown in Chapter 3. However, there will be instances (for example, blind post office box) in which you will be unable to follow up. In those situations, all you can do is wait to hear back from the company or recruiter.

9. Closing/signature: Immediately following your closing paragraph is the complimentary closing, usually “Sincerely,” “Respectfully,” or something similarly appropriate. Then add three to four line spaces for your signature, and type your name.

Example #8 shows a closing paragraph and complimentary closing.

Example #8: Closing Paragraph, with complimentary closing and signature:

I am convinced that I can make a significant contribution to your accounting team and would appreciate the opportunity to discuss how my capabilities can serve your needs. Please contact me via phone or e-mail to establish a mutually convenient time for an initial conversation.

Sincerely,

Martin K. Morrison

(your hand-written signature)

Martin K. Morrison

10. Enclosures: Including the word “enclosure” at the end of your letter (two spaces below your typed name) is optional. Whether you mention it or not, you’ll be enclosing (or attaching) a copy of your resume, and that’s understood. However, you’ll find that most people do include the word “enclosure” at the very end of a letter. Here are two examples:

Example #9: Simple reference to an enclosure:

Enclosure

Example #10: Detailed listing of enclosures:

Enclosures: Leadership Profile

Reference List

Job Application

An important note about enclosures: Do not include anything that was not requested. Your resume and cover letter are an introduction to who you are and the value you bring to an organization. Keep it simple and don’t overwhelm someone with lots of paperwork they did not request. Trust us when we tell you that this will not work to your advantage!

Now that we’ve detailed each of the key elements that are essential to the design and format of effective cover letters, it’s important to see a visual representation. Refer to the next page for a sample cover letter for Dennis Gregory that you first saw in Chapter 1. We’ve repeated this example to illustrate the specific placement of each of these essential elements in a professionally designed and formatted cover letter. Use this template as the foundation to create your own distinctive cover letters.

Truth #2: Simple Designs Work Best

As already mentioned, the purpose of the cover letter and resume package is to get you noticed by an employer and called for an interview. That’s it and nothing more. Resumes and letters do not get jobs; only people do! To be sure that you get interviews, you’ll want to keep your cover letters inviting, readable, and not overly designed. Remember, you’re not creating a brochure or advertisement; you’re writing a business letter. Keep it professional!

Font Selection

The first consideration is to select a font (or typestyle) that complements your resume and is easy to read. Most likely, this means using the same font you used for the body of your resume. Commonly used fonts include Tahoma, Verdana, Arial, Bookman Old Style, or Times New Roman. All of these styles are included in the most recent versions of Microsoft Office or have equivalents in other word-processing applications. As such, you can be relatively certain that when you e-mail your resume and cover letter, the integrity of the font will be retained and your e-mail won’t come through as garbage.

To be sure that your cover letter is easy to read, we recommend that you use a type size of 10-12 points. Why the range in size? Well, different fonts are larger than others. For example, 10-point Bookman Old Style is easy to read; 10-point Garamond is a little tougher. Conversely, 12-point Bookman is a bit too large and too elementary in appearance, while 12-point Times New Roman is quite readable. You may want to experiment with different fonts and sizes to see which you like best, which looks most professional, and which accommodates the text of your cover letter the best. To help you decide which font is right for you, refer to the Font Comparison Chart on page 49 at the end of this chapter.

Format Selection

The other important consideration to keeping the design of your cover letters simple is whether to use a block format or an indented-paragraph format. Each is completely acceptable; your choice really depends on your personal preferences.

Every element of the block-style letter is flush with the left margin, including the date, signature lines, and opening lines of each new paragraph. In contrast, the indented-paragraph style will have the date and signature lines indented 4 inches from the left margin, with the opening line of each paragraph indented a quarter-inch or half-inch, depending on your preference.

On the following two pages are sample cover letters that illustrate a block-format cover letter and an indented-paragraph cover letter. See which style you like best and which one best complements your resume design and format.

Truth #3: Bullet-format Letters Highlight Your Skills and Achievements

Bullet-format cover letters have become increasingly popular over the past decade. In essence, the bullet format is one in which a cover letter is composed of an introductory paragraph followed by several “bullet points” that highlight key information the writer (job seeker) wishes to convey to the reader (HR representative, hiring manager, or recruiter). One significant advantage of bullet-format cover letters is that they appear more readable. Employers who are quickly reviewing cover letters and resumes can zero in on the bullet points and get the essence of your message, even if that’s all they read during their initial screening.

There are two situations in which bullet-format cover letters are most effective. The first is when you want to briefly highlight a list of achievements or work experiences that relate to the types of positions for which you are applying. The second is when you want to respond point-for-point to the specific qualifications an employer is seeking in a candidate.

The first scenario, listing skills and experiences that you, as a candidate, have to offer, works well for broadcast or networking letters. Broadcast letters (also referred to as cold-call letters) are those that you would send to employers and/or recruiters when you are not applying for a specific opening, but are “broadcasting” your availability and key capabilities by sending essentially the same letter to a mailing list of contacts.

Networking letters are those that you would send to acquaintances (warm networking contacts) or people you’d like to meet (cold networking contacts). The goal is to advise these contacts of your job search and ask for their assistance. Here is a set of sample bullet points as they might appear in either a broadcast or networking letter:

Example #11: Bullet points highlighting skills and experience:

Some of the key talents that I can bring to a position with your firm include:

• Experience administering Defined Benefit and Defined Contribution Pension Plans which include monitoring compliance, tracking terminations and new submissions, and communicating with plan sponsors, participants, and accountants.

• General Accounting experience that includes exposure to Accounts Payable, Accounts Receivable, Payroll, and General Ledger. I have also prepared financial reports and projections, and participated in budget-planning activities.

• Experience coordinating benefits enrollment including processing applications, communicating with employees on key issues, and resolving problems for employees.

The other scenario in which bullet-format letters are most useful is when responding to specific job requirements. Often, a job posting will include its own set of bullet points, outlining the requirements the employer seeks in a candidate. In such cases, it works to your advantage to tailor your cover letter so that it answers each bullet point from the job posting with an example of your skills, experiences, or achievements that demonstrate your capabilities. By following this pattern, you can clearly communicate your value as it specifically relates to the employer.

In the following example, first look at the employer’s requirements (essential duties) and then see how bullet points from the corresponding cover letter answer those requirements. (Note that in this example, only the cover letter bullet points should be included in the actual letter; not the “Essential Duties” as outlined by the employer.)

Example #12: Job Posting—Essential Duties:

− Plans the annual budget and controls expenses for the department; enforces cost controls and establishes cost measurements to ensure budget compliance.

− Develops goals and objectives of the department; directs and administers the work performed by the department; and ensures projects are completed on time.

− Hires, supervises, and assigns work to subordinates; mentors employees; and evaluates team members’ performance.

− Plans and allocates resources to ensure efficient operation of the organization.

− Establishes long-range goals, objectives, and overall direction for the department; monitors and reviews strategic plans; ensures that long-range objectives are met.

− Provides information on key issues and trends to community groups, organizations, and media on a regular basis.

Corresponding cover letter bullet points:

• Budgeting and cost controls. Faced with cuts from primary funding sources, I contained costs by exploring innovative ways of delivering services and developing revenue alternatives.

• Articulating goals and objectives. As Executive Director of the Finger Lakes Collaborative, I established a vision for future development, created a capital improvement plan that was completed two years ahead of schedule, and championed a leading-edge technology plan.

• Hiring, supervising, and evaluating employees. The selection and retention of key personnel have always been a vital component of my leadership success. I have also endeavored to be a mentor and coach to those under my supervision, helping them achieve their professional potential.

• Planning and allocating resources. As part of addressing budgeting and funding issues, I have always been mindful of utilizing both physical assets and human resources to most efficiently deliver services.

• Communicating policies, standards, and objectives. Throughout my career, I have identified both deficiencies and best practices related to service delivery, and developed strategies for improving processes and implementing these improvements.

• Providing information on key issues to the community. For the past 13 years, my high-profile leadership positions have encompassed a heavy schedule of public speaking as well as one-to-one communication with key stakeholders.

One other variation on the bullet-format cover letter is the comparison, or “T-chart,” letter. This style shows the employer’s requirements and the candidate’s qualifications side-by-side in a chart. This format is less common than the others already illustrated, but you may want to use it in certain situations in which you want to explicitly demonstrate how your skills match an employer’s needs. An example of a “T-chart” appears below:

Example #13: “T-chart” letter with employer’s requirements and candidate’s skills:

Your Requirements:

My Relevant Qualifications:

-

Lean Six Sigma Certification

-

Green Belt Certified; currently pursuing Black Belt

-

Experience with Kaizan Events

-

Championed four successful Kaizan events over a three- year period

-

Ten years of Manufacturing Experience

-

Five years as machine operator, followed by seven years as production supervisor

-

Proficient in MS Project

-

Advanced training and practical experience with MS Project

-

ISO-9000 Experience

-

More than 12 years in QS-9000 environment (auto industry equivalent of ISO-9000)

One of the biggest advantages of using bullet-format or T-chart cover letters is their “modularity.” In other words, you can easily remove one bullet from an existing letter and “plug in” a new bullet to quickly modify it when responding to a different, but related, position. As you’ll learn in Chapter 3, when we discuss writing your cover letters, you may want to create several prototype, or general, cover letters that encompass the key points you will communicate to prospective employers. Then, as you respond to specific job postings, you can easily modify these bullet-format prototype letters to be more relevant to particular openings by adding, subtracting, and/or reordering the sequence of your bullets. If you are applying for several opportunities each week, this approach can be very efficient.

The one disadvantage of the bulleted format is that it can significantly reduce the amount of information you can include in a one-page cover letter. Your bullet points must be concise and to-the-point in order to have the desired impact. If your experiences require more of a narrative, storytelling approach, the paragraph format may be your best choice.

Examples of bullet-format, indented cover letters are shown on pages 40, 41, and 42.

Truth #4: Paragraph-Format Letters Tell Your Career Stories

There will be instances when either the requirements of a position or the circumstances of your work history are best presented in a narrative or storytelling approach. Resume-writing professionals and career coaches frequently advise their clients to use the Problem-Action-Result (PAR) or Challenge-Action-Result (CAR) method to develop success stories that can be used in a job interview, incorporated into a resume, or, for our purposes here, included in a cover letter.

In such cases, formatting your cover letter in paragraphs, instead of bullets, affords you the opportunity to sell yourself with examples of your successes. You can include more detail about one or more specific situations that may be of particular interest to the potential employer and, ideally, set the stage for pursuing a dialogue about these successful scenarios during an interview.

In Chapter 3, when we discuss writing your cover letters, we will explain further how to develop your CAR stories. Briefly stated, you’ll want to identify a Challenge that you faced, describe what Actions you took to address that challenge, and showcase the Results you were able to deliver that resolved the key issues or delivered the most value. To have the most impact, those results should be as quantifiable as possible (for example, percentage of increase in sales, reduction in equipment downtime, or improvement in quality ratings). In other words, you want to include whatever statistics you have available that support your individual success stories.

Paragraph-format cover letters are also effective when you want to tell the story of your career path. Maybe you were promoted quickly or had a great mentor who helped you advance your career. Perhaps you’ve worked or traveled internationally, giving you experiences that uniquely enrich your capabilities for a particular job. The paragraph format gives you the opportunity to tell such stories in a compelling way, which a bullet-format letter just doesn’t allow. Here’s an example of the middle paragraphs from such a letter:

Example #14: Unique and compelling story of a candidate’s career track:

Even though my father owned the company, he was determined that I learn the business from the ground up. After college, he arranged for me to have six-month internships with four different companies that were either suppliers or customers. These experiences, in each case on the shop floor, broadened my understanding of the products and processes involved in our industry. Because my coworkers assumed I was just another employee, they treated me as “one of the gang,” and I greatly enhanced my ability to relate to and build rapport with diverse groups of people at all levels.

When I returned to Acme Products, first in a production planning role and later as an Account Manager, I was able to apply the knowledge and expertise gained during my internships in ways that enhanced customer satisfaction and improved both productivity and product quality.

Now that Acme has been profitably sold to Consolidated Industries, I feel that my unique professional development program has prepared me to assist your firm in meeting the needs of your customer base, which substantially overlaps that of Acme.

