Actually, the philosophy behind writing cover letters that get results is elegantly simple. In fact, it's so elementary that most people overlook it in their quest for the "perfect letter." Then when they learn the process, they say, "Of course…….Why didn't I think of that before?"
The secret they seek is this: You must tailor each cover letter you send if you want it to have maximum impact. Granted, this approach takes more time and effort than writing a single letter for every employer, but the results are worth it.
If you consider that hundreds of people reply to one classified ad, it's easy to figure out how recruiters reduce the candidates to a reasonable number. Of necessity, the process goes something like this:
First, the recruiter will specify job criteria that his company absolutely requires, plus some other prerequisites that are advantageous, but not critical. Then he'll flip through the stack of cover letters to see which ones mention these important items. Those that don't will automatically go to the round file. He'll also form quick impressions of the writers by how their letters look: Do they have typos? Are they neat? Do they use good grammar and understandable language? The ones that don't meet these tests will join the other rejects. Having eliminated the bulk of the candidates, the recruiter then scans the remaining resumes for how the writers' experience meshes with the requirements of the job.
Job seekers whose cover letters don't specifically address the recruiter's needs become job-search statistics, no matter how wonderful their resumes or experience may be.
To give yourself the best chance of surviving the cover-letter purging process, your letter must entice an interviewer to get to know you better. Tell her why you've chosen her company over the many others that might employ you. Impress her with your desire to discuss the exciting possibilities waiting for you at her firm. Make her feel special. People respond to positive feedback, even (maybe even especially) when they're plowing through a boring stack of cover letters.
Suppose you're the screener sorting candidates into no, maybe and yes piles. Mechanically plodding through the deluge, you suddenly discover a cover letter that says nice things about your company. You feel a sudden tingle of appreciation. This candidate has class. He's done his homework. His business philosophy coincides with yours. He's a good communicator. By George, he deserves an interview!
And, if he's really savvy, his letter states that he'll follow up with a call to confirm receipt of his resume and schedule an appointment. Employers like to be pursued. They admire candidates who have initiative and enthusiastically go after what they want. This is perfectly understandable because they're just like the rest of us. They want to be loved (or the professional equivalent thereof) ---So much for the cover-letter philosophy. Let's take a look at the nuts and bolts.
Formats
As you probably know, there are two main formats for a typical business letter: indented and block. Job seekers can use either of these models when writing cover letters, since recruiters don't have a special preference for one over the other.
The indented format, which places the date and closing near the right margin and has indented paragraphs. If your address isn't preprinted on the stationery, position it directly above the date.
If you don't want to deal with tabs and indentions, you'll prefer the block format shown since all its elements begin at the left margin. The two exceptions in this example are your preprinted address and the bulleted items, which should always be indented regardless of the letter's format.
Please refer to Will Griffith's letter as we review the following elements of a good cover letter.
Heading
As with any other letter, a cover letter's heading should include your address and the date. Many people include their phone and fax numbers as well. While this sounds straightforward, choosing what phone number to use and determining where to receive faxes can get complicated.
For instance, a potential employer who hears a bad rendition of Elvis on your home answering machine won't be favorably impressed. Nor will a current employer appreciate your taking calls from prospective companies on his time. One can only imagine the repercussions of getting faxes from employers on a machine that's closely monitored by a departmental secretary also known as the "Gossip Queen."
Give some thought to where you want to receive calls and correspondence. Even if you have to rent post office and voice-mail boxes, the extra trouble and expense will be worth it if it ensures your communications with potential employers will be professional and confidential.
Some job seekers choose to have their name, address, phone and fax numbers printed on their stationery and their name and address printed on matching envelopes. This is a nice touch, as long as the letter's heading agrees with the one on the resume. Usually, preprinted headings are placed at the top of the page, either centered or stretched across the page. See the cover letter examples for illustrations of typical headings.
Inside Address
The inside address includes the name of the letter's addressee, title, company and business address. If you're sending your cover letter to a contact, search firm or direct-mail recipient, these facts are easy to locate and confirm.
WILLIS E. GRIFFETH
2781 Preston Oaks 201
Dallas, TX 75257
214-233-0607
December 21,199X
Mr. Tom Campbell
Stallings National
P.O. Box 2543
Dilworth, Wl 54306-2545
Dear Mr. Campbell:
When I read your ad in the Dallas Morning News, it caught my attention for two reasons:
- enjoy working for an organization that wants state-of-the-art management and operations systems.
