8. Cover Letters

When communicating in a written format, you have the opportunity to prepare what you want to say, express yourself with greater confidence, and do so with less anxiety. It displays your writing ability.

Effective written communication is achieved when your letter is read by the appropriate person and produces the desired response (such as leading to an interview). To be effective, it must be directed to the right person, catch his/her attention, be clear and concise, convey what’s in it for her/him, and be positive and proactive.

Format:

• Introduction - why you are writing to this person/company and how you were referred (if appropriate).
• Summary of your background - highlight your experience, education, skills and accomplishments, as they relate to the position or company you are addressing. This will be very similar to the Summary on your resume. Some recipients of resumes throw away the cover letter and concentrate on the resume, while others do the reverse, concentrate on the cover letter and spend even less time than normal on the resume, so you have to summarize your fit for the job in both places.
• Additional background - if necessary.
• Closure - include the follow-up step(s). "I will call you next week to …" (Show that you are a take charge kind of person by telling them you will follow up.)
• Signature - "Sincerely" "Your name".

Tips:

Use the same type of paper (if sending a hard copy) as the resume. Also, use the same font. Proofread - be accurate with spelling and grammar. (Normally, 99.9% accuracy is excellent, but a spelling error in a resume or cover letter can be fatal. It implies "I do not value you enough to have made sure this is perfect!" Make sure you have the correct spelling of the name of the person you are writing to as well as the correct title, company name and address. Be sure to follow-up with a call when you said you would.

The cover letter may be a good vehicle to explain the circumstances of termination due to layoff, position elimination or reorganization (not a performance-related issue). Hiring managers are typically curious as to why you left a position, particularly after a long period of employment.

Types of Letters:

Pre-Networking - Used for networking when you are hesitant to call first. Do not include a resume. Networking is for research and connections, not direct job search. Be sure to follow-up!

Target Marketing - Aimed as specific individuals/functions (try to get the name of the person) – do attach your resume. Send to the appropriate person. Be sure to follow-up!

Search Firms/Agencies - Include the positions and industries you are interested in, geographical preferences, salary information including desired salary range, your availability and any restrictions such as commute, hours, relocation, etc.

Ad Response (Internet or newspaper) - Customize the letter; refer to the specific company and position and tailor your summary and interests to match the company and position. Include the specific job reference number if requested. Include your resume (also tailored to match the position), and also include a separate salary history if required.

Follow-up/Thank You - Send a follow-up/thank you note, letter or email after interviews and networking meetings. Shows initiative and follow-up, makes a favorable impression (not everyone sends follow-up and thank you letters anymore), allows you to clarify and add to the content of the interview or meeting, and gives you the chance to re-express your interest and why you can make a valuable contribution. It is another way of getting your name in front of them again. Send within one or two days. If you met with more than one person, send a separate letter/email to each.

Acceptance - Confirms agreed-upon details of the offer.

Announcement - Informs people in your job search process (networking contacts, interviewers) that you have a new position. A chance to thank them again for their support and interest.

Letter Format Template:

February 12, 2004

 Harry Smith

Mortgage Bank of California

12345 First Street

Van Nuys, California 91406

Dear Mr. Smith,

I am responding to your advertisement in Monster.com for an experienced Underwriter.

For the past six years, I have been working in the mortgage-banking field with XYZ Financial as an underwriter and loan processor. My mortgage loan experience encompasses all types of loans including conforming and non-conforming, HELOC, FHA/VA, and both fixed and variable rate products.

My production levels have far exceeded the company’s standards for the last three years by as much as 50% on a monthly basis. I have received two promotions during that time for my excellent productivity, customer service with our branches and vendors, training new underwriters and assisting the management team with a number of new initiatives that have saved the division more than $250,000 in process improvements.

I welcome the opportunity to meet with you to further discuss your needs and how my background and skills match what you are looking for. I will call you next week to arrange a meeting at your convenience.

Sincerely,

Your Name