How Should You Set Out A Cover Letter

8 tips for better email cover letters

If you're emailing a resume, your cover letter will deliver the first impression. These eight tips will help you craft a better email cover letter.

Follow these tips for emailing a cover letter that will get you noticed.

As the saying goes, you don't get a second chance to make a first impression. If you're doing a job search or resume submission via email, the first impression any employer will have is from your cover letter.

When you're asked to email your job application to a company, you can either copy and paste your cover letter into the body of your email, or you can attach it as a file, along with your resume. If you send your cover letter as an attachment, you can send it as either a PDF file or Word document. Here's what else you should you consider when crafting an email cover letter.

How should a cover letter look?

Some tips for writing a cover letter are standard, whether you're e-mailing or snail mailing: Be professional, with correct spelling and grammar, and—very important—do use them. (Here are some cover letter samples if you'd like to get a visual idea.) Other tips pertain only to the electronic medium, and when disregarded, could ruin your chances before your foot is in the door.

Don't waste your subject line

What you write in the subject line can determine whether your letter gets read, according to Lydia Ramsey, business etiquette expert and author of Manners That Sell. "Don't ever leave the subject line of your email blank, and don't waste it by just inserting the job number," Ramsey says. "The subject line should be clear and specific to the job you're looking for." An example: "Bilingual CPA seeks account manager position."

Use standard cover letter protocol

Write your letter as the body of the email and include a salutation (use the receiver's actual name if you know it) and a standard closing. ("Sincerely" or "Warm regards" work well.) Leave blank lines between paragraphs, and use appropriate signature and closing lines.

Include all the information in your signature line you would have on your business card, including snail mail address, phone number and email address. "Remember, your email address doesn't always automatically show up on the receiver's email program," Ramsey says.

Keep it short and dynamic

Managers and recruiters are busy. They want to get the gist of your pitch in 150 words or fewer. The first paragraph is crucial, according to Ramsey. "Hook the reader in the first paragraph by selling him or her your abilities," she says. "Use short paragraphs and short sentences to give a very brief bio on who you are and what you can do for them, and wrap it up in the second paragraph."

Keep it simple

If you write a cover letter in a word-processing program, strip away all formatting and save the file as plain text. The ideal line length is 40 characters. Some email packages automatically do word wrap for you, so your cover letter doesn't arrive in fragments.

Don't get cute. Save emoticons, abbreviations, and wild colors and fonts for your nonprofessional emails. The same goes for humor. Chances are, the reader won't think it's funny, and may even find it irritating.

Be specific

Don't respond to an ad for a copywriter when you're really a graphic designer, says Diana Qasabian, talent director at Syndicatebleu. "It may be the tight job market, but we've been receiving more and more letters responding to a specific job from candidates who are not at all qualified for it," she says.

"We look for specifics in email cover letters, which means skills and abilities," she adds. "Embellishment and fluff are not necessary. It's not necessary to write, 'I'm a hard worker.' That goes without saying."

Keywords are key

Because many companies use applicant tracking systems (ATSes) to find and screen candidates, skill-oriented keywords will boost your chance at being discovered, a recruiter at a large technology company says.

"ATS tools track keywords that identify skill sets," she says. "So even if you're not right for the job you're seeking, strong keywords improve the chance that your cover letter and resume will be retrieved in a future search or be selected for a more appropriate job."

Play by their rules

Take the time to learn the company guidelines for submitting resumes, and follow them. Many companies list these guidelines on their Web sites. Also, don't include attachments unless they are requested. Some companies block all emails with attachments to prevent viruses.

Check it again

Thoroughly spell-check and proofread your email letter. And remember, your email software's spell-checker won't catch grammar mistakes. Send it to a friend first and ask him to check it for content and style. If all your friends are tapped out, or even if they aren't, test your email cover letter by emailing it to yourself, and put yourself in the mindset of an employer when you read it.

Get recruiters' attention

Once your cover letter is polished and ready to go, make sure you get maximum use from it. After all, it'll do you no good just sitting on your computer. You need to get your cover letter in front of the people who are doing the hiring. Could you use some help getting their attention? Join Monster today. As a member, you can upload up to five resumes and cover letters—each tailored to the different kinds of jobs that interest you. Recruiters search Monster every day looking to fill top jobs with qualified candidates, just like you. 


