Writing a cover letter

A cover letter, also known as a letter of motivation, introductory letter or presentation letter, is a letter sent alongside a CV. It must not duplicate the information in the CV or be redundant. As a general rule, it should fit on a single page.  It must adhere to certain requirements regarding both form and content, just as with a CV.

CONTENT

Get straight to the point by outlining your objectives as well as those of the recruiter.

A good cover letter should consist of three parts, each comprising one or two paragraphs, totalling four or five paragraphs.

If you go on for too long, you will give the impression that you cannot get to the point. Each paragraph should develop one point and one point only.

It differs from a CV in that it is not neutral. A CV provides a clinical overview of your career path but says little about your personal approach. It does not allow you to highlight experience relevant to the role on offer.

Part One of a CV: grab the reader’s attention right from the start.

In your opening paragraph, demonstrate that you are familiar with the company and its activities by referring to one of its distinctive features. This is the best way to grab the reader’s attention.

From the very first paragraph, demonstrate that you understand the needs and objectives of the organisation or company.

Part Two: demonstrate that your experience is well suited to the company’s needs.

In this section, you must convey your personal aspirations; the recruiter must be able to discern your true calling. You must convince them that you are the right person for the job. Show the recruiter that your experience meets the requirements of the role within the company. Provide a solution to the problems raised in the first part, highlighting that your background is best suited to addressing these issues.

A simple reference to your professional history or your skills, linking back to your CV, is sufficient.

If you are a graduate

Highlight what sets you apart in your degree.

Mention your educational institution or your skills, explaining how they relate to the role on offer.

You will be assessed on your skills, your motivation and the relevance of your choices.

Part Three: Requesting an interview

In this third section, avoid coming across as pushy: never write sentences such as:

I’ll go ahead and ring you in a fortnight to arrange an appointment.

Whilst I’m in Bamako, I suggest we meet up then.

The candidate must not forget that they are the one making the request and that they are at the recruiter’s disposal, without, however, coming across as a beggar. It is better to write, for example:

As I would like to demonstrate my skills to you, I am available to arrange a meeting, or

I shall call you in ten days’ time to speak with you and, if possible, arrange an interview.

In conclusion: the closing formula

Phrases such as: ‘Please accept, Mr Director, the assurance of my highest regards…’ if you have used ‘Mr Director’ at the beginning of the letter.

Never precede your closing with the phrase ‘I look forward to…’. ‘I hope this letter finds you well…’ or ‘I hope that my application…’ etc.

If you are replying to a letter, do not copy the closing used by the person writing to you, as you do not have the same status and are not in the same position as them.

If, for example, your correspondent writes: ‘Please accept’; use ‘I would ask you to accept’ instead, which is different.

Avoid informality and phrases such as:

‘Yours sincerely’; ‘Please accept my warmest regards’, etc.

Avoid ‘sentiments’, whether they are formal or informal.

CRITICAL MISTAKES TO AVOID

Do not try to say everything. Think carefully before writing your letter. Ask yourself what your strengths and weaknesses are, and in doing so you will discover, once you have reflected on this, the key reason why your profile is the perfect match for the vacancy.

Do not try to cheat

You must not embellish, exaggerate or lie. If you do not hold a particular qualification, do not claim that you have obtained it, even if your skills might suggest otherwise.

Simply highlight the aspects of your career that are worthy of mention.

Do not state your salary expectations; you are expected not to answer this question. This is something to be discussed during the interview.

Never say that you are not available. This is also something to be discussed in the interview.

Do not fax your cover letter, unless you are in a hurry or the recruiter specifically asks you to.

Do not send a photocopy.

FORMAL REQUIREMENTS  

1. Choose the right paper;

• White A4 paper.
• Do not use lined paper (too school-like).

1. Write your contact details in the correct place. This information must appear at the top left of the letter, even if it is included in your CV, as these two documents are often separate;
2. First names and surnames must not be preceded by ‘Mrs’ or ‘Miss’. This is old-fashioned and presumptuous;
3. Refer to the job advertisement’s reference number;
4. These should be listed on the left-hand side of the letter, below your contact details, leaving a few lines’ space;
5. State the recipient’s name, the company name and the address;
6. This information should be written below the contact details, leaving two lines’ space, in the top right-hand corner of the page;
7. Don’t forget the date;
8. Start the letter in the top third of the page;
9. Make sure you address the letter to the correct person;
10. Separate the paragraphs;
11. Sign the letter,
12. The envelope.

After sorting, the envelopes are stapled to your letter or CV, so the envelope forms part of the application pack. An envelope (small size, stamp stuck upside down, insufficient postage, address positioned incorrectly) could cost you marks.

Source: ‘Take stock of your employability’