Eight Tips for Better Email Cover Letters

By Larry Buhl, for Yahoo! HotJobs

As the saying goes, you don't get a second chance to make a first impression. If you're doing a job search or resume submission via email, the first impression any employer will have is from your cover letter.

Some tips for creating successful email cover letters are the same as for paper cover letters: Be professional, with correct spelling and grammar, and -- very important -- do use them. Other tips pertain only to the electronic medium, and when disregarded, could ruin your chances before your foot is in the door.

Here's what you should you consider when crafting an email cover letter.

Don't Waste Your Subject Line


What you write in the subject line can determine whether your letter gets read, according to Lydia Ramsey, business etiquette expert and author of Manners That Sell. "Don't ever leave the subject line of your email blank and don't waste it by just inserting the job number," Ramsey says. "The subject line should be clear and specific to the job you're looking for." An example: "Bilingual CPA seeks account manager position."

Use Standard Cover Letter Protocol


Write your letter as the body of the email and include a salutation (use the receiver's actual name if you know it) and a standard closing. ("Sincerely" or "Warm regards" work well.) Leave blank lines between paragraphs, and use appropriate signature and closing lines. Include all the information in your signature line you would have on your business card, including snail mail address, phone number and email address. "Remember, your email address doesn't always automatically show up on the receiver's email program," Ramsey says.

Keep It Short and Dynamic
Managers and recruiters are busy. They want to get the gist of your pitch in 150 words or fewer. The first paragraph is crucial, according to Ramsey. "Hook the reader in the first paragraph by selling him or her your abilities," she says. "Use short paragraphs and short sentences to give a very brief bio on who you are and what you can do for them, and wrap it up in the second paragraph."

Keep It Simple
If you write a cover letter in a word-processing program, strip away all formatting and save the file as plain text. The ideal line length is 40 characters. Some email packages automatically do word wrap for you, so your cover letter doesn't arrive in fragments. If your program doesn't do this, go to FormatIt.com, drop in your text and the free service will format your email for you.

Don't get cute. Save emoticons, abbreviations, and wild colors and fonts for your nonprofessional emails. The same goes for humor. Chances are, the reader won't think it's funny, and may even find it irritating.

Be Specific
Don't respond to an ad for a copywriter when you're really a graphic designer, says Diana Qasabian, talent director at Syndicatebleu. "It may be the tight job market, but we've been receiving more and more letters responding to a specific job from candidates who are not at all qualified for it," she says.

"We look for specifics in email cover letters, which means skills and abilities," she adds. "Embellishment and fluff are not necessary. It's not necessary to write, 'I'm a hard worker.' That goes without saying."

Keywords Are Key


Because many companies use applicant tracking systems (ATSes) to find and screen candidates, skill-oriented keywords will boost your chance at being discovered, a recruiter at a large technology company says.


"ATS tools track keywords that identify skill sets," she says. "So even if you're not right for the job you're seeking, strong keywords improve the chance that your cover letter and resume will be retrieved in a future search or be selected for a more appropriate job."

Play by Their Rules


Take the time to learn the company guidelines for submitting resumes, and follow them. Many companies list these guidelines on their Web sites. Also, don't include attachments unless they are requested. Some companies block all emails with attachments to prevent viruses.

Check It Again
Thoroughly spell-check and proofread your email letter. And remember, your email software's spell-checker won't catch grammar mistakes. Send it to a friend first and ask him to check it for content and style. If all your friends are tapped out, or even if they aren't, test your email cover letter by emailing it to yourself, and put yourself in the mind-set of an employer when you read it.

Cover Letter Etiquette

By Kim Isaacs, Monster Resume Expert

Job seekers often spend countless hours developing their resumes and then treat their cover letters as an afterthought. This can be a critical mistake; the cover letter can help your resume get noticed.

Think of the cover letter as your resume's cheerleading section. To make the best impression, follow these etiquette rules:

Say No to the Cover Letter Cop-Out

The first rule of cover letter etiquette is to send a cover letter -- always. It doesn't matter if the hiring manager didn't ask for it or you're too busy to write one. It's proper business etiquette to accompany a resume with a cover letter, and it gives you the opportunity to help sell yourself for the position.

Be Concise

Busy hiring managers don't have time to wade through letters that could pass for dissertations. Get to the point as expeditiously as possible, and break any paragraphs seven lines or longer into short, easily digestible ones.