One other advantage of paragraph-format cover letters is that you can usually fit more information on the page, but that’s a double-edged sword, because your letter can be perceived as dense if you include too much copy. However, by writing compelling success stories (such as the one above) and making judicious use of white space and type effects (bold and italics), you can make this cover letter format work to your advantage.

On the following pages are two sample paragraph-format cover letters. The first is prepared in block style (flush-left format); the second uses indented paragraphs. Either format is acceptable.

Then, on page 46, you’ll find a chart that compares bullet-format and paragraph-format cover letters. This chart gives you a quick reference guide to the characteristics of each style of letter, summarizing when it’s best to use each and providing tips on mistakes to avoid.

Comparison of Bullet- and Paragraph-Style Cover Letters

10 Critical Mistakes to Avoid

1. Choosing the wrong format. As discussed earlier in this chapter, bullet-format letters and paragraph-format letters each have their appropriate uses. Choosing the wrong format for a particular situation can harm your chances with a prospective employer. This relates back to advice from Chapter 1 about knowing your target audience and crafting a document with format and content that will appeal to that specific audience.

2. Dense copy; overly long letter. If you have too many words crammed on a page, your letter becomes less readable and may be passed over by an employer. As with resumes, make strategic use of white space to keep your cover letter visually appealing. Likewise, limiting the letter to one page increases the chances that an employer will take the time to read it. Except for special situations, strive to keep your cover letters to a single page.

3. A too-tiny font. Resist the temptation to reduce the type size just to fit more on the page. Stick with 10-point or larger and, if necessary, edit the content of the letter to keep it to one page. It’s much more important to maintain the readability of your letters and give the reader an attractive presentation than to strive to squeeze in that extra sentence or two. Refer to the chart on page 49 for a comparison of some of the common fonts and how they look in various sizes.

4. Overuse of bold, italics, and underlining. These design elements can effectively enhance your cover letters, but overuse of them can be a distraction. As you review the many sample cover letters in later chapters of this book, take note of how bold, italics, and underlining are used to improve readability and visual impact without detracting from the letter.

5. An untidy letter. Dog-eared pages, wrinkled pages, or coffee stains all detract from your presentation and are completely unacceptable.

6. A poorly reproduced letter. If at all possible, use a laser printer to print all of your job search documents. It may well be worth visiting your local library or copy center, where they should be able to provide you with laser prints for a modest fee. If, for the sake of expediency, you decide to print your letters on an inkjet printer, set the printer at its highest-quality setting and make sure the ink is thoroughly dry before handling your letter.

7. Inappropriate paper. Just as exotic, hard-to-read fonts can negatively affect your presentation, so can the use of paper that has a bold color or background that makes it hard to read. If your documents are faxed at some point, either by you or the employer, a color or patterned background can detract from the quality of the transmission. As with your resume, your cover letters should be printed on quality, watermarked paper. A variety of moderately priced, attractive choices are available at office supply stores or copy centers. The paper your cover letters are printed on should match your resume; the best color choices are white, natural white (cream), ivory, or light gray.

8. Handwritten changes. Handwritten changes on your job search documents are not acceptable! Presumably, you’ve spent a great deal of time writing and formatting a top-notch resume, plus additional time composing a cover letter targeting your ideal job. Doesn’t it make sense to take the extra few minutes to make the necessary changes on the computer and print out a clean copy of your letter? Again, if computer access is an issue, many public libraries offer free access to anyone with a library card (they may charge for printing documents for you), and copy centers generally allow access to computers for a nominal fee.

9. Odd-sized paper. Although many job seekers may perceive this as a competitive advantage, believe us when we tell you that is not the case. If you’re looking for a position in the United States, be sure to print your cover letters and resumes on paper that is 8.5 × 11 inches. Perhaps if you’re an artist or designer, you might come up with something unique, but that’s a rare exception to the rule. Some executives use an “executive” or “monarch” size paper which is slightly smaller (7.5 × 10.5 inches), but, again, this is an exception.
If you’re applying for jobs internationally, there is a different standard sheet size, known as “A4” (8.27 × 11.69 inches in the U.S. system of measurement), which is used in Europe, Australia, and various parts of Asia. However, if a company is accepting applications from U.S. residents, it’s likely that they will accept our standard letter-size sheet.

10. Typographical errors. Typographical, grammatical, and word usage mistakes are totally unacceptable. After spending considerable time preparing your job search documents, it would be a shame to make a poor impression on an employer by allowing such errors to slip through. Of course, you should run “spell-check” as a preliminary step, but don’t count on it to catch every mistake. The classic example is the misuse of the words, “to,” “two,” and “too.” Each is a properly spelled English word, but each has a different meaning and usage. Your computer’s spell-check cannot reliably detect if you’re using the correct one in the right context. The solution is to proofread, proofread, and then proofread again. Reread the documents yourself; set them aside and come back to reread them again; then, have a trusted friend (with a strong command of written English) read them; read them aloud to yourself. You only have one opportunity to make that first impression, and you should do everything you can to make it a strong and positive one.

Comparison of Common Cover Letter Typestyles and Sizes

Chapter 3

Simple Truths About

Writing Your Cover Letters

Each of the chapters in this book is critically important to writing powerful and effective cover letters that get you and your resume noticed, set you apart from the crowd, and entice a prospective employer to offer you an interview. However, this chapter is perhaps the most important, demonstrating step-by-step how to write each section of your cover letter. You’ll also want to refer to Appendix A, where you’ll find a cover letter worksheet that you can use as a foundation to collect all the information you will need to write each of your letters. If you need more forms than we’ve provided, feel free to make copies so that you have ample materials to see you through the writing process.

Before we begin to explore each of these sections, it’s important to review the key concepts—the simple truths—from each of the two preceding chapters. In Chapter 1, you were introduced to the six simple truths about cover letter writing:

Truth #1: Effective cover letters contain 10 key components.

Truth #2: Cover letter writing is sales.

Truth #3: Cover letter writing is all about strategy.

Truth #4: Targeted letters work best.

Truth #5: The cover letter must match the resume.

Truth #6: Each circumstance presents its own challenges.

If you can’t remember the specifics of each of these truths, take a few minutes to review Chapter 1 again, as these concepts are essential to understand and apply when you begin to actually write your letters.

Then, in Chapter 2, you were introduced to the four simple truths about cover letter design and formatting:

Truth #1: Effective cover letters contain 10 key components.

Truth #2: Simple designs work best.

Truth #3: Bullet-format letters highlight your skills and achievements.

Truth #4: Paragraph-format letters tell your career stories.

Again, if you can’t remember the specifics of each of these truths, take a few minutes to reread Chapter 2, as these concepts are also essential to understand and apply when you begin to write your letters.

Now that you have a clear grasp of strategic and design considerations for your cover letters, it’s time to move on to the critical elements of the actual writing process. Similar to when you wrote your resume (if you followed the step-by-step process outlined in our companion book, No-Nonsense Resumes), writing your cover letters requires a unique blend of art and science, allowing you to use a creative approach to present factual information about yourself and your career. A cover letter is no longer simply a transmittal letter that accompanies your resume. Rather, today’s cover letter is a sales document that should be written to promote the very best you have to offer to a company. Bottom line: That’s the only goal of your cover letter—to grab a hiring manager’s or recruiter’s attention (along with your resume) and help you get job interviews.

In this chapter, we’re going to introduce you to the strategies and techniques that we, as professional resume writers, use to write powerful cover letters with a simplified and streamlined process. If you follow these instructions, you too will be able to craft cover letters that portray your very best you!

The 5 Simple Truths About Cover Letter Writing

Just as many other business-related activities, cover letter writing is a process. In many ways, it’s much akin to writing a technical report in that the final document (1) has a very specific purpose, (2) must clearly and concisely convey a particular message, and (3) must appropriately communicate that message to its target audience.

With that in mind, it’s easy to understand that writing cover letters and other job search communications is not at all like creative writing (for example, novels, short stories, and poems), for which you stare at a blank piece of paper waiting for inspiration. Rather, cover letter writing is closer to following an outline or connecting the dots. With our help, you’ll be able to connect your dots and write cover letters using a very methodical and logical process.

We’ll begin with the five simple truths for writing winning cover letters:

Truth #1: Four key components are essential for success.

Truth #2: It’s all about positioning.

Truth #3: There are five basic types of cover letters.

Truth #4: You don’t have to write in order.

Truth #5: The language should be different than in your resume.

The remainder of this chapter will explore these simple truths in much greater detail, and provide you with essential how-to information for writing cover letters that are intelligent, distinct, and filled with information that will encourage a recruiter to invite you for an interview. Remember, cover letters do not get jobs; their only “job” is to help get you an interview!

Truth #1: 4 Key Components Are Essential for Success

As presented in Chapter 1 and Chapter 2, there are 10 key components of every effective cover letter:

1. Contact information

2. Date

3. Inside address

4. Reference line

5. Salutation

6. Opening paragraph

7. Content—main body

8. Closing paragraph/call to action

9. Complimentary closing/signature

10. Enclosures

However, of these 10, there are four—contact information, opening paragraph, content, and closing paragraph—that stand out as most important. That’s what we will focus on in this section.

Contact Information

The very first thing that you’re going to include on your cover letter is your contact information—name, mailing address, phone number(s), and e-mail address. Here are three standard formats that you can select from:

Format #1: Standard

JOSHUA L. FARMER

22 G len Cove Ames, IA 39872

Home (308) 555-2937 / Cell (308) 555-0972 / jfarm@msn.com

Format #2: Modified

MARIA FERNANDEZ

987 Derby Run Road Finksburg, MD 20972

(301) 555-9038 fernanm@aol.com

Format #3: College Student (similar format—with two addresses—could be used for relocation or “trailing spouse”)

SALLY R. SIMMONS

SallyS85@hood.edu

Permanent Address:

Current Address:

665 Williamson Road

Grayson Hall, Rm. 422

Dover, DE 19903

Hood College

Cell (302) 555-2983

Frostburg, MD 22925

Although including your contact information should be a snap, sometimes there are unusual circumstances or special considerations. Pay close attention to these recommendations:

1. If you have a gender-neutral name, consider using one of the following formats so that someone knows how to address you:

Mr. Lynn F. Gundersen

Ms. Tracey S. Simpson

2. If you have a first name that’s difficult to pronounce, or go by a call name other than your first name, consider using one of the following formats so that someone knows how to address you:

Ranguswamy “Roger” Abdellah

Melissa C. “Chris” Miller

HR people and hiring managers are human, and this approach helps put them at ease in contacting and communicating with you, and gives them one less reason to screen you out.

3. If you don’t yet have a personal e-mail address, get one! Today’s job search market has gone electronic and many prospective employers will want to communicate with you via e-mail. However, it is inappropriate to use your current work e-mail to conduct your job search. Rather, get a free e-mail account with Yahoo!, Hotmail, Gmail, or any one of a number of other providers that will allow you to access your e-mail account from any computer with an Internet connection. When setting up your account, be sure to use a professional-sounding screen name (for example, AJSmith13@hotmail.com) and not something cute or unprofessional (for example, HoneyBear@yahoo.com).

4. Be very careful if you decide to include your work phone number on your resume, and only do so if you have a direct number. Even in that situation, it’s preferable to have people contact you on your private cell phone or at your home number. You’re not at your current job to spend your days conducting your job search! While we’re on the topic, make certain that your outgoing voice mail message, whether on your cell phone or home answering machine, sounds professional (for example, “You have reached 555- 1234. I’m unable to take your call right now, so please leave a message at the tone,” is much more acceptable than, “Hey, dude! You know the drill—if you’re a telemarketer, drop dead”). One person’s humor is another person’s poor taste.

5. If you have an online version of your resume (see Chapter 4 in No-Nonsense Resumes for more information on creating e-based resumes), be sure to include the Website address (URL) in the contact information section of your letter so people can go online to read more about you and your career.

Opening Paragraph

The opening paragraph of your cover letter serves as an introduction that is designed to communicate the following:

1. Why you’re writing the letter, which is generally either in response to an advertisement or because you’re interested in employment opportunities with a specific company.

2. Your particular area of expertise, your profession, or your industry of choice.

3. A brief summary of the value you bring to that organization.

To best demonstrate how to write a strong introduction for your cover letters, carefully review the following examples:

Example #1: Opening paragraph when responding to an advertisement:

Enclosed is my resume in respo nse to your advertisem ent for a Public Relations Professional. In r eviewing your spec ific qualifications fo r the position, I discovered th at I ha ve prec ise ly the experience that you are seeking in a candidate. As such, several of my most notable projects are highlighted below.

