How to construct a cover letter

Your cover letter is the very first thing a potential employer sees. It introduces you as a person, and your accompanying CV (curriculum vitae) provides more in-depth details.

Presentation

Your introduction letter should be handwritten or typed. The advantage of handwriting your letter is that it shows you have taken time over your application rather than adapting a “template” introduction letter. It also allows you the opportunity to demonstrate the neatness of your presentation, spelling, grammar and your skills in simply being able to write a letter.
With the increased reliance on e-mail and the subsequent speeding up of communications, it has become far more acceptable to send cover letters which have been typed. In fact, in many instances, applicants are invited to e-mail their CV’s.
One important factor to keep in mind with your introduction letter is to keep it personal and specific to the position you are applying for as Personnel Managers can often spot 'standard letters' a mile away. The key to making an impact when you are typing your letter is to customise it as much as possible to the job for which you are applying. This may be time consuming but hopefully the ends will justify the means!

The Stages of Writing

• Paragraph One: – explain why you are writing to them ensuring it entices them to read further – if you are responding to an advertisement, say where and when you saw the advert and note any specific reference numbers.
• Paragraph Two: – briefly explain your current or relevant employment experience and qualifications (professional and/or academic) – don't give too much detail or there will be no need for them to view your CV. This could lead to them making a decision on your application without knowing all there is to know from your CV. Ensure the skills etc. you specify in your letter are suitably reflected in your CV.
• Paragraph Three: – you could note why they should employ you and why you would be a good investment/addition to their organization, preferably referring to the nature of their business to demonstrate that you have done your research about them.
• Paragraph Four: Concluding - mention that you would welcome the opportunity to meet them for an interview and that you'll await their response. You could note that you will call them in a few days to see if this is appropriate (do not sound pushy but use this opportunity to “sell” yourself over the phone) – make sure you call them!

What To Do and What Not To Do

• Do ensure your letter is addressed to the correct contact with the right address (spelt correctly).
• Do not forward your letter for the attention of 'sir' or 'madam' – make sure you know who the correct contact person is, or if not, forward the letter for the attention of the HR Department.
• Do make sure you put all your contact details on the cover letter, including address, phone numbers and e-mail address – what’s the point of applying if the prospective employer cannot get hold of you.
• Do not send your letter without checking the entire document for spelling mistakes, typos, grammatical errors, bad punctuation, marks on the paper or smudged ink – ensure it's perfect.
• Do write your cover letter on good quality paper that matches your CV - coloured paper is generally not a good idea (white is usually the best choice).
• Do not rewrite War and Peace, your letter should be short, consistent and to the point; this is an overview not a copy of what is in your CV.
• Do use bullet points as they are generally easier and quicker for the reader to scan without getting bored (still include a suitable introduction and ending to your letter - bullets should be framed by paragraphs).
• Do not send your CV on it’s own without a cover letter.
• Do make your letter bespoke – customised to the employer; anyone can download a standard cover letter, but personalisation shows you're serious.
• Do not include negative details such as conflicts with previous employers or details of tribunals.
• Do pick out specific requirements or skills mentioned in the job advert that you possess and demonstrate why you think you are suitable.

E-Mail

With the influx of e-mail, the postal service is no longer the only option for delivering your CV and letter. Generally, the same rules apply, but there are a couple of additional things to check before you send your e-mailed cover letter and CV:

• Do make sure your letter is written in a common font with a common size and standard formatting - once it is received by another PC, the whole presentation of the document may change so give yourself the best chance.
• Do ensure that you apply the same disciplines and formalities as you would with a separate letter if your introduction letter is part of the initial mail message, and do not become lazy in your wording or presentation.
• Do include a quick but professional note detailing what the e-mail is for and include any reference numbers if you are sending your introduction letter as an attached word document.
• Do remember to attach your CV!