When applying for a job, including a cover letter with your application documents is best. It is an official document, usually one page, that provides details about your skills, experience, qualifications, and attributes to show your prospective employer that you are qualified for the job.
The purpose of writing it with the job application is to introduce yourself briefly to the hiring manager. Also, you should write a cover letter to elaborate on the details in your resume in a memorable and personal manner. Finally, another reason you should write it with a job application is to show the employer that you are genuinely interested in working with them.
A well-written cover letter should highlight how the job you are applying for fits your professional career and how you fit into the company’s work culture. It should be 250-400 words long. Achieving all these requirements means you will have a properly written, detailed, and convincing document for that job application. In this article, you will learn more about it, what to include, and the tips to observe when writing it.
How do I Format a Cover Letter?
When writing and formatting your cover letter for any job application, there are specific details you must keep in mind. Below is a step-by-step guide on how to write and format it:
Like your resume, ensure you start it with a professional header. In addition, you will need to include your name and contact information, the date followed by the name of the hiring manager or professional title, and the details of the company you are applying to.
EXAMPLE
Kim Taurus
Eastern, FG 34977
111 111 5555
linkedin.com/in/taurus.kim
tauruskim@aiman-zaidi
August 28th, 2022
Elizabeth McCowell
Hiring Manager
Zinc Company
Western, HI 17263
In your professional header, you can choose to add your social media profiles, such as your website, your LinkedIn account or anything else. You should, however, not include your full address (that is, your street name and house number) and an unprofessional email. Instead, ensure your email is your first and last name, as that is how professional emails should be.
Greet the hiring manager
After including your professional header, proceed to greet the hiring manager. Ensure that you address the hiring manager officially and respectfully. Your greeting should help you stand out among other job applicants. Remember, this is the first part the hiring manager will see before going through your cover letter. If possible, find out the name of your letter’s recipient. That will make your greetings more professional and personal.
EXAMPLE
Dear Ms. Jennifer,
Avoid using the overly used “Dear Sir or Madam” phrase and instead, use the following phrases in case you fail to find the name of the hiring manager:
- Dear hiring manager
- To Whom It May Concern
- Dear [department] team
Write an attention-grabbing introduction
Once that is done, write an attention-grabbing introduction for your cover letter when applying for a job. Remember that this section is all about making an excellent first impression. Job recruiters have thousands of applications to go through, and this section will determine if they would like to go through the rest of your document or put it aside.
Your very first paragraph should be eye-catching, attention-grabbing, and highly memorable. That means you should not write a generic first paragraph. Instead, focus on mentioning two or three of your top achievements relevant to the job position. This way, you will encourage the hiring manager to review your letter and learn more about what you have to offer.
EXAMPLE
I am Kim Taurus, and I was pleased to learn about the opening for a receptionist at Zinc Company. I believe I am the ideal candidate for the job with my five years of experience and dedication to helping clients and customers. In addition, while working at Company XY, I achieved a 92% customer satisfaction score on the feedback forms. I believe I will significantly contribute to the company with my experience, skills, and enthusiasm for the job.
Show them why you are perfect for this job position
Once you have introduced yourself, proceed to write the body section, which is usually divided into two. It would be best to start by explaining to the job recruiter why you are the perfect candidate for the job you are applying for. In this section, you should highlight your professional skills based on the job requirements.
You will need to identify the keywords, the most mentioned skills, and other relevant facts in the job requirements and incorporate them while writing this section. Also, you should mention all the responsibilities you can handle in this position.
EXAMPLE
In my previous workplace, I worked and thrived in a busy environment with up to 200 calls per day from customers. Due to my good communication skills, I handled about 60 clients daily, answering questions, receiving visitors, and directing people to the proper offices. In addition, I oversaw setting appointments, sending work emails, and reaching out to clients to remind them about their scheduled meetings. My customer service skills, multitasking ability, listening skills, and reliability make me ideal for the vacant receptionist position at your company.
Explain why you are a good fit for the company
This is the second part of the body section of your cover letter. You must explain to the hiring manager how and why you are a good fit for the company. This means that, apart from describing your skills and accomplishments, you need to show the hiring manager how you will fit into their company culture and what you will contribute if hired.