- You are opening your new facility in Dallas, where I have lived for the past 18 years.
As warehouse manager for Carillon Systems, I have:
- Supervised 20 people of diverse cultural backgrounds.
- Managed the receiving and shipping of over 200 million pounds per year domestically and internationally.
- Spearheaded and implemented numerous projects to improve productivity and save money.
- Used both WIP and JIT processes to track inventory.
- Kept current with state-of-the-art techniques through continuing education courses.
Sincerely yours,
Willis E. Griffeth
Example/ Block
WILLIS E. GRIFFETH
Preston Oaks #201
Dallas, TX 75257
214-233-0607
December 21, 199X
Mr. Tom Campbell
Stallings National
P.O. Box 2543
Dalworth, Wl 54306-2545
Dear Mr. Campbell:
When I read your ad in the Dallas Morning News, it caught my attention for two reasons:
- I enjoy working in an organization that wants state-of-the-art management and operations systems.
- You are opening your new facility in Dallas where I have lived for the past 18 years,
As warehouse manager for Carillon Systems, I have:
- Supervised 20 people of diverse cultural backgrounds.
- Managed the receiving and shipping of over 200 million pounds per year domestically and internationally.
- Spearheaded and implemented numerous projects to improve productivity and save money.
- Used both WIP and JIT processes to track inventory.
- Kept current with state-of-the-art techniques through continuing education courses.
Sincerely yours,
Willis E. Griffeth
If you're replying to a want ad, the name of the company, hiring manager or recruiter isn't always included. However, you may learn these details by doing a little investigating. If the company is listed in the ad, call the main number and ask who is in charge of human resources or recruiting, or who's collecting resumes for this particular job opening. Then use his name and title in your letter. A potential employer will be impressed that you've taken the time to discover his name, because your extra work shows uncommon initiative and perseverance.
Have you ever responded to an ad that doesn't even include the company's name? Pretty frustrating, isn't it? These so-called blind ads, which ask you to respond to a box number, are used when an organization doesn't want an incumbent to know he's being replaced or when it is seeking to avoid a deluge of unwanted phone calls. But if you're persistent, you may be able to circumvent this tactic, and set yourself apart as a really resourceful candidate.
While postal authorities don't have to disclose names of employers renting postal boxes, they may do so anyway if you ask nicely. Call the post office for the zip code listed in the ad and ask for the name of the company using that number.
If the box listed in the ad belongs to the newspaper, you aren't likely to learn who rented it. However, if you're concerned that your own employer may have placed the ad, you can write to the newspaper's classified advertising manager and ask that your resume not be forwarded to a certain company.
Always make sure that the addressee's name, title, company and address are current and spelled correctly. It's easy to embarrass yourself and ruin an interview opportunity by sending a letter to someone who has changed departments, been promoted or left the company. Many references-including company directories-are only updated annually or biannually, so they aren't totally reliable sources. So, before you send a letter to the wrong person, do what they do on Home Improvement-"Measure twice, cut once."
If a friend provides a name, confirm the spelling with him or verify it with the company's receptionist. No matter how carefully you construct your letter, a misspelled or incorrect name can doom you to the reject pile. Potential employers take misspellings personally.
Greeting
If you know the addressee's name, use it in the greeting. If you don't, settle on an upbeat phrase such as "Good Morning," which can give the subtle impression that you're bright, chipper and up every day at a reasonable hour.
Other greetings commonly seen on cover letters include: To Whom It May Concern, Dear Recruiter, Dear Person, Dear Responsible for the Job and Dear Sir or Madam. None of these gets you off to a very professional start. In fact, they tend to breed hostility. If you don't know a specific name, don't "Dear" anybody.
First Paragraph
Your first paragraph explains why you're contacting the reader. It's your opportunity to initiate rapport and convince her you're a candidate worth interviewing. Your wording will vary depending on how you heard about the position. The following examples refer to typical job-search situations.
Referral from a Personal Contact
Dear Mr. Denton:
At the Investor Relations Forum yesterday, I was talking with Bill Bailey, who was a colleague of mine at Tablor and Springer. He told me about his position with your firm and how much he has enjoyed working on your team this past year. He also mentioned that your company is currently developing a new product line and might need someone with my expertise in telecommunications. When he strongly suggested that I send you my resume, I decided to follow his recommendation.
