Write a cover letter

What Is a Cover Letter?

A cover letter is a formal letter to introduce yourself and show your interest in a position and a company.

How can a cover letter be helpful to your application for a job?

A cover letter may be the first document the employer sees and the first impression you will make. Take advantage of this critical opportunity to describe why you are a good match for the job.

Why is a Cover Letter Important?

• Provide more information about your skills and experience relevant to the job
• Explains why you want to work for them specifically
• Helps to explain a noticeable gap in employment on your resume
• Can explain a change in your career path from your previous employment
• Can indicate that you are a recent Canadian arrival without local experience
• Allows you to frame information in a positive way and neutralize assumptions

Is a Cover Letter Optional?

Unless the posting states explicitly, "No cover letters," a cover letter is required.

• If the posting says, "Cover Letter optional," take that to mean "mandatory" - it might be a test of the candidate's work ethic and motivation for the position
• Cover letters also give the employer a sense of your writing and communication skills - See section on using online spelling, grammar, and punctuation checkers
• Many employers look to the cover letter to expand their understanding of a candidate’s qualifications
• Employers will take into consideration the information and quality of the cover letter when short-listing candidates for an interview
• Make sure your cover letter presents you as a strong candidate for the position and demonstrates your care, attention, and dedication to excellence! 

Sections of a Cover Letter:

• Header
• Date
• Employer’s Contact Information
• Job title/reference number
• Greeting
• First paragraph
• Second paragraph
• Third paragraph
• Sign off
• Name & contact information

Employer Information

Recipient information is formatted like a formal business letter and will include:  

• Recipient’s full name and job title
• Company name and location
• Subject line stating the job title and competition number (if supplied)
• Salutation/greeting

How do you know whom to address your letter to? 

• Sometimes the job posting will indicate who your resume should be sent to, and sometimes not
• If there is no name provided, in some cases, you can pick up the phone, call the company and ask.
• Before calling, check the posting carefully to see whether or not phone calls are welcome – if it says "Only qualified candidates will be contacted," that means don't call!
• You can also do some investigative work on the internet by checking the company website or social media sites such as LinkedIn
• Do not address your letter with outdated greetings: “To Whom it May Concern” or “Dear Sir/Madam”
• Something neutral such as “Dear Hiring Manager” or “Dear Employer” is a much better option

First Paragraph - Introduction, Company Research & Motivation

The first paragraph should draw interest in the reader and tell the reader why you are writing:

• Indicate how you heard about the job and why you are motivated to apply - see Company Research section below
• Expressing your motivation to apply usually takes the form of saying something you specifically like about the company
• If another person referred you to the position, indicate who referred you and the circumstances – make sure to get their permission first
• If you have a personal connection to the company, tell them about it - but be brief!
• Begin to describe your relevant qualifications

Examples of a first paragraph:

Example 1: Personal Connection

“I am writing in application for the position of Store Manager at your Central Plaza location. I feel very fortunate to have found this opportunity as I have always valued the outstanding customer service I have personally received at your store. A few years ago, I was trying to find shoes for my teenage son, whose shoe size is a whopping size 18. When I arrived at your store, I was immediately greeted by your friendly staff and not only shown shoes in that hard-to-find size, but several varieties of them! With the outstanding customer service we received and the selection offered, I quickly became a very satisfied customer. My impression was that this was a store with a very special team and that this was a team I would be thrilled to be a part of.”

Additional Examples:

Enthusiasm/qualifications description:

“I was excited to read about the opening for an Administrative Assistant at XYZ. I have six years of administrative experience in a variety of settings, including insurance and finance.”

Something positive about the company:

“As a loyal patron at ABC Retail Store, I am inspired to shop in an environment that consistently provides quality merchandise and exceptional customer service.”

“I was excited to see your posting for a Cashier position on Indeed and eagerly submit my application for your consideration. As a loyal customer, I know that Sun Valley Produce is a great place to shop, so it must be a great place to work. Your staff are always so friendly, kind, and knowledgeable, and I’d be thrilled to join a team that values its customers so highly.”

