Covering Letters

If you send a resume, you will usually enclose it with a covering letter. However, having discussed so much about the absolute need to create a strong first impression concisely, a valid question that we must now deal with is whether we need a covering letter at all.

If we do, then under what circumstances do we need a covering letter? What should go on the covering letter and what should remain on the resume? We look first, at the question of whether a covering letter is really necessary.

Do You Need a Covering Letter?

Unless you are handing over your resume to the employer directly during the interview, we strongly advise you to include a covering letter with your resume. If you have not had any previous contact with the employer, a covering letter is a must. If you are targeting a newspaper advertisement or contacting someone whom you have been advised to get in touch with by your friend, your aunt or whoever, you should definitely include a covering letter explaining how you happened to apply.

If you have arranged an interview with the potential employer over the telephone and are sending your resume to him, you should also include a covering letter referring to the phone conversation.

Even if you are sending your resume to an old friend of yours, you should attach a covering letter explaining why you are looking for a job and why you are the best person to hire.

Why do You Need It?

It takes time to go through a resume. Employers decide from the covering letter whether the resume is worth that time.

A covering letter is like the cover of a paperback book. The chances are that a potential customer will not even pick up and leaf through the book unless its cover attracts him. Your resume is in a similar situation. Most employers only scan through the resume and then read the covering letter, so your covering letter has to be as well prepared as your resume. Unless you have a very strong "Objective" statement, your resume does not say why you are looking for a new job and why you are interested in the position you are targeting. So, the covering letter has to answer these questions.

Many organizations insist on a standard printed out application form. Such a form will severely restrict your opportunity to highlight aspects of your education or experience that will help you to stand out amongst the hundreds. The covering letter gives you a chance to catch attention, structure what you have to say, demonstrate your writing skills and provide evidence that you have studied the company and the job.

The purpose of the customised covering letter is to communicate a personalised message to a specific employer, answering the most fundamental employment question: "Why should I hire you?" You answer that in your covering letter, and the likelihood of an interview is at least doubled thereby.

To Whom?

Never ever address the covering letter "To whom it may concern" or "Human Resource Department". Many executives are known to discard all applications addressed to a position title on the grounds that if the applicant is too lazy to find out his name, he will be too lazy to do a good job as well.

Send your resume and covering letter to the person who can make the hiring decision. Most likely it will be the individual in charge of the department you would like to work in.

Do not aim too high. Presidents and members of management boards get lots of resume because they are so visible. Find a person at the department or division level -ideally the person you would work for if you get the job.

Spend time to locate who is the person most likely to hire you and address the letter to him. Call the potential employer to find out. Do not worry if it takes three or more calls. If you get stuck, call the president's office to find who is in charge of the department you want to work for.

Do not say that you are looking for a job. Say that you have some information to send and that you want to make sure it gets to the right person.

Unless you know the person very well, use "Mr." or "Ms." in address, for example Dear Ms. Springs or Mr. Jones. Be sure to spell the name correctly. It is amazing how many applications include miss-spelt names.

Structure

Your covering letter has to answer the following questions:

What Position are You Applying for?

State it clearly and at once. Better go straight to the point than beat about the bush.

How did You Learn about the Position or Company?

Did you learn about the opening through word-of-mouth or read about it in a newspaper advertisement? Just one sentence will answer the first two questions, such as "I am interested in a position of sales director in white goods division which you recently advertised in "The Times of India".

Why are You Applying for this Position?

Say some good words about the company you are targeting, which you can later use as a platform for presenting your own strengths, such as "HLL is well known for its innovative approach in product distribution, in particular, through web-based sales channels." Later, your strength as a web designer will fit in well with this opening statement.

Why are You the Best Person for the Position?

Choose 3 or 4 main points proving that you are the most suited candidate. Focus on your strengths and achievements in the previous jobs. For example "I have 6 years experience in retail distribution of consumer products, including white goods. During my 3-year employment with Best Consumer Products Manufacturer, its white goods sales increased threefold. I have also been heavily involved in establishing one of the first retail distribution channels on the Internet for All India Manufacturers. As the position matches my qualifications and experience, I can be a productive director from 'day one'. The enclosed resume outlines my skills and experience in more detail." As you can see, the candidate is relating the company's strengths - innovative sales approach with his own strength - involvement in web-based distribution channels.

What happens next? Try to take initiative in your hands. Do not just write "I hope to hear from you soon". Better "I will call you next week to see if we might schedule a convenient time to meet and discuss employment with your company."

More Tips on Covering Letters

Be Brief

To answer the questions we just discussed, the covering letter should not be longer than 3 to 4 paragraphs. 1 to 2 paragraphs should be enough to answer the first three questions. You should not spend more than 1 to 2 paragraphs on the fourth question.

Make the Reader Interested

Communicate something personal. In your opening lines write something that is associated with the person, company or division you are applying to. The likelihood of personal response to your letter is directly proportional to the degree of personal attention you put in your covering letter. Here is an opening that goes straight to the point:

"Dear Mr. Shah,

Our mutual friend Mrs. Venugopal urged me to write you about your plan to setup a research department. I would like to help you to set it up - and I know how to do it, as you can see from my resume".

Sell Yourself

Just like a resume, your covering letter is a marketing document. Do not try to tell the story of your life! Instead, tell the employer what he wants to hear. For example, "My engineering experience with M/s Bridge Construction Company would be valuable to you in your new construction project."

Be Specific and Factual

Offer evidence in support of your strengths and achievements. Touch on your most important achievements in a matter-of-fact style.

Use Their Language

Use the right terms to indicate your skills and qualifications. Watch out however for overuse of jargon. You must have noticed by now that the general rules for covering letters are very similar to the ones you have seen so far for the resume themselves. No wonder, since both of them have only one purpose, to get you that interview!