Follow-Up on a Networking Appointment
Dear Susan:
Thank you so much for getting together with me to discuss the philosophy and programs of the National Lung Association. Ever since my grandfather died of emphysema, I have been interested in how I might contribute to the exceptional work of your organization. Now that you have told me about your "plate full" of programs, I find myself particularly drawn to your efforts to raise community awareness about the effects of secondhand smoke. I've given our conversation a lot of thought, and have developed a proposal I would like to share with you.
Direct-Mail Campaign
Dear Mr. Stewart:
Having recently left the military, where I was extensively involved with the logistics of moving personnel and equipment quickly to remote locations, I was particularly intrigued by your company's decision to explore for oil in Siberia as featured in an article in last Monday's Wall Street Journal. According to the Journal, this is Tandom Drilling's first foray beyond U.S. borders. Now that you are heading north, where your corporation has limited experience transporting large amounts of people and heavy equipment in frigid, inhospitable international environments, it might be worthwhile for us to get acquainted.
Newspaper Ad
Dear Ms. Junkins:
DLC is a company I've been watching for the past several years, both because I own stock and because it's a bona fide true-to-life example of the phoenix rising from the ashes. In the past few months, I've noted several articles about DLC's new contracts with major customers in the Northeast and Mexico, so I wasn't too surprised when I saw your ad for a Technical Support Rep in the paper last Sunday. Given my ongoing interest and stake in the company, I've decided I would like to become a more active member of the DLC team.
Notice how each of these first paragraphs is carefully tailored to capture the interest of the reader and entice him to offer an interview. When you're competing with hundreds of other candidates, it's essential to give a potential employer a compelling reason to see you. If you suggest his company means more to you than just a job opportunity, he'll appreciate your uncommon perception and offer you a chance to expand upon your observations in person. If you begin your letter with the usual bland, "Enclosed is my resume" statement, you give him no reason to recognize you as the unique and insightful person you are.
Second Paragraph
Most job seekers do better in the second paragraph than the first, because they assume that somewhere in the cover letter, they should summarize their relevant experience. However, while they may list what they perceive to be their most important accomplishments, they often don't consider what a potential employer would find most intriguing about them. It's no wonder they achieve such a poor response for their efforts.
Tailoring a cover letter is even more crucial than customizing a resume. If your letter doesn't literally grab readers by the throat and scream, "Look at me! I'm the answer to your prayers!" then the world's most wonderful resume may be relegated to the round file without ever being read.
Use the following methods to identify the most important reasons why an employer would want to hire you.
Following Up on a Lead from a Contact
If a contact gives you a lead about a position, ask him what the company is looking for, then feature your skills and experiences that match these criteria in your second paragraph.
Example
I was very interested to hear from Jim that you are looking for someone with extensive experience working with the elderly and their families. For the past 10 years I have been an occupational therapist with the Binghamton Hospice where I serve as case manager for approximately 250 patients a year.
In conjunction with a team of medical professionals, I arranged for a variety of social services, such as Visiting Nurses, The Senior Citizens Center, and The Family Guidance Center, to provide in-home care, regular visits by volunteer seniors and counseling for the dying patient and his family, I strongly believe in helping humans die with dignity, surrounded by people and possessions that are familiar to them. From Jim's description of you and your organization, it sounds like we share the same philosophy.
Networking Appointment Follow-Up
If you're mailing a thank-you letter and resume after a networking appointment, refer to your meeting notes and summarize the skills, experiences and personality traits that parallel your interviewer's description of a successful employee.
Example
I really enjoyed our conversation concerning your interest in transforming your in-house training department into a profit-making entity. Having spent the past six years with Techno Learning Systems, I have developed a great deal of expertise in designing programs to meet the needs of customers in a variety of industries. I'm particularly adept at customizing the high-tech sales and customer service training programs that you plan to make your primary product.
Direct-Mail Campaign
If you're tailoring letters for a direct-mail campaign, look at the information you've gathered from your library research. Then compose a few sentences about yourself that illustrate why a firm should talk to you.
Example
I was particularly impressed by an article I read about Thompson Interests in The Wall Street Journal discussing your quest for depressed properties possible. Many job seekers abdicate this responsibility because they don't want to be perceived as overzealous or desperate. Unfortunately, their inaction forces them to sit by the phone hoping for the best. This negatively impacts their job search because:
It leaves them in limbo about their status in the interviewing process.