Example #2: Opening paragraph when writing directly to a company to express your interest in employment opportunities:

When I joined PRM in 2004, the company was fraught with organizational challenges and issues. Today, our organization is strong, our cash flow is positive, our member retention is outstanding, and we are technologically on the “cutting edge.” Now, I’m looking to make the same contributions to another company and would be delighted to interview for an executive assignment with CCM Associates.

Example #3: Opening paragraph when writing to a recruiter:

Currently, I serve as Director of Production Operations for a large chemical manufacturing facility in Houston, but am ready to make a career change. As such, I am contacting you about potential opportunities with any of your clients that will capitalize on my strong qualifications, and have enclosed my resume for your review.

Content/Main Body of the Letter

The content of your cover letter—the text between the opening paragraph and the closing paragraph—is the most vital component of the letter. It is this section that allows you to briefly, yet comprehensively, communicate the skills, experiences, and achievements of your career that are most relevant to the particular position for which you are applying or the specific company you are contacting. We often refer to this section as the meat of the cover letter.

There are hundreds of examples we could provide that demonstrate how to formulate the content section of your cover letters. However, the best resource you have is right in your hands—all the letters we’ve included in Chapters 5-16. Be sure to review all those appropriate to your career field to get ideas on how best to write the content of your letters.

Basically, there are three different formats that you can use to present this section of your letter—the bullet format, the paragraph format, and the combination format—and each has its own purpose. If your goal is to communicate specific information about your skills, achievements, projects, and experiences, then a bullet-format cover letter will generally work best, because it allows you to include specific information in a brief and easy-to-read style.

Example #4: Bullet format

With a total of 17 years of experience in construction and facilities management, I bring to Engelhard excellent skills in:

• All major construction trades including HVAC, electrical, roofing, framing, concrete forming and finishing, carpentry, ceramic tile, and painting.

• Evaluating project costs and developing accurate project budgets.

• Selecting, negotiating contracts with, and managing project subcontractors.

• Managing projects to comply with state and local building codes and regulations.

On the other end of the continuum is the paragraph format, which is best used when you want to communicate a story about your career that might focus on rapid promotion, unique opportunities, and the overall strength of your experience. Note that you should keep your cover letters to only two or three short paragraphs.

Example #5: Paragraph format

Throughout the past 12 years, I have built and profitably managed high-volume, multi-site retail operations. My strength lies in my ability to integrate all the finite elements of retailing—most critically, sales—with marketing, advertising, merchandising, inventory, personnel, customer service, finance, facilities, and other supporting business infrastructures. What makes my qualifications so unique is the fact that I have worked in a number of different retail situations—new ventures, acquisitions, turnarounds, and growth operations.

During my tenure with ABC Stores, I have repeatedly demonstrated my success by providing strong financial results. In one situation, sales grew to over $40 million; in another, revenues increased at a rate of better than 35% annually. This has been achieved largely as a result of my efforts in providing a strong strategic vision and a business structure to support success.

Between the two extremes of the bullet format and the paragraph format lies the combination format, which integrates both bullets and paragraphs to tell a story and highlight the resulting achievements. The following sample is a perfect example of how to best create this type of letter.

Example #6: Combination format

Currently, as the Group Account Manager for Excel Communications and its primary business units (including emerging online and multimedia technologies), I spearhead a dynamic media marketing organization. My challenge has been to expand and strengthen market presence through the introduction of a diversified portfolio of advertising, business development, promotional, and strategic alliance initiatives. Results have been significant and include:

• Capture of an 11% gain in overall primetime cable share.

• Creation of “standardized” programming and scheduling to attract and retain a loyal audience.

• Development of innovative multimedia advertising and promotional strategies.

• Expansion into new media applications.

Closing Paragraph(s)/Call to Action

The closing paragraph, as the name implies, is the section that you use to close, or end, your cover letter. Specifically, it should incorporate a “call to action,” and should state either how you plan to follow up (the proactive approach) a request for an interview (the more passive approach). We strongly recommend that you take the proactive approach and follow up whenever possible. Unfortunately, it’s not always possible if you’re responding to a blind ad or post office box with no company or contact information.

You can also use the closing paragraph to include any additional information that may have been requested in an advertisement (for example, salary history, salary requirements, or geographic requirements). And finally, be sure to express your appreciation to that individual for taking the time to review your resume and consider your qualifications.

Here are several different examples you can use as the foundation from which to write your own closing paragraphs:

Example #7: Closing paragraph when responding to an advertisement:

I would welcome the chance to interview for the Sales Associate position with your firm and can guarantee that the strength of my financial and operating experience will add measurable value to MTB Unlimited. I’ll follow up next Thursday to schedule an interview. Thank you for your time and consideration.

Example #8: Closing paragraph when writing directly to a company to express your interest in employment opportunities:

My goal is a senior-level management position where I can direct sales, marketing, and customer service for an organization in Europe—quite similar to the responsibilities I manage today. However, my goal is to affiliate with an organization offering stronger opportunities for professional growth, management, and leadership. Please note that I am conversational in five different languages and have a wealth of cross-cultural business experience. I appreciate your time in reviewing my qualifications and look forward to speaking with you to pursue opportunities with Merrill Lynch.

Example #9: Closing paragraph when writing to a recruiter:

At this point in my career, I am confidentially exploring new professional challenges and opportunities, and would welcome the chance to discuss any specific search assignments that are appropriate for an individual with such an extensive background in the building trades industry. Be advised that I am open to relocation and that my salary requirements are $60,000+. Thank you.

As you review all of the sample cover letters in this book, you’ll find scores of examples that you can adapt to create the exact wording of your opening paragraph, main body, and closing paragraph of your cover letters—language that will generate interest and enthusiasm on the part of your new employer.

Truth #2: It’s All About Positioning

In Chapter 1, we discussed the concept of positioning—of painting a picture of yourself that you want a hiring manager or recruiter to see. Your goal is to position yourself in the cover letter as an individual who is well-qualified for the opportunity you are pursuing.

Consider the following: Suppose that your entire career has been in accounting (with lots of training and supervisory responsibilities), and you now want to pursue a career in human resources. If that’s the case, you want your letter to position you as an HR professional and not as an accountant. As such, you’ll want to highlight your experience in employee training, development, supervision, and performance evaluation more prominently than your experience in day-to-day accounting operations.

Or perhaps you’ve been a nurse for 10 years and now want to transition into pharmaceutical sales. Be sure that your letter positions you as an individual qualified for a sales position by emphasizing your communication skills, ability to manage relationships with physicians, and your background in working with pharmaceutical reps to place orders and evaluate new products.

There are thousands of examples similar to these that we could use to demonstrate the concept of positioning. Perhaps the most important concept is that of reweighting, or shifting the emphasis away from your current core responsibilities and focusing on ancillary responsibilities that are more supportive of your current job objectives.

One word of caution: When you are reweighting your skills and experience, you must remain in the realm of reality. Don’t overstate or oversell your qualifications if you cannot live up to what you wrote in your cover letter when you get to the interview. If you have to defend something that you wrote, you will most likely have lost that opportunity. Trying to back-pedal generally does not work to your advantage. Honesty and accuracy are essential!

On the opposite side of this discussion are candidates who are seeking a position within their current occupation or profession (for example, a production supervisor seeking a new, higher-level position as a production manager). In this situation, the issue is not reweighting, but rather heavily weighting the skills and experiences that you already have so that you’re positioning yourself as an extremely well-qualified production manager in your cover letter. In this example, the candidate wants to place an equal emphasis on both his or her production talents and supervisory/management experience so that he or she paints just the right picture.

As you can see, the concept of positioning is critical to all job seekers, whether they’re pursuing a similar career path or changing careers for new opportunities. Think carefully about how you want to position yourself in your cover letters based on the specific opportunities you are pursuing. Once you know your position, writing cover letters will be easier and more efficient, and the result will be cover letters that proudly portray your relevant qualifications.

Truth #3: There Are 5 Basic Types of Cover Letters

As you review the sample cover letters in this book, it may appear that there are countless different “varieties” of cover letters. They do seem to come in all shapes and sizes. However, if you look closely, you’ll see that there are really only five distinct types or categories of letters:

▶ Company Ad-Response Letters

▶ Recruiter Ad-Response Letters

▶ Company Cold-Call Letters

▶ Recruiter Cold-Call Letters

▶ Referral Letters

You’ll find that there are strikingly similar characteristics among these categories of letters, as well as strikingly different characteristics that clearly distinguish one from the other. It is imperative that you understand how best to write each type of letter so that you’re well equipped for each situation that may arise during your job search. In fact, it is quite likely that you and most other job seekers will use all five of these letters repeatedly throughout your search.

Remember, regardless of the specific category of letter you’re writing, you will always want to heed the information presented in Truth #1 earlier in this chapter, where we outlined the four key components of every effective cover letter—contact information, introduction, content, and closing. Now, let’s explore what makes each of the five categories of letters unique.

Company Ad-Response Letters

Company ad-response letters are just what you would imagine; letters written in response to specific advertisements you might see in a newspaper, journal, or other print publication, as well as letters that you’ll send in response to online job postings.

Unique Characteristics:

▶ These letters specifically refer to each job title or job announcement, either in a subject line at the beginning of the letter or in the first paragraph of the letter. You want to immediately connect yourself to the position so that it is clear what opportunity you are pursuing.

▶ These letters often include an introductory paragraph that immediately communicates your value, skills, and qualifications for that particular position. For example, if you’re applying for a position as a sales representative, you might consider an opening paragraph such as:
Building market value is my expertise. Whether establishing a new market or accelerating sales within an existing market, I have consistently increased sales revenues and expanded the size of the customer base. This is the value I bring to the Sales Manager position at Sims, Incorporated.

Note that this introductory paragraph effectively accomplishes two things: (1) immediately communicates the value of the candidate (in building revenues and capturing customers) and (2) identifies the position for which this candidate is applying.

▶ Even if an advertisement requests that you provide salary information, it is not necessary to do so. In survey after survey, it has been proven that a company will contact you if they’re interested, regardless of whether or not you responded to their request to provide salary information. If you’re comfortable including the information, then do it. If you’re not, then it’s fine to omit it.
One important recommendation: Rather than tie yourself to a specific salary number, if you’re asked to provide salary requirements, you might considering providing a range (for example, “My salary requirements are $60,000 to $70,000 a year”). This gives both you and your interviewer some flexibility when negotiating your best salary.

One important insight: Surveys have also indicated that most interviewers have the authority to negotiate a salary up to 10 percent higher than what they may have originally told you. Knowing that, you always want to negotiate. In fact, hiring managers have told us that they expect candidates to negotiate and are often surprised when they don’t. Take advantage of the opportunity and negotiate for your very best salary.

Refer to the Abelson company letter on page 67 for an example of a company ad-response letter.

Recruiter Ad-Response Letters

Just as with company ad-response letters, these letters written to recruiters are just what you would imagine: letters written in response to specific print and online advertisements.

Unique Characteristics:

▶ These letters specifically refer to each job title or job announcement, either in a subject line at the beginning of the letter or in the first paragraph of the letter.

▶ As with letters directed to companies, these letters frequently include an introductory paragraph that succinctly communicates your value, skills, and qualifications for the advertised position. For example, looking again at our hypothetical sales representative position, you might consider this opening paragraph:
Building market value is my expertise. Developing new markets and increasing penetration in existing markets are capabilities that I can bring to a Sales Manager role with your client, Sims, Inc. My track record of consistently increasing revenues and expanding account bases demonstrates my capacity to address Sims’ immediate challenges and contribute to its future growth.

Again, as with the company-directed letter, this introductory paragraph immediately communicates the value of the candidate and identifies the position for which this candidate is applying.

▶ These letters do include salary history and/or salary requirements as requested in the advertisement. It is important to fully disclose your salary expectations to recruiters so that you’re not wasting their time or yours. If you’re looking for an annual salary of $75,000, you certainly don’t want to spend an afternoon interviewing for a $45,000/year position! When you share your salary expectations, you’ll be helping a recruiter find just the right opportunity for you.