Referral:

“Our mutual friend Anne Valliant suggested I contact you to inquire about possible job openings with your firm. With more than eight years of experience in providing loss prevention and security service in the retail industry, I am well prepared to contribute to the success of Security Prevention Associates. I have attached a resume for your review.”

Second Paragraph - Qualifications Match

Explain what makes you the right candidate for this position:

• Point out your key work/school/volunteer experience that makes you a fit for the position
• Explain how your skills and experience match those described in the posting
• Use industry-specific language to connect with the employer
• Talk about what you can do for them rather than what they can do for you
• Be genuine and let your personality come through as you create these qualification statements

You can describe your experience in a paragraph format, using full, grammatically-correct sentences. Or can you list your relevant qualifications in a bullet format, using (intentional) fragment sentences. But beware of simply “parroting” your resume! The employer won’t be impressed by two documents saying the exact same thing in identical ways.

You must rephrase, add more detail, and use creative language to frame your skills, strengths, and experience. Also, be aware of using excessively overblown, lofty, or difficult-to-understand phrases. It is a delicate balance between creativity and coherence.

Examples of qualification matches:

Example 1

“I bring over ten years of managerial experience in retail settings and a demonstrated ability to turn a store’s performance around. When I started my role as Manager for Earl’s Tea Shop, it was losing sales ground at 4% per year. I determined this was due to a lack of enthusiasm in the staff for the product. I recognized my role was to light a fire of passion in the team! To achieve this, I outlined my vision to the team, provided one-to-one coaching on increasing sales conversion and upselling techniques, and created in-house sales contests to inspire healthy competition. Under my management, within three months, we turned the store completely around and exceeded sales targets by 3%.”

Example 2

“In my previous position as a Dog Washer at you Dirty Dog, there were often up to 20 dogs waiting to be washed. From that experience, I learned to perform effectively in loud, chaotic environments. I developed an ability to calm anxious dogs and manage aggressive ones by closely observing their reactions. With these skills, I believe I would be an excellent fit for the Site Monitor position at the PNE Children's Petting Zoo this summer.”

Third Paragraph - Summary, Closing & Sign off

This is where you tie everything thing that you have said together, include the “call to action”, and appropriately conclude the letter:

• Summarize your skills, strengths, and experience relevant to the job
• End your letter with a call to action by requesting an interview
• If appropriate, let the reader know you will be following up with them and when
• Important: If the employer has stated in the job posting that they do not wish to be contacted by job seekers, do not include any intention to follow up
• If you have not already done so, state that a resume or application is enclosed or attached
• Thank them for their time and attention!

Example 1 - With follow-up information

“Our District Manager, Francis Alifa, formally recognized our performance in the quarterly newsletter and presented us as an example to be followed. Please refer to my attached resume, which outlines my qualifications and demonstrates my achievements in retail sales. I would be excited to meet with you to further discuss my skills, experience, and ability to make an impactful contribution to your sales team and its objectives. I know that recruitment can be a very difficult time for a company, and finding the right candidate for a leadership position is especially challenging. I would love to be that candidate! I recognize that you must be very busy. To make it a little easier, if I haven't heard from you by May 28th, I will follow up with you to check on the status of my application. Thank you for your time, and I look forward to hearing from you soon.”

Example 2 - Without follow-up information

“Our District Manager, Francis Alifa, formally recognized our performance in the quarterly newsletter and presented us as an example to be followed. I know that recruitment can be a very challenging time for a company, and finding the right candidate for a leadership position is especially difficult. I would love to be that candidate! Please refer to my attached resume, which fully outlines my qualifications for this role and includes a selection of my achievements in retail management. I would welcome the opportunity to meet with you to further discuss my skills, experience, and ability to make an impactful contribution to your sales team and its objectives. Thank you for your time, and I look forward to hearing from you soon.”

Sign off & Signature

This area will include closings, such as: 

• Sincerely,
• Kind regards,
• Regards, 

Hard/paper copy:

• Sign off
• Signature
• Your first and last name
• Your contact information

Applying by email or uploading an MS Word document:

• Sign off
• First and last name
• Your contact information

Watch this creative video made by Indeed to learn more about the sections of cover letter: