A good cover letter should:

Cover letters come in two types: speculative letters, which are written to a company to ask if there is a job they could consider you for; and replies to job advertisements, where you are writing to apply for a specific and clearly described position. While there are some small differences, both letters are basically similar.

A cover letter should be constructed in three or four paragraphs, with a word limit of about 200-300 words. If it is longer, the reader may lose interest; if it is much shorter, it will seem as if you have nothing to say for yourself.

The first paragraph of a speculative cover letter introduces you and gives your reason for writing, specifying the sort of area you feel best suited to or hope to work in. A cover letter replying to a job advert is more rigid: you must mention in your first paragraph the advertised title of the job you are applying for, and how you read or heard about it.

Example:

I read with interest your advertisement in the New York Times of September 12, 1999 for the post of Administrative Assistant in the Archives Section of the National Library, and would like to apply for this position.

In the second paragraph you should concisely elaborate on those aspects of your experience or qualifications which are related to this company's needs. If you are replying to an advertisement, make sure you read carefully the requirements for the position and that you have mentioned briefly how your experience meets each of them. (If you cannot meet one of the requirements, don't apologize or emphasize your shortcomings: either suggest what alternative experience or qualifications you might be able to offer instead, or if you have none, just don't mention that point). The ideal structure in this part of the letter is to mention the relevant experience, then say what skills you have gained from this experience that are relevant to this job. It is also very good here to describe special achievements which show you to be an independent, creative and dynamic person.

Example:  

My experience in working with a team of four colleagues at the University of Riga has enabled me to develop the skills of collaboration, negotiation and co-operative problem solving. While in this position I also designed and put into operation a unique database system for the storage of data about archaeological sites.

The third paragraph should normally indicate how this particular job or company would fit into your own career plans. A company is much more likely to employ someone they think will enjoy working for them than someone who will leave at the first opportunity. Some guides to writing suggest you should insert a proactive statement here to show you are assertive and professionally persistent. It would perhaps be preferable to say that your whole letter should give the overall impression of professionalism and persistence.

Example:

A job at the National Library is particularly appealing to me as it would give me the chance expand my interest and experience in archaeological research. I feel sure that the Library would also prove a stimulating work environment that would enable me to offer my best.

In the final section of the letter, include a sentence to the effect that you are happy to provide further information and that you hope to hear from the company regarding the possibility of an interview.

Do's and Don'ts

Do

Don't

• ever send your résumé without a cover letter. 
• write your letter by hand. 
• be negative or humble.
• be over-boastful or self-aggrandizing.
• use clichés or vague, meaningless phrases.
• send a cover letter with misspellings, grammatical errors or smudges. 
• send letters that are obviously photocopied or mass produced. 
• list hobbies or personal interests unless they are related to the position you are applying for. 

A sample advertisement and a cover letter in response

Dear Mr. Fan, 

I was very interested in your advertisement in the Budapest Sun last week for the post of junior sales manager. I feel that I would be an excellent candidate for this position, and would like to apply. 

Through my work as marketing assistant for Glycom Armenia, I have built a strong record of significant achievement in progressively more responsible sales and office management position during my short career. My six months management placement experience with Palmolive in Great Britain provided me with intensive experience planning, developing and implementing sales of body care products. In addition to this I performed management responsibilities including the supervision of a staff of five. Having recently completed a Master’s degree in Economics at the Central European University, I have an excellent command of both written and spoken English, as well as a clear understanding of market forces. I have worked extensively with Microsoft Word 7.0 and Microsoft Excel both in a work environment and in my recent studies, and am conversant with the most popular Internet software. I possess a full driving license. 

A position with Unilever Hungary would offer me the opportunity to further develop my experience in the area of sales and marketing, a field of work which I find stimulating and fulfilling, within the framework of a company with an established international reputation. 

Please find enclosed a copy of my curriculum vitae, with details of references as requested. Should you have any further questions, you may reach me at the above address, phone number or email. I look forward to hearing from you to discuss your organization and how my experience can contribute to its success. 

Yours sincerely, 
 
 

Martin Feher 

Encs.

Last revised: 9 November, 2004
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