Formatting Cover Letters

There is no one "official" format, but here are some basic rules to keep in mind when composing a cover letter:

A three line block in the top right hand or left hand corner of the page containing: your home street address; city, state and ZIP code; and the date. (The date may be separated from the block by one line.)

Another three line block, flush left, one space below the date and one space above the greeting. This block contains the addressee's full name and address, including city, state and ZIP code.

Use a colon after the greeting, not a comma. The greeting should address a specific person in a formal manner. "Dear Ms. Harper:" is perfect; "Dear Jennifer:" is not.

Use a personalized salutation (not, for example, "To Whom It May Concern"). Make an effort to find out who will be receiving your letter. If necessary, telephone the company and ask. If you do not find a specific name, address the letter to "Hiring Manager," "Human Resources Manager," or simply "Manager."

Paragraphs should be separated by a line of space; indentation is not necessary.

You may use bullets and bold print in the body of your cover letter to organize and highlight information, and make it easier to read. If you do decide to use them, do so conservatively.

The closing should read "Sincerely," followed by your signature underneath, then your full name in print underneath that. Always leave enough room for your signature between the closing and your name when you print your cover letter.

Cover Letter Writing Tips

How you write your cover letter is as important as the message it delivers. Your letter is an example of how well you communicate, and no employer wants to hire people who can't do so effectively. With that in mind, here are some tips on making your cover letter look and sound professional.

Personalize the letter. Whenever possible, address your cover to the individual responsible for filling the position. A generic salutation sends the message that you aren't familiar with the company; such an impression won't convince the reader that you're enthusiastic about the job. Likewise, "To whom it may concern" will probably concern no one. And "Dear Sir" or "Dear Madam" are ill advised--don't risk alienating or offending your reader.

If necessary, make a phone call, visit the library or use the Internet to find out the name and title of the person who does the hiring. Then make sure to get the spellings correct. Remember, the hiring manager will be looking for people who set themselves apart. Take the time to find out who's in charge and you may be that person.

Be natural. Use simple, uncomplicated language and sentence structure. Don't try to sound like someone else, particularly if that means using unnaturally formal language, convoluted sentences and words you've never used before (perhaps misusing them in the process). You may mean to impress, but you'll often sound awkward. Write as you would speak. Be formal, but don't be a stiff. Say things in a simple, straightforward way, and don't rely on a thesaurus. As with your resume, use action words to create dynamic sentences.

Be specific and get to the point. Your cover letter must be intriguing enough to get the reader to look at the resume, but should be only an introduction to the resume, not a repeat of it. Make sure you answer the question, "Why should I hire this person?"

Avoid using clichés, like "I've taken the liberty of enclosing my resume," or "I'm a people person." It's difficult to sell yourself as unique if your letter reads like every other one in the pile.