HOW TO MAKE A COVER LETTER

OR
AN APPLICATION LETTER
A job application letter, also known as a cover letter, should be sent or uploaded with
your resume /CV when applying for jobs. While your resume/CV offers a history of your work
experience and an outline of your skills and accomplishments, the job application letter you send to
an employer explains why you are qualified for the position and should be selected for an
interview.
Writing a cover letter is a key part of the job application process. A great cover letter will
impress potential employers, set you apart from other applicants, and get you more interviews. A
poorly written cover letter will hurt your chances of landing any work at all. Don’t write a bad one.
Learn how to write a cover letter/application letter for a job, so you can create a complete
application letter that resonates with hiring managers everywhere.
Follow these simple instructions, and you’ll be able to assemble the best cover letter possible.
 Length: A letter of application should be no more than one page long.
 Format and Page Margins: A letter of application should be single-spaced with a space
between each paragraph. Use about 1" margins and align your text to the left, which is the
standard alignment for most documents.
 Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size
should be between 10 and 12 points.
There are also set rules for the sections included in the letter, from salutation to sign-off, and how
the letter is organized. What should you include in a cover letter /an application letter ?

1. Personal Details / Personal Contact Information

In this part, it should be written :

 Your Name
 Your Address
 Your City, State, and Zip Code
 Your Phone Number
 Your Email Address
Example :
Aubrey Applicant
123 Main Street
Anytown, CA 12345
 555-555-5555
[email protected]
2. Date
In the day-month-year format (used in the UK and other countries), do not use
commas at all.
Incorrect : On May 13th, 2007 Daniel was born.
Correct : On May 13, 2007, Daniel was born. ( US)
Incorrect : On 13 May, 2007, Daniel was born.
Correct : On 13 May 2007 Daniel was born. (GB)
Correct : Daniel was born on the 13th of May .
Correct : Daniel was born on the thirteenth of May.

British Abbreviated Dates

 13/04/14, 13.04.14, 13-04-14

 13/04/2014, 13.04.2014, 13-04-2014
 13Apr2014, 13-Apr-14, 13-4-05

American Abbreviated Dates

 04/13/14, 04.13.14, 04-13-14

 04/13/2014, 04.13.2014, 04-13-2014
 Apr. 13, 2014
 Year before month

3. Heading/ Employer Contact Information

A letter of application should begin with both your and the employer's contact information
(name, address, phone number, email) followed by the date. If this is an email rather than
an actual letter, include your contact information at the end of the letter, after your
signature.
 Name
 Title
 Company
 Address
Example :
Catherine Lee
Director, Human Resources
Sunny Days Daycare Center
123 Business Rd.
Business City, NY 54321
 4. Salutation

The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find
appropriate cover letter salutations, including what to do if you don't know the person's
name, or are unsure of a contact's gender. If you're having trouble finding this
information, you can call the company to ask who you should address your application to.
You can also use ‘To whom it may concern’, but it’s best to only use this as a last resort.

Examples of General Salutations

 Dear Hiring Manager, ( it might still be the better choice)
 To Whom It May Concern,
 Dear Human Resources Manager,
 Dear Sir or Madam, ((it shows you have proper manners and respect)
 Dear Company Name Recruiter,

Gender-Neutral Names Gender-Specific Titles Professional / Academic Titles

Dear Adrian Allen, Dear Mr. Cooper, Dear Doctor Adams,

Generic Salutations Department / Team Greetings

Dear Hiring Manager , Dear [Department] Manager,

5. Body Of The Letter

Your Body Of The Letter should accomplish several objectives

o Advertise your skills and accomplishments.

o Pinpoint challenges you want to address.
o Explain why you’re the right fit.
o Entice the reader to keep reading

In this introduction paragraph , you mention why you are interested in the job . Explain why
you think the job is exciting to you and why you’re right for it.
There are two kinds of opening paragraphs /introduction in application letter. They are
solicited and unsolicited opening.
A solicited opening paragraph /introduction is used if a person is applying for a posted job
advertisement. On the other hand, an unsolicited opening paragraph / introduction is used when
a job seeker may desire employment with a particular company that has not posted open job
requisitions. In this case, an unsolicited opening paragraph is used as an inquiry about possible
openings and to gain a hiring managers attention. The letter may be addressed to the head of the
Human Resource department or to the manager of a particular division. The letter is most likely to
be read when it is addressed to a particular person rather than the generic to ‘whom it may
concern’ salutation.

