Preparing an effective job-seeking cover letter…

(Note – you might also want to check out my related post of tips for preparing your resume.)

I often get asked to provide advice and feedback for engineering students (BSc, MSc and PhD) applying for jobs and though the application contents can vary widely, especially between industry and academia, one thing that all employers have in common is the requirement for a cover letter. It’s probably the most important part of the application package, yet it seems to be the part most people do poorly. In this post, I’ll try to help you out by presenting some of the tips I generally suggest to my own students based on: a) what I’ve learned from others, b) what has worked for me when I’ve applied for jobs, and c) what I like to see when I am looking to hire someone.

The single most important objective of the cover letter is to convince the company, agency or university that you are applying to that they cannot afford to pass up the opportunity to hire you. You do this by illustrating what a tremendous asset you will be to them. In that context – they don’t care what sort of career you want or what experience they can offer you – they want to hear what you can offer them. The time to see what they can do for you is later on – once they realize they cannot get by without you and you begin negotiating the details of your employment. Here below are my top ten tips for writing a compelling cover letter…

1. Research the company, agency, or university. Find out as much as you can about the people you will be working with and the type of work they do. Keep this knowledge in mind as you write the letter and try to find ways to illustrate that you’ve done this. There is usually lots of info on the internet and companies expect you to research them before applying. In fact, they’re usually insulted when you don’t.
2. Provide your name, mailing address, phone number and email address in a letterhead or return address header.
3. Use a Subject Line and cite a specific position title and number if available.
4. Address your letter to a specific person, if possible. Employ a proper salutation (i.e. “Dear Ms. Jones”) and do not use first names, even if you know the person. If you don’t have a specific person to address, open with “Dear Sir or Madam”. Never assume the gender of the reader – I can’t tell you how many grad student applications I ignore each year because they’ve addressed the cover letter to “Dear Sir” – probably hundreds. (This goes back to Hint # 1.)
5. Use the cover letter to explain and highlight things in your resume that are relevant to them. That is, customize your cover letter to their particular company and/or job advertisement. (The really sharp applicant actually customizes their resume to the particular job, as well!)
6. Remember, employers use cover letters to assess your writing skills and your attention to detail. So write in proper paragraphs (i.e. with topic sentences and supporting facts). Don’t write in point form – it makes it look like a resume not a letter. Avoid abbreviations and acronyms (especially undefined ones) and don’t use casual phrases, slang or an overly familiar tone. Finally, proofread the letter carefully; make sure there are no spelling or grammar errors.
7. Try to keep it to about 1 page. You can push things a bit by using Times 11 and 0.75 inch borders, or you can go up to about a page and a quarter – but two full pages is too much. People usually have a lot to read and two pages of tightly packed prose is a real put-off. Also, don’t use fonts smaller than Times 11 – most of the people in charge (i.e. the ones who decide on the hiring) are old enough to need reading glasses and small fonts are extremely frustrating to them.
8. If you have experience or preferences to do a particular type of work, don’t list them as the type of projects you want, or expect, to work on. Instead, give them as examples of the types of projects you could take on right away with minimal guidance and supervision. (Again, it’s all about what you can do for them, not vice versa.) Also, don’t suggest things they don’t do… (That’s one sure way to demonstrate that you’ve ignored Hint #1.)
9. Highlight your communications skills. Have you written any reports or papers? Have you presented papers or posters at conferences? Give specific examples of your oral and written communications skills.
10. Close the letter by stating specifically when you could start work and when exactly you are available for an interview. Ask explicitly for the interview. Don’t forget a proper closing salutation (“Yours truly,” or “Sincerely,” are the most common and appropriate) and type your name in below where you will sign.

Once you’ve written the draft – leave it for a day, then go back and give it a critical inspection. Are you effectively presenting the “you attitude” instead of the “me attitude”? Are you effectively demonstrating your technical writing skills (i.e. proper paragraphing) and meticulous attention to detail (e.g. spelling and grammar)? Have you effectively illustrated you suitability for this particular job? It’s always a good idea to get a friend or mentor (e.g. your professor) to read the letter and provide feedback.

Finally SIGN YOU LETTER! Yes, get an actual pen and sign the letter!

Good luck! Let me know if you get the job!