Episode 126: How to Write a Cover Letter Video Lecture | Business Communication: The Ultimate Guide

Welcome to Alanis Business Academy.
I'm Matt Alanis and this is How to Write a
Cover Letter.
A cover letter, often referred to as an application
message, is often sent along with a resume
to an employer at the very beginning of the
application process.
For information on how to structure a resume,
select the link above or go to the Alanis
Business Academy YouTube channel page and
search for the video titled Introduction to
Resume Writing.
Although a cover letter is not as common as
a resume, it can serve as a way to distinguish
yourself from other applicants.
In this video we are going to discuss how
to structure a cover letter.
As far as structure, all cover letters generally
include the same basic elements.
First, a cover letter will allow an applicant
the opportunity to introduce themselves as
well their resume to an employer.
This if far more effective than simply sending
in a resume by itself.
Remember that employers receive hundreds of
resumes for a single vacancy.
So try and make your own stand out from the
others.
Although it takes a little more time and effort,
doing so can result in a big payoff if you
are offered a job.
In our sample cover letter we also try to
convey a knowledge of and interest in the
employer in the first few sentences.
This is important because the employer will
likely be looking for someone who is going
to be a good long-term fit for the company.
The last thing an employer wants is for the
newly hired employee to leave and be forced
to start the recruiting, selection, and training
process all over again.
Towards the end of the first paragraph we
also indicate our desire for the position,
which of course is the primary purpose of
our cover letter.
The next important component to a cover letter
is where you briefly explain what you have
to offer.
You don't need to be redundant and restate
exactly what's on your resume, but you should
highlight two to three skills, abilities,
knowledge or other characteristics that uniquely
qualify you for this position.
In our sample cover letter we highlight our
past experience as an editor and financial
analyst since we are applying for the position
of chief editor with a newspaper specializing
in financial markets.
In addition, we mention our education as it
is in finance and list several accomplishments
as well.
The last component to a cover letter is the
request for an interview.
There are a few schools of thought on asking
for an interview.
One is that it's important to convey initiative,
drive and action and the way to do that is
by stating you will call to schedule an interview.
The other school of thought is to state a
time that you intend to follow up with the
employer, but instead of to schedule an interview
its to confirm receipt of the application
materials and discuss the next steps in the
process.
Many believe that the former can come off
as aggressive and even be a turn off to employers.
My suggestions is to use the second of the
two approaches.
Your still showing that you can take initiative,
but not coming across as if you are telling
the employer what to do.
Now that we have discussed some of the important
areas of a cover letter lets discus some helpful
tips.
First, when possible try to address the letter
to a specific person.
Avoid phrases like to whom it may concern,
gentle person, or anything else that could
cause your resume to be sent to the desk drawer
equivalent of Siberia.
Second, try to avoid exceeding one page in
length.
Remember, this letter is not meant to reiterate
everything on your resume, but rather to highlight
a few areas and introduce yourself to the
employer.
So try to keep it focused and brief.
Third, make your letter perfect.
There is nothing more unprofessional than
careless grammatical and spelling errors.
This conveys to a potential employer that
this position is not important.
If an applicant makes these types of errors
before they have the job, imagine what their
performance will be like once they have the
job.
Have some your trust read your cover letter
to spot any errors that can be easily corrected.
Fourth, use a professional greeting.
Regardless if you know the person that your
writing to, you should always us a title such
as Mr. Mrs. or Dr. when appropriate and then
the recipients last name.
Avoid addressed the letter to a first name
as this lacks professionalism.
Although you may be on a first name basis
once you land the job, you're not at this
point.
Using Dear is also recommended and generally
considered to be more professional than simply
stating Mr. Smith.
The latter is the written equivalent if not
saying hello to someone before speaking to
t hem.
When closing the letter be sure to use Sincerely
or Respectfully.
These are considered to be more formal closings
and you will never offend anything from using
them.
Lastly, towards the bottom of your letter
you can include the word enclosure, which
communicates to the recipient that additional
documents are enclosed and available for review.
This is more of a formality, but doing so
can send the message that you are detail-oriented
and possess strong written communication skills
without you even having to state it in your
letter.
This has been How to Write a Cover Letter.
If you have any questions or comments please
leave them in the comment box below and I'll
do my best to get back to those in a timely
fashion.
For access to additional videos in the area
of business communication be sure to subscribe
to Alanis Business Academy and also remember
to like and share this video with your friends.\
Thanks for watching.