These are the examples of solicited opening paragraphs .

o “I have read your advertisement of the junior research assistant position with great
interest and would like to use this opportunity to apply for the position. What has
particularly sparked my interest in this job is…”
o “The sales position advertised by you sounds like a great match with the skills and
qualifications that I have been able to acquire during [relevant study program or
employment]:…”
o “Having finished my education in international business, I’m in search of an
opportunity to combine my passion for exploring cultures with my professional career.
Your advertisement of the position as business development manager for the French
market, therefore, appears very intriguing to me. …”

These are the examples of unsolicited opening paragraphs normally can be found in cold cover
letter.
A cold cover letter is an uninvited inquiry to an employer, recruiter or other hiring manager
regarding possible job opportunities. Basically, the cold cover letter is the letter written to the
hiring manager of a company for a job that has not been advertised and might not even be
available yet. These are the examples of unsolicited opening paragraphs

o I am writing to express my interest in acquiring a position at Global Accommodation

Services. I am very familiar with the company’s excellent reputation for supplying high
quality consultation services to the hotel and special event convention industries. I had
the pleasure of speaking with Mr. Mike Jefferies, the head of marketing at your
company, and he suggested that I contact you about possible job openings in your sales
division .I am currently seeking a position where I can utilize my superior sales abilities
for the benefit of a company who specializes in the international marketplace.
o Independent schools such as Greenwood Elementary require a hardworking, organized
administrative staff to ensure that the school runs successfully and efficiently. My
administrative experience and organizational skills would help contribute to the long
history of success at Greenwood School.
 o I am writing to inquire about possible IT roles within your company. Attached is my
resume for your review.

Middle paragraphs of application letter are the most important part of your letter. Remember
how you gathered all that information about what employers were seeking, and how you could
meet their needs. This is where you'll share those relevant details on your experience and
accomplishments. Include a brief summary about how your skills and experiences match the job
description. A short bullet list is fine .
Body Of Application Letter/ Cover Letter . In this part ,you state

 What can you do for the company?

 You outline a relevant career goal ?
 Why should an employer be interested in hiring you?
 Give evidence of your experience.
 education and qualifications
o name of the university
o dates studied
o name of the degree or major subjects
o certificates
 work history
o A chronological list
o Only related jobs should be posted
 interests and achievements
o Don't use the old boring cliches here: “socialising with friends”.
o Hobbies that are a little out of the ordinary can help you to stand out from
the crowd.
o Any interests relevant to the job are worth mentioning.
 skills
o Languages
o Computing
o Driving
 References/referral /referees

Normally two referees are sufficient

o academic
o from an employer
 References/ referees are people you can rely on to provide positive recommendations for you
when applying for jobs or higher education opportunities. The people you list as references should
know your abilities, previous experience and skills you possess, and be willing to recommend you
as a viable candidate for the positions for which you apply. Follow these steps to learn how to
properly create a reference list.

Select the people you think would make good references. Generally, companies will ask for two to
three references, if they ask for any references at all. Just in case, make a list of four to five people
you think would be good, on the off chance that one of the people you select does not want to be a
reference. You should pick people who have worked closely with you in a school or work setting.
Choose former supervisors, employers, coordinators, or teachers or faculty members who can
share information about the positive abilities, skills and qualifications you have to offer.

You could also select colleagues, peers or co-workers who can provide insight to your work
ethic, skill levels and abilities. People who can provide examples detailing your positive qualities
because of your work relationships are effective references. Give a brief account of how you know
the person, and explain how they came to be familiar with your work qualifications. In addition, if
the person recommended that you apply for this particular position, take the opportunity to
mention why they are endorsing you. What specific qualities of yours made them think that you
would be a good fit for the company?

Consider the following examples:

 My colleague Amy Smith recommended that I contact you directly about this position.
Amy and I have worked closely in the industry for many years, and she thought that ABC
Inc. would be a good fit for my style and experience in sales. She pointed out that as a
successful, award-winning salesperson I would be an excellent addition to the sales team at
ABC, Inc.
 Bob and I have worked together on projects for many years. Because of his long tenure
with your company, I feel confident that his endorsement of me for this role means that I’d
be an excellent fit for this position. I’d love to meet with you to discuss the opportunity in
further detail. Should you have any questions for me before then, please contact me at the
email address or phone number listed above. Thanks so much for your time and
consideration. I look forward to hearing from you soon
Components of a good cover letter closing/ closing part of application letter In your closing
paragraph, indicate your desire for a personal interview. Take the initiative in requesting an
appointment to further discuss your qualifications and employment possibilities. You may want to
state tha
 Sum up your professional strengths, don’t simply repeat phrases the hiring manager has
already read. Always wrap up your cover letter with a powerful affirmation of why you are a
suitable candidate and a suggestion on the next step - a meeting, phone call, interview or
discussion. Motivate the reader to take action. An enthusiastic and positive finish will grab the
reader's attention. Use one of these cover letter closing paragraph examples to get the results you
want. Here are the rules :

o Be polite and confident.

o Say thanks. Make sure to offer thanks for their time and consideration, and choose a
professional closing salutation such as, “Sincerely,” “Best regards” or “Thank you for
your consideration.” Avoid overly familiar phrases like, “Yours,” “Cheers” or “Take care.
o the availability for the interview (kesiapan untuk wawancara)

