Finger Tips: Cover letters that clinch - Part II

THE format of a cover letter is as important as the content. A neatly drawn out letter that is clear and crisp, is sure to impress the reader. Hand written or word-processed it is good to follow a pattern. Remember that a cover letter should highlight your skills and abilities, and go beyond being a mere restatement of what's already on your resume.

Here is a sample of the cover letter format that you can follow.

Your address

Your telephone number

Date

To address

Mr. Avinash Amatya

Human Resources Manager

Career Center

18, Prenderghast Road

Secunderabad-03

Salutation: A mere `The Human resources Department' is not acceptable. You need to know the name of the HR person and address the cover letter to him. `Dear Mr./Ms Name of the HR person' is the accepted salutation.

Para 1

The first paragraph should justify your reason for writing the cover letter. Avoid cliches. Run-of-the mill introductions don't help in grabbing the attention of the reader. You need to introduce yourself in such a way that the reader is suitably impressed. Mention the name of the person who has referred you (in the case of a referred cover letter), or the advertisement you are responding to. Specify the job position you are interested in and highlight what makes you a suitable candidate for that job. Project yourself as the perfect match, and give two or three reasons to justify this standpoint. Therefore, the first paragraph should serve to state your interest, your reason for applying, and why you are the best candidate for the post, in a concise manner.

Para 2

Describe your background and a few of your major achievements, and your goals that are in line with the company's requirements. Use the advertisement as a starting point and incorporate some of the words used in it to bring about a match. While describing your accomplishments and responsibilities in previous positions, use action words like `conducted a workshop', `managed the site', `launched the product', instead of `was in charge of training', `had taken on the task of managing the website' etc. Any specific knowledge or experience you may possess that has a special relevance to the job can be mentioned at this point. Ability to work with others and/or alone, interests in your field of work also needs to be mentioned here.

Para 3

In the third paragraph, show a general awareness of the company's major products and services, and recent developments. For this, you can visit the company's corporate website to know what's happening. A healthy awareness and appreciation for the industry can be expressed. This will show that you have taken the time and effort to research the company. Let the employer know that you are ready to discuss further matters with them in case you are selected.

However, don't make it seem as if you are pleading with them for a job or begging them for it. ``I hope to hear from you soon and happy to supply further information'' would sound appropriate. Take the initiative in fixing up an appointment, or at least suggest one. Also mention that you will follow-up through a telephone call. Thank the employer for reading your letter, and let him know that you are interested in hearing from him about further developments.

Sign off with Regards or Sincerely.

Your signature

Your full name

Some definite dos for cover letter writing

* Use phrases that the company can relate to.

* Highlight key phrases in bold.

* Type your cover letter using a single font size and style

* Restrict the use of the pronoun `I'

* Use short sentences. Long-winded ones make the reader lose interest and attention.

* Give the cover letter one last reading, and edit it ruthlessly.

ARCHANA JAYAKAR

archana.hyd@careercommunity.co.in