Sitting tight does nothing to strengthen their position versus other candidates.
Waiting for a reply can become an excuse to avoid exploring other possibilities.
To make paragraph three an important part of your job-search strategy, seize the initiative in developing a relationship with your prospective employer. Tell her you'll be calling in a week or two to confirm that your resume arrived, answer her immediate questions and discuss whether scheduling an interview would be mutually worthwhile. She'll be expecting to hear from you and, because of your proactive effort, will probably extend an interview offer. Even if she says you aren't an appropriate candidate, hearing a firm "no" is preferable to a lingering "maybe."
Closing
A simple "Sincerely yours," is a good way to close your letter. You should also type and sign your name at the bottom.
Enclosures and Copies
If the designated addressee of your letter isn't your potential manager, you may want to find out your potential boss's name and send her a copy, too. Indicate you've done this by using copy : Sarah Addison at the bottom of the letter.
If you want to include enclosures such as writing samples, required salary history, references or a proposal, write Enclosures at the bottom under copy.
ROBERT HALF'S RESUMANIA
WHAT MAKES RESUME READERS LAUGH?
A fill-in-the-blanks format like the following one will generate a lot of attention as it's passed around Personnel with a note saying, "Can you believe the nerve of this guy!" It may even make "Resumania'" but it won't get you an interview,
1234 Seven Street
Walleye, Oklahoma 22222
April 1, 199X
Mr. _
Dear Mr.
As discussed in our conversation of_, I am seeking a new position. I am extremely interested in working for_.
The job seeker goes on to talk about some of his qualifications. Then he includes the following section:
Any of the following industries are acceptable to me. I have checked the one that applies to you:
Import and Export ( )
Pharmaceuticals ( )
Distribution ( )
Petroleum ( )
Food Processing ( )
Chemicals ( )
ROBERT HALF'S RESUMANIA (Continued)
The list was long. To his credit, he did check "Petroleum."
He also made another long list of places to which he would consider relocating. They were all big cities. To accommodate this particular employer, he wrote in "Oklahoma," no doubt to highlight his flexibility.
Finally, he added this section: "Willing ( ) Not Willing ( ) to travel. Percentage of time willing to travel for business (_%)," He checked the box indicating he would travel for this company, and wrote in "20%."
The personnel director who sent me this example of what not to do was tempted to include the following in his reply:
- Have ( ) Have not ( ) received your resume.
- Am interested ( ) Am not interested in hiring you ( ).
- Will ( ) Will not ( ) keep your resume on file.
- Would like ( ) Would not like ( ) to hear from you again.
Cover Letters Do's and Don'ts
Now that we've discussed the major cover-letter components, let's look at some important writing techniques that can make or break your chances of landing an interview.
Talk about Accomplishments, Not Responsibilities
In our "bottom-line" culture, people are more interested in hearing about results than process. Consequently, when you have only 30 seconds to grab a potential employer's attention, you want to spotlight accomplishments rather than responsibilities. Consider the following two statements written by a communications consultant:
Repositioned a regional commercial real-estate firm for national growth. Conducted market research, developed a five-year marketing plan and communications strategy, eliminated unnecessary expenditures and refocused public relations, direct mail and business development.
Repositioned a regional commercial real-estate firm for national growth. Results include a dramatic expansion in media coverage and market share, a 20 percent increase in annual sales and national penetration into two new markets.
Which of these statements gives you a better feel for how successful this candidate was in achieving her desired outcome? You probably picked the second one because of its specific results.
Remember this when you select key phrases to highlight your relevant experience to a potential employer. Brag a little. Modesty may be a worthwhile virtue, but it won't get you interviews.
Quantify Your Accomplishments
There's nothing like a good, juicy number to attract a recruiter's attention. More concrete than words, numbers are ideal for describing a project's scope and success. For instance, which of the following statements piques your interest more?
Implemented an aggressive public relations strategy for the State of New Mexico Bureau of Tourism.
Implemented an aggressive public relations strategy for the State of New Mexico Bureau of Tourism resulting in a 10 percent increase in tourists annually.
There's no contest between the two. The quantified statement wins hands down. Besides percentages, the following can be used to quantify your achievements:
Increase in inventory turns; "From three to six per year."
