SMARTHINKING Writer's Handbook

Chapter 1, Lesson 14

Writing a Cover and Thank-You Letter

Objective

In this lesson, you'll learn how to write strong cover letters for your resume and thank you letters to send after interviews.

Introduction

Along with your resume, the cover letter and thank you letter represent your best chance to communicate with prospective employers. A good cover letter and thank you letter set you apart from other candidates.

The Cover Letter

A cover letter is a one-page letter sent with a resume. You should include a cover letter every time you submit a resume.

A cover letter gives you an extra opportunity to show the employer who you are and how your talents match the job that needs to be filled. Although your resume also answers that question, it does so in a very rigid format. The cover letter allows you to tell the potential employer things about your experiences and abilities in a very targeted way. Your cover letter should explain precisely why you fit the qualifications of a specific position.

Even if you send your resume via e-mail, write and attach a cover letter. Not sending one is a sign of laziness, or inexperience in the job search process, neither of which is helpful in getting an interview.

Writing a Good Cover Letter

The following tips will help you write an effective cover letter:

• Research the company
  It is easier to write both a targeted cover letter and resume if you know something about the company or institution that is hiring. Researching the company can be as simple as going to a web site, where you will find out more about the company's products or services, the founders or primary executives, its financial stability, and the hiring official/s. Often, it is acceptable to telephone the company and ask for the human resources division, where someone can give you information about the job and the hiring process. That knowledge can help you to shape both your cover letter and your resume.
  
  
• Write your letter to the hiring official in charge of the job
  A cover letter is always most effective when it's addressed directly to the person who will make the final hiring decision. To make a good first impression on this person is valuable. By writing directly to the hiring official, your application might jump to the top of a very big pile.
  
  
• Write your letter in a formal letter style
  It's important to speak in a clear and formal style when writing a cover letter. Because you will be targeting the letter to the company's needs, you can avoid writing a letter that sounds as if it were copied from a business textbook or as if it's being used for every job to which you're applying. Personalize your letter to fit the specific position for which you are applying, and reveal by your words that you are motivated, enthusiastic, and focused—in other words, the perfect match for the position.
  
  
• Use the terms and phrases the employer uses in the job advertisement
  If the job advertisement says that the employer is looking for someone who is "motivated with at least one-year experience in computer programming," you should restate this requirement in your cover letter: "I am a motivated individual with two and a half years of experience in computer programming." Follow up this statement by explaining how you have met and/or exceeded that experience. Of course, honesty and integrity are crucial. You'll want to speak only to your genuine skills and experiences and show how they match the employer's needs.
  
  
• Be brief
  Most employers will receive hundreds of resumes and cover letters. Since they will not have time to read long cover letters, make your letter as brief as possible, while still making the points you want to make.The entire letter, with your letterhead, the company's address, salutation (greeting), and signature block, should be no more than one page.
  
  
• Be Active
  Express your interest in the job and don't be shy about highlighting your skills and experiences that make you a good match. Close by telling the employer that you look forward to hearing from him/her. However, you should not stop there. Tell the employer that you'll call in one week or ten days to see where the company is in the hiring process. Then, make the call. This proactive stance sets you apart from other applicants who simply wait to hear from the employer—it demonstrates your dependability and independence.
  
  
• Proofread carefully
  Spelling, grammar, and typographical errors in cover letters and resumes are an easy excuse for employers to dismiss you immediately as a potential employee. Have another person read your documents before you send them and read them aloud yourself, listening and looking for readability and clarity.

Sample Cover Letter

Exercise

Using the sample cover letter above, use the text box below to write a cover letter for a job in which you are interested. If there is no current job for which you're applying, but you want to practice writing a cover letter anyway, use a job advertisement from your local newspaper. When you're finished, compare your letter with the example.

The Thank You Letter

You should write a follow-up letter to a prospective employer within twenty-four (24) hours of your interview for the position. This letter is a very important part of the interviewing process. Many people fail to send a thank you letter, making those who do stand out in contrast!

By sending a thank you to the employer, you are letting him/her know that you are still interested in the job. In addition, it is a chance for you to remind the interviewer of your interview and skills. Finally, the letter gives you an opportunity to tell him/her things that you may have forgotten to say in the interview or things that you wish you had said better or more strongly.

Writing a Good Thank You Letter

• Send the letter as soon as possible.
  Do not delay—get it in the mail or email. You never know how quickly the employer will be looking to hire.
  
  
• Type the letter in standard business format.
  The letter should use the same formal tone and format as your cover letter. Send it directly to the person who interviewed you for the position. .
  
  
• What to put in the Thank You letter
  
  • In your first paragraph, express your appreciation for the interview. Include any elements of the interview that come to mind (e.g., touring the facilities or meeting potential co-workers). Include the names of the people who interviewed you and the position title for which you interviewed.
    
    
  • Include specifics details about the interview to refresh the interviewer's mind about who you are. Include any comments or a part of the conversation that would make you stand out from others.
    
    
  • Drive home any main points that you think would be helpful. Re-emphasize your most important skills and show the interviewer why you are the right fit for the organization.
    
    
  • Briefly add any relevant information that you forgot to include in your resume or interview.
    
    
  • Let the employer know that you want to continue your discussion about the position. Be proactive and tell him/her when you will call to follow-up the interview. Then call as promised, as you did prior to receiving the interview.
    
    

Sample Thank You Letter

Exercise

Using the example thank you letter as a guide, write a follow-up letter in the text box below. If you want, use the experience of a past interview to guide your writing. Compare your letter with the sample when you are finished.

Summary

You've learned why cover and thank you letters are important to the job search process and how to write effective ones.