The following sections provide details about the content of a cover letter and tips on what to include in each part of the letter.

• Address it Right
• The Job
• The Organization
• Your Qualifications
• Conclusion
• Sign-off

Address It Right

• Name and title of the person reviewing your application - spelled correctly.
• Full address of the organization.

Employers are always impressed when a cover letter is addressed to them specifically. You may have to call the organization to find out who will be reviewing your application. To do this, you don't have to talk directly to the hiring manager. Just tell the receptionist that you require the hiring manager's full name and title as you wish to address the letter correctly.

The Job

This paragraph should indicate:

• The position for which you're applying;
• How you found out about the opening. If your information is from someone the hiring manager knows--for example, a person inside the company--make sure you say so;
• A brief statement about why you would fit the position.

Example: in response to a classified ad

I am pleased to respond to your advertisement for a receptionist as advertised in the Chronicle Herald on May 7, 1996. My qualifications very closely meet the needs outlined in the advertisement.

Example: for a referral through a personal contact

At the suggestion of Mary Steiner, your personnel officer, I am sending you an application for the position of receptionist. Ms. Steiner felt that I would be highly qualified for the position.

The Organization
This paragraph should:

• Show that you've researched the organization, and understand its needs.
• Demonstrate why you want to work for the organization.

I have read about GenTech in our local newspapers and am familiar with your chemical-cleaning products and the environmental services you offer to manufacturers. I would be very interested in working for a company that is helping the environment and also has an excellent reputation as an employer in our community.

Your Qualifications

Show the employer why you're a good match for the job and the organization. This paragraph should include:

• One or two of your most relevant qualifications/skills, and how they can be of value to the employer
• One or two accomplishments that demonstrate your experience
• Be as specific as possible, and refer the reader to your résumé details.

As you will see in the attached resume, I have worked as a receptionist at RB Enterprises for five years where I handled incoming calls, mail and courier services. During that time, I also assisted with the selection of the Signex 320 telephone system and trained others in its use.

Conclusion

This paragraph should include:

• A request for an interview
• Indication that you will follow up with a phone call. It is recommended to follow-up within 2 weeks.

I would be pleased to review my qualifications in more detail during an interview with you. If you have any questions, please don't hesitate to call me.

Sign-off

Include your contact information in your sign-off. It should include:

Name
Full address
Phone number
Fax number (optional)
E-mail address (optional)