Dollar amount saved: "Chaired a quality improvement task force that decreased supply costs from $1.2 million to $900,000 per year."
Number of clients, states, departments and so on served: "In my four years as an account executive with Quasar Systems, served 20 key accounts in an eight-state region."
Increase in dollar volume: "Increased training department sales to outside client companies from $25,000 to $400,000 in three years."
Defects reduced: "Led the team that developed a method for making widgets in one-half the time with a 40 percent decrease in rejected product."
By using some creativity, you can quantify just about any task. Be forewarned, though: If your figures are insignificant, don't use them. Quantification only works when the numbers are impressive.
Drop Names
While bandying about names of rich and famous friends might offend Miss Manners, mentioning well-known clients, employers, peers, states, regions and so on in cover letters (unless your business specifically frowns on it) is a great way to explain the scope and value of your expertise.
Example
Conceived and coordinated the taping of a national advertising campaign.
Conceived and coordinated the taping of a national advertising campaign for Motors Insurance Corp., a division of General Motors. Recruited Tom Landry as spokesperson.
What a difference a name makes, especially when it belongs to someone everyone loves and respects-like Tom Landry!
Sprinkle Your Letter with the Right Buzz Words
I will never forget the day I received my first Training and Development Journal. Splashed across its cover in four-inch type were the letters "OD." As I was new to the training field, I wasn't sure what these letters meant. My first thought was overdose. While I realized drug abuse was a problem in corporate America, I didn't think it was so severe that it merited the cover story in a training magazine. Spurred by curiosity, I turned to the first page of the article. After reading a few paragraphs, I realized it was about organizational development.
What a neat term! At my next chapter meeting of the American Society of Training and Development, I used "OD" liberally, almost as though I had learned the password to an exclusive secret club.
This story illustrates the good and bad news about jargon. If you're seeking a new position in your current field or industry, you probably know many necessary buzz words. But if you're making a career change, you may need to revamp your jargon to be in sync with a new employer. Even people who remain in their fields, but switch to different companies, may have to update their professional vocabulary, especially if the new employer has invented proprietary terminology.
Example
One of my colleagues agreed to serve as the human resources director of a start up medical products firm. Each day, she attended meetings at which the top brass talked about the need to SMURF various projects. It was obvious that SMURFing was critical to the company's success, so it wasn't about the activities of a bunch of little blue cartoon characters. What did it mean? She was too embarrassed to ask. Finally, after listening carefully for a while, she realized that SMURFing was an acronym for applying a rolling financial forecast and cash-flow analysis to ongoing projects. Her management team was accustomed to using this term and expected her to know it as well.
Jargon obviously can be a powerful tool in cover letters if it matches specific buzz words used by a potential employer. If it doesn't, it can be a disaster. So you don't make mistakes, conduct advance research to learn the right passwords for each company's inner sanctum.
Use Humor with Caution
Have you ever heard someone begin a speech with a joke that bombed or had no obvious bearing on the topic? What did you think of the speaker? Did he seem inappropriate? Pathetic? Forced? Awkward? Whichever adjective applies, the speaker probably didn't inspire your confidence or your desire to hear more.
Humor is like the little girl with the little curl right in the middle of her forehead. When she's good, she's very, very good. And when she's bad, she's horrid.
When a potential employer gives you 30 seconds to make your case about why he should offer you an interview, you can't afford any missteps. Unless you're absolutely sure that a funny story or phrase will help you build rapport with your reader, leave comedy to the experts.
Here are some examples of cover-letter humor gone awry from the National Business Employment Weekly's "Resumania" column, by career expert Robert Half.
I am the Prince of mythology, the King's Champion, Defender of the Faith, and Guardian of the Castle.
Gee, I'm sorry, hut our company is looking for an accountant.
Three factors prompt me to apply for a job with you:
- My wife left me.
- My mother doesn't want to see me anymore.
- I decided that accounting might be fun after all.
For these job seekers, the joke's on them!
Be Brief and Concise
Your cover letter should be a summary of why you're interested in a company and why that company should be interested in you, not a dissertation on your life history. One page is plenty of space for even the most seasoned job seeker to tell a potential employer why he should rush to the phone to schedule an interview.
While you should never play hard to get when you're looking for employment, a tinge of mystery is both intriguing and enticing to a recruiter. If you give him a glimpse of your talents in your cover letter, reveal more in your resume, then postpone the rest until the interview he'll keep coming back for more.
