Eugene writes:
I am a student studying law, and I recently decided to apply for a position as a paralegal with some law firms. I spent some time looking at your Quintessential Careers website. Now, I do not doubt for a minute that much research is able to substantiate the information that you have presented, but I find it difficult to imagine that some of the techniques you mention do work. What immediately springs to mind is the section on closing paragraphs: “I will call your office in the next week to schedule an appointment.”
To me, that sounds quite unorthodox, and perhaps even pushy and rude. I actually incorporated a line to the same effect in my cover letters after reading your website, but now I am wondering whether it was the best thing to do. Could you please explain to me why this works?
In any job market, but especially in this job market, job-seekers need to know how to best market themselves to prospective employers. This self-marketing strategy has several components when writing cover letters.
First, rather than saying something like “I hope you’ll find my qualifications a good match with what you’re looking for,” you need to show — and tell — the employer that you are a good match for the position. Describe how your accomplishments, skills, and training are a perfect match for the employer’s needs.
Second, you do need to end your letter with an aggressive stance. If you do not want to be so aggressive as to say you will call for an interview, you can simply say you will call to discuss the job. Employers want go-getters, not passive employees.
Third, as I have stated numerous other times, you MUST follow-up all your cover letters and job applications. Saying you are going to call is the easy part; the hard part is actually making the phone call. And in the phone call, you need to still be aggressive in not taking no for an answer — just remember to stay professional at all times — while showcasing why you are the perfect person for the job.
Find lots more helpful information and resources in the cover letter resources section of Quintessential Careers.
LaShun writes:
It seems every piece of advice about cover letters says to call the company you want to work for to get a SPECIFIC NAME of the person who has the authority to call you for an interview. But what if the company refuses to give that information? Most of the companies I call say just send a resume to the HR department at an email address or fax number but won’t give a name. And when I do get a specific name, I’m sure I’m not the only one who called. What else can I do?
The Career Doctor responds:
I empathize with all the job-seekers who are finding it harder and harder to get the name of the hiring manager — which is what all job experts recommend you do. Unfortunately, companies seem to be making it harder and harder for job-seekers to identify and follow-up with the hiring manager.
You have several options for getting the name (and correct spelling) of the hiring manager. You could call the human-resources office, but remember that office’s role is one of screening. So, I would avoid HR altogether and simply call the main switchboard and ask the receptionist for the name of the department manager for the position you are seeking. Receptionists are wonderful sources of information — so cultivate them! You could also default to writing to the division or company president and hope your application trickles down to the hiring manager, but more often than not, if it does trickle down, it goes to HR. The final possibility is another important use of your network; contact all the people in your network and see if anyone works or knows someone who works for the company — and then ask that person to use internal channels to get you the name of the hiring manager.
One final comment about the many employers who state in job ads: “no phone calls.” This comment refers to applying by phone — but should not stop any job-seeker who has submitted an application from following-up to check on the status of his/her application.
Jacqueline writes:
I have a question regarding the closing, “Take Care,” at the end of business cover letters. Is that considered “less” professional than all the traditional closings?
I consider “take care” as a bit too informal for traditional cover letters. I have seen it in email cover letters, and I find it a bit more acceptable there. When writing conventional cover letters, I would stick with the traditional closings: sincerely and cordially.
In the grand scheme of cover-letter writing, though, I think how you close the letter is of little consequence compared to the much bigger issues that I list below.
Key cover letter strategies:
- Addressing the letter to a named individual. Job-seekers must address the letter to a person — the hiring manager. And if you make the effort to get the name, make sure you spell it correctly. Do not write to the Human Resources department.
- The first paragraph must engage the reader and entice him/her to read more of your letter. Do not waste this opening paragraph with the typical boring one that many job-seekers use.
- The second and third paragraphs must show how well you fit the position you are seeking — as well as highlight key accomplishments. Focus on what you can do for the company rather than what the company can do for you.
- The last paragraph must state how you plan to follow-up the letter (usually with a phone call). Be sure to give a timeframe — and then be sure to do what you say you are going to do.