When sending an email cover letter, brevity is even more important. The nature of email calls for concise communication, in part because it's harder to read on screen than on paper. However, don't fall prey to the one-line cover letter that some job seekers try to pass off. It goes something like this: "Please see attached resume, and thank you for your time and consideration." You should be able to write a convincing cover letter in a few brief paragraphs.

Keep It Professional But Friendly

While a resume is generally a formal document, cover letters give you a chance to reveal your personality. Not only do you want to show that you're a good fit for the position, but you also want the reader to like you. Appropriate use of humor, combined with a friendly and professional tone, can help endear you to the hiring manager.

Get Personal

Whenever possible, address your letter to a specific person. If a job posting doesn't include a person's name, do some research to find out who the correct person is. Try calling the employer (but do respect ads that state "no phone calls"), and ask a receptionist for the hiring manager's name. Keep the salutation professional by using "Dear Mr. Jones," not "Dear Jim."

Focus on the Employer's Needs

If every other sentence of your letter begins with "I" or "my," you need to change the focus. Research the employer and find out what types of problems managers there are facing, qualities they look for in employees and their future goals. Then use your letter to prove that you are the answer to their problems. The most compelling letters demonstrate what you can do for the employer, not what the employer can do for you.

Be Original

Your cover letter will stand out if you employ some creativity. For example, you could include a brief summary of your toughest sale or most challenging project.

You could incorporate excerpts of performance reviews to highlight your record of success. Or, you could create two columns in your letter to demonstrate precisely how you meet the employer's requirements:

• Your ad specifies: Five years' experience in IT.
• And I deliver: Six years of superior-rated performance in network design and administration.

Proofread

Cover letters should be free of errors, so thoroughly proofread them before sending. If proofreading is not your strong suit, get help from someone with meticulous proofreading skills. If you're customizing a cover letter that you use for many positions, remove any placeholders; this will prevent embarrassing errors such as "I would be delighted to be your next  ." And one last tip: Whatever you do, spell the hiring manager's name correctly.

Following cover letter etiquette can take time, but the reward is worth it: more calls for interviews and a greater chance of securing a new position.

Five Simple Steps to a Successful Cover Letter

By Caroline M.L. Potter, Yahoo! HotJobs

Most folks put (or should put) a lot of effort into crafting a resume that conveys their talents and breadth of experience. But these same people often drop the ball when it comes to crafting a cover letter to complement that important document. This can be a costly error. If your resume gets you in the door, your cover letter is what prompts employers to answer that door in the first place.   

If you're intimidated by writing a cover letter, don't be. Job-search expert Deborah Brown-Volkman has an easy-to-follow, five-step formula for cover letter success.

Cut to the Chase

Brown-Volkman reminds applicants to begin their cover letter by clearly identifying why they're reaching out to a company. "Start by completing the statement, 'I am writing to you today because....'" Cover all pertinent facts, such as the position's title and location. Also include up front where you saw the ad for the position and who recommended you, she says.

What I Like About You

Brown-Volkman says that flattery will get you everywhere. "Next, complete the statement 'I like your company because....' Compliment the organization on what they have done right and what you admire about them. This will show that you've taken the time to get to know the company in detail," she says.

What You'll Like About Me

Brown-Volkman urges job seekers to list their most vital qualifications. "Now, tell the employer, 'Here are relevant examples of work that I've done that match what you're looking for.'" Briefly discuss the items you want to showcase so a hiring manager can spot them easily. "Bullet points work well in making youraccomplishments easy to read," she says.

What Else You'll Like About Me

Now, succinctly, personalize your letter. "Describe who you are and what makes you stand out from other applicants," says Brown-Volkman. "Discuss your soft skills and strengths and what you're passionate about professionally." Research the company's mission statement to see if your values match up and use similar language. "This is your last chance to say, 'Here's why I am a good candidate,'" she says.

And In Conclusion

In your closing paragraph, Brown-Volkman recommends expressing your enthusiasm for a position and an interview and to include a plan of action. "Make note of your contact information and state what the next steps will be," she says. "If you will wait for their reply, tell them that. If you will be following up, tell them when they can expect to hear from you." Don't drop the ball on your first promise to a potential employer, though. "Whatever you put down, make sure you do what you say you will do," she says.