Career Article 158:
Cover Letter Writing Techniques

By Tamara Dowling, CPRW

Your cover letter is the prospective employer's first glimpse into your professionalism and attention to detail. It tells the reader what kind of employee you're likely to be. If you do not use a standard business format, correct grammar and accurate spelling, you may lose your chance at the job.

Here are the basics for a good, professional cover letter in a hardcopy format.

1. 1. If you are sending a printed cover letter, select 8 1/2" x 11" résumé style paper in a neutral color such as ivory, beige or light gray. If you are unsure, ask a clerk at your local stationer or office supply store.
2. Type your letter with a computer and word processing software such as MS Word or WordPerfect.
3. Print with a laser or ink jet printer in good working condition.
4. Use a standard block format for letters. If you are not familiar with this either take a look at one of our sample letters or at templates which may have come with your word processing software.
5. Send original résumés and cover letters. Don't use photocopies.

If you are emailing your cover letter - which is more common in today’s market - here are tips to follow.

1. Follow proper grammar rules, including proper punctuation, capitalization, and sentence structure. Avoid abbreviating words that you might abbreviate when texting or emailing a friend, such as "pls" or "thx".
2. Use clear and easy to read English, but avoid colloquial slang that you might use when texting your BF. We stress this point because some candidates are more lax in an email and it can be viewed as inappropriate.
3. Keep it short and simple. A cover letter should be concise, and an email cover message should be even more concise.
4. Leave one blank between your closing (Sincerely,) and your name. Write your phone number beneath your name.

Advice for all formats:

1. Take the time to get an appropriate contact name and accurate title. Always address your cover letter to the real name of the person best suited to review your résumé.
2. Always use a professional tone. The reader may not appreciate your jokes or slang language.
3. Have a talented proofreader read your cover letter and résumé before sending. Chances are you have a friend who'd be willing to help you. They'll likely catch errors that you missed.

Related articles:
Sample Letter: Responding to a Job Advertisement
Sample Letter: Prospecting Letter for a Recent Graduate
Sample Letter: Prospecting Letter for an Experienced Candidate
Sample Letter: Thank You -- Follow Up to an Interview
Sample Letter: Declining an Employment Offer
Sample Letter: Accepting an Employment Offer