When HR personnel collect resumes for a vacant position, cover letters are usually expected as well. This document gives you (the candidate) the opportunity to introduce yourself and briefly explain why you think your profile is suitable for the available job. Since you will be putting your experiences and academic qualifications on the resume, you can use the cover letter to explain why you want to work for a particular company and what sets you apart from other candidates. Write a letter that is personal, relevant, professional, and free of grammatical or spelling errors.
Steps
Part 1 of 2: Preparing to Write the Letter
Step 1. Determine the purpose of the letter
Before going to work, think about what you hope to achieve. A HR cover letter will often be attached to your resume when applying for a job. There are cases where you write to a company to express your interest in working there, even if you are not applying for a specific job. Clarify your motives.
- If you are applying for a particular position, your letter must be very specific and explain why you are suitable for that position.
- If you are writing a general cover letter, you should highlight your skills and suggest how the company can make the most of them.
- Either way, you should always try to explain what you can do for the company and not what the company can do for you; you should also be concise and direct.
Step 2. Think about who you are writing to
When preparing the letter, think about who exactly it is addressed to. If you're applying for a job, HR employees will be the first to read it, before it's forwarded to the manager looking to hire someone. Those who work in these industries usually have a lot of experience with cover letters, so it's important to make a good impression right away.
- If you don't have a contact person to address the letter to, search the internet for the name of the HR director.
- Small gestures like addressing the letter to a specific person can help you make a good impression.
- If you can't find a name, you can even call the office and ask who to address the letter to.
- If it is not clear from the name whether you are addressing a man or a woman, use the full name when writing the letter, for example "Andrea Rossi".
- Names like Sam or Alex can also be used for girls, so do some research on the company's website to try to figure out the person's gender and avoid embarrassing gaffes.
Step 3. Review the job description and announcement
If you are writing a cover letter for a specific position, it is very important to compose relevant text. Read the job description, announcement carefully and underline all keywords, duties and responsibilities. You should use the letter to explain in detail that you meet the company's requirements and what skills and experiences you offer.
Write notes about the requirements described in the job announcement and prioritize them based on those that are essential, desirable, and additional
Step 4. Decide how to set the letter
Once you have identified the topics you need to cover in the letter, think about how to do this. Try to create short drafts for each key point to cover. Remember that it's important to be clear and concise. Try breaking up the letter into a series of paragraphs. You can structure it as follows:
- Introduction: Briefly explain why you write. For example: "I'm writing to apply for the position of …"
- Second paragraph: explain why you are suitable for the job, referring to your academic and professional qualifications, as well as the skills listed in the job description.
- Third paragraph: describe what added value you would bring to the company and what your career goals are.
- Fourth paragraph: repeat why you want the job and summarize why you think you are suitable. Briefly state that you would like to have an interview.
- Finish with your name and signature.
Part 2 of 2: Writing the Cover Letter
Step 1. Use the appropriate format
It is important to present yourself professionally, and to do so you need to use the correct format for your letter. You should include the date, name, address for you and the recipient. Use the examples to make sure your letter meets formatting standards.
- Put your name and address at the top of the page on the left side.
- Skip two lines, then write the date. Write the month in full, the year and the day in numbers.
- Skip two more lines and write the name of the HR person you are addressing the letter to. If you don't have a contact person, use a general title or department name, such as "Human Resources" or "Hiring Director". Write the address under the name.
- Skip two lines, then write the salutation. For example, "Dear Mr. Rossi". Skip a line after the salutation and start the body of the letter.
Step 2. Write a good opening sentence
It is important to start clearly and precisely. You must immediately communicate the purpose of the letter to the reader. Refer to the specific position you want to be considered for in the first few sentences. You can start with "I am writing to apply for the position of Sales Assistant".
- If possible, name the person who recommended you. Use a name that the HR department will recognize.
- For example: "Maria Verdi from the purchasing department suggested that I apply for a position as an accountant for your company."
Step 3. Follow your plan
When writing the body of the letter try to stick to the plan you made earlier and try to explain it concisely. Explain how your skills, qualifications and experiences make you a perfect fit for the job you want to fill and make sure you include the keywords and requirements included in the ad. Try to explain your strengths and provide a brief summary of your career.
- For example, if the ad states that the company is looking for a person with good communication skills, you can write: "I have developed excellent communication skills from my experience working as a customer service assistant", before giving short examples of situations in which you have demonstrated those qualities.
- If you decide to use the four-paragraph structure, you need to write a concise cover letter that the HR staff will read from start to finish.
Step 4. Mention specific and relevant professional achievements
The HR employee who reads your letter will do so quickly, so it's important to provide clear examples of achievements and goals relevant to your position. This can help you stand out from other candidates and impress the hiring manager. Consider using bulleted lists to give a neat format to the letter.
- A short list makes the letter easier to read, but if you write with precise and direct prose you will demonstrate good writing and communication skills.
- Write your most important result first, so that you make a great first impression.
- Find the right balance between enthusiasm, professionalism and safety.
Step 5. End the letter with an expression of appreciation
It is important to end on a positive note, thanking the company for reading the communication or for considering you for the job. For example, the last sentence may be "Thank you for considering my application. I hope to hear from you again soon". Add how you can be contacted, referring to the address entered at the beginning of the letter or the information contained in the resume.
- Sign the letter with your full name. End with "Sincerely" or "Sincerely" before your name.
- Be sure to write the full name under the handwritten signature.
Step 6. Choose a simple format
Remember that this is a formal letter and therefore you should reflect it in the format and language you will use. Adopt a simple format with margins of 2.5 cm, a formal and legible font in black and white, such as Times New Roman or Arial. Make sure you print on white paper in perfect condition.
- If you are e-mailing the letter, keep some formality by choosing a professional "Subject" for the letter and addressing the recipient as you would by regular mail.
- If you are sending a formal email, make sure you have an appropriate email inbox. Send the communication from an account with a simple address, with your name or initials and certainly not similar to [email protected].
Step 7. Eliminate errors
It is essential to take the time to reread the letter thoroughly before sending it. If you send a communication with spelling and grammar errors, typos or others, you will immediately make a bad impression and look unprofessional. The letter is part of your application and is a demonstration of your communication skills and attention to detail.
- Don't rely solely on automatic corrector.
- Read the letter aloud. The ears can notice errors that escape the eyes.
- Reread the letter after leaving it aside for some time.
Advice
If possible, do not exceed one page in length. The HR employee will appreciate a short, professional letter
Warnings
- In the digital age, many people send their resumes and cover letters electronically. It still respects the standards of business letters.
- Write professionally even if you email the letter.
