The cover letter is a strange animal. Depending on which employer you speak with, it is either pivotal or irrelevant. Some employers won't even bother reading your resume if your cover letter doesn't arouse their curiosity. Others won't bother reading your cover letter until after they've glanced at your resume, and even then they will only give it a quick read. That said, we believe cover letters are still vital to the success of your job search, and should accompany every resume you send out.
"Some of the cover letters I receive are so silly. I recall one that bad a picture of the applicant's dog on it. The letter, supposedly written by the dog, said, 'please give my owner a job because she's driving me crazy at home/Now some employers might think that's cute, but others are going to throw it right in the trash. It's a gamble that's not worth taking. The best cover letters state specifically what you wont to do, respond point by point to the ad that has been placed, and show that you're a team player."
Get a Name
Your letter should be no more than a page in length, written in standard business format. It should always be addressed to a specific individual within the organization, unless you're responding to a blind ad which only lists a box number. If you're writing unsolicited (in other words, you don't know if a position is available) and don't have a contact name, call the organization to find out to whom your letter and resume should be sent. Or, if you pulled a contact name out of a directory or magazine, always call the organization to verify that this person is still employed. While on the phone make sure to ask for your contact's official title (it may have changed), as well as the correct spelling of his name.
Beware the Gatekeepers
When writing to an organization unsolicited, it is generally best to send your letter and resume both to the head of the department that most interests you, and to the human resources or personnel department. This is particularly true in large bureaucratic organizations. Individual department heads often have a better sense of their hiring needs than the people in human resources, who are saddled with the unenviable task of dealing with the staffing concerns of the entire organization. The department head will probably scrutinize your resume more closely, especially if she anticipates having an opening in the near future. This is not to say that you should avoid contacting human resources altogether, but simply that you should be aware that unless they are trying to fill a specific opening, your letter and resume may get lost in the shuffle.
Consider this example. Several years ago, there were six counselors in the career planning office of a large, bureaucratic university. One day, the director received an unsolicited letter of inquiry from a very strong candidate. Although there were no openings at that time, the director kept the letter on file in the event that a position became available. As luck would have it for the applicant, a few months later a job did open up. The candidate was invited for an interview, and eventually was offered the position. Had the applicant originally sent her letter of inquiry to the human resources department instead of to the director of career planning, the story might not have had such a happy ending. Odds are that human resources would have filed the applicant's letter away for "future reference," since no opening existed at the time they received it. There would have been only a slight chance they would have forwarded the letter to the director of career planning once the position opened up.
Grand Opening
Now that you've figured out who you're writing to, you need to come up with an opening. The opening should include why you're writing, where you heard about the position, and who you are. If you met with the employer previously or were referred by someone he knows well, make sure to point this out. Dropping an important name could be your express ticket in the door, so this is no time to feel guilty about knowing people in high places.
Opening- Referral
I am writing at the suggestion of your colleague, Frank Jones, who informed me that you are in need of a Marketing Research Assistant. As I have just completed my B.S. in Marketing at Arizona State, and plan to launch a career in market research, the position at your firm sounds ideal. Please consider me as an applicant.
Opening-Previously Met With Employer
It was a pleasure speaking with you on Tuesday at the Michigan State Career Fair. As you may recall, I have recently completed my B.S. in Management and have over three years of retail experience. I believe I can make a strong contribution to Lord and Taylor, and would like to be considered for a spot in your management training program.
Opening-Response to an Ad
I am writing to express my interest in the position of Banana Peeler which you advertised in last Sunday's issue of the Orangutan Times. I will be completing my degree in Banana Peeling this semester at the Honolulu Institute and will be available for work by May 15th.
Unsolicited Inquiry
Since I arrived here from outer space my life's ambition has been to write for The National Enquirer. I have read your paper every week for the past ten years. Despite having been raised on Mars, I mastered the English language in only two days, and recently completed my B.A. in Journalism at the University of Missouri. If you can use a talented, young, energetic Martian journalist on your staff, I am ready to give everything I've got to guarantee the continued success of the Enquirer.
