About Professional Cover Letters
As accustomed as you may be to the ease and convenience of emails, text messaging and using your cell phone, there are still some occasions that call for the formality of a hard copy letter. In particular, a cover letter is an introduction to a package of material you would like the recipient to pay attention to, be it a portfolio of your professional accomplishments, a collection of writing samples for publishing consideration or the presentation of some form of evidence to prove a point.
Other People Are Reading
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Function
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A cover letter gives the recipient a condensed version of the documents or products that are accompanying it. The most common form of cover letter precedes a resume or a job application. If a company, for instance, has numerous openings currently available, the cover letter lets the receptionist know at an easy glance which department or division the letter should go to for review. A cover letter might take the form of a solicitation for money for a worthy cause and be paper-clipped to a brochure or annual report that explains how the money is being spent to benefit the community. In the publishing industry, editors often request that a cover letter be included with sample chapters to provide a brief synopsis of the project as well as the author's qualifications to write it. Cover letters are also written as a way to thank a customer for purchasing a particular product and reiterating several of the ways the product can be used.
To Whom it may Concern
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The cover letter is an indication of how much time the writer has spent in not only clearly identifying the type of action she wants to bring about but also researching who in the company's hierarchy is the best qualified person to resolve her inquiry. If, for instance, an author wants to get her new romance novel published but addresses the cover letter to "XYZ Publishing House" instead of to the editor within that house who handles women's fiction or, more specifically, romance novels, it may take more time for her material to reach the right desk. Once it is received, the editor will see that the writer didn't take the time to make a few preliminary phone calls and identify the correct editor for her project. This may result in the editor believing that the project may exhibit a similar lack of professionalism.
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Features
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The more polished the cover letter, the more seriously the letter itself and the accompanying materials will be taken. For any type of formal correspondence, the paper used should be 81/2 by 11 inch white, ecru, beige, light blue or light gray if it is coming from an individual or printed on company letterhead if it is being sent on behalf of an organization. Only one side of the paper should be used and there should be at least a one inch margin at the top, bottom, left and right.
Unless the content is extremely short, cover letters are generally single spaced and use a 12 point font in Courier, Times New Roman, Palatino or Bookman. Black ink is preferred, although if the letterhead itself utilizes navy blue or dark brown in its logo or borders, those colors are also acceptable.
Components of a Cover Letter
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A professional cover letter always includes the following at the beginning: current date; name, title, and address of the recipient;
the word Re: or Subject: followed by a three to six word description of what the letter is about; a formal, titled salutation (Dr., Mr., Mrs.) followed by the recipient's last name; the sender's name, address, phone number and email; the words Attachment or Enclosure (Attachment refers to materials that are stapled or paper-clipped to the cover letter, enclosures refer to items that are physically separate from the letter but are still contained in the same envelope or box).
You should also include, as appropriate, a self-addressed, stamped envelope or a postcard that the recipient can mail back to acknowledge receipt of the material. For examples of what good cover letters should look like, or to ask questions of experts, see Resources below.
Brevity
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Most effective cover letters are the ones that confine everything to three concise paragraphs. The first paragraph states the reason the recipient is writing. The second paragraph elaborates on why the reason should be paid attention to. The third paragraph is a call for action on the part of the reader. The romance novelist, for example, would provide an exciting hook in her first paragraph. The second paragraph either segues into a synopsis or explains how this proposed title is consistent with the type of material the publisher is currently promoting or breaks dynamic new ground. The letter closes with a third paragraph in which she offers to send the full manuscript upon request.
Making it Bullet-Proof
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Recruit extra pairs of eyes to read it for you before you mail it. Not only will they be able to catch the typos that your own eyes and spellchecker may have missed but they'll also be able to provide you with honest reactions to the content. Sometimes, for instance, you believe you've expressed yourself perfectly clearly, but may not realize you've assumed a certain level of knowledge on the part of the recipient that doesn't exist.Show your material to your test readers just before you are ready to send it out; this way, they can help you remember to put the attachments and enclosures into the envelope before you mail it.
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Resources
- Photo Credit Christina Hamlett