Finally, be sure also to avoid:
- Long (read boring) sentences and paragraphs;
- Letters longer than one page;
- Typos, misspellings, and grammatical errors;
- Simply rehashing/highlighting your resume
And remember to follow-up all cover letters with a phone call — showing your continued interest in the position and the employer.
Read more in this article published on Quintessential Careers: Don’t Make These 10 Cover Letter Mistakes.
And to find just about everything you ever wanted to know about cover letters, including numerous samples, go to the Cover Letter Resources section of Quintessential Careers.
Adrianne writes:
I am in the preliminary stages of a job search and I found your article on researching a company to be very useful.
I also understand that cover letters should be specific. But to avoid writing “dear sir/madam,” I wonder what one can do if the company’s human resources department does not want to divulge the name of who is assessing the applicants?
The bad news is that technology trends make it even harder for job-seekers to track down the names of hiring managers. The good news is that when you do, you will certainly have an edge over other job-seekers.
One of the biggest complaints I hear from job-seekers is the ever-increasing difficulty in reaching or following-up with a hiring manager.
So, what’s the best way around HR folks, screening assistants, voicemail, or vague email addresses? Having someone inside the company who can get you the information — this is the real power of networking.
A lot of job-seekers have a misconception that networking is all about asking people for jobs — and it’s not. Networking is about sharing information — about people, companies, and, yes, job leads. A strong network will provide you with plenty of information and resources to help your job search. And having this information will give you the inside edge in the job hunt.
Another misconception about networking is that you are using people, but the whole idea behind networking is one of reciprocation; someone helps you now and you’ll help that person in the future. So, get your network out there helping you!
And if you must use a salutation, I prefer “Dear hiring manager,” or “Dear hiring manager for [fill-in-the-blank] position.
Diane writes: I would like to send my resume with a cover letter to recruiters/employment agencies. The career development office I’m working with advises that it is better to have someone’s name to address the cover letter to. Since it would require a great deal of time to try and get a staff member’s name for each agency, would it be acceptable to use a generic salutation, such as Dear Recruiter?
The rules of cover-letter writing are a bit different when writing letters to headhunters than when writing letters to employers, but the one rule of all cover letter writing is that the job-seeker must — as best as possible — address the letters to named individuals. Think about it, when was the last time you read (junk mail) addressed to “Dear Homeowner” or “Dear Pet Owner.” If you don’t read these kinds of letters, why should busy professionals? Job-seekers must always take the time to get names and titles for cover letters.
Before I get to the differences in content, let me also address one other red flag
in your question. Why would you be sending off so many letters to recruiters?
Take the time to research the recruiting agencies that specialize in your field
and in your preferred location — and contact only those recruiters. Don’t waste
your time — and the time of those recruiters — by writing to recruiters who don’t
work in your area.
One other comment about strategy. The majority of recruiters say that the resume is the single most important document they look at when evaluating job-seekers; cover letters are a distant second. The message here? Make sure your resume is exceptional.
Your cover letter to a recruiter should focus on these elements:
- Contact information
- Why you are on the job market
- Job titles and industries of interest to you
- Salary history and salary expectations
For more information about this topic, please read the article published on Quintessential Careers written by my partner Katharine Hansen: Cover Letters to Recruiters Require Special Handling.
You can also follow this link to a sample cover letter to a recruiter.
And don’t forget to follow all the other guidelines for good cover letters — especially avoiding typos and misspellings and always being truthful. Find more resources in this section of Quintessential Careers: Cover Letter Resources.
Mike writes: I would appreciate your help with a couple of questions. Is gray granite paper acceptable for a resume and cover letter? As well, is it necessary to send the resume in a large envelope so the resume doesn’t need to be folded? I have heard conflicting opinions on whether or not to print a cover letter on personal letterhead. What is your professional opinion on this?
Resumes are one of the fundamental tools of job-hunting, and while most of your time and effort should be focused on the content, it’s also important to discuss format issues. Remember that the entire goal of a resume is to generate enough interest from the employer to grant you a job interview.