Some writers think that using big words or purple prose will impress their reader. If you get the urge to replace common vocabulary with unfamiliar phrases, remember this simple rule: If you have to look up a word because you don't use it in everyday conversation, keep it out of your correspondence. In the following examples from "Resumania," the writers suffered the consequences of violating this rule. If you were an executive recruiter, how would you react to these excerpts from their cover letters?
The soil of my job search vineyard is rich and fertile, tilled in glistening rows from dawn-till-dusk, hard work, sweat and heightened expectations. For the vines to bloom and produce fruitful blossoms, my vineyard must have cool, fresh water to give life to its branches and fullness to its leaves. But I see no real rain clouds in sight.
I really need you to help carry buckets of water for me, water in the form of contacting acquaintances and making inquiries, calls, contacts, and even sending out additional letters with my resume in search of the right job situation for me. Buckets of cool refreshing water to give support and help to one whose thirst is great for fulfillment and success.
Is this guy applying for a job or membership in the Bad Poet's Society'?
CONCLUSION: This association initiates the foundation of the forming of idealistic principles governing such an organization resulting in the firm stability of the company and the employees that make this stability possible, of which I am part. This, I feel, is part of the underlining principle of the evolution of mankind.
Hum
Write Your Own Cover Letters
When you compose your cover letters, keep in mind that they must capture your professional essence in a few short sentences. Unless you're using a truly empathic resume service, no one can convey your message more effectively than you.
No Errors, Please
Very few things in life are black and white, right or wrong, good or bad. In most instances, we tend to give people the benefit of the doubt because, after all, nobody's perfect. Unfortunately, company representatives who review cover letters are rarely so magnanimous. They're looking for reasons to eliminate candidates. To them, typos, misspellings, bad grammar and improperly used words are cut- and-dried indications that the writer is a sloppy imperfectionist who doesn't deserve their attention.
Unless you're one of those lucky individuals for whom typos and grammatical snafus leap off the page, ask one or more of your nit-picking friends to read your letters and resumes before you mail them. Not only will your perfectionist buddies delight in finding your bloopers, they'll revel in the opportunity to help you land a job you'll really love. Otherwise, you may end up making deadly mistakes, like these "Resumania" writers.
Started my own computer software business with three other collies.
Must have been a pretty hairy experience!
I am sending you a copy of my new resume. Please disregard the previous one because I found some mistakes in it.
Not to worry. Everyone makes an occasional mistake now and then.
My current job requires that I be extremely indiscreet due to the large amount of confidential and very personal information handled.
Loose lips sink ships.
I look forward to hearing from you shortly.
Let's hope the recruiter doesn't have a Napoleon complex.
Omit Negative Information
Why is it that some job seekers are compelled to tell a potential employer about the personality conflicts, rotten working conditions, slave-labor compensation, stupid systems, or sexual harassment they endured at the hands of their former management? Why do they feel duty bound to discuss the reasons why they left each of their former jobs or may not be qualified for the one they're pursuing? Catharsis may be good for the soul, but it's deadly in a job search.
If you're openly angry with a past employer and condemn him with a litany of complaints, you risk the chance of your potential manager siding with her peer. If she doesn't know either of you, it's only human nature for her to identify with the one who walks in her moccasins.
While you want to be truthful about your capabilities, there's no need to offer a list of possible ways you may fall short of recruiter expectations. You're responsible for deciding if you can handle the job and telling the interviewer why you would be a good match. She's responsible for evaluating your experience and skills versus her requirements and determining if you're the best person for the position. In our imperfect world, no candidate is perfect for an opening and no job is the epitome of a candidate's dreams.
Filling a position is a collaborative compromise between two equally responsible parties. Your hiring manager has the intelligence and judgment to make her own decisions. Don't "rescue" her with confessions of your shortcomings.
Curb Your Anger
A job search can produce a tumult of emotions. Some days you'll be king of the mountain, on others, you can crawl under a snake wearing a top hat. It's likely that you'll prepare cover letters during some of your lowest moments. Be careful not to foist your negative feelings on innocent readers. This is unfair to the addressee and severely detrimental to you. How would you feel about a job seeker who put the following paragraph in his cover letter, as did this "Resumania" writer?
