TABLE OF CONTENTS

01.  Introduction

02. Importance of Cover letter

03. Writing the Cover letter content

04. Steps to writing an Impressive Cover letter

05. Personalize your Cover letter

06. Common spelling and grammatical errors

05. Format & Layout presentation

08. Tips for Writing a Cover letter

09. Cover letter writing checklist

09. Exercise / Worksheet

10. Cover letter Samples

INTRODUCTION

The cover letter is a one-page formal and structured document that you should accompany your resume. 

The purpose of the cover letter is to provide a quick and brief overview of your career background and skill set. Keep in mind, however, that the cover letter is an addition to your resume, not a replacement. Therefore, a professional approach to writing a cover letter is needed to make it stand out.

You can use the cover letter to advertise your qualifications and talents that are required for the job position. You should clearly state what you have to offer and why you should be considered. Create a cover letter that is tailored to the job you're looking for.

While there is no hard-and-fast rule on how you should present a cover letter, the following guidelines will give you a general idea of what you should try to incorporate in your cover letter

Now that we've covered the fundamentals, we'll walk you through the process of writing a cover letter step by step.

WRITING THE COVER LETTER CONTENT

The contents of your cover letter should revolve around your USP or Unique Selling Point. This is one of the areas that distinguishes you from all other candidates.

The cover letter should be between 250 and 350 words in length. It should not be more than two or three paragraphs long, with each paragraph not more than four or five lines long.

STEPS TO WRITE AN IMPRESSIVE COVER LETTER

The steps outlined below will assist you in writing your perfect cover letter


1. Introduction: Write a small opening paragraph mentioning where and how you came to know about the job opening. 

Example

This email is in reference to the Software Engineer position that was listed through naukri.com. 

2. Your skills: The second section explains how your education, experience, and skills relate to the position you are applying for.

This is the section where you can highlight the qualifications and unique skills you have that are relevant to the role and how they are a perfect match for the job requirements.

Before you start writing this section, find out what the work specifications for the job are. So, read the job description and see what skills employers are looking for in a candidate

For example, there is an opening as a Facebook Advertiser. The job posting says that the following are the most important requirements:

• Experience handling ad campaigns and operating on other sites (Google Search + Twitter) is a plus.
• Exceptional copywriting abilities

Now you must address how you can meet these requirements in this section. Explain why you are a good match for the company

Example

I am writing to apply for a position as a Facebook Advertiser. I possess the qualifications, copywriting skills, and the advertising industry experience to make a significant contribution to your organisation.

3. Conclusion: At this stage, you can tell the recruiter that you are interested in and available for an interview. Provide a brief message stating that you have attached your resume for the position(s) you are applying for.

The conclusion should be no more than one or two lines. 

Example: 

“I look forward to hearing from you”

When sending your cover letter via email, there are a few things to keep in mind.

1. Email address: Make sure your email address is presentable. If your email address is “iammydestiny@gmail.com,” it would be difficult for a hiring manager to take you seriously. Stick to the “[first name] + [last name] @ email provider.com” format when applying for a job

2. The subject: Clearly indicate the subject line to include the title as well as your name. 

Example: Resume - Raj Kumar, Software Engineer Opportunity. The attached file name also should have your name.

RE: Software engineer opportunity – Resume, Raj Kumar

 3. Salutation

4. Formal closing / Signing-off: The correct way to sign off is as follows:

Thanks & Regards,

Name

Mobile number

It is important not to submit the cover letter as an attachment to an email. The recruiter is much more likely to be impressed by a cover letter that is read as an email.

As the completion is tough, your cover letter must stand out to be considered for an interview. It is highly recommended that you tailor each cover letter to the needs of the specific organization.

PERSONALIZE YOUR COVER LETTER

Make the cover letter personal and tailor it to each job application to catch the recruiters' attention. Make sure you have a thorough understanding of the job position.

Do not make the mistake of sending in a generic cover letter that has been copied and sent to a variety of recruiters. Analyse the specific skill set needed and tailor a cover letter to the organization's needs. 

Let's take a look at one of the most popular (and far too common) examples:

Incorrect Example

Hello, my name is Raj, and I'd like to work at ABC Inc. as a Front Office Executive. 

So now, let’s modify this example 

Correct Example

My name is Raj, and I'm interested in working as a Front Office Executive at ABC Inc. I've been with Company AUC, a telecommunications firm, for the past two years. My previous industry experience, as well as my communication skills, lead me to believe that I am qualified for this role.

COMMON SPELLING AND GRAMMATICAL ERRORS 

Try to avoid errors. Even though Word can detect spelling and grammatical errors, it cannot detect linguistic errors, so double check your cover letter for grammatical errors or sentences that don't read correctly.

Some examples of errors for words that sound similar but have different meanings are as follows:

your/you’re

its/it’s

they’re/their/there

The incorrect use of apostrophes can completely alter the context/meaning of a sentence

FORMAT AND LAYOUT PRESENTATION

1. Look for the changes in spacing

2. Use short, simple sentences and paragraphs. Stick to one idea per paragraph

3. The most commonly used fonts are Arial and Times New Roman, which look professional and are simple to read, it’s best to use a font size of 10-12

4. The print should always be black in colour. since it is the most readable and is ideal for photocopying, scanning, and printing

5. Do not underline words or sentences

6. NEVER USE CAPITALS in the cover letter - it will appear as if you are shouting

COVER LETTER WRITING TIPS

Here are some tips to use when writing a cover letter1. Keep the content concise and relevant

2.. Use appropriate words 

3. Avoid spelling, grammar and typing mistakes / Re-check for spelling and grammar errors

4. Make sure your contact details are clearly and correctly written

5. Try to be more original and avoid overused statements such as ‘I have excellent interpersonal skills’

6. Customize your cover letter to the specific job position

7. Do not ramble, keep paragraphs short or use bullet points and do not write more than one page

.………………………………………………………………………………………………

COVER LETTER WRITING CHECKLIST

Ask yourself these questions

- Have I used the proper salutation?