Examples :
 I am eager to sit down and discuss this opportunity with you on how I would be an
excellent asset to your team. You can reach me at the phone number on my resume
or via email to schedule an appointment. Or, I will make a note to contact you by
email in the near future to set up a time to talk. Thank you for considering me.
 I look forward to raising my children in this community and someday teaching them
at Rosewood High School. Please review my attached resume. I will be contacting
you next week to schedule an interview. Thank you for your consideration.
 I believe that it would be worthwhile for us to meet face-to-face to discuss the
position and how I could make a positive contribution to your organization. Please
contact me at the number or email address above to arrange an appointment or
should you require any additional information from me. Thanks for your time and
consideration.
 Thank you for your time. I look forward to speaking to your further about my in-
depth experience and passion for all aspects of web development. You can reach me
at [phone number and email].”
 “I would love the chance to further discuss the position and what skills I’d bring to
the job. Thank you for considering my application.”
 “I believe my five years of experience in user design, specifically working in the
finance industry, will be an excellent match for this job. I welcome the chance to
discuss how my qualifications will contribute to your firm’s success. Thank you for
your consideration.”
 “With my extensive accounts payable experience, I believe I can quickly get up to
speed in this position. I’d welcome the opportunity to speak with you more about my
qualifications at [phone number and email]. Thank you for your time.”
  "I would welcome the opportunity to discuss with you how I can be of benefit to the
company. I will call you over the next few days to make an appointment at a time that
is convenient to you. Thank you for your consideration"
 "I have enclosed my resume which will further expand on my skills and experience. I
would appreciate the opportunity to meet and discuss your position further. Please
contact me on 00.000.000 or by email to set up an appointment. Thank you for your
time and consideration."
 "I am confident I can add real value to your organization. I am excited to learn more
about this job opportunity and will call you next Tuesday to set up a meeting. Thank
you for your time."
 "I believe I am particularly well qualified for this position and I would welcome the
chance to meet with you to explore this further. I look forward to hearing from you
soon. I can be contacted on 00 000 000 or on this email."
 "I am convinced that I can provide the accounting skills you require for this
position. I look forward to hearing from you in the near future to schedule an
interview at your convenience where we can discuss how I might contribute to the
success of your company."

6. Complimentary Closing Examples [Closing salutations]

You can use any standard formal business letter ending including:

o Sincerely,
o Best regards,
o Sincere regards,
o Yours truly,
o Respectfully,
o Thank you,
o Kind regards,
o With best regards,
o Best,
o Thank you for your consideration,
o Yours faithfully,
o Faithfully yours,
o Yours sincerely,
o Sincerely yours,
o
 7. Signature .
End with your signature, handwritten, followed by your typed name. If this is an email, simply
include your typed name, followed by your contact information. If you are sending your cover
letter or inquiry letter by email, end with a polite sign-off followed by your full name. You do not
need to sign a cover letter that is being sent electronically. Write out your full name in the same
font as the rest of the letter, and there's no need for italics or a handwriting font. Emails do not
contain a header with your phone number or other contact information.

Sample Email Signature

Regards,

Your Name
Email
Phone

EXAMPLES OF COVER LETTER

John Donaldson
8 Sue Circle
Smithtown, CA 08067
909-555-5555
[email protected]

September 1, 2018

George Gilhooley
Times Union
87 Delaware Road
Hatfield, CA 08065

Dear Mr. Gilhooley,

I am writing to apply for the programmer position advertised in the Times Union. As requested, I
enclose a completed job application, my certification, my resume and three references.

The role is very appealing to me, and I believe that my strong technical experience and education
make me a highly competitive candidate for this position. My key strengths that would support my
success in this position include:

 I have successfully designed, developed and supported live-use applications.

 I strive continually for excellence.
 I provide exceptional contributions to customer service for all customers.

With a BS degree in Computer Programming, I have a comprehensive understanding of the full

lifecycle for software development projects. I also have experience in learning and applying new
technologies as appropriate. Please see my resume for additional information on my experience.

I can be reached anytime via email at [email protected] or by cell phone, 909-

555-5555.
Thank you for your time and consideration. I look forward to speaking with you about this
employment opportunity.

Sincerely,

Signature (hard copy letter)

John Donaldson

Olive Applicant
123 Main Street
Anytown, CA 12345
555-555-5555
[email protected]

September 1, 2018

James Lee
Head Librarian
Acme University
123 Business Rd.
Business City, NY 54321

Dear Mr. Lee:

I am writing to express my strong interest in the position of library aide at Acme University, as
listed on Monster.com. I am a recent college graduate with extensive library experience and a
record of excellent written and oral communication. I believe I would be an ideal fit for this
position at your organization.

I am skilled at communicating effectively with diverse people across various platforms. In my

position as administrative assistant at Longmont Library, I greeted dozens of patrons each day
on the phone and in person. I also answered patron queries via email and social media. I
received recognition from the circulation department head for my friendly demeanor, patience,
and ability to communicate professionally with all patrons.

I am passionate about staying up to date with the latest library best practices. I have two years
of experience working with some of the most widely used library management software,
including Ex Libris and Koha. I am also familiar with the latest OCLC input standards.

I believe my experience, communication skills, and interpersonal abilities would make me a

strong fit for this position. I look forward to speaking with you more about my qualifications.

Sincerely,

Olive Applicant