An Email Cover Letter is a formal document sent by an applicant to the hiring manager expressing their interest in a job position.
It supports the resume and gives more details about you as an applicant. It can be sent either as an attachment or as part of the main body.
The purpose of the cover letter is to support a resume. It elaborates on personal attributes and skills related to the position you are applying for to increase your chances of getting a job. It achieves its purpose by mentioning previous job experiences associated with the position you are applying for. Thus, the cover letter helps in supporting your resume, which can be less effective when submitted alone.
Free Templates
Whether you’re applying for a job or reaching out to a potential client, the templates provided below offer a convenient and professional way to craft your cover letter. By using these templates, you can save time and ensure that your cover letter is well-structured and visually appealing. With customizable sections for your contact information, introduction, skills, and closing, the templates make it easy for you to create a compelling cover letter that leaves a lasting impression.
How to Write and Send the Cover Letter
When sending it, you should consider specific aspects, such as sending it as an attachment, the position you are applying for, and what to include in the main body.
Some of these aspects, which should be considered, are discussed below:
Send your cover letter as an attachment
Some organizations may request that the cover letter be sent as an attachment. Hence, ensure that you save the document as a PDF (portable document file) file that cannot be edited by someone else after you submit it. Saving the document under your name helps avoid confusion for the hiring manager and makes your application stand out.
note
If an employer does not accept the attachments, you should then copy your cover letter and paste it as the body. Ensure that you have corrected the formatting, as copy-pasting may affect the original format of the letter. In this case, once the hiring manager opens your email, they will directly see your cover letter.
Add an informative subject line
A subject line states the purpose, and it should be short, precise, and grammatically correct to establish professionalism. In addition, it helps the hiring manager understand its purpose and helps your application stand out among other applicants. The length of the subject line should be between 46 and 70 characters. Ensure that you mention the position you are applying for and your name in the subject line. This information helps the hiring manager know the position you are applying for and differentiate different cover letters.
EXAMPLE
On the email subject lines, write “Customer Service Representative- Mike Bond.”
Start with a greeting
Start the cover letter with a greeting and keep it professional, not friendly. Mentioning the hiring manager’s name creates a natural bond and interest in the hiring manager. It also increases your chances of getting hired. Before sending the application, research the company’s website to identify the hiring manager’s name. If the name is not available on the website, you can contact the organization directly and request the name from their customer service agent. This shows that you have taken an interest in the opportunity, and you have learned how the organization and its employees operate. If you do not know the hiring manager’s name, a general phrase can be used.
EXAMPLE
“Dear sir/madam.”
Write a simple message in the body
In the body, mention the position you are applying for and state the qualities you possess that are relevant to the position. In this section, you can also mention previous work experiences that are helpful or relate to the open position. These details help increase the chances of you getting hired as some of the qualities might be what the hiring manager is looking for. Additionally, mention how you can use your skills to improve the performance or output of the organization.
Include examples
Give examples of previous accomplishments in the cover letter, which will spike interest in the hiring manager and ensure they relate to the position you are applying for. In addition, ensure you have researched the organization’s operations so that the examples you provide positively impact the business.
Attach URLs
URLs are links that can be attached to them to help you provide more details about your capabilities by giving the hiring manager a link to access some samples of your work. This is applicable in several fields, such as graphic design, freelance writing or art.
Close with a thank you
At the closing, remember to thank the hiring manager again for the opportunity they gave you.
EXAMPLE
“I thank you for the opportunity and am looking forward to your response.”
Sign off with your signature
Signing off on the cover letter shows professionalism. Use courteous words such as sincerely, best regards, or thank you. In addition, a digital signature can be added along with an email and personal telephone number. These details ease communication in the case the hiring manager wants to give feedback or request additional details.
Attach your resume
Attach your resume, as it helps the hiring manager know you and your level of education, work experience, and personal interests. Ensure that your resume is written in a professional way to capture the attention of the hiring manager.
Cover Letter Samples
Following are some samples given for your better understanding:
Sample Cover Letter for a Graphic Designer Position
Subject: Application for Graphic Designer Position – Jane Doe
Dear Mr. David Smith,
I am writing to express my interest in the Graphic Designer position listed on BrightWeb Solutions’ website. With a Bachelor’s degree in Graphic Design from the Art Institute of Chicago and over five years of professional experience, I am eager to bring my creativity and expertise to your team.
At my current role at CreativeEdge Marketing, I successfully led the redesign of the company website and managed various digital design projects, resulting in a 30% increase in online engagement. My proficiency in Adobe Creative Suite, coupled with my passion for innovative and responsive design, aligns well with the requirements of your position.
I am particularly excited about the opportunity at BrightWeb Solutions because of your commitment to cutting-edge digital solutions. Your recent overhaul of the E-commerce platform for Luxe Fashion was both impressive and inspiring, and I am keen to contribute to similar groundbreaking projects.
Attached is my resume and portfolio for your review. Thank you for considering my application. I look forward to the possibility of discussing my potential contribution to your esteemed design team and am available for an interview at your earliest convenience.