Write this section by convincing the hiring manager that you are passionate and intend to contribute positively to the goals and objectives of the company.
EXAMPLE
I believe that I can help your company achieve the customer service framework that it wants to implement. Alongside my team members, I believe that I can reduce the customer’s wait time by 45%, improving their satisfaction with the company. Also, the implementation of social media use will help improve customer satisfaction. This is because the company will now be able to receive feedback that will be used to improve the customers’ experience. I genuinely believe that once I am hired as a receptionist, I and Zinc Company will be an excellent match for the success of the company’s customer service section.
End with a call-to-action
Finally, end your letter with a call to action. To write a convincing and memorable conclusion, here is what you should do:
- Start by wrapping up the points you mentioned in your previous paragraphs while adding any other helpful information.
- Proceed to thank the recipient of the letter for their time and consideration.
- Include a call to action as your last sentence where you will ask the hiring manager to take a particular action, such as reaching out to you for an interview.
EXAMPLE
My level of experience, work background, and set of skills make me the best choice for the receptionist position. I am grateful for your time and consideration. I want to discuss further my accomplishments and what I can bring to Zinc Company. Please feel free to reach out to me for an interview.
Once you have written that last paragraph, include a formal closing such as Best Regards, Kind Regards, Sincerely, and Thank you.
tip
As you write your cover letter, ensure that the details differ from the rest of the job applications, such as the resume. Although you will focus on almost the same skills, experiences, and accomplishments, your letter should have a language that is more personal in a way that allows you to tell a narrative while highlighting your relevant job details.
Free Template for a Job Application Cover Letter
[Your Full Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Hiring Manager’s Full Name or Hiring Committee]
[Their Position, if known]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Hiring Manager’s Name/Hiring Committee],
I am writing to express my keen interest in the [Job Title] position listed on [where you found the job posting, e.g., your company’s careers page]. Having followed [Company Name]’s growth and achievements in [specific industry or area of achievement], I am enthusiastic about the opportunity to contribute to such a dynamic and innovative team.
With [number of years] years of experience in [your current or most relevant field or position], I have developed [mention specific skills or experiences] that align well with the requirements of the [Job Title] role. In my previous role at [Your Previous Company], I [describe a relevant achievement or project], which resulted in [quantifiable outcome or benefit to the previous employer].
What excites me about the opportunity at [Company Name] is [mention specific projects, values, or aspects of the company culture]. I am particularly drawn to [mention a particular aspect of the job or company that aligns with your skills or interests]. I am confident that my experience in [specific skill or field] will be beneficial in [specific company project or goal], and I am eager to bring my [specific skills or attributes] to your team.
I am very excited about the possibility of joining [Company Name] and contributing to [specific project or goal relevant to the job]. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your team. Thank you for considering my application. I am available at [your phone number] or [your email address] to schedule an interview at your earliest convenience.
Sincerely,
[Your Full Name]
Sample Cover Letters for a Job Application
Sample Cover Letter- Entry-level Position
Dear Hiring Manager,
I am writing to express my enthusiastic interest in the Junior Software Developer position listed on your company’s website. As a recent graduate with a Bachelor’s degree in Computer Science from Silicon Valley University, I am eager to contribute my skills and knowledge to your dynamic team.
During my academic journey, I honed my abilities in programming languages such as Java and Python through coursework and hands-on projects. My internship at CyberTech Solutions allowed me to apply these skills in a real-world setting, where I successfully collaborated on a team project to develop an innovative mobile application. This experience has equipped me with a solid foundation and a strong work ethic, making me confident in my ability to excel in the Junior Software Developer role at Tech Innovators Inc.
What excites me most about joining Tech Innovators Inc. is your commitment to cutting-edge technology and innovation. I am drawn to the opportunity to contribute to a company that values creativity, teamwork, and professional growth. I am confident that my academic background, coupled with my passion for software development, positions me as a strong candidate for this role.
