How to Clean a Cover Letter
Cover letters are used extensively in business as the introduction to a larger document such as a report, resume submission, discovery or other important documentation. The cover letter is used to introduce and describe the purpose, theme and desired actions to be taken. Frequently the writer of a cover letter includes too much information and may need to edit or clean up the letter.
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Instructions
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Editing a Cover Letter
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Write the first draft of your cover letter and read it over several times while editing. Your goal is to simplify and shorten the information. Be succinct throughout your document. Try to keep the cover letter to a single page, if possible. It should have no more than three main sections: a purpose statement, the body section that recaps the theme of the larger document, and the close.
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Use very specific language such as, "This is to provide you with..." for your purpose statement, which should ideally be just one sentence. The purpose of all cover letters is to introduce what and why the attached document is being sent to the recipient. Use the body of your letter to explain more about the larger document.
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Describe the contents of the larger document in as few words as possible in the main body of the letter or what might be called the "theme" section. Refrain from waxing on poetically in this section, which is common. Don't steal away the thunder of the main document. Brevity and clarity continues to be extremely important. If the subject or contents of the larger document is somewhat complex, however, additional sentences may be necessary.
Appropriate grammatical tools that aid organization and communication such as bullets or numbering can also be useful.
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Write a closing section, detailing the next-step actions you desire from the recipient of your documents. Be very specific and include a requested date if time-sensitive action is required.
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Lay your initial draft of the cover letter aside for a day or more if time permits. Then go back and read it again. Ask others to read it and offer their opinions. Also ask them to proof it for any misspelled or grammatical errors that you may have missed. Edit as needed and incorporate changes into a final draft. Print a copy of your final cover letter and check to be sure that it fits attractively on standard paper with appropriate margins and spacing.
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