▶ These letters also include, in the closing paragraph, other personal information that is important to your search. This may include your geographic preferences, your need to be in an area with special medical and/or educational facilities, and other information that may be pertinent to the opportunities that interest you. Again, don’t waste your time or a recruiter’s time. Here are two examples:
At this point in my career, it is important that I remain in the Northeastern U.S. as I have a special-needs child enrolled in a private residential school in Boston. Obviously, my family and I want to remain within a few hours driving distance so that we can continue to visit him on a regular basis.

Currently I serve in a volunteer capacity as the Director of the Shore Lakes United Way Campaign, a position I’ve held for the past three years and one that I find tremendously rewarding. As such, I am only available for opportunities in the Southern California area.

Refer to the Abelson recruiter letter on page 68 for an example of a recruiter ad-response letter. Note the differences between the Abelson company letter on page 67 and the Abelson recruiter letter on page 68 (differences are highlighted in bold print).

Company Cold-Call Letters

Company cold-call letters are written to express your interest in employment opportunities with a particular organization—not in response to any particular position announcement. They’re known as “cold” letters that you’re using to introduce and market yourself to the company in anticipation that they may have an unadvertised opportunity for which you would be an ideal candidate. Unique Characteristics:

▶ These letters specifically refer to the type of position you are pursing, generally in the first paragraph of the letter. You want to immediately connect yourself to a particular career path so that it is clear to the reader what type of position you are pursuing.

p These letters generally begin with an introductory paragraph that immediately communicates your value, skills, and qualifications as they relate to a particular company. For example, if you’re interested in an opportunity in manufacturing operations, you might start your letter with an opening paragraph such as:
Improving manufacturing output and product quality are what I do best. Throughout my 12-year career in manufacturing operations, I have been successful in increasing throughput by as much as 35% and reducing product rejects by an unprecedented 72%. This is the value I bring to AMN and am hoping you are in the market for a candidate with precisely my qualifications.

Note that this introductory paragraph effectively accomplishes two things: It (1) immediately communicates the value of the candidate (in building revenues and capturing customers) and (2) identifies the type of career opportunity the candidate is pursuing.

▶ These letters never mention salary history or salary requirements. That discussion is better left for a second, third, or fourth interview, and is never appropriate to include in a cold-call letter.

▶ Your only objective in writing this type of letter is to generate interest on behalf of the employer and get a phone call or e-mail message offering you the opportunity for an interview.

Refer to the Madras company letter on page 69 for an example of a company cold-call letter.

Recruiter Cold-Call Letters

Recruiter cold-call letters are written to express your interest in employment opportunities within a particular profession or industry—not in response to any particular position announcement. They’re known as “cold” letters that you’re using to introduce and market yourself to a recruiter in anticipation that he or she may have a current search assignment for which you would be an ideal candidate.

Unique Characteristics:

▶ These letters specifically refer to the type of position or industry you are pursing, generally in the first paragraph of the letter. You want to immediately connect yourself to a particular career path so that it is clear to the recruiter what type of position you are pursuing.

▶ These letters generally begin with an introductory paragraph that is short and to the point. For example, if you’re interested in an opportunity in accounting management, you might start your letter with an opening paragraph such as:

As a corporate accountant with eight years of increasingly responsible experience, I am currently exploring new mid-level accounting management opportunities. Enclosed for your review is my resume in anticipation that you may have a current search assignment for a candidate with my qualifications.

Recruiters often receive hundreds of unsolicited resumes each week. If you can make their job easier by identifying your particular area of interest, without requiring them to read all of your material, you’ll be much more likely to capture their interest and, perhaps, get an interview with either the recruiter or one of his or her client companies.

▶

These letters always mention salary history or salary requirements. Just as with ad-response letters that you write to recruiters, you want to be sure to include your salary requirements and any relevant personal information (for example, geographic preferences and educational requirements) when writing to recruiters. Remember, you don’t want to waste anyone’s time!

▶

Your only objective in writing this type of letter is to generate interest on behalf of the recruiter and get a phone call or e-mail offering you the opportunity to interview for a search assignment that the recruiter may currently have or anticipates in the near future.

Refer to the Madras recruiter letter on page 70 for an example of a recruiter cold-call letter. Note the differences between the Madras company letter and this Madras recruiter letter (differences are highlighted in bold print).

Referral Letters

Referral letters are letters that you will write when a specific person refers you to another person or a company. These letters can be extremely powerful in opening doors and generating interviews because a third-party referral is a great testimonial to your qualifications. This, in and of itself, speaks highly of your skills and performance.

Unique Characteristics:

▶ These letters begin with an immediate mention of the individual who referred you, in order to leverage that relationship. In fact, that is principally what distinguishes referral letters from both company ad-response and company cold-call letters.

▶ Just as with cold-call letters to companies, these letters specifically refer to the type of position you are pursing, generally in the first paragraph of the letter. You want to immediately connect yourself to a particular career path so that it is clear to the reader what type of position you are pursuing.

▶

Following the mention of your mutual friend/colleague, these letters generally begin with an introductory paragraph that immediately communicates your value, skills, and qualifications as they are appropriate to that company. Here’s an example demonstrating how best to write an opening paragraph that incorporates all three of these essential elements:

John Bower, a close colleague of mine, suggested I contact you immediately to let you know of my interest in a position as a Logistics Manager with RDL. John speaks so highly of you and the organization, and felt that my skills would be a perfect match for your firm. My resume, highlighting my extensive experience and successes in logistics management, is enclosed for your review. Most notable has been my success in increasing the volume of material that we’re currently moving at Atlas Equipment by 24% and reducing our annual vendor expenses by an average of 18%.

Note that this introductory paragraph effectively accomplishes three things: It (1) states the name of the individual referring the candidate at the very beginning of the letter; (2) identifies the type of career opportunity the candidate is pursuing; and (3) highlights the value of the candidate (in increasing product movement and reducing vendor costs).

▶ These letters never mention salary history or salary requirements. That discussion is better left for a second, third, or fourth interview and is never appropriate to include in a referral letter.

▶ Your only objective in writing this type of letter is to generate interest on behalf of the employer and get a phone call or e-mail offering you the opportunity for an interview.

▶ Keep in mind that the person to whom the letter is addressed may not be involved in the ultimate hiring decision. This is fine, because, hopefully, he or she can introduce you to the right person, or at least direct your resume to the right person. This is important to remember, because it may impact the tone of your letter and what you are specifically asking the reader to do for you.

See the Williams letter on page 71 for an example of a referral letter.

Truth #4: You Don’t Have to Write in Order

Give yourself a break! If you’re struggling to write a cover letter, consider writing the letter “out of order.” This is one of the most valuable insider tips that we can pass along, a strategy that many professional resume writers use over and over when they hit a stumbling block.

Often, the closing paragraph is the easiest to write, so start with that. Take a look back at the sample closing paragraphs earlier in this chapter and you’ll see that they generally comprise three key components: (1) a thank-you to the recipient for taking the time to review your materials; (2) information on how to best contact you; and (3) information about how you will follow up, or that you’ll wait for the recipient to contact you. As stated previously, we strongly recommend that you, the job seeker, follow up when possible.

Because the closing paragraph is strong and generally “factual” information, it should be quick and easy to write. Estimated time for completion: 5 minutes.

Once you’ve written the closing paragraph, you may find it easier to write the “meat” of the letter next. This will be the information that you’ll include either in your paragraphs or bullets—the information about you and your career that is most relevant to the position or company to which you are applying. Again, refer to the samples earlier in this chapter to determine how you can best present your qualifications in a short and hard-hitting cover letter. Have the position description, job posting, and any other research materials handy as you write to help expedite the process. Estimated time for completion: 30 minutes.

Now, it’s time to write the introductory paragraph, which can be the most difficult. As we discussed earlier in this chapter, it’s always best to start your letters with information that will grab a reader’s attention, rather than the more traditional, I am writing in response to your advertisement for an Accounting Clerk as posted on Monster.com. You want your letters to instantly spark the reader’s interest and communicate the value you bring to a position or company within the first few words of your cover letters whenever possible.

Take some time to think about what is most important to communicate to each specific employer and then use that information as the foundation for your introductory sentence and paragraph. Estimated time for completion: 20 minutes.

When you write your cover letters from the “bottom to the top,” you may find that the writing process is much easier and faster. Next time you’re struggling with a letter, try this strategy and see if it works for you. Once you’ve written a few cover letters, the process will get easier (and faster). Plus, as you’ll see when you read the next section, your existing letters can serve as a “template” or starting point for other letters, saving you significant time and energy.

Truth #5: The Language Should Be Different Than in Your Resume

Do not repeat—word for word—information that you’ve written in your resume in your cover letters. It’s very easy to copy and paste from one document to the other, but we strongly recommend that you do not do this. Your cover letter should be written to complement your resume by providing any one (or a combination) of the following items:

• Additional professional information that you did not mention on your resume that is particularly relevant to that specific employer.
Example: It may be that you did not include certain information on your resume because you did not think it would be important for most of the positions you are pursuing. If and when it does become important to a particular company or opportunity, then your cover letter is the perfect vehicle for sharing that information. Here’s a great example:

One of the most challenging and rewarding projects I ever worked on was the back-end design of a new accounting management and reporting system for Chase Manhattan Bank. This 2-year, $8 million project involved more than 100 team members from IT departments throughout the organization, with my specific role as the lead software engineer.

Including this type of “additional” information is crucial to positioning yourself as a top candidate.

• A “summary” of the overall skills and qualifications you bring as they relate to a particular company or position.
Example: To be effective, your cover letters must focus on the specific skills, qualifications, and experiences that will be of most interest to a specific company. Most, if not all, of these will likely have been included in your resume. Your challenge, therefore, is to restate that information concisely, without repeating it verbatim. For example,

Over the past 10 years, I’ve acquired a wealth of experience throughout the entire supply management chain, with particular emphasis on logistics, distribution, warehousing, vendor management, and long-range quality improvement.

This type of “summary” sentence allows you to encompass experience from all facets of your career.

• A “summary” of your key achievements, projects, and specific contributions that are most relevant to the position you are applying for or the company you are contacting.
Example: If you’re a sales representative and you’ve included your notable sales achievements for each position in your resume, you don’t want to repeat those identical achievements in your cover letters. Rather, “summarize” the information by combining your achievements:

Over the past five years, I increased regional sales by an average of 22% despite intense market competition.

This sentence highlights the candidate’s average sales performance while employed with three different companies, totally eliminating the need to repeat the same statistics already presented on the resume.

• Personal information that is directly related to a specific company, position, or geographic region that will definitely position you as an even stronger candidate.
Example: If you’re relocating back to an area that you’re familiar with, be sure to highlight that in your letter. It’s always a strong selling point if you’re established in a certain region. Here’s an example of what you might write:

I was born and raised in Toledo and, as such, have extensive contacts throughout the area who will be valuable in building my network and customer base. My ability to hit the ground running will allow me to immediately become a productive member of your team.

This sentence clearly communicates that this candidate is already a part of the “community.”

Streamlining Your Writing Process

Just as with any other activity, cover letter writing gets easier and faster the more often you do it. We recognize it’s not something that most job seekers do on a regular basis, so here are a few tricks of the trade that should make writing your cover letters easier and faster.

1. Write when you’re fresh. Professional writers know that they have a certain time each day when they’re freshest and do their best work. For one of us, it’s first thing in the morning. For the other, it’s late at night. Determine when your own prime time is and be sure to write your cover letters then.

2. Write alone. You’ll find that it will be much easier to work on your cover letters if you do it when it’s quiet and you have no distractions. Bottom line: You’re going to need to think and think hard about what information to include, how to include it, where to include it, and more. The less noise around you, the better. Ignore the phone, ignore your e-mail, and focus 100 percent of your energies on writing.

3. Be smart and use available resources. This book contains more than 100 sample cover letters. If you’re stumped on how to approach a cover letter, can’t find the right words, or are unsure about which format to use, you’re almost always sure to find a letter that you can use as an example to inspire your own creativity. And don’t restrict yourself to just this cover letter book. There are other terrific books available that can give you new ideas and strategies to make your letters the very best they can be.

4. Write from the bottom to the top. Remember our earlier discussion about Truth #4—You Don’t Have to Write in Order? One of the tricks that many professional writers use is to write letters from the bottom to the top, starting with the closing paragraph, then the real content of the letter, and finally the introductory paragraph. Try it and you’ll see that letter writing can be much easier and faster.

