Writing a Cover Letter

Every written communication needs a cover letter that serves many purposes. First, it presents you in a good light. It shows that you care enough to take the time to write it and address the reader. The reader will know why you are communicating with them by reading your cover letter.

A cover letter is simply a one-page form of written communication that serves many purposes. It is a necessity in today's business world and needs to be used in all industries. Traditionally, it was a written letter that was the first thing someone saw when they reviewed your communication - be it grant proposal, business plan, financial statements, etc. Hence, the term 'cover letter'. It covers something else that you are including in your written communication. In addition to that, in today's fast paced electronic world, it is used in emails. It is often forgotten by submitters, but noticed by recipients.

The main ingredients (sections) of a cover letter are:
Ø Date - date you are writing the cover letter
Ø Name - name of who you are writing the cover letter to
Ø Address - address of who you are sending the cover letter to
Ø The introductory paragraph
Ø How you found them, why you are contacting them, what you will do
Ø 'Self selling' paragraph or two
Here is where you tell them why they should do business with you,
What you have to offer; what your qualifications are
Ø Closing paragraph
Ø Contact information
Ø Thank you, further contact
Ø Enclosure

Once one gets the hang of cover letters, they really are simple to prepare. You will need to prepare rough drafts, though, since they are thought provoking. If you want your reader to go further and review your other information, the cover letter must spark their interest in doing this.

Hint: Practice writing cover letters by using a simple pen and paper, or use a software program such as Word. This will help you develop your own style and character. Plus, you can correct as many times as needed to suit your liking.

In the non-electronic world, cover letters are written on your letterhead. Make certain of that. You want to give a professional appearance and give the impression of legitimacy.

If you are sending information electronically (as in emails), of course, you may or may not use your letterhead. If not, be sure to properly address the reader and have your signature at the end of your cover letter.

SAMPLE COVER LETTER: (on letterhead)

September 15, 2006
Jones & Assoc.
1234 Avenue
Salem, OR. 98743

Dear Mr. Jones:

In response to your posting on Monster.com, enclosed please find my resume that I am sending in hopes of obtaining the Database Manager position. (introductory paragraph)

My extensive managerial background includes over 20 years of helping businesses increase both their productivity and bottom line. I have implemented numerous databases to increase operational efficiency. I am confident we would develop a mutually beneficial relationship. (self-selling paragraph)

If interested in pursuing this further, please contact me at xxx-xxx-xxxx. I look forward to hearing from you. Thank you for your time.

Sincerely,

Signature (handwritten signature - for hard copy)
Malcolm Smith (typewritten name)

Enc.: Resume