Should you always send a cover letter?

Do you always have to submit a cover letter, or can you skip it? We checked in with a panel of career experts to find out.

Cover letters could give you an advantage.

You found an exciting new job posting and are getting ready to submit your resume, but what about a cover letter? Is it always necessary to spend time writing a cover letter, or are there times you can get away without one? We checked in with a panel of career experts to find out.

Pro: Cover letters can set you apart

“Skip the cover letter, and you miss out on an opportunity to sell yourself,” says Evelyn Salvador, author of Step-by-Step Cover Letters: Build a Cover Letter in 10 Easy Steps Using Personal Branding and principal of Creative Image Builders, a resume-development and career-coaching firm in Coram, New York.

Sending a cover letter along with a resume helps you build your brand the same way an advertising company promotes a product’s brand. “A well-defined brand wins interviews, maximizes salary potential and puts job seekers in the top 2 percent of candidates considered for positions,” Salvador says.

Think of your cover letter as another tool in your job search arsenal, says Betty Corrado, owner of career-coaching and resume-writing firm Career Authenticity in Cos Cob, Connecticut. “The cover letter is a key part of your marketing package,” she says. “Use it as an opportunity to convey your brand and value proposition.”

Pro: Cover letters let you reveal your personality and build rapport

A resume tends to be fact-based and somewhat formal, but a cover letter can be infused with personality. “Don’t be afraid to inject personal notes about interests or philosophies that may help employers determine if you will fit into their culture,” says Roleta Fowler Vasquez, professional resume writer and owner of Wordbusters in Fillmore, California. To increase the “wow” factor of their cover letters, she encourages applicants to add a few standout accomplishments that don’t appear on the resume.

Laila Atallah, a Seattle career counselor and owner of Career Counseling with a Twist, agrees that a cover letter can be more revealing than a resume. “The best cover letters are infused with energy, personality and details about the applicant’s skills and achievements,” she says. “I get a sense of the person and what they’ve accomplished, and it’s easier for me to picture them in their next job.”

Job seekers often make the mistake of sending a resume without a cover letter, says Ann Baehr, president of Best Resumes of New York in East Islip, New York. “This is a missed opportunity to establish rapport with employers and provide a sense of who they are beyond their work experience,” she says.

Thinking about skipping the cover letter when applying for an internal position? Don't. Use the cover letter to show how well you understand your employer’s mission and remind management of how much you have already accomplished.

Include a cover letter even if a colleague is submitting your resume for you. The letter is a chance to introduce yourself and mention your contact as a reminder that you are a referral. This is what a cover letter should include, should you decide to send one.

Pro: Cover letters let you tell a story

The cover letter can include information that would be out of place on the resume. “Job seekers can include the name of a mutual contact or referral, state how they would benefit the employer if hired and explain tricky situations such as changing careers, relocating, returning to the workforce and so on,” Baehr says.

Atallah encourages job seekers to learn about the requirements of the job opening and use the cover letter to express how and why they are uniquely qualified. “Use your cover letter to tell a story,” she says. “Studies show that stories are memorable and engaging, and cover letters are a perfect vehicle for expressing your successes in a more storylike format.”

When not to send a cover letter

Given all the reasons to send a cover letter, is it ever a good idea not to? “If the application instructions expressly say not to include a cover letter, or if an online application offers no opportunity, then you can forego the cover letter in these cases,” Atallah says.

Vasquez agrees that you should not send a cover letter when the employer specifically says not to. “This may be a test of your ability to follow directions,” she says.

What if you think the cover letter won’t be read? Corrado says that while some hiring managers say they don’t read cover letters, those who do may dismiss your application if you don’t send one. “Why take this chance when you need every possible advantage in this job market?” she asks.

While writing cover letters is time-consuming, the consensus is that the effort could give you an edge and help you land more interviews.

Looking for more ways you can stand out in your job search? Join Monster today. As a member, you can upload up to five versions of your resume and cover letter. Recruiters search Monster every day looking for exceptional candidates just like you.


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