5. Write one great cover letter and then use it over and over again. If you take the time to write one great cover letter, you can often customize that letter to use when applying to a variety of positions. With just a few minor edits (for example, adding another achievement, including a new project, or mentioning a particular skill you have that is most relevant to a particular company’s hiring requirements), you can often adapt the letter so that it’s perfect for another opportunity. What’s more, it should only take you a few minutes!

Chapter 4

▶ Simple Truths About

Electronic Cover Letters

By now, you’ve probably spent a great deal of time writing and designing at least one cover letter, if not more, to accompany your resume. After having read the first three chapters of this book, you now know the most critical considerations for a powerful and effective cover letter:

▶ Identifying your target audience.

▶ Advantages and disadvantages of bullet-format letters.

▶ Advantages and disadvantages of paragraph-format letters.

▶ Strategies for communicating your unique value.

▶ Differences between letters written to employers and letters written to recruiters.

▶ Importance of matching your cover letter to the format and design of your resume to create an integrated and compelling package.

▶ Using the right language and tone to write cover letters that effectively sell you and your unique skills.

What you have created through this process is a “conventional” printed cover letter, which is what you most likely imagine when you think about letters. Even though it probably exists as an electronic, word-processed document, this is the version you will mail or fax to prospective employers and recruiters and use as an introductory and networking tool. In fact, we prefer to call it the human-eye version because the style, overall format, presentation, and paper choice are all designed to appeal to readers as they hold the document in their hands, making that all-important, attention-grabbing first impression.

Now that you’ve created one or more powerful cover letters that can be mailed or faxed to prospective employers and recruiters (along with your resume, of course), you’ll also want to think about other versions of your cover letters that you’ll most likely need during the course of your job search. This is where technology enters the picture.

In today’s job market, employers and recruiters are relying more and more on e-mail and other online methods of transmitting and tracking information about you, the job candidate. It’s vital for the soon-to-be successful job seeker (you) to have the proper electronic versions of your cover letters to complement your attention-grabbing electronic resume. If you haven’t had the opportunity to read our companion book, No-Nonsense Resumes (Career Press, 2006), we recommend closely reviewing Chapter 4 in that book for detailed information on preparing resumes for electronic distribution. That advice works hand-in-hand with the recommendations in the rest of this chapter about the design and production of electronic cover letters.

E-letters Work in Today’s E-search Environment

Electronic job search documents (resumes and cover letters) offer two distinct advantages over the more traditional, printed cover letter. First, using the latest technology allows you to get your materials into the hands of the appropriate hiring authority quickly and efficiently. No need to wait for “snail mail,” when you can immediately transmit your information via e-mail and have it in the hiring authority’s hands within minutes. What’s more, that individual can then conveniently share your cover letter and resume with others throughout the organization. For example, a human resources manager can quickly and effortlessly forward your “package” to the manager who will ultimately be making the hiring decision. Use of this electronic approach has streamlined the job search process and provided all of us with the ability to submit documents to a prospective employer in real time.

Second, and just as important, e-letters afford you the capability to circumvent “gate keepers” and communicate directly with decision makers. When you are engaged in a job search, we strongly recommend making direct contact with the hiring manager (the person who makes the ultimate decision, and probably your boss if you get the job) whenever possible. In today’s business world, snail mail and phone calls are still often screened by support personnel. As such, your mailed cover letter and resume package may get redirected to human resources, or your repeated phone calls to “Mr. Big” or “Ms. Important” may result in being told he or she is always in a meeting.

In contrast, most business people, even at the highest levels, read their own e-mails. This means there’s a good chance that if you e-mail your cover letter and resume to a key person, they just might see it and read it, especially if your subject line grabs his or her attention and the opening lines of your cover letter are compelling.

Before we proceed with our discussion of the actual content, production, and transmission of electronic cover letters, it is important to note that there are four basic types of e-letters.

1. E-mail letters

2. ASCII text letters

3. Word-processed letters

4. Scannable letters

The remainder of this chapter will discuss these four types of letters in detail—what they are, how to produce them, and how they are transmitted. First, however, we’ll discuss the importance of the subject line, which is relevant to whatever type of cover letter you’re writing and sending.

Capture Your Reader With the Subject Line

The first step in developing a powerful and compelling electronic letter is to write a subject line that piques the reader’s interest, without being so sensational that it causes the reader to assume it’s spam. It should be professional and to the point.

Specifically, the subject line in a job search e-mail should include the title of the position for which you are applying (and the job/vacancy announcement number, if applicable). In addition, we recommend that you include the words “Resume of” followed by your name. This format immediately alerts the recipient that you’re responding to a specific job announcement and have forwarded your resume. Here’s an example:

VP of Manufacturing (#45893) - Resume of Jonathan Johnson

If you’re not responding to a specific job announcement and are simply e-mailing your resume to a prospective employer or recruiter in anticipation that they may have an opening for a candidate with your qualifications, use a headline similar to what you may have used in the summary section of your resume. This clearly identifies who you are and the type of position you are seeking. For example:

Vice President of Sales / Director of Business Development

E-mail Letters Are Different Than Traditional Cover Letters

When preparing cover letters to be included in the body of an e-mail message, the first thing you want to do is consider the medium. Just as spoken language is quite different from the written word, e-mail messages (and letters) have evolved into a form that is much more succinct and direct than formal correspondence, such as cover letters. We’re not recommending that you resort to using slang abbreviations, symbols, or other electronic “shortcuts” that have become popular in today’s online communities, but we do suggest that you keep in mind that most people reading e-mail are in a hurry and read quickly.

As such, e-mailed cover letters must be straightforward, to the point, and instantly communicate your value to that prospective employer. Your goal with an e-mail letter is to hook the reader and grab his or her attention.

If you choose to use this type of e-letter, you will want to open with a formal salutation (for example, Dear Mr. Smith:, Dear Ms. Jones:, Dear Hiring Authority:). Follow that with a brief opening paragraph (briefer than what you might use in a conventional letter), and then several bullet points outlining how you match the requirements of the opening (or your targeted position).

Your closing paragraph should reference your attached resume as a Microsoft Word document. Or if you’re particularly tech-savvy, you can include a hyperlink to an online version of your resume or Web portfolio.

You can compose your e-letter directly in your e-mail window, if you choose, but we believe that writing the letter first as a Microsoft Word (or other word-processing) document gives you the chance to more carefully edit the letter and ensure there are no mistakes before clicking that irrevocable “Send Now” button.

Following are two examples of cover letters included within the body of an e-mail message. Use these as samples when you produce your own e-mail cover letters.

Example #1: E-mail cover letter included in the body of the e-mail message (applying for a specific opening):

SUBJECT LINE: DRIVER (JOB # A06077) / RESUME OF MIKE KOHL

Dear Mr. Brennan:

Your ad for a Driver at Plum Hollow Independent Living Center is a superb match for my professional experience and capabilities:

• An excellent driving/safety record, a Class B CDL, and training as a school bus driver.

• Strong knowledge of Niagara Falls / Buffalo and Niagara / Erie County streets, including the most efficient routes between key destinations.

• Experience dealing with residents and employees of a leading long-term care facility as a 20-year employee of St. Matthew’s Senior Care Community.

Attached for your consideration is my resume (Microsoft Word document) that outlines my qualifications in further detail. This document can also be viewed or downloaded at www.resume.com/mkohl.

I will follow up with you next week to establish a mutually convenient time for an initial interview. In the meantime, please feel free to call me at (716) 454-9876. I look forward to speaking with you soon.

Sincerely,

Mike Kohl

Attachment

Example #2: E-mail cover letter included in the body of the e-mail message (broadcast/networking letter):

SUBJECT LINE:

REFERRED BY FLORENCE KAY - ACCOUNTING / PENSION ADMINISTRATION

Dear Mr. O’Shaunessy:

Florence Kay suggested I contact you regarding potential Accounting and Pension Administration opportunities with your firm. Some of the key talents I offer include:

• Experience administering Defined Benefit and Defined Contribution Pension Plans including monitoring for compliance, tracking terminations and new submissions, and communicating with sponsors, participants, attorneys, and accountants.

• General Accounting experience that includes Payables, Receivables, Payroll, and General Ledger. I have also prepared financial reports, forecasts, and budget projections.

• Experience coordinating benefits enrollment including processing applications, communicating with employees, and resolving problems.

• Strong computer literacy and excellent customer relations / interpersonal skills.

I believe that I can be a valuable asset to your firm and would enjoy speaking with you further to discuss the possibilities. My professional portfolio, including a downloadable resume, may be viewed at www.jannelcopeland.com. I have also attached a Microsoft Word version of my resume. Should mutual interest exist, please call me at 315-585-3233 to arrange a meeting. Thank you.

Sincerely,

Jannel Copeland

www.jannelcopeland.com

Regardless of the general advice we have just given you, always follow the specific instructions the employer provided in the job posting. Some employers require you to attach your resume as a Microsoft Word document; others may require that the resume be submitted as ASCII text pasted into the body of the e-mail. (You’ll read more about ASCII text files in the next section of this chapter.) There are various technical reasons why an employer (or recruiter) may insist on a certain format. Suffice it to say that if they spell out in the posting which method they prefer, it’s important for you to comply with their request, whether or not it’s consistent with our specific recommendations and preferences.

Creating and Using ASCII Text Files

As e-mail technology has evolved over the past few years, you may be able to simply copy and paste your letter directly into the e-mail window without losing the format or typestyle. However, you cannot assume this will always work, so we recommend that you send a few test e-mails to friends to see what happens. The more foolproof approach is to convert your cover letter into an ASCII text file before copying and pasting it into your e-mail message. This will ensure that the integrity of your letter is maintained (for example, characters, spacing, and basic format).

In addition, some recruiters and employers may insist on receiving an ASCII text version of your documents (cover letter and resume). If this is the case, pasting the ASCII text version of your documents into an e-mail message is the only way to send it electronically to those organizations.

What’s more, ASCII files are also useful when you are applying through a job board (for example, Monster.com, CareerBuilder.com, and HotJobs.com) or directly to a company’s employment Website. In such cases, you may be asked to paste your cover letter and resume into an online job application. By having the ASCII text version of your documents ready to go, you can save a lot of time by not having to retype information into the boxes on the online form. Instead, you can simply cut and paste. It’s quick and easy, and will save you a lot of time during your search.

To ensure that you create an ASCII file that is readable and correctly formatted, follow these simple steps (for Microsoft Word and similar word-processing programs):

➤With your document open on the screen, choose “Save As” from the File menu.

➤Select “text only,” “ASCII,” or “plain text” as your choice in the “Save As” option box. You may want to give the file a slightly different name (for example, Smith-textletter.txt) to differentiate it from your word-processed version (for example, Smith-ltr.doc). When you click “Save,” you will get a message warning you about losing content or formatting by saving the file in ASCII format. Ignore the message and click on “Yes” or “OK” (whichever your computer displays).

➤Close the file and then reopen it. You will see that your document has been stripped of all formatting and design enhancements, and appears as left-justified text in the Courier font.

➤Now set both the left and right side margins at two inches. This will center the text on the screen and optimize its readability when the file is reopened at a later time. This will also allow you to recognize and fix any unusual line breaks that lead to awkward changes in format or spacing.

➤Carefully proofread the document for any “glitches” that may have occurred during the file conversion. You may wish to print your letter and proofread from a “hard copy” at this point. You may see that many characters, such as quotation marks, dashes, or apostrophes, may now appear as question marks or some other characters. Simply replace these by typing in the appropriate character from your keyboard.

➤Be sure to save the corrected version of your document.

➤Proofread again, preferably after some time has passed, to ensure that you haven’t missed anything.

On the following page is an example of a cover letter for Alan Johnson saved as an ASCII text file. Be sure to note that the letter is in the Courier font, has no type enhancements, and is clean and easy to read.

Sending Your Cover Letter as an E-mail Attachment

Although anyone can read an ASCII text file, it’s always to your advantage to send your cover letter and resume as e-mail attachments (Microsoft Word files) whenever possible. This means that your recipient will receive the nicely formatted, word-processed, print version of your letter rather than the bland ASCII version. This, in and of itself, can give you a distinctive edge over your competition. Remember, people are “meeting” a piece of paper; not you. Whatever you can do to distinguish yourself from the crowd and appear more professional will definitely serve to your advantage.