But before I get to the format issues, let’s just hit the highlights of resume content.
- Resumes should be specifically focused to the job you are seeking; there is no such thing as a “general purpose” resume.
- Resumes need to focus on your key accomplishments, not on duties and responsibilities; employers want to see that you can produce results.
- Resumes must have zero errors; one typo or misspelling can easily be the difference between getting an interview and having the resume tossed in the trash.
- Resumes are statements of fact; do not lie or stretch the truth when writing your resume.
Back to your question about resume format. The vast majority of resumes today are submitted electronically, but a “print” resume can still be useful for networking and taking to an interview. A few employers still want print resumes submitted via postal mail. It’s also not a bad idea to mail your resume even when you’re also submitting it electronically — to help you stand out. Here are some general guidelines for print resumes:
- Paper: plain white is perfectly acceptable. If you want to go with a color, choose muted colors, such as gray, ivory, beige, slate, etc.
- Printing: ideal is still a laser printer, but ink jets are fine — as long as you let the ink dry so that the ink does not smear.
- Mailing: sending your resume in a standard-size business envelope is fine, though ob-seekers sometimes use larger envelopes so that the resume does not need to be folded.
- Style: your resume and cover letter should match — in letterhead, in type style (font), and in paper color. And never, ever send a cover letter on company letterhead.
One final comment about resumes: Whenever possible, it’s always best to see if the employer has a preferred resume style. Some elements of resume design are very subjective. Many employers now list these requirements on the corporate career Websites. I have a client who has an amazing functional resume (organized around skills clusters), but a recent prospective employer asked her to totally rewrite and reformat her resume into a standard chronological resume because that format was preferred.
Looking for more resume help? Quintessential Careers has resume quizzes and an article on creating Web-ready resumes. Go to: Quintessential Careers.
Laura writes: Since moving to Daytona Beach 5 years ago, I have worked for 10 employers and also tried self-employment. (Four of the jobs were temporary.) Only one of those employers was a good match for me, but unfortunately, they went out of business nine months after I started working for them. I am a highly qualified accountant/bookkeeper, but it seems this town is unwilling to pay a decent salary to someone with my skills and more than 25 years of experience. My age (over 50) may also have something to do with my inability to get a good job offer. I have been on several interviews, but I seem to come in second or third choice.
I think now is the time to reinforce the whole concept of a job search as a marketing campaign. Your cover letter and resume are the key marketing promotion documents and the job interview is the critical sales call. If you then look at yourself as a product, it puts job-hunting in a much different light.
You have a number of issues/problems/concerns that need to be addressed. First, I let me preface the rest of this answer with the depressing news that the Central Florida job market is one of the weakest and low-paying that I have ever researched. So, as you’ve discovered, job-seekers need to keep their expectations tempered.
Your resume. There are a number of issues you need to deal with here. First, you need to remove older job experience and take older dates off your experience and education so that employers can’t easily guess your age. Next, you need to do something with all the jobs; 10 jobs in five years is a huge red flag. I would consider lumping all your temporary work into one grouping in your resume. Next, are you current with your training/technology skills — and if so, does it come across on your resume? So much of accounting and bookkeeping practices have changed, even in the last 10 years, that employers may assume older job-seekers still do it the “old” way and may be resistant to change. Your task is to not let them assume that!
In the interview. Your resume can only do so much for you — which is basically get you to the interview. Now you need to sell yourself to the employer. Don’t go into interviews, as some older workers do, with anything but a positive attitude — focused on how you can make an immediate contribution to the company (rather than relying on all your years of solid experience). Attitude, especially with older workers, is critical.
I strongly recommend that you read some of the articles and other resources in this section of Quintessential Careers: Job Resources for Mature and Older Jobseekers.
Ruth writes:
I’m seeking an administrative assistant position and I’m confused as to whether my current job title falls into the category. My current position is operations coordinator, which focuses in the area of fleet services, warehousing and other duties. I possess the skills of the administrative assistant, but wasn’t quite sure if these two titles could be interchangeable. Thanks for your help.
