The best letters of transmittal are short and to the point. The employer doesn't have time to read a dissertation. Instead, honor the thirty-second rule and realize that regardless of what you say the employer is going to scan your letter, then put it in either the reject pile or the I-like-it pile.
Rarely use more than three paragraphs to write your letter of transmittal. The first paragraph should state who you are and what you want. The second paragraph should stress your strongest points and relate them directly to the position you seek. The third paragraph should be essentially a close requesting definite action on the part of the reader. Let's look at each paragraph individually.
Paragraph 1: Who You Are and What You Want.
In the first paragraph, introduce yourself and let the employer know why you're writing. Don't start out with, "My name is Justinius Regal.
How are you this fine morning? I'd like a job with major responsibility in the wine industry." We've seen some start just like that. Instead, introduce yourself by directing the employer's attention to your current status. For example, "Having finished my twenty years of service with the United States Army, I am a Command Sergeant Major interested in launching my career in human resources with Consolidated Widgets."
Another effective point to stress in the first paragraph is your interest in the geographic location of the prospective employer. For example, "Though I have thoroughly enjoyed my military service in the South, I have always planned to return to Peoria, where I have family and friends." Alternatively, you might include in the first paragraph some explanation of why you seek a new position. For example, "Although I have profited both professionally and financially, during my four years with the Navy, I believe the time has come to launch my career in the private sector."
The possibilities in the first paragraph are almost limitless. Later we'll discuss how you should vary the first paragraph depending on whether you're responding to a classified ad, following up on a personal lead, or sending out a mass mailing. The rule to remember is to keep it short and to the point.
Paragraph 2: How You Can Benefit the Employer
In the second paragraph you should sell yourself. Your perspective, however, should be the reader's. What can you offer the employer? How can your experience benefit the employer? What's in it for the employer (not what's in it for you)?
Most cover letters will begin the second paragraph with this terribly tortured and overused expression, "Enclosed you will find a copy of my resume," as if the employer has to look for it or doesn't expect you to include a resume. We've seen even stuffier beginnings: "Enclosed herewith please find a copy of my resume." Avoid these clichés.
In paragraph 2 you should remember to use action verbs and numbers, and toot your horn. Show how you can help the company.
Another good trick in the second paragraph is to point out how easy it would be for the employer to hire you. Most employers, especially in smaller organizations, don't like to hire new people. New people require a lot of time and money to assimilate and train. They represent quite a risk if they don't work out.
In the second paragraph you have just a few sentences to draw the employer's attention to your strongest points. You want to paint a vivid picture of the major benefits you can bring to the employer's organization.
Hear what? That the employer doesn't want you? That the employer received your letter and will keep it on file? That he wishes you luck in the future? No don't end that way. Tell the employer what you want him to do. Like any good salesman, you have to close and close hard. Several possibilities exist.
If you're writing to a local employer, your third paragraph should definitely ask for an interview right away. We've seen some effective local letters close by asking, "When may we get together for a personal interview?" Not "may we," "when may we." If you're writing to an out-of-town employer and plan to be in the area, then definitely say so. For example:
I plan to visit Peoria during the week of November 7-14 and will welcome the chance to meet you personally. Please let me hear from you right away.
Notice: Not "would welcome the chance," but "will welcome the chance." Quite simply, the third paragraph must be a call for action. Tell the employer exactly what you want him to do.
Some Dos and Don'ts
Include all possible telephone numbers in your return address, even if the same information appears in your resume. Make it easy for the employer to respond "right away."
If you're still in the service when you begin your letter campaign, don't use service letterhead. The message you convey says you use your employer's time and supplies to pursue your own ends.
Do not preach to the employer. This is a common mistake and tums the employer right off. For example, never begin a letter like this:
In today's highly competitive business world companies must be extremely careful to control the quality of their products and services.
The employer knows that and doesn't want to hear it from an applicant.