To improve the likelihood that your cover letter and resume documents arrive in an attractive and readable format, we strongly recommend that you prepare both documents in Microsoft Word, or a format compatible with it. Then, follow these guidelines:

▶ Use 0.75-inch margins on all four sides of the page.

▶ Choose a common font. Times New Roman and Arial are virtually universal to most versions of Microsoft Word currently in use. That doesn’t mean that you can’t use other typestyles for your printed documents, but for the best chance of compatibility with those reading your e-mailed cover letter and resume, use one of these two recommended fonts.

▶ If you use word-processing software other than Microsoft Word, consider saving the file in Rich Text Format (.rtf). In most word-processing applications, this is a choice in the “Save As” menu, and the .rtf suffix generally appears at the end of the file name when the document is saved. This more universally accepted file format is compatible with most word-processing software currently in use today.

▶ Send the e-mail attachment to yourself and to friends who are aware of your job search. This gives you the opportunity to see what your documents look like when downloaded and opened, and you can make adjustments to correct any problems prior to sending your resume and cover letter to employers or recruiters.

Preparing Your Files for Transmission

When preparing a cover letter to accompany your resume as an e-mail attachment, you have two distinct options for how to attach the document. The first—and the quickest and easiest—is to simply attach your cover letter to your e-mail message, just as you’ll attach your resume. Then, you’re all set to go.

However, we recommend a different strategy that ensures your cover letter and resume are transmitted as one complete package. Specifically, we suggest you save your cover letter as page one in your resume file. That way, the recipient has to click on only one document to get all of your information and, just as important, he or she only has to send one attachment in order to forward your complete information to someone else in the organization.

If you’re not certain how to do this, just follow these easy instructions:

1. Open your cover letter document; go to “Edit”; “Select All”; and then “Copy.” This will copy the entire text of your cover letter.

2. Open your resume document and make sure the cursor is at the very top of the first page, probably to the far left of the first letter of your first name in most instances.

3. Select the “Insert”; “Page Break” command in Microsoft Word; it will give you a blank page before the beginning of the resume.

4. Place the cursor at the top of this new, empty page and go to “Edit”; “Paste” to paste your letter into this document with your resume.

5. Save this new, combined document under a new name (for example, Smith-Resume & Letter—IBM, 11-15-06).

6. Adjust margins and eliminate any extra blank lines or page breaks that may appear, in order to make sure the format of the letter and resume are maintained. Don’t forget to click on “Save” one more time to make sure any additional adjustments are captured.

Once your cover letter and resume have been prepared for electronic transmission, you can send them just as you would any other attachment. Simply open your e-mail program, create a message, attach your resume, and send the e-mail message with the document attached. It’s that easy and only takes a minute. Remember, however, what we said about the importance of the subject line earlier in this chapter, and be sure to take the time to write a subject line that either states the name (and number) of the position for which you are applying or includes a brief statement identifying who you are. And because you’ve included a detailed cover letter in your attachment, your e-mail message can simply include a brief statement such as this example:

Senior Lab Technician (#A06-1234) - Resume of Randy Smith

“Please see the attached cover letter and resume detailing my 10+ years of experience as a Lab Technician for Dow Chemical Company.”

Following on page 85 is an example of Alan Johnson’s cover letter prepared in Microsoft Word for transmission as an attached file to his e-mail message.

Scannable Cover Letters

If a prospective employer or recruiter asks you to provide a scannable resume, you may decide that it’s to your advantage to also include a scannable copy of your cover letter. This way, it’s more likely that both your resume and your cover letter will be scanned into the company’s resume database.

As with a scannable resume, all of the fancy typestyles, use of bold and italic type enhancements, and any other graphics such as borders, underlining, or unique symbols, are stripped away to create a plain-Jane version of your letter. The goal is to make your letter easily read and interpreted by the scanning software many employers and recruiters use to upload and file your cover letter and resume in a database for later retrieval.

To maximize the likelihood that your cover letter will upload accurately, follow these guidelines to preparing a scannable version:

▶ Choose an easy-to-read font such as Times New Roman or Arial.

▶ Avoid using bold, italic, or underlined type.

▶ Stick to type sizes of 11-pt. or larger (12-pt. is optimal).

▶ Make sure that only your name appears on the top line of the letter, followed by your contact information.

▶ All of the text should be left-justified with a ragged-right margin.

▶ Be careful about using abbreviations and acronyms. B.A. for Bachelor of Arts or OSHA (Occupational Safety & Health Administration) are fine to include in your cover letter because they are so widely used. However, if you have any doubt about the proper interpretation of an abbreviation or acronym, be sure to spell it out in full.

▶ Eliminate borders or graphics, including horizontal or vertical lines, tables, and columns.

▶ Use common keyboard symbols (for example, *, -, and >) in places where you would use a bullet in your printed cover letter.

▶ Instead of using characters such as % or &, spell out the words (“percent” or “and”).

▶ If slashes (/) are used, make sure you leave a space before and after each slash to ensure the scanner won’t see it as a letter and misinterpret the word or phrase.

There may be situations in which you’ll be e-mailing the scannable version of your cover letter and resume, and you’ll simply attach the scannable documents to your e-mail messages. In other instances, you may be actually mailing the documents. If you are sending them via snail mail, be sure to:

▶ Use a laser printer and print your document on smooth, white paper, rather than paper with any kind of texture, color, or pattern. White photocopy paper that you can purchase at any office supply store is fine for this purpose.

▶ Always use a paper clip; never staple the pages together.

▶ Use a 9 × 12-inch envelope, so it won’t be necessary to fold your documents.

Scannable cover letters and resumes are becoming less and less necessary as technology continues to evolve, but they are still requested by some recruiters and employers. As such, they are an important tool in your job search tool kit.

It is important to note that an ASCII text document can serve double duty as a scannable document. However, if you’d prefer to prepare a scannable version of your cover letter and resume in a font other than Courier (your only option in an ASCII file), you may wish to create a separate scannable document using Times New Roman, Arial, or one of the other common fonts available (for example, Tahoma, Verdana, Georgia, Bookman Old Style, or Garamond).

On the following page is an example of a scannable cover letter for Alan Johnson prepared in Arial. Note how different this scannable letter looks when compared to the ASCII text version of the same cover letter on page 82 and the Microsoft Word version of the letter on page 85 earlier in this chapter.

Avoid These Critical Mistakes When Preparing Your E-cover Letters

1. Inappropriate e-mail subject lines. In this context, the simplest is also the best. Stick with the formats recommended earlier in this chapter and don’t write long, wordy subject lines that don’t immediately communicate why you’re contacting the recipient.

2. Improperly formatted attachments. If your attachments are not downloadable, or can’t be easily read after they have been downloaded, a prospective employer or recruiter will most likely delete your e-mail message. That’s it—you’ve lost that opportunity. Be sure to follow the formatting recommendations outlined throughout this chapter to be certain your documents transmit accurately.

3. Getting caught by spam filters. Be careful that your subject lines and e-mail messages don’t contain information that the recipients’ e-mail might misinterpret as a spam message (for example, words such as “free,” “limited opportunity,” or “call now”).

4. “Cute” e-mail addresses. It may be fun to communicate with friends using “DrDoom@yahoo.com” or “CuteYoungThing@aol.com,” but for your job search, try to stick with something more professional (and logical), such as a variation of your name: AJohnson@hotmail.com or SallySmith12@netzero.net. Also, be aware that an e-mail address such as zdv19456@domain.net might be filtered out as potential spam, because the characters before the @ symbol are not a recognizable word or name.

5. Inappropriate auto signatures. Many people enjoy using cute graphics (such as smiley faces) or including famous quotes in their auto signatures. Others get very creative with fonts and colors. The risk is that they won’t transmit properly and will result in gibberish at the recipient’s end, or that some quotation or citation that may be meaningful to you may be a turnoff for the recipient. Keep it simple and professional. If you use an auto signature for job search e-mails, simply include your name, phone number, and e-mail address.

6. Patterned or colored backgrounds. These can make the e-mail unreadable for the recipient or can take far too long to download when someone opens an e-mail message.

7. Hard to read or colored fonts. As with backgrounds and auto signatures, colors or unusual fonts may not transmit properly, leading to a completely unreadable e-mail message. Keep it simple—use Times New Roman or Arial, 10- or 12-pt., with judicious use of bold and italics for emphasis, as appropriate.

Electronic Cover Letters - Design Considerations

Electronic Cover Letters - Production Considerations

Chapter 5

▶ Cover Letters for

Accounting, Banking, and Finance

Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing an accounting, banking, or finance career, be certain to include highlights of these important success factors in your cover letters:

●Success Factor #1
Be as “quantitative” as possible when listing your accomplishments. Accounting and finance professionals understand and respect numbers, so whenever possible, integrate numbers, percentages, and statistics into your cover letters to support your achievements.

● Success Factor #2
Highlight your specific accounting and financial management skills and competencies as they relate directly to the targeted position. Be specific and don’t assume anything. If a company is looking for a candidate with experience in X, Y, and Z (and you have that specific experience), be sure to include it prominently in your cover letter.

● Success Factor #3
Demonstrate your value by emphasizing your diverse portfolio of skills. Documenting these capabilities will illustrate the breadth and depth of your experience, and help to position you favorably against other qualified candidates.

● Success Factor #4
Showcase your technical skills and qualifications. What accounting, financial analysis, mortgage processing, or budgeting software do you use? This expertise is essential in today’s electronic information age, and it also shows your ability to adapt and learn new things.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 accounting, banking, and finance keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Accounts Payable & Receivable

Financial Analysis & Reporting

Asset Management

Foreign Exchange

Auditing

Internal Accounting Controls

Budget Control & Administration

Investment Analysis & Management

Cash Management

Lending & Loan Administration

Consumer & Commercial Lending

Mergers & Acquisitions

Corporate Treasury

Profit & Loss Analysis

Cost Accounting

Project Accounting

Cost/Benefit Analysis

Risk Management

Credit & Collections

ROI & ROE Analysis

Following are some excellent examples of cover letters for careers in accounting, banking, and finance.

Chapter 6

▶ Cover Letters for

Administrative and Clerical Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing an administrative or clerical career, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Focus on the contributions you have made to the overall success of your employers (for example, increasing revenues, reducing costs, upgrading technologies, managing key projects, or improving productivity and efficiency).

● Success Factor #2
Highlight the vast array of skills, qualifications, competencies, and talents that you offer which, for most administrative professionals, is quite extensive due to the varied nature of the work you perform.

● Success Factor #3
Demonstrate your value by emphasizing the number and types of people and organizations you have supported to give further “depth” to your experience. And don’t forget your “customer service” skills, even if your “customers” are internal.

● Success Factor #4
Showcase all of your technical skills and qualifications. Word processing, spreadsheets, accounting software, and customer databases all can be important. They are essential in today’s electronic world of work!

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 administrative and clerical keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Budget Administration

Meeting Planning

Business Administration

Office Management

Clerical Support

Policy & Procedure

Client Communications

Productivity Improvement

Confidential Correspondence

Project Management

Contract Administration

Records Management

Corporate Recordkeeping

Regulatory Reporting

Document Management

Resource Management

Efficiency Improvement

Time Management

Liaison Affairs

Workflow Planning/Prioritization

Following are some excellent examples of cover letters for administrative and clerical careers.

Chapter 7

Cover Letters for

Government Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in government, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Often when applying for a government position, you will be requested to submit a resume along with other documentation. This might include statements of Key Skill Areas (KSAs), responses to specific questions, information about your particular competencies, and more. If this is the situation, the best advice for writing your cover letter is to include information that is unique to you and your experience, and that makes you stand out from other applicants.

● Success Factor #2
Some postings will use the term “Letter of Interest” instead of “Cover Letter.” Show your interest in the position by showcasing how you will use your skills and experience to address the challenges of that particular position.

● Success Factor #3
Use your cover letter to explain any special circumstances that aren’t covered in the resume. These might include your desire to relocate (and why), reasons for a career change, or special accommodations for a disability. (Note that a candidate with a disability may be sought after by hiring officials, due to the government’s desire to fulfill EOE/Affirmative Action goals and objectives.)