- Does the subject make sense?

- Does the introductory paragraph capture the reader's attention?

- Did I successfully convey that I am the best fit for the job?

- Did I show the willingness that I am interested in the job?

- Did I use the appropriate conclusion statement?

- Does my email address look professional? 

- Did I mention my Full Name and Phone Number in the signature line?

- Does my cover letter contain all necessary information?

………………………………………………………………………………………………

EXERCISES

The majority of recruiters divide cover letters and resumes into two categories. Selected and rejected. To ensure that you are included in the selected category, you must write a professional cover letter that ensures that your resume and cover letter receive the attention they deserve.

Create your cover letter to meet the recruiters’ needs and expectations. Your cover letter should highlight the value you offer and how your skills will help fulfil the job's requirements.

So, let's get started with some exercises that will help you compose a powerful personalised cover letter.

EXERCISE 1 - Think about the following points

• What am I selling? (skills and competencies)
  
• To whom am I selling? (which company)
  
• What do I have that the recruiters are looking for? (align your skills and competencies)
  
• What makes my Cover letter stand out?
  

EXERCISE 2 

Identify weak opening paragraph and strong opening paragraph. 

Give reasons for your choice

1. Having seen your advertisement in Indeed, I am enclosing my resume for your interest.


2. This is in reference to the advertisement t thaI have seen in Indeed. I wish to apply for the same.

EXERCISE 3

Identify weak middle paragraphs and strong middle paragraphs. Give reasons for your choice

I am confident that my communication skills, ability to work in a team and technical expertise would be beneficial to the organisation’s continued success. 

I also get along well with my group members and always attempt to encourage and assist 

EXERCISE 4

Determine whether the line below is a weak or strong close. Justify.

Please find my resume attached with regards to the opportunity in your company

Summary

- A cover letter is a 250 – 350-word document that convinces the hiring manager that you are fit for the role

- The first paragraph of your cover letter should catch the recruiters attention and hold it till the end.

- The second paragraph should address two key points 1. why you're the best choice for the role 2. why you're excited to work for the company you're applying to.

COVER LETTER EXAMPLE

Subject

Salutation 

I'm writing to express my interest in the role of Software Engineer that you have advertised in naukri.com

I am an engineering graduate with a strong academic record and project work experience.. In college, I had a lot of success leading a small team of five members.

I believe that my education, ambition, and determination, as well as my project experience in the technology industry, qualify me for the advertised position.

I can be reached by phone at........... and by email at...........

I look forward to hearing from you.

Thanks & Regards,

Name

Contact details

Some phrases to assist you in writing a cover letter

- I am extremely excited to offer my application for the position of Graphic designer

- In addition to my personal skills, I am proficient with software such as Visio, MS Office and MS Project. 

- It would be an honour to contribute my organisation skills, multitasking abilities, and MS Office expertise to the continued success of the company

- I worked hard throughout my career to develop problem-solving and communication skills in order to effectively communicate with a variety of clientele in a demanding environment. 

- I am confident that my skills and qualifications will benefit your company

- I believe that I have the qualifications and skills that are a great match for this position. 

- I believe that I possess the qualifications and skills necessary for this role.

- I look forward to meeting with you in an interview to further discuss this exciting opportunity. 

- I hope to hear from you to discuss the position further.

- I look forward to the opportunity to further discuss this position with you in an interview and thank you for your time and consideration of my application. 

- Thank you for your time and consideration.

COVER LETTER WORKSHEET

Use this worksheet to gather the details you will need to write a cover letter. Once you have answered the questions, put the details in the e-mail format.

Pick any job advertisement and answer the following

1. Job Title (Job advertised for) ……………………………….

2. Email address (To whom do you have to send a cover letter and resume) …….....………

3. Write the keywords mentioned in the job description 

…………………………………………………………………………………………………

4. What qualification is the company looking for in a candidate? 

…………………………………………………………………………………………………

5. What experience, skills, abilities and competencies do they need?

…………………………………………………………………………………………………

Having answered these questions, now write a cover letter using the below inputs

Opening Paragraph

• How did you discover the job was available? (e.g., job board, internet, placement centre, professional meeting, referral, a person in hiring firm, career fair, recruiter, etc.) 
  
• Why are you interested in this particular job and company? (e.g., nature of work, location, brand, opportunities, etc.) 

Middle Paragraph

• What do you have that matches those needs? (Experience, education, skills, and abilities)
• Create a few short statements that include keywords from the job description. Use power verbs. Show impact and scope.

Closing Paragraph

After you send the resume, what do you want to happen (An interview, a phone call, an email, etc.)

We hope this article has been useful to you.  Any questions and discussions from readers are welcome.  Write to us in the "Talk to us" section on our website for any information or assistance. on Writing a Cover Letter.