Why Write the Cover Letter?

By Debbie Lipton

Many of the clients I work with freeze when, in a workshop, I introduce the concept and mechanics of writing a cover letter.  Some grumble, “Why do I have to write a cover letter? When I submit a resume they don’t ask for a cover letter anyway!”   We discuss how, in most cases, a cover letter is a given task of the job search, just as a resume or interview is.  Without it, a job seeker may r isk having the resume no t reviewed at all.  My clients will often tell me that they have sent out several resumes over the course of a few weeks, but have not received a response.   They say, “Employers don’t care.  It’s obvious there are really no jobs out there. ”  When I ask these same job seekers if they sent cover letters along with their resumes they often respond, “no.”  I remind them that they may have underestimated the importance of the cover letter and encourage them to try sending their resume with this corres pondence attached.  Some of those clients went on to get interviews and, ultimately, job offers.

Regardless of how you are responding to a job opening, the savvy job seeker always accompanies their resumes w ith a cover letter.  The cover letter explains why you are sending a resume t o an employer, highlights the key skills and experiences that you have to offer, and creates a connection to your resume. From another perspective, try to look at cover letters from the perspective of the employer.  If you were hiring for one or more positions, would you benefit from reading a letter that explains the type of work an applicant is seeking and what they have to bring to your organization?

Job seekers who are just learning how to compose a cover letter can take heart:  it is an easy letter to write!  Cover letters follow a fixed format that can be made more individualized once you get the hang of it.  At a length of not more than three or four paragraphs, the cover letter is your opportunity to demonstrate your writing skills.   It also allows you to express your most relevant skills and experience for a particular position.  When well-written, they focus your reader to your unique skills and background, connecting them to the needs of the organization.  Bottom line:   they are another opportunity to market your skills to an employer.

The following outline will help you write an effective, concise cover letter:

First Paragraph:  WHY -- State why you are applying for an opening by citing exactly how you heard about the job. (“Enclosed is my resume i n response to your job posting on Monster.com, dated November 1, 2003 , requisition number 00-604, for a production planner).   If someone referred you and suggested you mention your connection, note that person in your first paragraph. ( “I am writing at the recommendation of Delilah Smith regarding your opening for a production planner”). Follow that with a sentence or two about your related experience.  If you do not have experience, refer to your transferable skills as well as your interest in the field.  (Have worked in manufacturing production for several years, I have many of the skills you are seeking.)

Second Paragraph:  WHAT – Tell the reader what you have to bring to the table.  Do this by reading the job description closely, and responding word for word to the skills they are seeking.  Do not be afraid to refer to your resume. For example, if the employer is seeking 3-5 years of experience, express that you have the required background.  (If you have fewer or more years of exper ience, cite that you have experience but do not name the number of years.)  If they cite experience in a particular type of industry, be sure to connect it to your experience.  When they ask for strong transferable skills, such as organizational skills, refer to these skills.   Note:  If necessary, this section may expand to two paragraphs.  Neither paragraph should be longer than approximately 3-4 sentences, with a total of no more than about 6-7 sentences.  Also, be sure not to begin every sentence with the word “I.”

Third Paragraph:  NEXT STEPS --  Having connected the reader with your related experience,  summarize your experience and ask for the interview.  Some counselors will recommend that you tell the employer that you will call them to set up a time to meet.  This method is effective in a sales environment, but may be perceived as a bit overwhelming for any other type of position.  Instead, ask for the opportunity to meet, but allow them the option to call you or vice versa.  (“I look forward to the opportunity to speak with you soon.  I may be reached at (617) 555-1212 or name@ispprovider.com).

Whether you fax your cover letter, send it in the body of an e-mail, or paste it into a web site, be sure to have another person proof it for grammatical and spelling errors.  Missing these mistakes can cost you an interview.  Everything you communicate in writing or in speaking is your opportunity to shine.  Good luck in the search!

Debbie Lipton , M.S., is a Human Resources Generalist for Operation A.B.L.E. (Ability Based on Long Experience), where she provides career counseling and job search coaching services to adult career changers.  Operation A.B.L.E. is a non-profit employment and training organization that provides services to mature workers 45+ as well as to adults from occupationally, economically, and racially diverse backgrounds.  In her 15 years in employment, Debbie has worked in the non-profit, government, and corporate sectors as a counselor, job search coach, job developer, trainer, and corporate recruiter.  Debbie is a Certified Professional Resume W riter and Certified Administrator of the Myers-Briggs Type Inventory .  To learn more about Operation A.B.L.E., please call 617-54-4180, or visit www.OperationABLE.net.