How to write a covering letter
Why send a covering letter?
The covering letter is your opportunity to explain to a potential employer why you would be the right person for the job. Your aim is to stress your skills, experience and achievements so that you can get an interview. One of the best ways to do this is to choose highlights from your CV and match them directly to the key words in the job advertisement.
The basic rules of good business writing also apply - keep your letter concise, but relevant. Three or four paragraphs on one A4 size (office-size) page is enough. As with your CV, you can use bullet points to highlight important information.
Using key words
Look closely at how the advertisement you are replying to is written. Can you identify the most important skills, experience or qualifications that the company want?
Take a look at the example below:
"Oris computers are looking for a Sales Manager with excellent customer service skills as well as significant experience in account management. A team player, you will have overall responsibility for all key accounts in the South East - a position that is responsible for the highest turnover in the country. Reporting directly to the Managing Director, you will be able to identify new markets and customers and implement effective and suitable marketing and promotional activities."
The key words and phrases are:
excellent customer service skills
significant experience in account management
team player
overall responsibility for all key accounts
responsible for high turnover
identify new markets and customers
implement effective and suitable marketing and promotional activities
You will need to make sure that you can include these key words in your covering letter. If your skills or past experience do not match completely, you can highlight other relevant skills. For example, if you haven't had experience managing high turnovers, you can emphasise other related business skills, such as setting and managing budgets.
As you are writing your letter to "echo" the wording in the advertisement, you cannot write one covering letter for every job you apply for. You should write each letter specifically for the job you are applying for.
The structure of a covering letter
Salutation
Try to find out the name of the person you should address the letter to. This means you can avoid using "Dear Sir/Madam" or "To whom it may concern". If you really cannot find out the person's name, you can use a job title: "For the attention of the Office Manager."
Starting the letter
Start your letter with something that relates directly to the job advertisement. Avoid phrases such as "Let me take a moment to introduce myself," or "This letter is written in response to your advertisement…". Instead, you could write:
With over 15 years' experience as a sales manager, I have the skills required for the post of "Sales Manager" as advertised in The London Mail on July 2.
I would like to apply for the position of Sales Manager, as advertised in The Oxford Express.
I am writing in response to your recent advertisement in The Oxford Express for a Sales Manager.
With five years' experience of sales management at PC Systems, I am comfortable with the requirements of the post.
With the experience I have gained at PC Systems, I fit the profile of Sales Manager as specified in the advertisement.
If possible, avoid starting every sentence with "I".
The main part of the letter
In following paragraphs, you can give further information. You should demonstrate how you fit the requirements of the job. To keep what you write relevant, organise the information around the key words of the advertisement.
Paragraph 2
You can match your professional skills or qualifications to those in the advert.
For example, if key words in the advertisement are "excellent customer service skills" or "responsible for high turnover", you could write:
My experience at PC Systems has enabled me to gain an excellent all-round understanding of customer service and support.
As Sales Manager for PC Systems, I have overall responsibility for a yearly turnover of more than two million pounds.
Paragraph 3
Select key words from the advertisement and match them to two or three of your achievements. By illustrating your "fit" with the job, you are selling yourself and giving reasons why you are suitable for the job. For example:
In my position of Sales Manager for PC Systems, I work closely with the Promotions Department to devise and implement a range of marketing activities. For example, we were responsible for a print and broadcast campaign that generated more than one million pounds in additional revenue.
Part of my responsibilities also include evaluating new markets and customers. I have initiated a series of test and focus groups to evaluate potential products as well as to gain a deeper understanding of key customer requirements.
Ending the letter
You can end your covering letter to ask for an interview and to say when you would be available for interview. You should also thank the reader for their time.
I would welcome the opportunity of an interview and I am available throughout the whole of March.
I would be delighted to discuss my application with you in further detail.
I would greatly appreciate the opportunity to discuss my application with you.
I look forward to hearing from you soon.
Thank you for your time and consideration.
Dos and don'ts
Do
- check that your letter is accurate. Use a spellcheck and read it several times in order to eliminate any spelling mistakes or grammatical errors.
Don't
- include your salary expectations. It is better to negotiate terms and conditions at the interview.
- write about irrelevant personal information, such as interests and hobbies.
- make unsubstantiated claims. If your personal characteristics match those in the job advert, make sure that you can prove them.
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