Job seeker, your mission, should you choose to accept it, is to write a captivating cover letter-one that grabs your future employer by the shirt collar and compels him-or-her to pick up the phone, dial your number, and offer you an interview. To accomplish this mission you will need an attention-grabbing, situation-specific cover letter coupled with a well-written résumé to gain interview opportunities.

One of the top secrets for writing successful cover letters is simple, but requires a little extra effort on your part. First, you must research the name of the appropriate department head in the corporate directory and then call the company receptionist to verify the correct spelling. This small investment of time is well worth the effort. By addressing the cover letter to the person who makes the hiring decision by name, you build an instant rapport with the reader, your future employer. If, despite your best efforts, your research fails to uncover a name, your mission to write an effective cover letter can be salvaged. In this case, a salutation of: "Dear Hiring Manager" or "Dear Employer" will suffice--unless you know that a committee of people will be making the hiring decision--then the salutation could read, "Dear Members of the Search Committee." Addressing the letter is the easy part. Now, what?

Here are four easy steps for building the body of your cover letter.

1. A job seeker must first become a super sleuth. Think like the great Sherlock Holmes. It's elementary, my dear job seeker; investigate companies by doing online research or by reading articles in newspapers, business journals, and trade magazines. Keep files of hiring managers' contact information and networking contacts in local chambers of commerce, community service clubs, and files of people you know who might be in a position to refer you to someone who is a hiring manager with a target company (one in which you have interest in making application for employment). Narrow your list to those companies that most interest you. Continue your research. Familiarize yourself with each company's products and services, as well as its philosophy of doing business. If there is a particular aspect of the company that intrigues you, express that interest with enthusiasm. For example, your opening sentence of your cover letter could say:
   
   I read with interest an article in ABC Trade Journal of your plans to expand your service offerings in the Mid-South. I've lived in Memphis for the past 10 years and maintain many business contacts here.
   
   
2. Your job search is a not a covert operation--although you may wish to handle it with discretion. Don't use ambiguous terms and vague descriptions. If you do, the only place your cover letter will go is in the trash! Use the first two sentences to boldly identify yourself and state the job you are seeking.
   
   For example, here's an excerpt from a Regional Sales Manager's cover letter:
   
   "I am seeking a senior-level sales management position where my strategic planning and staff development skills will add value. My background includes 15+ years of business management experience, with an in-depth knowledge of the telecommunications industry."
   
   If you had a referral from a friend or business associate disclose that information in the first sentence of your cover letter.
   
   "Karen Smith suggested I contact you regarding the position of Regional Sales Manager for the Mid-South region. My background includes over 15 years of business management experience, with a vast knowledge of the telecommunications industry."
   
   
3. Zero in. Your cover letter will hit the target if it focuses on the top three or four skills you have to offer the company.
   
   Use the "I offer" and/or "my strengths are" approach to describe the skills where you could be of service to the company. In what areas do you excel? Demonstrate your knowledge of the industry and of the company you are contacting for employment. The candidate for the regional sales manager's position needed to convey his knowledge of the industry to a company with plans to expand its marketing efforts in a new territory. He wrote:
   
   "I offer extensive sales and marketing experience, coupled with a proven ability to provide sales strategies and action plans to drive the sales process to achieve corporate goals and objectives. My strength in business development, strategic planning, market expansion, and staff development would be advantageous to your company's growth in the tri-state area of Tennessee, Mississippi and Arkansas. Consultative selling skills are second nature to me. I am comfortable making corporate-level presentations and enjoy teaching these techniques to others."
   
   Your cover letter must be situation-specific and convey what you can do for the company better than anyone else. What is your niche, your area of specialty? How do the two relate? Demonstrate that you can help the company solve its problems. A candidate for an operations management position in an industry adversely affected by a recent economic downturn simply wrote:
   
   "With over 15 years of business management experience, I am known for turning around under-performing operations, even in difficult economic times."
   
   Keep this section to one or two paragraphs, at most. Limit your cover letter to one page, if at all possible. Tell just enough to pique the reader's interest, so he or she will want to pick up the phone and call you for an interview.
   
   
4. Ask for the interview in the closing paragraph. That's why you are writing, isn't it? Don't dance around the issue. Be polite and assertive. Ask for the interview. Here are some examples:
   
   "I am confident that I could significantly contribute to increasing sales, profit margins, and customer satisfaction at XYZ Telecommunications Company. May I have an appointment to discuss the possibilities?"
   
   Another closing statement approach is to re-state the position for which you want to be considered and the best time to reach you by phone. It is a subtle call-to-action for the reader, your future employer.
   
   "I look forward to the opportunity to meet with you regarding the position of Regional Sales Manager. The best time to reach me is between 9:00 a.m. and 12:00 noon Central Standard Time at 123-456-7891.

When you finish drafting your cover letter, ask several people to read it and act upon their feedback. Was their overall impression a good one, or does your letter still need more work? If writing about you proves too difficult, enlist the help of a professional résumé writer. Always proofread your letter to be absolutely certain that your letter is free of typographical and grammatical errors before sending it.

Job Seeker, this concludes the instructions for your mission. Commit this information to memory. This article will self-destruct in 30 seconds … 29 … 28 … 27 … 26 … 25 … 24 … 23 … 22 …

Copyright © 2002 by Sharla Taylor All rights reserved.

Bionote:
Sharla Taylor is a Christian freelance writer and owner of an online résumé writing service www.writtenbyapro.com that assists people with the preparation of their job search documents. Sharla enjoys helping people through career transitions and views her career as a ministry. She encourages those who are spiritually seeking to build a relationship with God and seek His purpose for their lives. Contact her via email writtenbyapro@msn.com.