After careful consideration, I regret to inform you that I am unable to accept any refusal to offer me employment with your organization. I have been particularly fortunate this year in receiving an unusually large number of rejections. It has become impossible for me to accept any more, and your rejection would not meet with my needs at this time. Therefore, employ me as soon as possible. Best of luck in employing future candidates.
Don't Make Demands
Recruiters don't take kindly to demands, especially when they first hear from you. While you have every right to ascertain if a job is going to use your best skills and allow you to flourish, it's best to discuss these issues face-to-face. People who state in their cover letters that they must have an office with a view, four weeks of vacation, a designated parking space or a 20 percent increase in compensation come across as self-absorbed malcontents who would be constant irritants to any employer unwise enough to hire them. Here are a few "Resumania" examples that speak for themselves:
The enclosed resume tells it all insofar as my work experience is concerned. But let me make one point very clear, I refuse to work with has- beens and the mediocre. If you aren't the best, there is no sense in responding.
Should you hire me, it will not be necessary to offer me an employment contract. But I do insist upon a letter stating that if I am discharged due to no fault of mine, I will receive six months' termination pay if discharged during my first year of employment with you, and an additional six months' termination pay for each succeeding year.
Requirements: A minimum salary of $40,000 with appropriate executive perks, incentives, etc. I need absolute minimal supervision, flexible hours and methods, a variety of duties, a comfortable office, no unneeded stress, honest and cooperative co-workers, and all the necessary tools to get the job done (e.g., a state-of-the-art computer with the latest MS-DOS and Windows).
Make Your Cover Letter Easy to Read
Have you ever written a report or a proposal, and then edited it repeatedly to make it succinct and compelling? What were the techniques you used to improve it? If you're like most professionals, you carefully considered both the appearance and the content of your product. You evaluated the balance of copy versus white space, the readability of the typeface, the caliber of the words and the cadence of the text.
Each of your cover letters is a concise document critical to the success of your job search. Consequently, you must lavish the same attention on it that you would give a career-advancing report. Look at it with an aesthetic eye. Develop a pleasing format with sufficient white space for easy reading. Use a typeface and size that whispers professionalism. Select words that precisely convey your meaning without being pedantic. And refine your text to give it a natural rhythm that flows effortlessly in tune with your message.
Below are a few tips on how to achieve the right combination of visual ingredients that readers will find appealing:
Select high rag content stationery and matching envelopes in a neutral color. You can usually tell fine-quality paper by its watermark-a faint logo stamped on each sheet. If you don't want to fold your cover letter and resume, send them in a 9-by-12-inch envelope. However, a large envelope probably won't match your stationery. You'll have to decide which approach is more aesthetically pleasing to you: a totally coordinated package or a cover letter and resume without folds.
Many job seekers choose to preprint their name, address and phone number on their stationery and envelopes. While this isn't necessary, it can save time and provide a finished quality that lends an added touch of distinction.
You'll naturally prefer some typefaces over others. Because your letter should represent you personally, choose software that offers your favorite font. A good word-processing package should provide a reasonable selection of type styles and sizes, as well as allow you to italicize and boldface key words or phrases.
Given the choice between preparing letters on a typewriter or computer, the latter is the obvious winner because it allows you to mix and match paragraphs and make quick corrections, as well as store, categorize, and reproduce information easily. If you don't have a computer, rent or borrow one from a friend, college lab, outplacement center or copy business (where they rent them by the hour).
If you're computer illiterate or can't put your hands on a PC, check the prices and turnaround times for cover-letter preparation at resume services and executive suites in your area. If you will require an answering and mailing service as well, try to negotiate a package for all.
Along with a good software package and computer, you'll need access to an ink-jet or laser printer. Dot matrix ones have that "sixth-grade English theme" look that brands users as amateurish and unprofessional. If you don't own a high-quality printer or can't afford to buy one, take your floppy disk to a local print shop and ask for a hard copy on your stationery. You'll be charged a small processing fee, but the results are well worth it.
Other Important Tools
In addition to your stationery, software, computer and printer, you should have the following at your work space:
A dictionary or thesaurus for checking spelling and word meanings.
Stamps, both first and third class.
A wall or desk calendar for scheduling appointments and blocking out time for job-search activities.
A Rolodex (manual or computerized) for quick reference to contacts and company names, addresses, and phone and fax numbers. A reliable system for keeping track of job-search activities and the follow-up needed for each.
