Paragraph Format For Cover Letter

Ah, writing the dreaded cover letter. The vital piece of the job hunt that almost no one enjoys. How can you possibly convey to an employer the depths of your awesomeness in just one page? Or, more importantly, what can you write to keep the reader engaged for the minute plus it takes to skim through one?

While writing great cover letters takes effort and practice, it’s imperative that you get that practice by a) including a cover letter with each application, and b) changing it for each job. No two jobs are exactly alike and therefore your cover letters should not be either. By tailoring your letter to the job you demonstrate to the reader both your understanding of the position as well as your desire to fill it. Speaking of the reader, always remember to address the letter to a specific person. Call the company, or check LinkedIn or the company site to avoid a generic greeting.

As a career coach, I always tell my clients that the key to writing a powerful cover letter is perspective. You have to put yourself in the position of the reader and think about what the employer needs to see in order to prove your value in the role. While you are writing, always keep this perspective in mind. Use the job description, both in terms of style and content, as well as other research on the company and position to suss out exactly why you are the perfect candidate. The following outline will make sure your cover letter actually contains this pertinent info:

1. First (short) paragraph–WHO are you?

This paragraph should grab the reader’s attention and announce your qualifications right away, e.g. “As a curator with over 10 years of experience building, producing, and executing art shows for my own gallery, I was inspired to see the MOMA’s posting for [X] position.” If a specific person referred you, make sure to drop her/his name in the first line. Getting a personal reference is the most important way to assure that your letter (and attached resume) will be read. This paragraph contains a quick sentence or two summing up your elevator pitch, e.g., “My extensive management training combined with a strong sales track record will allow me to immediately add value to your team.”

2. Second (longer) paragraph-WHY this job/company?

Here’s where you tailor the letter to demonstrate that you know why you want this particular position. Most job applicants skip this part completely! No employer will hire someone who can’t articulate what makes the job desirable, e.g., “Working as an engineer for [your company] would provide the exciting opportunity to innovate in a staid industry.” If you don’t express why you’re applying for this specific job, the letter will seem formulaic and have less of an impact. Even if you’re perfectly qualified for the position, the reader wants to see why YOU want this job. Explain to the employer how this job is suited for you as well as vice versa.

Do your research on the company and the particular role offered. Glassdoor and LinkedIn are helpful resources for research, but also read articles, talk to your network, and do your due diligence. This also ensures that you don’t waste your time applying to a job you never wanted in the first place.

3. Third (longest) paragraph-WHAT makes you a good candidate?

The real meat of the letter is in this paragraph, which communicates why you’re the best fit for the role. Remember the adage about writing, “show, don’t tell”? This portion is the perfect application of it. Instead of just listing your accomplishments, SHOW that you understand and appreciate the intricacies of the position by giving specific, translatable examples from your prior work. Something like, “By designing and orchestrating [x company’s] social media relaunch, I increased user engagement by [X] percent and drove traffic up by [X] page views. Some ideas I had for [your company’s] brand redevelopment include….”

Before you get started on this section spend some time carefully reading through the job description as well as any other ancillary research you’ve compiled on the employer and the job. Sometimes even highlighting the description line by line and taking notes about your correlating experience can be a productive starting point. Be sure to include the key terms mentioned in the listing.

4. Fourth (shortest) paragraph-SALUTATIONS and follow up details

The final section is where you summarize your qualifications, e.g., “Throughout my career, I have taken on diverse challenges and proven my ability to deliver positive results. I would be thrilled to further discuss the possibility of doing the same at [X].” In addition, be sure to offer references or other materials, state that you look forward to hearing from the company.

Now, about those resumes…

This article was originally published on GoGirl Finance.

Photo: markusspiske / Pixabay

Your address
Date
Contact person
Title
Department
Employer’s name
Address

Dear Mr./Mrs./Ms./Dr. (Contact Person):

First paragraph - introduction (2 - 4 sentences)
Establishes the purpose of your letter, attracts attention, and arouses interest.

  • State why you are writing by naming the specific position or type of job.
  • Tell how you heard about the position/employer and why you are interested in it.
  • Insert a brief sentence that gives your degree, major, university, and graduation date.

Second/third paragraph - body (1 - 2 paragraphs, depending on your background)
Generates interest with content by indicating how much employer research you have done and how your skills/background match the employer’s needs.

  • Indicate how you can help the employer achieve organisational goals in your specialty. Focus on what you can do for them rather than why you want the position.
  • Highlight your most significant accomplishments, abilities, and experiences that are specifically relevant to the employer and job requirements. 
  • Sell your credentials - your mission is to prove you should be invited to an interview. Make reference to enclosures.
  • Do not simply repeat your resume but point out important experiences and key assets - show some of this to demonstrate to the employer your personal qualities which cannot be indicated on a resume.

Fourth paragraph - closing (4 sentences maximum)
States your commitment to action.

  • Take the initiative to make clear what happens next - you will be calling to arrange an appointment, and/or ask for additional information.
  • State your availability. Let them know if/when you will be in the area.
  • Mention that you have an enclosed resume or sample work, if applicable.
  • Indicate that you will call to inquire about the possibility of an interview and/or the timing or the selection process.
  • Restate contact information so the employer can contact you.
  • Thank the employer.

Very truly yours/Sincerely,



Your signature
Your name, typed


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