The cover letter is your electronic look in the eye and handshake announcing you to a prospective employer, marketing you as the best candidate for the job. Your cover letter must get the recruiter or hiring manager to be interested enough in you to read your résumé. Recruiters look over hundreds of cover letters each and this is no easy task. Now, let’s review the steps of writing a cover letter that will help you stand out from the crowd.
How To Prepare to Write the Best Conventional Cover Letter
Research. Research. Research.
Company Needs
Research the company you are applying to by going to their website, looking at their profile or conducting a web search on the company name to understand exactly what the company is looking for.
Company Contacts
By addressing your cover letter to the specific decision-maker, it shows your attention to detail and interest in the position since you have taken the time to find out who’s hiring for the job opportunity. This means you should find out the contact information for the employer by:
- Searching on the Internet for “XYZ High-Tech Corporation” and “HR manager”
- Calling the company’s main telephone line and asking for the name of the person who is hiring for the position that interests you
- Asking any friends who work for the company whom you should contact concerning the position
If you cannot find the appropriate contact, you should still send the cover letter to “Dear Hiring Manager.” However, this generic approach should be taken only as a last resort.
Start Afresh
A good cover letter will require considerable time and effort to create and it must be tailored to the specific company and job opportunity. Remember, any job opening you find represents, in business terms, either a problem a company needs to solve or an opportunity they want to seize. Your cover letter must address why you are the person who will solve this problem and/or address this opportunity.
How to Write the Best Traditional Cover Letter
Format
When writing a conventional cover letter that you plan to mail to a company, your cover letter should follow basic business letter writing conventions. For professional letters we recommend using 11- or 12-point type set in a legible, professional-looking font such as Times New Roman.
Your Address
Put your current contact information at the top of the letter, including your:
- Full name
- Mailing address
- Telephone number – put a number that you control, and it is best to include a number that accepts voicemail that only you check. If you don’t have a telephone where you can consistently get messages, do not put your telephone number down. For example, if your forgetful 7 year-old sister is in charge of taking down all messages at your home – do not include a phone number.
- Email address – if your email address is inappropriate (for example: iamnotfunny@yahoo.com) get a new email address that you can use for professional purposes.
Date
Include the date in the cover letter formatted according to standard business letter writing conventions.
Company Address
Include, in the following order:
- Name of Hiring Manager or other appropriate contact person
- Title of Hiring Manager or other appropriate contact person
- Company address
Subject Line
Insert the position for which you are applying in the subject line. For example:
Re: System Architect Position at ABC Technology Corporation.
Greeting and Salutation
A professional IT cover letter should begin with “Dear Mr./Ms./Mrs. ________:” Treat this person with respect and do not address the letter using someone’s first name. If you do not know the appropriate person’s name start the letter with “Dear Hiring Manager” or “Dear Human Resources Professional.”
Introductory Paragraph – Your Introduction
The first paragraph is where you create a strong impression of yourself and begin your campaign of marketing yourself and selling your services.
Introduction
Introduce yourself.
Self Marketing
Briefly list your qualifications – including your years of experience, last relevant job title, degree.
The Problem You are Solving
State your interest in the position and company for which you are applying.
For example, a strong opening paragraph for an experienced Systems Administrator could look something like this:
As a successful Systems Administrator with four years of experience, I am confident that I would excel as a Systems Administrator for ABC Technology Corporation. My background in networking, project management and technical support positions me to immediately make numerous contributions to your company’s success.
Body Paragraph: Build Your Case
Whether you realize it or not, in your introduction, you have just set the stage for the problem you can solve and/or the opportunity you can address. It is now up to you to expand on your key strengths and provide details that support your assertion that you are the best candidate for the job.
Explain how your skills and achievements will contribute to the success of the prospective employer. Even in IT, it is not just about your knowledge of technology. It is crucial to incorporate what HR professionals term your “soft skills,” such as communication, interpersonal, and presentation skills. An IT cover letter that helps you stand out from the crowd, explains how you have used both technical and soft skills to affect positive change.
An example of a paragraph that got an IT professional a systems administrator position provides:
“I have a proven track record of managing systems for diverse employers, including multinational corporations and emerging companies. As a Systems Administrator for XYZ Technology Corporation, I led the migration from Windows 97 to Windows XP for 73 desktops. By working closely with staff and clearly communicating project goals and work plans, I completed the migration 21 days ahead of schedule. Additionally, my expertise in networking and mentoring ability allowed me to train departments to become highly cross functional, resulting in greater IT efficiency for my employers. Based on my understanding of ABC Technology Corporation’s leading work in database design, I am now interested in making similar contributions to benefit ABC Technology Corporation.”
Closing Paragraph: Present a Proactive Plan
After supporting your strengths and explaining how you can make a positive contribution to a prospective employer, complete the IT cover letter by:
- Emphasizing your interest in the position and the company
- Discussing how you will follow-up on your application
This follow-through will set you apart from the competition and show you as a proactive prospective employee. An example of a closing paragraph that could help get a member of the PAC Community a job includes:
“The accompanying résumé provides an overview of my skills and accomplishments. I am very interested in learning more about the Systems Administrator position at ABC Technology Corporation. I believe a face-to-face meeting would be mutually beneficial. I will follow up with you on 20 September 2006 to inquire about scheduling a meeting at your convenience.”
Closures
Avoid affectionate closures like “Regards” and “Best.” These are too informal for an IT cover letter. Use “Sincerely” or “Respectfully”. For written letters, sign your name above your typed name.
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