An e-mail cover letter is basically a cover letter that is sent out to a prospective employer via email rather than ordinary mail. Like the standard cover letter, it also provides a summary of the contents of your resume and how suited you are to the job you are applying for.
Tips to format best email cover letter
Tip I: Put a Subject Line in Place
Place a subject line on the email. This is to let the reader know what the rest of the message is all about. This subject has to be in the capital. For example, ‘APPLICATION FOR THE POSITION OF FLIGHT ATTENDANT.’
Tip II: Salute the Recipient
Get to the main body of the message. Start off by saluting the hiring manager or recruitment panel. Use only terms that show respect like Mr., Mrs., Sir, Madam, and Ms., among others.
Tip III: Maintain it Brief and Concise
Throughout the email, be brief and concise. Address the subject matter directly and to the point. Avoid incorporating details which are irrelevant to the topic of discussion.
Tip IV: Exercise Honesty
The accuracy of the information you provide is also vital. See to it that you reveal information that is not only accurate but also consistent. Remember, the information you write will have to be verified later. You do not want to lie and be found guilty. The consequences of so doing may often be dire.
Tip V: Proofread Before Sending
Of course, you have to proofread the email before sending. You are not the only one applying for the vacancy. Due to the need to pick only a few for the interview, the recruitment panel will never hesitate to reject anyone whose application is full of grammatical mistakes.
How to send an email cover letter?
Follow company instructions
Each company has its own laid down procedures for sending and receiving emails. They will usually inform you of the same as you prepare to submit your applications. See to it that you follow the company instructions to the latter.
To do this, you have to check the job guidelines of the company you are interested in applying to. You will note that some companies prefer attachments, others like it when you post the cover letter as the body of your email, and so on.
Make use of a professional email address
While submitting your application, you are advised to only make use of professional email address. Professional in this sense means your own official names. For instance, if you Collins Evans, your email should be firstname.lastname@example.org. Avoid junk names and addresses. If your name is already taken, try a close variation of it.
Customize an email signature
Many people opt to include a phrase which forms part of all the messages they send out. This repetitive phrase is called the email signature. Though you are at liberty to choose whichever phrase you desire, you are highly advised to customize yours to reflect the ethos and aspirations of the firm you are applying to.
PS: Never use the HTML format to send out emails. If you have to send out the email as an attachment, it is advisable that you send it in a ‘Read Only’ format. The PDF is by far the best example of this. This is to prevent any temptation by an unscrupulous person to edit or alter the contents thereof.
Sample Email Cover Letters
SUBJECT: APPLICATION FOR THE POSITION OF PROGRAM OFFICER
By way of responding to your call for applications to the vacant Program Officer position, I do submit my applications here. My possession of a Bachelor’s Degree in Sociology combined with my stint as a clerk at the MacDonald fast-food chain makes me feel suited for the role.
You indicated that you want someone who can work for longer hours. Here I am. At the moment, I have no spouse or dependents. It is hence very unlikely that I shall be distracted in any shape or form. This means I will be able to work longer than most others can.
The resume I have attached will give you finer details about my competence and suitability for the role. Skim it to get to know about those two issues. In case of any further issues, kindly let me know.
I am ready and on standby to clarify them.
RE: APPLICATION FOR THE POSITION OF PRODUCTION MANAGER
I read with joy of the vacancy in the position of Production Manager. I am also pleased to let you know that I have the expertise, skills, and educational requirements for the job. That is why I proudly apply to be considered for the same.
My qualification for the job stems from my possession of Bachelor’s and Master’s degrees in Business Administration. To add to that, I have 7 years’ experience as a production supervisor. I mostly monitored workers who were involved in the production of pineapple juice at XXX Incorporated.
Some of my strong points include the ability to work under extreme pressure, longer working hours, and great courtesy while handling employees. I believe you will find me an invaluable asset to your organization if picked to fill up the vacancy.
Attached to this email is a resume that fully showcases all my qualifications and their relevance to the post that is vacant. If in the course of perusing through it, you come across any issue that requires disambiguation, do not hesitate to draw them to my attention.
However, I really look forward to attending an interview and hopefully filling the vacancy.