It really doesn’t matter what your current job title is — as long as you have the skills necessary to succeed in the job you are seeking, in this case, as an administrative assistant. Employers do look at your past job titles, but what counts is not the title, but the experience and the accomplishments.
My advice is for you to get the job listings/descriptions of administrative assistants from a couple of different employers. Examine the qualifications they seek from prospective employees and be sure your background, accomplishments, and skills are a good fit.
Next, develop a solid cover letter and resume that showcase the unique set of skills, accomplishments, and experiences that make you an ideal administrative assistant.
Then, when applying for these jobs, be sure to speak to the specific requirements of each employer, showing how you meet or exceed each requirement. You should be well on your way to an administrative assistant position.
Lorraine writes: I have a query. My husband was retrenched almost 8 months ago now, and I want to send his CV to as many printing companies that I can find in South Africa. I also want to send a covering letter attached with his CV explaining that he was retrenched 8 months ago and would like to know if any of these companies have any vacancies. Please help me with the wording of this letter as I am at a loss?
Your help would be greatly appreciated.
I assume that while you are writing the letters, that they will actually be signed by your husband. The cover letter is critical — its function is to spark enough interest so that the employer then looks at your resume (or CV). Think of the cover letter as a sales pitch letter, where the item you are selling is yourself — your mix of skills, accomplishments, and education. You NEVER want to include anything negative in your cover letter. And while many folks are being retrenched or rightsized or re-engineered out of jobs, it’s still a negative. Employers want to see job-seekers who are (or appear) gainfully employed. So, please, say nothing about the retrenchment in your cover letter; saying anything will only harm your husband’s chances. Read more about writing cover letters in the Quintessential Careers Cover Letter Tutorial.
Finally, please remember that your efforts are not complete once you submit the cover letters and CVs to the printing companies. The last paragraph of your cover letter should request action — an interview — and after a reasonable amount of time (1-2 weeks), you MUST follow-up and contact each company — each hiring manager — and ask for the interview. If you don’t follow-up, you are wasting your time even sending the cover letters and CVs.
A note to all job-seekers: Please don’t wait eight months after being downsized to start job-hunting. Take some time to reflect and consider whether it’s time to change careers — but even if you get a big severance package, you should get right back out there on the job market. The longer you wait to start job-searching, the harder it will be for you.
Francis writes: I have been scouring the Internet for some guidance concerning cover letters when responding to ads for jobs from web sites like Monster, Yahoo Hot Jobs, etc. The current thinking is that you should always respond with the name of a person. If this is the case, no one seems to advocate not applying for a job using one of the above sources to submit a resume since many times there is no name given.
My experience is limited in calling to find out who to send the resume to. One time I called and was told “we don’t give out names” when I asked for a contact.
Would you tell me why this is so? Is it because it could be financial suicide if this type of advice were given?
Thanks for your time. I have found you web site very helpful.
The Career Doctor responds: There are critical differences between traditional job-hunting and job-hunting on the Web — and you’ve discovered a big one. An emailed cover letter, while having the same job-search function, is quite different than a traditional cover letter. An emailed cover letter needs to be shorter and more concise, needs to grab the attention of the reader more quickly, and needs to focus on keywords.
An emailed cover letter is generally no more than three paragraphs. The first paragraph identify the key benefits you can offer the employer — in a dynamic and inviting style. The second paragraph provides the details that support the benefits you mention in the first paragraph. The third paragraph must close the deal by asking for the interview.
You should still try and identify the hiring manager for the position if it is not listed in the job posting. Contacting the company and asking for the name of the hiring manager will work for many organizations, but some may have privacy policies — or concerns about getting deluged with responses. Alternative solutions include “Dear Hiring Manager” or skipping the salutation completely and just starting the letter with “Re: Job Posting XX7783Y.”
You can get much more tips and advice about writing email cover letters by reading my article, Tips for a Dynamic Email Cover Letter.
See also our new white paper, Cover Letter Reboot: A Crowdsourced Update of Traditional Cover-letter Advice for Today’s Job Search, which you can download here.
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