A resume sent by mail must be accompanied by a cover letter. The resume is an impersonal description of your qualifications, much like a product brochure. The cover letter is your opportunity to personalize your resume and target your skills to a specific employer.
The effective job seeker will not send the same resume for each new job opportunity. Resumes need to be tailored for each position. Likewise, the same cover letter cannot be used in every situation. It also must be customized for each opportunity. There are a variety of cover letter formats, some of which are described below. Whatever format you use, be sure the letter conforms to acceptable standards for business letters.
Formats
Invited
Use the invited format whenever an employer has asked for a resume. This is often in response to a classified ad or publicized job listing. This style focuses on matching your qualifications to the advertised requirements of the position.
Uninvited or Cold-Contact
Use the uninvited format to contact employers who haven't advertised job openings. The focus is on matching your qualifications to the perceived needs of the employer based on labor market research. This strategy requires that a phone or personal contact with the employer either precede or follow the sending of the resume and cover letter.
Referral
Use the referral format to contact employers to whom you've been referred. The effective job seeker will receive referrals to many job opportunities through networking and informational interviews. The referral may be to a specific job opening (advertised or unadvertised) or to an employer who may not be hiring. In a referral letter the individual who provided the referral is mentioned in the letter.
Job Match or "T"
It's always important to match your qualifications to the job and/or employer in the cover letter. This is generally done as part of the body of the letter. In the "T" letter format this is done as bullet points targeting the specific requirements and your corresponding qualifications. Some sources for information to help you match your qualifications include: employment advertisements, company websites, position descriptions, phone conversations with the employer and informational interviews.
A Template
Dear Mr./Ms. ______________________:
First Paragraph: State the reason for writing. Name the specific position or type of work for which you're applying. Mention how you learned of the opening.
Second Paragraph: Explain why you're interested in working for this employer and specify how you're PERFECT for this position. Don't repeat the information on your resume. Include something special or unique about yourself that will benefit the employer. Remember, the reader will consider this an example of your writing skills.
Third Paragraph: Mention your resume is enclosed and indicate your desire to meet with the employer. You may want to suggest alternate dates and times, or simply advise them of your flexibility to the time and place. Include day and evening contact information. Include a statement or question that will encourage the reader to respond. Be sure to communicate your plan to follow-up. You might state that you'll be in the area on a certain date and would like to set up a meeting, or you'll call on a certain date to set up a meeting. Finally, thank the employer for his/her time.
Sincerely,
Points to Consider
Whenever possible, address the cover letter to a specific person by name and title. This requires a minimum of research that will ultimately pay off in more interviews. The only time this may not be possible is when responding to a "blind ad" where there is no way to know the name of the company to research. In this case, send the letter to the title of the appropriate hiring manager, e.g., "Production Manager," "Maintenance Supervisor," "Office Manager," etc. Never use the phrase "To Whom It May Concern."
Consider signing the letter in blue ink. It implies the letter is original. The only other ink color to use is black. Never use any other color on the cover letter.
Structure the cover letter to reflect your individuality, but avoid appearing too familiar, overbearing, humorous or cute. Keep sentences short and to the point.
Keep the cover letter brief, usually no more than three to five paragraphs on one page.
The paper and style of your cover letter should complement your resume.