Turn Cover Letters into Cover Notes

Turn Cover Letters into Cover Notes for Better Results

"The secret of achievement is to hold a picture of a successful outcome in the mind." - Henry David Thoreau

Just as effective resumes motivate potential employers to initiate contact with job candidates, cover letters are designed to motivate HR representatives or hiring managers to read the resumes. If too much reading is required, important facts are left out, or key information is buried in wordiness, a cover letter can be rendered ineffective. Especially in times when dollars (and employees) are

being as stretched as far as they can go, lengthy letters are more likely to be saved for later (or never). Savvy job seekers are dispensing with the long cover letter of the past in favor of short, straightforward cover notes. Read An Effective Resume Fits Like a Good Suit.

Elements of an Effective Cover Note

Resumes that are submitted in response to an individual position, and sent to a specific person, are more likely to be read than unsolicited resumes. Therefore, cover notes should, whenever possible, include specific information about positions, and address the recipients directly. The content of a cover note should always show that that job seeker is putting the employer first - thinking of

their needs, looking to fit in with the team and organization, wanting to make positive contributions in ways the company finds valuable.

Subject Line (if written as an email or online submission)

The subject line of a cover note, whether it is sent by email or submitted along with a note using an online form, should brief and specific. Whenever possible, include the job reference number, title or referral name. Examples of subject lines are:

• "Inquiry regarding Position K752 on AcmeInc.com"
• "Regarding posted Marketing Coordinator position"
• "Resume attached for your consideration"
• "Job inquiry referred by Mitchell Camden"

Address

When deciding how to address the recipient of the email or letter, first try to include the person's name (e.g. Dear Ms. Bradigan,). If the person's name is provided on the job listing, but it is not clear if that person is male or female, it is acceptable to include the person's full name (e.g. Dear Alex Sharma). When in doubt as to the recipient's name, using a general title is a good catch-all (e.g., Dear Human Resources Coordinator or Dear Recruiter). When someone such as a recruiter or hiring manager contacts a career seeker first to request a resume, they should be addressed in the same way they signed their email or referred to themselves in a message (e.g. Hi Janet... or Dear Mr. Snyder).

Paragraph One: Purpose of Note

The first paragraph of a cover note should include two sentences. The first sentence addresses the purpose of the email, repeating the same information in the subject line in more detail. For example:

• "I would like to express my interest in the Marketing Coordinator position (Reference #K752) as posted on Jobs-o-Rama.com."
• "I met your colleague Mitchell Camden recently at a technology conference. He suggested I contact you regarding open Network Analyst positions at LightSpeedTech."
• "I would like to inquire into job opportunities in the Facilities Management department of YawnBeGone, Inc."

The second sentence should answer the question "Why should I read on?" and reference the attached resume. For example:

• "I believe you'll find by reviewing the attached resume that my skillset and background make me a great match for the Marketing Coordinator position."
• "My skillset is well-suited to the requirements of the Network Analyst role, as you'll see by reviewing the attached resume."
• "As you'll see from reviewing the attached resume, I have over 10 years experience in the field of Facilities Management, which would make me a valuable asset for your company."

Paragraph Two: Why Read the Attached Resume

Paragraph Two should include two or three sentences of examples or additional information that support the purpose statements in Paragraph One. Whenever possible, it should be written to address "How my specific skills match the specific responsibilities of the job". It should also highlight one or two things that differentiate the applicant from other qualified candidates. Examples are:

• "I have over three years experience as a Marketing Coordinator, including the planning of trade show trips, supporting the sales team by running database reports, and copywriting for corporate websites and promotional brochures. You'll see from reviewing my resume that I have substantial experience in designing trade show booth displays."
• "I worked with Mitchell for 5 years as a fellow Network Support Technician at Cosmic String Coding. My background includes graduating with a degree in Computer Science from ColoradoTech, where I was a member of the national organization Network Professionals. I was honored to win a merit scholarship from them in my third year. In addition to the certifications listed on my resume, I am currently studying for .Net certification."
• "I will be graduating in June from State College with an Associate's Degree in Speech Therapy. As part of my studies, I participated in a 6-month clinical training program at Clover Hospital where I was asked to participate in the planning of a special therapy program coordinated by the director's office. Please note that prior to pursuing my degree, I volunteered for two years at Forsythe Middle School, working with children in their speech therapy program. I believe this experience demonstrates how I would be a valuable asset to your team at Pediatric Speech Therapy Associates."

Paragraph Three (optional): Special Considerations

Some posted job opportunities ask applicants to include salary requirements or availability. These details can be included in Paragraph Three, along with confirmations of other requirements, or anything else the HR professional needs to know. If including information that may be construed as a negative, be sure to include a "counter" or benefit as a way of counterbalancing it. For example:

• "I am available to start on Monday, August 1, and seek a salary in the mid-30s. Please note that although my telephone number has a Bridgeport, CT area code, I will be relocated to Charlotte, NC by August 1."
• "You will see that I do not yet have the degree required for the position, but upon my graduation on June 6, I will have the required degree. I will then pursue my state speech therapist license."

Paragraph Four: Close with Call to Action

The last paragraph of a cover note should always ask for consideration, thank the reader for their time, and include a call to action. A call to action is an invitation to act on the information provided. Here are some examples:

• "I am very interested in working as part of your team at Acme, Inc., and hope you will consider me for the Marketing Coordinator position. I look forward to hearing from you."
• "Please consider me for the Network Analyst Position. I believe I can make significant contributions to the team, and to LightSpeedTech. I would be happy to provide references or work samples upon request."

Signature

When signing a cover note, it is best to use a formal signature such as "Sincerely" or "Best regards". The job seeker's full name should used, as well as the same contact information provided on the resume.

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