Rock Your Cover Letter

By Nancy Mucciarone, Syracuse University

After hours in the computer lab -- most of that time spent scratching your head -- you’ve finally perfected your resume and are ready to send it out to prospective employers. But don’t forget about the second crucial item in your application process: the cover letter. Read on to find out how to write the cover letter that will help you stand out from the rest of the job-seeking crowd.

First and Foremost? Format Your Cover Letter
A cover letter should be formatted like a basic business letter, which has some very specific elements:

Contact Info Type your contact info at the top of the page, either centered or flush left. Be sure to include your name (duh), address, phone number (cell and home, if appropriate) and, yes, your email address.

Today’s Date Go down a few spaces and type in the date. At this point, if you’ve centered your personal information, you’ll want to position the date (as well as the rest of the letter’s contents) flush left.

Employer Info Go a space or two after the date (remember -- to the left, to the left), and type in the employer’s contact info, including the hiring manager’s first and last name, and the company’s name and address (not phone numbers or email addresses). Try to address the cover letter to an actual person. Do some research online to find the human resources coordinator, or call the company to ask for the interviewer’s name.

Greet the Reader Keep your salutation on the formal side, always starting with “Dear” followed by “Mrs.,” “Ms.” or “Mr.,” and the hiring manager’s last name only. If you were unable to get a name, stay away from “to whom it may concern” -- unless you want your application thrown directly in the trash. Appropriate options are “Dear Hiring Manager” or “Dear Human Resources Director.”

Body-building Your Cover Letter
Like we said before, the body is the bulk of your cover letter. Still, keep your cover letter as concise as possible -- three short paragraphs, and less than one page. “You want to keep it short and crisp,” says Dr. Larry Chiagouris, author of The Secret to Getting a Job After College. “If they go on too long, they will not be read.”

Chiagouris recommends writing two or three sentences for the opening, a few bullet points or short statements in the middle, and one or two concluding sentences:

Cover Letter Paragraph No. 1: Grab the reader’s attention. The first paragraph of a cover letter is crucial because the employer will either be intrigued to read on or put your application in the “no” pile. First off, state the position for which you’re applying, since many employers are hiring for more than one spot at a time.

To make sure the hiring manager stays focused, start with the “one-two punch,” says Chiagouris. “This is two critical sentences: First, show that you know the company, and then follow through with something about yourself and how you can help.”

Cover Letter Paragraph No. 2: Highlight your best qualities. Take a closer look at the job posting and pay attention to key skills and qualities the employer is seeking. In your cover letter, give examples of how and why you match up. “Try to mirror perfectly what the job specs are with what your capabilities are,” says Chiagouris. “Tell them what you bring to the party and what you can do for them.”

Chiagouris recommends doing this in bullet form to keep it brief and easy to follow. But if you’re applying for a job where writing is important, it might be a good idea to write three short paragraphs instead to show you’re able to smoothly transition copy.

No job posting? If you’re emailing human resources cold in an attempt to land a spot, search for past job postings. “Find out what the advertised jobs by that company tend to look like and what qualifications people in the industry tend to seek out,” says Chiagouris. Shape your points against these to show that you’re a great fit for the position.

Cover Letter Paragraph No. 3: Set it up for a follow-up. Close the letter with a sentence thanking the hiring manager for his or her time. Let the person know you’ll be in contact soon. “Something like, ‘I will call your office next week to see if there’s anything else you need’ is all you have to say,” says Chiagouris. “It’s showing the employer that you’re aggressive and taking initiative, and they’ll want to talk to you.”

What if the job posting says “No phone calls”? Let the employer know in your closing that you’ll be sending an email in about a week to see if additional materials are needed.

Closing out Your Cover Letter
Close your letter with a polite and formal goodbye, anything from “Warm Regards” to “Sincerely” to “All the Best” to “Respectfully Yours” work fine.

Sign Off Type your name below the complimentary close, but include enough space so that you can also sign it manually. Put your handwritten signature between the closing statement and your typed name.

Always Proofread Nothing says “I don’t pay attention to detail” like grammar or spelling mistakes on a cover letter. Triple-check your letter before you send it off!

Photo: @iStockphoto.com/EricHood