The first paragraph should describe where you heard about the positions, i.e., a job board, company website, someone within the company, etc. An example of the latter might be, “Sam Smith, Vice President of Merchandising recommended that I apply.” If you mention someone from within the company, make sure your contact is well-regarded by the employer. This paragraph should also give a quick one line sell as to why your skills would make you an excellent fit. “My mix of work experience, academic achievements and community service make me an ideal candidate” is a good example.
The second paragraph is the place to describe why you want to work for this employer, i.e., the positive features of that particular company. How do they define themselves and what makes them stand out? This kind of information can usually be found in the mission statement and/or the “About Us” section of their website. It goes without saying that this paragraph will be very different for each company and takes time to create. It is, however, an opportunity to demonstrate your interest and understanding of the company, not to mention a great opportunity to display your writing ability.
The third paragraph is your opportunity to describe why the skills that you have, fit perfectly with the mission and structure of that employer and the position. As with everything that you do in the job search, be honest as to your skill set. If you have done a successful self assessment, you should be able to pick 3-5 skills that tailor your expertise for that company’s specific specialties and needs. A bullet format listing after a brief introduction of “fit” can be a great way to make sure your skills stand out and make it clear that you are a match for that position.
Respectfully request an interview in the fourth paragraph. Some would say to be more assertive, and indicate that you will call to follow up in the next period of time (e.g., two weeks), assuming you have the name of the contact. Others are a little uncomfortable being that direct, but announcing your intention to call can help you keep the “ball in your court” and make it more likely that your application stands out in the mind of the hiring manager.
Conclude in letter form with a “Sincerely” line, your signature and a line that reads Attachment: Resume. When e-mailing your cover letter with your resume, make sure that you send 2 separate files, one marked cover letter and one marked resume unless otherwise specified. The standard formats for the attachments are: First Name Last Name – Resume.docx and First Name Last Name – Cover Letter.docx.
Unless otherwise specified, do not send your resume or cover letter as a PDF. Most large employers’ scanning systems have a lot of difficulty reading PDFs and it may lead to the rejection of an otherwise excellent application.
Cover letters aren’t really dead. It is more accurate to say that they still hold significant influence when used in appropriate settings and are well-written.
When required, or if you are particularly interested in an employer or position, cover letters can be a powerful way to demonstrate your fit for a particular company and make your application stand out among the myriads that they receive. Just know that a “to whom it may concern” generic cover letter could be the death of your job application.