Best regards,
Jane Doe
[email protected]
(555) 123-4567
Sample Cover Letter for a Project Manager Position
Subject: Project Manager Position Application – John Smith
Dear Ms. Emily Johnson,
I am reaching out to apply for the Project Manager position at Global Tech Innovations, as recently advertised on LinkedIn. My extensive experience in project management within the technology sector, coupled with a strong understanding of agile methodologies, positions me as an ideal candidate for this role.
In my current role at TechSolutions Inc., I spearheaded the ‘Smart Home Integration’ project, leading a team of 15. The project not only finished 20% ahead of schedule but also 15% under budget, demonstrating my ability to efficiently manage resources and drive results. My approach is results-oriented and efficiency-driven, perfectly aligning with the dynamic and innovative ethos of Global Tech Innovations.
I am particularly impressed by Global Tech’s dedication to smart technology solutions, especially your recent breakthrough in AI-powered automation systems. I am excited about the prospect of leveraging my experience in project management and strategic planning to contribute to such innovative endeavors.
Enclosed is my resume for your review. I am keen to discuss how my background and skills would be beneficial to Global Tech Innovations. Please feel free to contact me to arrange an interview at your convenience.
Thank you for considering my application.
Best regards,
John Smith
[email protected]
(555) 987-6543
Key Takeaways
The two sample cover letters exhibit several key elements that make them effective and useful for job applicants writing similar letters.
- Both letters start with a clear subject line that specifies the position being applied for, immediately clarifying the purpose of the email. The salutation is formal and addresses the hiring manager by name, which adds a personal touch.
- Each letter highlights the applicant’s relevant educational background and work experience.
- Both applicants detail specific achievements in their current roles, quantifying their success. They also mention specific skills pertinent to the job (e.g., proficiency in Adobe Creative Suite for the graphic designer, experience in leading a team for the project manager).
- Each letter shows that the applicant has researched the company and understands its objectives.
- Both letters end with a polite thank you, an invitation for further discussion or interview, and provide contact details, making it easy for the employer to follow up.
- The tone is professional and enthusiastic, demonstrating the applicant’s eagerness and fit for the role. The structure is well-organized, flowing logically from the introduction to the body section to the conclusion.
Email Cover Letter Examples
template
Below is a cover letter template:
Subject Line: Application for (the position you are applying for)
Dear (name of the hiring manager),
Following your advertisement (mention where you saw the advertisement), I am writing to express my interest in the (position you are applying for) in your organization. I have attached my resume as requested in the application guidelines.
I have vast experience in (mention a similar position), and I will use my capabilities to ensure that I fulfill the organization’s goal. I am a fast learner, a participant in teamwork, a keen listener, and a problem solver, and I will ensure that I do my best to satisfy the customers’ needs.
I am looking forward to your response and learning more from the organization to drive us towards its success. Thank you.
Kind regards,
First Last Name
Phone
Tips for Writing the Cover Letter
When writing it, ensure that you follow a specified format, and the following tips should be put into prior consideration.
Use a professional address
Along with the subject line, your email address is the first thing the hiring manager will see. Therefore, you need to create a good impression by using a simple one. Use a professional email address, as it shows decency and also increases your chances of getting hired. A professional address should be short and can be generated from your name.
Save your file correctly
Save it correctly to avoid a change of format when the document is changed from a Word document to a PDF document. Saving also entails ensuring that the correct topic sentence is used, making it easier for the hiring manager to identify the file and the position you are applying for. Ensure that you save your file as .doc or .pdf to preserve the original outlook of the cover letter. Moreover, ensure that you save the file name as first name-last name-cover letter, {Smith-Simon-cover letter} to make it easy for the hiring manager to trace your cover letter after they download it from the email attachments.
Pick a strong subject link
Pick a strong subject line that should entail your first and last name and the title of the position you are applying for. These details make it easier for the hiring manager to identify the position you are applying for, making your email stand out.
Keep it short and straightforward
Ensure that it is short and straightforward, only keeping your focus on the main ideas. A short email saves time for the hiring manager and gives them the chance to read through the entire letter. This increases your chances of getting hired.
Do some research
Doing detailed research before sending the cover letter is crucial, as it helps you identify important aspects of the company. Ensure that you confirm the open position so that you can apply for the correct job offer. Research the name of the hiring manager or contact the office number available on their website to confirm the name so that you can mention the hiring manager’s name.
Send yourself a test email
You can send yourself a test email of your application and the attachments to see how it will appear to the recipient. This is important as it helps you know if the formatting is correct and if all attachments open correctly. After the test, you can send the application to the hiring manager, as there will be a minimal chance of errors on the cover.
Check job application guidelines
Before submitting it, check the application guidelines closely, as different organizations provide different application procedures. Verify if the company has specified if the cover email should be sent as an attachment or as part of the main body. Following the correct specifications increases your chances of being hired.
Final Thoughts
A cover letter is an important document that is used to support a resume by giving additional details about you as an applicant. Therefore, it is essential to follow specific guidelines while sending the application and ensure that the cover letter has the correct format. The letter should be written in a formal tone. The applicant’s details, including their name and email address, should be included on the cover letter.
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