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Cover-Letter Checklist

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Cover Letter Format:

  • Try not to stretch your cover letter beyond one page, in length.
  • Proofread your cover letter to make sure it is not having any sort of grammatical &/or writing errors.
  • Write the cover letter in business letter format.
  • Write in professional business language even when emailing. Avoid using chat language, or shorthand.
  • Use readable and general fonts’ style, like Times, Arial, Verdana, etc.).
  • Use font sizes 10, 11, or 12 pt. for text, and it should be consistent throughout the letter.
  • Set margins to approximately 1 inch on all sides.
  • Single space the letter, but leave one ‘enter’ space between your each section, like contact information, the date, the company’s contact information, the greeting, and the paragraphs.
  • Sign your letter, especially when submitting it as a printed copy.
  • Use high quality paper for your cover letter (like you can laser print it), just as you do your resume.
  • Don’t use letterhead from your current employer to write your cover letter.
  • While sending your cover letter as an email, either upload the entire document as an attachment or paste the text including mailing addresses and the date, into the body of the email (it may get you sure sight of the recruiter).
  • Avoid using a generic letter format for every employer, you apply with. Instead use a personalized and customized letter in each case.
  • Start the cover letter with your mailing address.
  • Do not forget to include the date.

 

CONTACT INFORMATION OF THE RECIPIENT

Similar to all other official application letters, you should include the details of your target audience. Thus take care of the below points:

  • Use the name of a specific person, with appropriate prefix (Dr., Mr., Ms., Rev., etc.).
  • Include recipient’s job title (whose name you have written above).
  • Be sure that you have the right name and spelling of the concerned person’s name; prefix and title.
  • Write down the name of the company.
  • Write down the company’s mailing address as well.

 

GREETING

With the purpose to personalize your cover letter, greeting pays a major role, so:

  • Address the letter to a specific person & the same person you have mentioned above.
  • Use appropriate prefix as a part of the greeting, like. Dear Mr. Anil Patnaik. And if you are not sure about the gender of the person, write the name of the person in a proper manner, like Dear Anil Patnaik.
  • Use a colon at the end of the greeting (:), instead of a comma.

 

FIRST PARAGRAPH

This section basically specifies the reason of your application, so the major points you need to include here would be:

  • Your source of knowledge of this opening.
  • Your interest in the company and profile.
  • Identify the position to which you are applying and thus show your knowledge of the field.
  • Briefly put forth your strongest qualifications matching this job.

 

SECOND PARAGRAPH

This part is your offering to the organization, detailing what all you have to match this profile:

  • To customize your communication here, you can use a copy of the advertisement or job description.
  • Describe your qualifications in detail, highlighting all your major achievements.
  • Demonstrate your knowledge of the company and job profile.
  • Show how your qualifications, experience, and abilities match the needs of the company.
  • Try to include relevant examples as evidence of your qualifications.
  • Refer to your enclosed resume.
  • Avoid replicating content from your resume word for word.

 

FINAL PARAGRAPH

Major points to be highlighted here would be:

  • Your interest in working with the organization and getting the profile.
  • Requesting for an interview meeting.
  • Provide information regarding how and when you can be contacted.
  • Thank the recipient for his time and consideration.

 

CLOSING & SIGNATURE

While finally closing your letter take care of the following points:

  • Include an appropriately professional closing, such as “Sincerely”.
  • Give some space between your closing and your name like three lines or such.
  • While sending a hard copy of your cover letter, sign it properly.
  • While sending your resume and/or any other supporting documents as hard copy use the word “Enclosure(s)”; and if you are emailing them, then write “Attachment(s)” at last.

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