The resume is a description of your qualifications, much like a product brochure. When presenting the resume to an employer, it needs to be personalized and targeted. The cover letter is your opportunity to personalize your resume and target your skills.

Most letter formats can be used for the cover letter. The only absolute is that it conforms to accepted standards for business letters. The reader of a cover letter may be the hiring authority, an agent of the hiring authority or an interested third party. The hiring authority is the person who has the final say in who is hired for a specific position (ultimately, this is the person you want to read your resume). An agent is usually someone who is working on behalf of the hiring authority, such as-- personnel or human resources, an independent agency or a subordinate. Third parties include colleagues and subordinates of the hiring authority who are assisting in the hiring, as well as networking or referral contacts. The way you craft your letter should take the reader into consideration. A cover letter may be sent in response to an advertised job opening or a referral from a networking contact or directly to an employer.

Anytime a resume is sent by

mail, it must be accompanied

by a cover letter.

Formats

Invited-- This letter format is used when an employer has solicited the resume for consideration. This is often in response to a want-ad or publicized job listing. This style focuses on matching your qualifications to the advertised requirements of the position.

Uninvited or Cold-Contact-- Use this format to contact employers who haven't advertised or published 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-- Through networking, informational interviews and contact with employers, the effective job seeker will receive referrals to job opportunities. These referrals may be to a specific job opening (advertised or unadvertised) or to an employer who may or may not be hiring now. In a referral letter, mention the individual who provided the information about the employer or job.

Variation

Job Match or "T"-- When crafting a cover letter, it's always important to match your qualifications to the job and/or employer. Some sources for information include employment advertisements, position descriptions, phone conversations and informational interviews. Generally, this is done in the narrative of the letter. The "T" letter format uses bulleted comparisons that target the specific requirements and your corresponding qualifications.

Cover Letter Points to Consider

• State the date and your name and address at the top of the letter.
• Below your name and address, write the name and address of the person to whom you're writing. Always address the letter to a specific person by name and title. Even if responding to a job that states "no phone calls," consider calling to politely ask the name of the hiring authority. You may not always be able to identify the name of a specific person. In this case, send the letter to the title of the recipient (Production Manager, Maintenance Supervisor, Office Manager, Human Resources or Search Committee). Don't use "To Whom It May Concern."
• State your interest in the job for which you're applying.
• Mention your skills, education, special training and work experience that qualify you for the job.
• Provide a phone number and a time you will be available so the employer can reach you.
• Thank the person for taking the time to read your letter.

• Use the appropriate closing, such as "Sincerely."
• Ask someone to proofread your letter to check content, grammar and spelling.
• State that you'll call the employer to follow-up.
• Sign the letter in blue ink. It implies the letter is original and may get more attention. The only other ink color to use is black. Never use any other color on the cover letter.
• Structure the letter to reflect your individuality, but avoid appearing too familiar, overbearing, humorous or cute. Keep sentences short and to the point.
• Keep it brief, usually no more than one page with three to five paragraphs.
• Use the same paper stock for both your cover letter and resume.
• Avoid starting sentences with the same word such as "I."

Job Match or "T" Letter Sample

Your Name
Address
City, State, Zip Code
Phone Number

February 25, 200_

Ms. Jane Smith, Title
Work Incorporated
555 Pine Street
St. Paul, MN 55555

Dear Ms. Smith:

I am very interested in the position of Administrative Assistant listed in the Daily Tribune on February 24, 200_. The skills and qualifications you mention closely match my experience in this career field.

Enclosed is my resume for your review and consideration. I believe I am an excellent candidate for this position and look forward to meeting with you to discuss it in greater detail. I will plan to call you to determine when an interview might be possible. Thank you.

Sincerely,



(Signature)
Typed Name

Enclosure

Cover Letter Sample

Your Name
Street Address
City, State Zip Code
Phone Number

Date

Individual's Name
Job Title
Name of Organization
Street Address
City, State Zip Code

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,



(Your Signature in blue or black ink)
Your typed name

Enclosure

Cold-Contact Letter Sample

Karen Kareer
5555 Lakewood Road Somewhere, MN 55555
(555) 555-5555

May 20, 200_

Ms. Francisca Favor
Department Manager
EFTG Industries, Inc.
210 Industry Avenue
Anytown, MN 55555

Dear Ms. Favor:

Perhaps you are seeking an addition to your marketing team. A new person can provide innovative approaches to the challenges of marketing. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success.