I would be honored to further discuss how my skills align with the needs of Tech Innovators Inc. Thank you for considering my application. I look forward to the opportunity to contribute to the success of your team.
Sincerely,
John Adams
Sample Cover Letter- Experienced Candidate
Dear Hiring Director,
I am writing to express my interest in the Senior Strategic Consultant position advertised on ExecutiveJobs.com. With a proven track record of over 15 years in business consultancy, I am confident in my ability to bring strategic leadership and innovation to your esteemed organization.
In my current role as Senior Business Analyst at Global Strategies Incorporated, I have successfully led cross-functional teams to implement data-driven solutions, resulting in a 20% increase in client satisfaction. This accomplishment not only demonstrated my ability to drive results but also showcased my strategic thinking and collaborative leadership style. I am excited about the opportunity to bring this level of expertise to Strategic Solutions International and contribute to your continued success.
Throughout my career, I have developed a deep understanding of market dynamics and emerging trends, which has enabled me to identify and capitalize on opportunities for clients in various industries. My proficiency in financial analysis, market research, and strategic planning aligns seamlessly with the values of Strategic Solutions International.
I am particularly drawn to your company because of its reputation for excellence and commitment to fostering a culture of innovation. I am eager to bring my experience and strategic vision to your team and contribute to the achievement of your organizational goals.
Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of Strategic Solutions International. Please find my resume attached for your reference.
Sincerely,
Jane Mitchell
Free Templates
Things to Consider
Here are a few things you should consider when writing and formatting it:
Use appropriate tone
Using an appropriate voice and tone when writing your cover letter is essential. You can achieve this by researching the company you are applying to, as this will help you determine the tone you should use. For instance, the tone you will use for a medical institution will differ from that of a legal institution.
Be honest
While writing it, remember to always be honest and provide factual information. Do not suggest that you have a particular skill, experience, or accomplishment when it is not valid. The hiring manager might ask about it during your interview, which might cost you the job.
Use a unique visual format
Try to use a unique visual format when writing this document. The idea is to ensure that you stand out among other candidates; hence, it will interest the hiring manager to review your cover letter. Although your format is unique, ensure that it is appropriate for the company you are applying to and for your industry.
Be unique
When writing it, try to convey your message uniquely by avoiding overly used phrases and clichés. A hiring manager will lose interest in your document if it is the same introductory letter they have seen from other candidates. Make sure that, even if you utilize a template that differs slightly from the work of your competitors, your work is exceptional and unique.
Avoid generic references to your abilities
Regarding your abilities concerning the job position, avoid using generic references such as “I am diligent” or I am great for your company.” Instead, use examples to explain your abilities to ensure you leave an impact. With these examples, you can show your prospective employer your tangible successes or how you are a solution for the company.
EXAMPLE
As a receptionist in my previous company, I provided outstanding customer service as I helped clients access the required offices. I believe that this makes me suitable for your company.
Keep it short and to the point
Your cover letter should only focus on the most important and relevant details of your career or profession. Based on the job description, only focus on those accomplishments, skills, and experiences required by the employer. Also, to keep your letter short, do not repeat everything that is already in your resume.
Proofread
Finally, it is essential to proofread and edit your document before sending it. Check for spelling, grammar, and punctuation mistakes. This way, your letter remains neat and presents you as a professional individual who pays attention to detail. You can read the letter out loud or ask a friend to help you. If you have used the hiring manager’s name, ensure that the name is correctly written.
tip
If you are meant to submit the letter via a website with fillable fields, ensure your work has no errors. When it is time to submit it, ensure you adhere to the submission instructions presented in the job description.
Key Takeaways
- A cover letter used for a job application is a one-page document to convince the hiring manager that you are a suitable candidate for a particular job position.
- Writing it is crucial, as it accompanies your resume.
- Tailoring it according to the job position you are applying for is essential.
- Also, ensure you use the keywords mentioned in the job description to highlight your skills, experience, and qualifications.
- No matter what, always ensure that the information you include in it is factual.
- Finally, it is advisable to use a template when writing this letter as it will guide you effectively. However, ensure that you write it uniquely.
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