● Success Factor #4
Some agencies offer the choice of submitting a paper application or an electronic application. In many instances, the electronic application process does not allow you to include a cover letter. For this reason, consider using the paper application process, whenever possible, to take advantage of the opportunity to sell yourself with a powerful cover letter targeted for that specific position.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 government keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Briefings & Trainings

Liaison Affairs

Budget Planning & Allocation

Lobbying

Congressional Affairs

Press Relations & Media Affairs

Cross-Cultural Communications

Procurement & Acquisitions

Cultural Diversity

Program Design & Management

Foreign Government Relations

Public Advocacy

Governmental Affairs

Public Works

Inter-Agency Relations

Regulatory Reporting

International Trade & Commerce

SEC Affairs

Legislative Affairs

Zoning & Compliance

Following are some excellent examples of cover letters for government careers.

Chapter 8

▶ Cover Letters for

Healthcare and Social Service

Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in healthcare or social services, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Show your diverse experience by including the different types of patients/ consumers you have treated or served. Including this information demonstrates your versatility and sensitivity to individuals with varying needs.

● Success Factor #2
Be sure to mention relevant healthcare procedures you can perform or equipment you can operate. Don’t assume your current job title equates to the same job duties in a new organization. By documenting your skills, you ensure that your next employer will see what you can do and how you add value.

● Success Factor #3
List your credentials at the top of your letter. Include either the appropriate initials after your name, or spell out your licenses or certifications and place them near the top of your letter. This is critical information and immediately communicates that you have the right qualifications for a particular position.

● Success Factor #4
Highlight your participation in any research projects or in the development and/or introduction of new procedures or techniques. Even though you may believe your role was relatively minor, your exposure to leading-edge treatments and protocols could be a point of interest for a new employer.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 healthcare and social service keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Ambulatory Care

Human Services

Behavior Modification

Inpatient & Outpatient Care

Case Management

Insurance Administration

Chronic Care

Integrated Service Delivery

Client Advocacy

Patient/Client Relations

Community Outreach

Practice Management

Crisis Intervention

Protective Services

Diagnostic Evaluation & Intervention

Regulatory Affairs & Reporting

Healthcare Administration

Risk Management

Healthcare Delivery

Vocational Rehabilitation

Following are some excellent examples of cover letters for healthcare and social services careers.

Chapter 9

Cover Letters for

Hospitality and Food Service

Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a hotel or food service career, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
If you’re in the food service industry, mention the types of cuisine with which you are familiar. If you worked at a restaurant, was it a four-star establishment? If you worked at a hotel, what kind of guests did you cater to and what types of facilities did you have (for example, spa, golf course, or tennis club)?

● Success Factor #2
Do you plan, prepare food, or set up for banquets or large-scale receptions and parties? How many people attend these events? As you well know, a banquet for 500 people is an entirely different function than the day-to-day operations of a medium-sized restaurant.

● Success Factor #3
If you have studied or worked under a famous chef or at a renowned restaurant, hotel, or resort, be sure to mention it prominently, including any training or apprenticeship programs that were involved.

● Success Factor #4
Include any administrative functions for which you have been responsible, such as purchasing, inventory control, food and labor cost controls, sales, customer service, or facilities. Don’t forget to include these important roles and the contribution they represent to your employer’s success.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 hotel and food service keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Back-of-the-House Operations

Inventory Planning & Control

Catering Services

Labor Cost Controls

Conference & Meeting Planning

Menu Planning & Pricing

Corporate Dining Room Operations

Multi-Unit Operations

Customer Service Management

Occupancy Management

Food & Beverage Operations

Portion Control

Front-of-the-House Operations

Property Development

Guest Service & Satisfaction

Resort Management

Hospitality Management

Revenue Planning & Reporting

Housekeeping Operations

Special Events Planning

Following are some excellent examples of cover letters for hospitality and food service careers.

Chapter 10

Cover Letters for

Human Resources and Training

Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in human resources or training, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Show your diverse skills by mentioning the different aspects of human resource management with which you have experience (for example, benefits administration, recruiting, payroll, employee relations, and training).

● Success Factor #2
Mention initiatives you have developed or implemented to improve employee satisfaction and retention. This might include counseling individual employees on professional development or introducing employee incentive programs recognizing peak performance.

● Success Factor #3
For trainers, include activities such as needs assessment, curriculum planning, course design, online instruction, classroom training, and instructional materials design.

● Success Factor #4
Include detailed information about your familiarity with technology-based human resource management systems (for example, timekeeping, payroll, benefits administration, and manpower planning). These technical skills are critical in today’s tech-based HR environment.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 human resources and training keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Benefits Design & Administration

Manpower Planning

Change Management

Organizational Development

Employee Assistance Programs

Performance Incentives

Employee Communications

Performance Reviews & Appraisals

Employee Relations

Recruitment & Selection

Employee Retention

Staffing

Grievance Proceedings & Arbitration

Succession Planning

Human Resources Administration

Training & Development

Labor Contract Negotiations

Union Relations

Leadership Development

Wage Administration

Following are some excellent examples of cover letters for human resources and training careers.

Chapter 11

▶ Cover Letters for

Law Enforcement and Legal

Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a law enforcement or legal career, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Credentials and certifications are key. Prominently mention firearms, special tactics, or special investigative credentials. For attorneys, list the courts and states in which you are admitted to practice.

● Success Factor #2
In addition to credentials, include other professional training in areas relevant to the position you are pursuing. Law enforcement and legal professions place a heavy emphasis on professional development, so be sure to include yours.

● Success Factor #3
Be sure to mention any measures of performance. What’s your success rate in cases you’ve tried as an attorney? As a police officer, how many arrests have you made or how has the crime rate been reduced because of your actions?

● Success Factor #4
Remember to include information about the administrative aspects of your job, especially if you’re interested in advancing into supervisory or management positions. This may include personnel training and supervision, record-keeping, report preparation, regulatory review and compliance, and a host of other functions.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 law enforcement and legal keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Arbitration

Judicial Affairs

Arrest & Prosecution

Legal Research & Analysis

Civil Law Proceedings

Legislative Review & Analysis

Corporate Law & Representation

Litigation

Courtroom Proceedings

Public Safety & Administration

Criminal Investigations

Regulatory Affairs

Depositions & Discovery

Risk Management

Due Diligence

Search & Seizure

Intellectual Property

Trademark & Copyright Law

Interrogations

Workers’ Compensation

Following are some excellent examples of cover letters for law enforcement and legal careers.

Chapter 12

▶ Cover Letters for

Manufacturing and Operations

Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in manufacturing or operations, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Highlight your experience and training in principles and methods such as Lean Manufacturing, Six Sigma, Just-In-Time inventory, TQM, SAP, and ISO standards.

● Success Factor #2
Showcase information about your contributions to process improvements, scrap reduction, or other innovations that increase operating efficiency or reduce production costs. Use dollar figures or percentages to quantify results, and, when possible, relate these results to the prospective employer’s needs.

● Success Factor #3
Demonstrate the diversity of your skillset by mentioning the various operations and processes with which you have experience (for example, cell manufacturing, assembly line, fabrication, stamping/molding, or clean-room operations). Emphasize those experiences that are most relevant to the needs of the targeted employer.

● Success Factor #4
Include statistics about quality and customer interactions. As domestic manufacturers compete in the global market, delivering defect-free products and being attentive to customers are critical for success.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 manufacturing and operations keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Budget Planning & Administration

Operations Re-engineering

Continuous Process Improvement

Plant Management

Cost Reduction & Avoidance

Process Automation

Efficiency Improvement

Productivity Improvement

Facilities Engineering

Quality Assurance & Control

Inventory Planning & Control

Resource Planning & Management

Logistics

Supply Chain Management

Manufacturing Technology

Technology Integration

Multi-Site Operations Management

Workflow Optimization

Occupational Health & Safety

Workforce Planning & Management

Following are some excellent examples of cover letters for manufacturing and operations careers.

Chapter 13

▶ Cover Letters for

Sales, Marketing, and Customer

Service Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in sales, marketing, or customer service management, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Use statistics to quantify your achievements whenever possible. Show percentage increases in revenues, your top ranking among other sales associates, or the number of new accounts you’ve closed to demonstrate how you’ve added value. If you’re a marketing professional, how much was market share or sales volume increased based on the campaign(s) you recommended?

● Success Factor #2
Demonstrate how your work history has prepared you to meet the specific needs of the prospective employer at this time. Show your versatility in representing different product categories or serving various types of customers (for example, business-to-business and business-to-consumer).

● Success Factor #3
Highlight consultative selling and relationship-building skills. In today’s environment, connecting well with customers, expertly assessing their needs, and recommending the right solutions are highly valued qualities in sales and customer service professionals.

● Success Factor #4
Mention your technology skills, especially presentation software or contact management applications that help sales professionals do their jobs more efficiently. For customer service people, experience with various order entry/tracking software is important.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 sales, marketing, and customer service keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Brand Development & Launch

Multi-Channel Marketing

Competitive Market Intelligence

Multimedia Marketing & Promotion

Contract Negotiations

Product & Market Positioning

Corporate Communications

Product Lifecycle Management

Customer Relationship Management

Public Relations

Customer Service & Retention

Sales Administration

E-Commerce

Sales Presentations

International Trade

Sales Training

Key Account Management

Solutions Selling

Media Affairs & Press Relations

Time & Territory Management

Following are some excellent examples of cover letters for sales, marketing, and customer service careers.

Chapter 14

▶ Cover Letters for

Skilled Trades Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in the skilled trades, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1

Be sure to highlight specific training programs, internships, or ●apprenticeships you’ve completed that relate directly to the position for which you are applying. Then, be sure to highlight any additional certifications or licenses you have earned (for example, welding, HVAC, and so on).

● Success Factor #2
Show your range of experience. For example: framing, roofing, finish cabinet work (carpenter); 120-volts, 480-volts, network cabling (electrician); pneumatics, hydraulics, and high-pressure lines (plumber).

● Success Factor #3
Remember to mention special skills that set you apart and that directly relate to the stated needs of the prospective employer (for example, conduit bending, fiber optic installation, EDM processes, or compound and progressive die building/repair).

● Success Factor #4
Highlight your familiarity with the latest technology. Do you use CAD/ CAM software, CNC programming, or other technology tools and aids? If so, be sure to include them. They’re a great asset for you in your job search.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 keywords for careers in the skilled trades, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Blueprints & Drawings

Project Scheduling & Documentation

Contract Administration

Project Specifications

Crew Supervision

Regulatory Compliance

Customer Relations

Residential & Commercial Projects

Electrical, Plumbing & HVAC

Scope-of-Work Documents

Fault Isolation & Analysis

Security Systems Installation

Maintenance & Repair

Testing & Troubleshooting

Material Management

Tools & Equipment Control

Preventative Maintenance

Training & Apprenticeships

Project Management

Work Site Safety

Following are some excellent examples of cover letters for skilled trades careers.

Chapter 15

▶ Cover Letters for

Teaching and Education Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in teaching and education, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
List your credentials/certifications prominently, possibly right after your contact information. Principals and administrators want to see right away what subject areas or grade levels you are qualified to teach and/or administer.

● Success Factor #2
Mention the classes you have taught, including grade levels and subjects. Include any information about special lesson plans or field trips related to a particular subject area to illustrate your ingenuity and creativity in bringing the subject matter alive for your students. Relate these activities to the particular needs of the school or school district to which you are applying.

● Success Factor #3
Highlight any committees you have been a member of or student activities for which you have served as an advisor (for example, Science Curriculum Committee or Olympics of the Mind Advisor).

● Success Factor #4
Include travel or other enriching activities that contribute to your ability to bring additional value to the classroom. A social studies teacher who has spent extensive time exploring Europe or Native American cultures in the Southwest can be a much more fascinating candidate than someone who hasn’t had similar experiences.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 teaching and education keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Accreditation

Parent-Teacher Relations

Academic Advising

Research & Publishing

Academic Standards

School Administration

Classroom Management

Student Advisement

Course Design

Student Placement

Curriculum Development

Student Recruitment

Educational Services Administration

Student Relations

Higher Education

Teacher Training & Instruction

Instructional Materials

Testing & Evaluation

Multimedia Learning Methodologies

Textbook Review & Selection

Following are some excellent examples of cover letters for teaching and education careers.