Presently, I am marketing computer products for a major supplier using television, radio and news advertising. I have a reputation for putting forth the effort required to make a project succeed.

Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss my talents and how I can benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.

Thank you for your time. I look forward to meeting you.

Sincerely,



Karen Kareer

Enclosure

Invited Cover Letter Sample

Johnny Network
5555 Lakewood Road
Somewhere, MN 55555
(555) 555-5555

June 26, 200_

Mr. Phillip Morework
Production Manager
XYZ Corporation
21 Industry Lane
Anytown, MN 55555

Dear Mr. Morework:

Please consider my qualifications for the Lead Production Assistant opportunity, which was listed in the Daily Planet on June 20, 200_. With a proven high-tech background in Fortune 100 companies, I am well qualified and eager to represent your company in this capacity.

I thrive in a fast-paced environment where production deadlines are a priority, and handling multiple job simultaneously is the norm. In relation to leadership, I have been responsible for up to 35 staff members, and have built a reputation for making quality administrative decisions in a fair and consistent manner. Constant negotiations with all levels of management and staff have strengthened my interpersonal skills.

Enclosed is my resume and I am looking forward to discussing my qualifications with you. I will call you to confirm receipt of this information, and discuss possible next steps. Thank you very much for your time and consideration.

Sincerely,



Johnny Network

Enclosure

Invited Cover Letter Sample-- No-Paid-Work Experience

Wanda Job
5555 Lakewood Road
Somewhere, MN 55555
(555) 555-5555

January 6, 200_

Ms. Marilyn Payer
Housekeeping Manager
Rodetown Inn
123 Indiana Drive
Anytown, MN 55555

Dear Ms. Payer:

Your ad for a Housekeeper in the Jobs Now newspaper on Sunday, January 4, 200_ caught my eye. I have several years of housekeeping and home maintenance experience and I believe that I have the necessary skills for the position. My resume is enclosed for your consideration.

Rodetown Inn has an excellent reputation in the community as a quality employer, and my skills perfectly match the requirements. Having been a homeowner for more than five years, I do all of my own maintenance and repair. I also have four years of experience as a home care volunteer for the Salvation Army's "Be Friends" program. This includes helping disabled, elderly persons with household chores such as: bed-making, cleaning, vacuuming, dusting, doing laundry, washing walls and windows, mopping, mowing, raking and shoveling. I am known to be extremely reliable, efficient, organized and a good team worker.

It would be beneficial for us to meet to discuss the position and my qualifications in greater detail. I will contact you to determine when a convenient interview time might be arranged. Please feel free to contact me in the interim at the number shown above. Thank you for your time. I look forward to talking with you soon.

Sincerely,



Wanda Job

Enclosure

Referral Cover Letter Sample

Susan Jones
5555 Lakewood Road
Somewhere, MN 55555
(555) 555-5555

July 31, 200_

Ms. Rhonda Leland
Corporate Manager
Do-It Corporation
42 Industry Circle
Somewhere Else, MN 55555

Dear Ms. Leland:

Mary Smith, Vice President of Marketing with Do-It Corporation, suggested that I contact you directly regarding my interest in an Administrative Assistant position with your organization. Although my resume is actively on file in Human Resources, Ms. Smith felt that you would want to be made aware of my unique qualifications and availability. Consequently, I have enclosed my resume for your consideration.

My background makes me a highly qualified Administrative Assistant with more than four years of experience serving executive management for a large manufacturing company. My qualifications include extensive PC experience with the software used at Do-It Corp. (PowerPoint, Excel and MS Office 200_), proven customer service skills, itinerary planning and report writing.

I will be in your area on August 20, 200_ (9:00 - 3:00), and would appreciate an opportunity to meet with you to discuss my qualifications in greater detail. I will plan to contact you to arrange a possible meeting time.

Thank you for your time and consideration.

Sincerely,



Susan Jones

Enclosure

c: M. Smith

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