For many first-time job seekers no other aspect of their job hunt causes as much confusion as written correspondence. Cover letters can be especially tough, because you must strike a balance between expressing your personal qualities and maintaining a professional tone. While there is always certain critical information that must be included in a resume, no similar set of hard and fast rules exists for the application letter that accompanies it.

A solid and well-written cover letter may make all the difference when it comes to getting an interview. So, it is worth your time and effort to think carefully about this important component of your application. The following guidelines should help you get started. Remember that the counseling staff at the Career Center is happy to critique cover letters, either during an advising appointment or during daily drop-in hours (Monday - Friday, 2:00 to 3:00 p.m.).

Know why you are writing the letter

Cover letters have one sole purpose: to get the reader to take a look at your resume and convince him or her that you should be invited for an interview. To this end, a good cover letter will be concise and focused on your goal, which is to be considered for a specific position at a specific organization. The kiss of death for any cover letter is a generic sameness that fails to communicate to the reader why you are keenly interested in the position or the company. Unless you can effectively link your experiences and skills to the company's requirements for a candidate, your cover letter will probably not get you very far.

Keep your letter on track by following a logical structure

William Banis, Career Services Director at Northwestern University, suggests that your letter consist of three or four paragraphs. The first paragraph should be brief, and get to the point quickly. Here you should explain why you are writing the letter, identify the position that interests you, and inform the reader where you heard about it. You should end the paragraph with a confident statement about your suitability for the position. The reader will then be primed to go on to the next paragraph to read why!

The second and third paragraphs are the most substantive of the letter. It is here where you convince the reader that you are not only qualified for the position, but that you are also the kind of person who can make positive contributions to the organization, and fit in with the company's culture and philosophy. In order to do this, you could: a) discuss a past accomplishment that shows off your professional skills (e.g., leadership, analytical ability and problem-solving, teamwork, etc.); b) show that you are familiar with the company's activities, values, and future plans; and c) link your experiences with aspects of the company's profile and components of the position. Always direct the reader to your resume rather than rehashing it in the letter.

The final paragraph should be proactive. Avoid sounding desperate for an interview, and instead write as if you expect to secure one immediately. Let the reader know that you will be following up with a phone call, and specify when she can expect to hear from you. You should also supply your phone number and email address. Always close by thanking the reader for her time and consideration of your application.

Use an appropriate writing style

Crafting a business letter is not a skill we automatically pick up. Finding the right voice and tone to communicate with a stranger can be tough. Northwestern's William Banis offers the following suggestions:

While you want your letter to be personalized, friendly and professional, be careful that you don't cross the line and come off sounding presumptuous, too familiar, or obsequious.

Avoid excessive verbiage. Novices to business writing may be inclined to pepper their letters with multi-syllabic words and lengthy sentences to impress the reader. She is more likely to become lost in a sea of wordiness, and will go on to the next applicant. Your reader is a busy person - don't waste her time!

Everything about your letter should convey that you are a positive and goal-oriented person. Optimism and an active voice should pervade your tone, diction, goals, and expectations (e.g., "I look forward to meeting with you soon" is more appealing than "I hope that you can find the time to consider me for an interview.")

A business letter should flow smoothly and elegantly, so be aware of sentence and paragraph length. Avoid choppy abrupt sentences and awkward transitions.

Ultimately, as with any piece of writing, the goal is to keep your audience interested enough to keep reading. To this end, present very specific ideas and examples rather than abstract thoughts and ambiguous allusions to yourself and what you have done. Know your audience, too - what do you think would pique this person's interest in you and what you have to offer her company?

HOW TO WRITE EFFECTIVE COVER LETTERS

Content is critical, but don't forget about presentation!

We've all heard the old expression, 'You never have a second chance to make a first impression.' Chances are your cover letter is the first contact a potential employer will have with you. Don't blow it by not adhering to the basic rules of good letter writing.

Yes, you're convincing the reader to consider YOU for an interview, and eventually a job. But don't turn yourself into an egomaniac. Your cover letter is written to show the reader that you understand the needs of the company, first and foremost. Therefore, any cover letter should be themed around the ways in which you can meet those needs.

If you cannot take the time to find out the name and title of the person who will be reading your letter then why should she extend you the courtesy of reading it? Think about it. Any letter addressed to "Dear Sir/Madam" or to "Whom it may concern" is probably headed for the circular filing cabinet.

Along similar lines, make sure that your letter is pleasant to read. If it is to be mailed, use clean high-quality stationery. All letters should be
proofed, proofed and proofed again! Do not use tiny, flowery fonts, and miniscule margins. If you spend more time trying to figure out how
to fit the letter on one page than on the letter itself, you need to start over.

If you are not sure about the correct format for business letters, please consult a career counselor or take a look at the writing guides available
in the Career Resource Room (216 Page Building).

To read more about cover letter writing, see the 2001 edition of Job Choices: Planning. Free copies are available at the Career Center.