How to Set Up a Cover Letter

A well-written cover letter complements your resume and encourages the hiring officer to read both documents very carefully. It is, therefore, important to create a cover letter that reveals your professionalism and understanding of the employer's needs. The letter must draw attention to your achievements, but not repeat verbatim what is in the resume. Target your cover letter by researching the appropriate company and industry. This will ensure that the letter sounds fresh rather than canned.

• 1

  Address your letter to a specific person and use that person's name in the salutation. If necessary, telephone the human resources department and ensure that you have the correct spelling and the appropriate title. Avoid using general salutations such as "Dear Sir," "Dear Madam," "To Whom It May Concern" or "Dear Administrator." If you are replying to an advertisement without a person's name and have no way to learn the person's name, omit the salutation and use a subject line.

• 2

  Use the first paragraph to introduce yourself and mention the benefits you bring to the position or the organization. In his book "Gallery of Best Cover Letters," David F. Noble provides the following example: "As a well-qualified credit account specialist, I demonstrate my ability to effectively communicate with clients, resolve payment issues and collect past-due payments. I bring more than 18 years of accounts receivable experience in addition to being involved in all processing stages of collections."

• 3

  Highlight your skills and achievements in the second paragraph. Refer to the following words in the advertisement - required, must have, very desirable, proficient in - and point out your strengths in these areas. Noble begins the paragraph with the following sentence: "I have been able to apply and hone my generalist skills, most notably in assessment, emergency care and health counseling. Notable accomplishments in my current position include the following:" He then provides a list of four bullet points.

• 4

  End the letter on a positive note. Restate the position and indicate your willingness to meet with the hiring officer at his convenience. If the organization is a small one, mention that you will follow up with a telephone call to set up the interview time. If you are responding to an online advertisement or dealing with a larger company, the human resources department might not respond too favorably to such a request.

• 5

  Ask a colleague, mentor or reliable friend to carefully proofread the letter. In addition to checking the format, spelling, grammar and punctuation, this person must monitor excessive use of "I." Check the tone by taking turns reading the letter out loud. Change any words or phrases that sound contrived or awkward. Replace all weak verbs and vague expressions with precise and action-oriented words.