Easy Steps to Writing An Engaging Cover Letter and Getting the Format Right!
Getting a cover letter right can be as important as perfecting your CV. It is a way of introducing yourself to the employer and is a way to expand upon your CV.
It is possible that some recruiters will receive hundreds of CV’s and applications a day, so your cover letter gives you an opportunity to stand out from the rest of the crowd, but with only a few paragraphs it needs to be good to get their attention.
Before you start
Before you launch into the creation of your cover letter, it is important to do some research. The most important things you should research are:
To whom you should address your cover letter
What skills and experience are mentioned in the job description
The company and its culture
The company’s main clients and competitors
Their competitors and market position
The sector and any recent news or trends
The company’s future aims
This information should make the process of writing a cover letter much easier for you and help your cover letter to stand out. Once you start writing, you will already have an idea of what to talk about. It should also enable you to tailor your cover letter to the job role that you are applying for.
Writing a Cover Letter (Hard Copy)
Every letter you write needs to be tailored to the specific job and company that you’re applying for. A cover letter should be written in the same format as any other formal business letter, starting with your address and contact details in the top right have corner. Make sure your contact details are sensible, for example, ilovemanutd@gmail.com isn’t the most professional looking email address!
Follow your contact details with the address of the company you are applying to and the date further down on the left hand side.
Take a look at the example below:
[Address Line 1]
[Address Line 2]
[Address line 3]
[Telephone number]
[Email Address]
Mr Jones
[Company Name]
[Address Line 1]
[Address Line 2]
[Address Line 3]
30 September, 2017
Dear Mr Jones,
Application for [name of role]
Your opening paragraph should be made up of three things: why you’re writing the letter; the position you’re applying for; how you found out about the position. For example: ‘I am writing to apply for the role of [job title], in response to an advert I saw on [name of job site. Please find my CV attached.’
In your second paragraph, you should show your prospective employer how and why you’re the right person for the role. You should expand on your CV, giving a brief summary of any relevant skills or education that you have. Always provide examples of when you’ve effectively used these skills. These examples should also highlight why you would be good at the role. Your cover letter isn’t a copy of your CV; it should take your most notable achievements, explain a bit more about them, and then show how these skills could benefit the employer. Check the job description and use it to mirror the skills mentioned and the phrasing used.
Use the third paragraph to showcase your knowledge of the company and sector, and add information about why you want to work for their specific company. Give reasons and examples about how you can add to their success, as well as why you’ll be a good fit for their company.
Use the final paragraph to seek a follow-up of some kind. If you are planning to follow your application with a phone call, let the employer know and tell them when you plan to call. For example: “I will call in one week of the date of this letter to arrange an interview.” Or if you intend to wait for a response, you should write something along these lines: “I would love to arrange an interview; I look forward to hearing from you at your earliest convenience.” Make sure you let the employer know how best to reach you by providing your best phone number and email address. Thank them for taking the time to read your letter and then sign off with:
Yours sincerely,
Your Signature
Your Name
Writing a Cover Letter (Digital Copy)
It is now common to send a cover letter, or indeed a whole job application, online or by email. If you need to send a cover letter online or by email, the approach to formatting should be a little different.
If you are sending your cover letter as an attachment, then write it per the hard copy information above. When you save your cover letter, ensure that you save it as a .pdf file extension. This means that any computer will be able to open and view it.
If you need to send the cover letter as the main body of an email, your approach will be a little different. Ensure that you format the subject line of your email “Application for [name of role] – [Your name]”. If you have been provided with a reference number, ensure that this has been included too.
The paragraphs of your email will be the same as the hard copy letter, but you can remove the addresses, telephone numbers, date and signature.
Dear Mr Jones,
Your opening paragraph should be made up of three things: why you’re writing the letter; the position you’re applying for; how you found out about the position. For example: ‘I am writing to apply for the role of [job title], in response to an advert I saw on [name of job site. Please find my CV attached.’
In your second paragraph, you should show your prospective employer how and why you’re the right person for the role. You should expand on your CV, giving a brief summary of any relevant skills or education that you have. Always provide examples of when you’ve effectively used these skills. These examples should also highlight why you would be good at the role. Your cover letter isn’t a copy of your CV; it should take your most notable achievements, explain a bit more about them, and then show how these skills could benefit the employer. Check the job description and use it to mirror the skills mentioned and the phrasing used.
Use the third paragraph to showcase your knowledge of the company and sector, and add information about why you want to work for their specific company. Give reasons and examples about how you can add to their success, as well as why you’ll be a good fit for their company.
Use the final paragraph to seek a follow-up of some kind. If you are planning to follow your application with a phone call, let the employer know and tell them when you plan to call. For example: “I will call in one week of the date of this letter to arrange an interview.” Or if you intend to wait for a response, you should write something along these lines: “I would love to arrange an interview; I look forward to hearing from you at your earliest convenience.” Make sure you let the employer know how best to reach you by providing your best phone number and email address. Thank them for taking the time to read your letter and then sign off with:
Yours sincerely,
Your Name
How Long should a Cover Letter Be?
Keep your cover letter to a single A4 page, two at the most. This may seem difficult as there is a lot of information that you want to get across to your prospective employer, but no decision maker is interested in reading an essay. Keep it as short and as simple as you can.
Tailor Each Cover Letter?
The best way to do this is to use the information that you found during your research phase and include any relevant parts about company or industry news to the company that you are applying to. This also helps to show that you are genuinely interested and a clued-up individual who will add value to their company.
Hints and Tips
Apply to the job you want not the job you have – don’t tell them all the reasons you were appointed to your current role, demonstrate the transferable skills, knowledge and experience for that role.
Be Concise – this can seem difficult with so much information that you’d like to include, but you should keep your cover letter to a maximum of one A4 page. Recruiters will give around 20-30 seconds per letter, they won’t read through pages and pages of information, no matter how experienced you are.
Don’t just re-write your CV – a cover letter should expand on your CV. Ensure that you pick the most relevant examples to the role that you are applying and give details of your achievements.
Sign you cover letter by hand – if you are sending a hard copy cover letter by post, make sure that you add a personal touch by signing the letter by hand.
Online applications – if you are applying online remember that Macs and PCs don’t yet work in total harmony. Make sure that the recruiter can open your CV by saving it as a .pdf file.
Proof read – ensure that you have checked over your cover letter for any mistakes and have someone else read over it too. Avoidable mistakes will mean that recruiters won’t take you seriously and you may be overlooked for an interview.
Avoid buzzwords and waffle – you want to stand out from the crowd, so avoid buzzwords that pad out your cover letter and that the recruiter would have heard numerous times before. Instead, make sure you include your personal achievements and back these up with examples.
Westwood Harris Burns are specialists in Executive Search and Senior Finance appointments within the Public Sector; with particular expertise in NHS, Housing and Charity Sectors. With over 60 years combined experience, we have extensive knowledge of the market, proven track records and established networks, allowing us to provide a wide range of services to both clients and candidates alike.
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