Chapter 16

▶ Cover Letters for

Technology, Science, and

Engineering Careers

Your cover letter presents an excellent opportunity to show prospective employers and recruiters how the skills and accomplishments documented on your resume relate to their specific hiring needs. Each industry and profession presents unique cover letter writing and design challenges. If you are interested in pursuing a career in technology, science, or engineering, be certain to include highlights of these important success factors in your cover letters:

● Success Factor #1
Technology, science, and engineering careers all require knowledge of technical equipment, computer systems and software, and much more. Be sure to mention relevant technical knowledge (for example, scientific/laboratory equipment, computer software and hardware, operating systems, and networks) to clearly communicate your qualifications and technical competencies.

● Success Factor #2
Document any research papers, studies, or patents in which you have participated. Elaborate on projects relevant to the targeted position to demonstrate your keen interest in the subject matter.

●Success Factor #3
Highlight projects on which you have worked and discuss how your participation contributed to the success of those projects (for example, under budget, ahead of schedule, exceeded customer expectations, or upgraded organizational capabilities).

● Success Factor #4
Showcase all of your extra professional activities, which may include public speaking, professional affiliations, publications, or teaching/training. If any of these are directly relevant to the opening you’re targeting, highlight those in even more detail.

Keywords and Keyword Phrases

Keywords and keyword phrases are critical components of every successful job seeker’s cover letter. By using just one or two words, you’re able to communicate a wealth of information about your skills, qualifications, and experience. What’s more, keywords are the basis for scanning technology and are therefore critical to every job seeker’s campaign in today’s electronic-based job search market.

Following are the top 20 technology, science, and engineering keywords, some of which may reflect your skills and some of which may not be appropriate for you at this time. Use these words as the foundation for developing your own list of keywords on the Professional Keyword List form in Appendix B.

Tak 20 Keywords

Applications Development

Project Planning & Management

Capital Projects

Prototype Development & Testing

E-Commerce

Research & Experimentation

Engineering Design

Scientific Methodologies

Fault Isolation & Analysis

Systems Engineering

Information Services Management

Technical Writing

Information Technology

Technology Transfer

Multimedia Technology Integration

User Training & Support

Network Design & Technology

VOIP Technology

Performance Optimization

Website Design & Management

Following are some excellent examples of cover letters for technology, science, and engineering careers.

Appendix A

▶ Cover Letter Writing Worksheet

Use this worksheet as a guide for gathering the critical information you will need to develop each of your cover letters. In fact, we suggest you make copies of this form so that you can use it each and every time you’re preparing a cover letter.

Appendix B

▶ Professional Keyword List

Each cover letter example chapter in this book (Chapters 5-16) has a list of keywords relating to the particular career field or profession covered in that chapter.

Use this form to highlight all the keywords and keyword phrases that accurately reflect your skills, qualifications, and experience.

Appendix C

List of Contributors

The following professional resume writers have contributed their best cover letters to this publication. All have years of experience in professional resume and cover letter writing; many have earned distinguishing professional credentials, which include:

Bcomm Bachelors in Communications (Canada)

CARW Certified Advanced Resume Writer

CCM Credentialed Career Master

CCMC Certified Career Management Coach

CCTJ Certified Career Transition Jumpmaster

CDP Career Development Practitioner

CEIC Certified Employment Interview Consultant

CEIP Certified Employment Interview Professional

CERW Certified Expert Resume Writer

CIC Certified Interview Coach

CIS Certified Interview Strategist

CJCTC Certified Job & Career Transition Coach

CJST Certified Job Search Trainer

CLTMC Certified Leadership & Talent Management Coach

CMP Certified Management Professional

CPBS Certified Personal Brand Strategist

CPC Certified Personnel Consultant

CPCC Certified Professional Career Coach

CPRW Certified Professional Resume Writer

CTMS Certified Transition Management Seminars

CTSB Certified Targeted Small Business

CWDP Certified Workforce Development Professional

FJSTC Certified Federal Job Search Trainer & Counselor

IJCTC International Job & Career Transition Coach

JCTC Job & Career Transition Coach

MA Master of Arts

MBA Master of Business Administration

MCDP Master Career Development Professional

MS Master of Science

NCCC Nationally Certified Career Coach

NCRW Nationally Certified Resume Writer

RPR Registered Professional Recruiter

Carol Altomare, CPRW

World Class Resumes, Flemington, N.J.

caa@worldclassresumes.com

worldclassresumes.com

(908) 237-1883

Paul Bennett, BComm, CPRW

TARGET Career Services,

Vancouver, BC, Canada

paul@targetcareerservices.com

www.targetcareerservices.com

(888) 782-7438 / (604) 876-9980

Laurie Berenson, CPRW

Sterling Career Concepts, LLC, Park

Ridge, N.J.

laurie@sterlingcareerconcepts.com

www.SterlingCareerConcepts.com

(201) 573-8282

Anne Brunelle, Career Transitions

Coach

Making Changes, Toronto, ON, Canada

info@makingchanges.ca

www.makingchanges.ca

(647) 224-8287

Diane Burns, CCMC, CPCC,

CLTMC, CPRW, FJSTC, IJCTC,

CEIP

Career Marketing Techniques, Boise,

Idaho

diane@polishedresumes.com

www.polishedresumes.com

(208) 323-9636

Clay Cerny, Ph.D.

AAA Targeted Writing & Coaching,

Chicago, Ill.

claycerny2@msn.com

(773) 907-8660

Denyse Cowling, CIS, CPC, RPR

Career Intelligence, Inc., Burlington,

ON, Canada

dcowlings@cogeco.ca

www.careerintelligence.ca

(866) 909-0128

John Femia, BS, CPRW

Custom Resume & Writing Service,

Altamont, N.Y.

customresume1@aol.com

www.customresumewriting.com

(518) 872-1305

Gail Frank, NCRW, CPRW, JCTC,

CEIP

Frankly Speaking: Resumes That

Work, Tampa, Fla.

gailfrank@post.harvard.edu

www.callfranklyspeaking.com

(813) 926-1353

Louise Garver, MA, CMP, CPRW,

CEIP, MCDP, JCTC

Career Directions LLC, Enfield, Conn.

LouiseGarver@cox.net

www.careerdirectionsllc.com

(860) 623-9476

Jill Grindle, CPRW

Resume Inkstincts, Agawam, Mass.

j.grindle@resumeinkstincts.com

www.resumeinkstincts.com

(413) 789-6046

Susan Guarneri, NCCC, CCMC,

CPBS, CERW, CCTJ, CPRW

Guarneri Associates, Three Lakes, Wis.

Resumagic@aol.com

www.resume-magic.com

(866) 881-4055

Michele J. Haffner, CCMC, CPRW,

JCTC

Advanced Resume Services, Glendale, Wis.

mhaffner@wi.rr.com

www.resumeservices.com

(888) 586-2258

Loretta Heck

All Word Services, Prospect Heights, Ill.

siegfried@ameritech.net

(847) 215-7517

Susan Hoopes, CJST, CJCTC, CWDP

Cuyahoga Valley Career Center,

Brecksville, Ohio

susan.hoopes@cvcc.k12.oh.us

www.cvccworks.com

(440) 746-8260

Rosemary Fish Justen, CPRW, CEIP

Creative Communication Services, Inc.,

Schaumburg, Ill.

rosemary@CCSResumes.com

www.ccsresumes.com

(847) 490-8686

Erin Kennedy, CPRW

Professional Resume Services,

Lapeer, Mich.

ekennedy@proreswriters.com

www.proreswriters.com

(206) 339-2876

Myriam-Rose Kohn, CPBS, CCM,

CCMC, IJCTC, CPRW, CEIP

Jeda Enterprises, Valencia, Calif.

myriam-rose@jedaenterprises.com

www.jedaenterprises.com

(661) 253-0801

Brian Leeson, MS

Vector Consultants Pty Ltd,

Echunga, South Australia, Australia

vector@adelaide.on.net

www.vectorconsultants.com.au

+61 8 8388 8183

Linda Matias, JCTC, CIC, NCRW

CareerStrides, Long Island, N.Y.

linda@careerstrides.com

www.careerstrides.com

(631) 387-1894

Melanie Noonan

Peripheral Pro, LLC, West Paterson, N.J.

PeriPro1@aol.com

(973) 785-3011

Don Orlando, MBA, CPRW, JCTC,

CCM, CCMC

The McLean Group,

Montgomery, Ala.

yourcareercoach@charterinternet.com

(334) 264-2020

Julie Rains, CPRW

Executive Correspondents,Clemmons,

N.C.

jr@workingtolive.com

www.workingtolive.com

(336) 712-2390

Michelle Mastruserio Reitz, CPRW

Printed Pages, Cincinnati, Ohio

michelle@printedpages.com

www.printedpages.com

(513) 598-9100

Christine Robinson

Lima, N.Y.

CreativesMarketing@rochester.rr.com

.wwwCreativesMarketing.com

(585) 624-4232

Jennifer Rushton, CARW, CEIC,

Keraijen Certified Resume Writer

Sydney, NSW, Australia

info@keraijen.com.au

www.keraijen.com.au

+ 61 2 9994 8050

Barbara Safani, MA, CERW, NCRW,

CPRW, CCM

Career Solvers, New York, N.Y.

info@careersolvers.com

www.careersolvers.com

(866) 333-1800

Janice M. Shepherd, CPRW, JCTC, CEIP

Write On Career Keys, Bellingham, Wash.

janice@writeoncareerkeys.com

www.writeoncareerkeys.com

(360) 738-7958

Billie Ruth Sucher, MS, CTMS,

CTSB, JCTC

Billie Ruth Sucher & Associates,

Urbandale, Iowa

billie@billiesucher.com

www.billiesucher.com

(515) 276-0061

Edward Turilli, MA, CPRW

AccuWriter Resume, Writing &

Career Services, Bonita Springs, Fla.

edtur@comcast.net

(239) 948-7741

North Kingstown, R.I.

edtur@cox.net

www.resumes4-u.com

(401) 268-3020

James Walker, MS

Serco, Inc., Fort Riley, Kans.

jwalker8199@yahoo.com

(785) 239-2278

Daisy Wright, CDP

The Wright Career Solution,

Brampton, ON, Canada

daisy@thewrightcareer.com

www.thewrightcareer.com

(905) 840-7039

About the Authors

▶ Arnold G. Boldt

After experiencing his own “downsizing” in 1994, Arnie Boldt explored a number of options before partnering with his wife, Gail Smith Boldt, to form Arnold-Smith Associates, which has helped thousands of job seekers who have found themselves in transition. Since then, he has honed his skills to become recognized as one of the premier resume writers in the country, contributing to more than 30 different books by eight different authors, including numerous titles by No-Nonsense Resumes co-author, Wendy Enelow.

In 2004, he was nominated for two prestigious TORI Awards (presented by Career Directors International) in the categories of Best Creative Resume and Best Cover Letter. He has spoken on resume-related topics to groups in the healthcare and manufacturing fields, as well as delivering presentations geared to the older worker and to executives in transition.

Mr. Boldt holds a Bachelor’s degree in Technical Communications from Clarkson University and is a Certified Professional Resume Writer and Job & Career Transition Coach. He prides himself on his experience working with the broadest array of clients, ranging from tradespeople and new graduates to corporate executives. A lifelong resident of upstate New York, he makes his home with his wife and two Chihuahuas in a suburb of Rochester.

▶ Wendy S. Enelow

Wendy Enelow is a well-known and well-respected authority in resume writing and career coaching, and has been in private practice for more than 25 years. To date, she has guided more than 5,000 professional, management, and executive clients to achieve their career goals by providing them with best-in-class resumes, cover letters, and job search strategies. In addition, she has authored more than 20 books on resume and cover letter writing, job searching, key words, interviewing, and more.

Ms. Enelow is a frequently requested speaker at national conferences and workshops including the International Career Development Conference, Career Masters Institute Annual Professional Conference, National Employment Counseling Association Annual Conference, President’s National Hire Veterans Committee, Professional Association of Resume Writers Annual Conference, Venture for Enterprising Women, and many more. In addition, she has been interviewed by major media outlets nationwide and has more than 100 articles published on various Internet sites.

Ms. Enelow holds a Bachelor’s degree in Psychology from the University of Maryland. She is a Credentialed Career Master, Master Resume Writer, Job and Career Transition Coach, and Certified Professional Resume Writer. Ms. Enelow currently resides with her husband and pet menagerie in southwestern Virginia.