How to Write a Formal Cover Letter
As accustomed as we've become to the casual convenience and expediency of sending an email or texting a quick note to a friend, there are many times that still call for the formality of a hard copy letter, especially when transmitting documents we'd like the recipient to review. Whether it's an application for a job, evidential material to support a claim or cause, or the opening chapters of a new novel, a well-written cover letter not only sets the tone for the read but also influences the turnaround time for response.
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Instructions
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Select professional stationery for your letter. Preferred colors are white, ecru, cream, light gray, light blue or pale green.
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Open a new document in your word processor, set your margins at 1 inch on each side, align the text left, and choose a 12-pt. font that is easy on the eyes, such as Courier, Bookman or Times New Roman. A cover letter should not be more than 1 page in length. If you have a very short spillover to a second page, it's permissible to change the font to 11 pt., but don't go any lower.
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Type the date you plan to mail the letter at the left margin. Drop down 2 to 3 lines and type the name of the party to which you're writing, her title and full company address. Drop down two more lines and type the words "Subject" or "Re" followed by a colon. On the same line, summarize the purpose of your letter in no more than 8 words. Examples: "Request for Reinstatement"; "Application for Staff Services III Position in Marketing"; and "YA Novel for Publishing Consideration."
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Drop down two lines from the subject and type your salutation. Addressees are referred to by Mr., Mrs., Ms., Dr. and last name. It's inappropriate to use a greeting other than "Dear" (i.e., "Hi!" or "Hey there!") or to call a stranger by his first name in formal correspondence. Drop down two more lines to begin the content of your letter.
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Identify who you are and the reason you are writing in your introductory paragraph. Example: "As a longstanding fan of Chicken Little Books and an educator who has used many of your titles in my classroom, I recently decided to try my hand at writing a children's book. The result, 'Henny Penny Gets a Job,' is a good match for your company, and I am taking this opportunity to provide a synopsis and sample chapter for your consideration."
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Elaborate on the subject in your second paragraph, paying particular attention to why this subject should be of interest and importance to the recipient. Examples: (1) In the case of a manuscript transmittal, the second paragraph would provide a brief summary of the plot, how the book is consistent with the publisher's marketing vision, and the background qualifications of the author to write it. (2) A cover letter for a resume would highlight a person's professional experiences and how her expertise would benefit the company's recent decision to merge, downsize, outsource, or introduce new products and services.
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Specify a course of action you'd like the recipient to take in the third paragraph. Examples would include such things as looking into a negligent business practice, arranging a meeting or interview, providing feedback on the marketability of a product, or supporting a worthy cause through a donation, a vote or volunteerism.
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Conclude your letter by thanking the recipient for his time. Leave a space for your signature and below this type your name, address and complete contact information. Insert two hard returns and type the words "Attachment" or "Enclosure." An attachment is anything that is stapled or clipped to the cover letter; an enclosure is in the same mailing envelope, but is not physically attached.
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Tips & Warnings
Strive for as much white space on the page as possible. Always include a self-addressed, stamped envelope for the return of any materials you are sending. Advise the recipient how to best reach you (i.e., "The best time to reach me by phone is between 10 a.m. and 2 p.m. on weekdays.").
Never send a letter out without thoroughly proofreading it. Better yet, have at least two other people read it for you since you may be so familiar with the content that you're likely to miss something. Never address a letter "To Whom It May Concern" or "Dear General Motors." If the issues you're concerned with are important enough to put into writing, it warrants the time and research to identify the person who is best-qualified to address those issues. Don't forget to add your attachments and enclosures when you send the letter out. (You'd be surprised how many people forget to do this.)
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- Photo Credit Image courtesy of morguefile
