Lesson 2: Cover Letter Breakdown
The cover letter that we will be following alongside in today’s lesson is a fictional cover letter for “James Pinnguaq”. In this context, James has a background in business and marketing and is looking to obtain a position within a management role. Through the exploration of this cover letter, we will break down each specific section, outlining its importance and what is needed for it to be successful. Please note that although we are following alongside a fictional cover letter, the material is transferable and can be adjusted and altered depending on each individual.
The format that we will be following alongside is a one-page sample cover letter, that is structured as follows:
- Contact Information
- Introduction
- Body
- Concluding Statement
Contact Information
We will now begin to introduce and walk through a sample cover letter. Similarly to the Resume Writing lesson plan, we will be following “James Pinnguaq’s” Cover Letter, where we will be breaking down the cover letter into various subsections, so that the learner can gain an understanding and overall idea of both the importance and what needs to be completed in each section, starting with the contact information.
Your Contact Information: Identical to your Resume, your Cover Letter will need to include the following information: your address, telephone contact numbers whether that is a landline, cellular or both, an email and finally the link to your professional networking platform (optional).
- TIP: Ensure that all the included information is identical to your resume, it is important to ensure that there is a cohesive flow of both information and contact details since your cover letter will be paired with your resume.
Name: It is always important to ensure that you include your first and last name both large enough, in a legible/easy to read font and with a text effect (bolding) that allows it to stand out apart from the other details within your cover letter.
Date: Cover letters are similar to writing a letter, therefore it is always important to indicate the date on which you are writing this letter. This is important as it shows that what you have written is up to date and in direct alignment with the deadline to apply for the position posted. Always ensure you include your date in the following order:
- Month, Day and Year
Employer Contact Information: Again, like a traditional letter, a cover letter needs to indicate who is the directed recipient, along with the applicable information. Click on each section to explain what is needed:
Name/Position: In this instance, James is reaching out to “Stan Jones”, who is the hiring manager. James knew this, as in the initial job posting the point of contact was indicated by Cover Letters. But, say that this doesn’t happen and there is no indication in which who you should indicate as the recipient of your cover letter, you have two options:
- Contact the place of prospective employment, let them know that you are looking to apply for the following role and indicate that you are looking for a point of contact to address your application. This can be a great opportunity for you to make additional touchpoints with the prospective employer, and personalize your application just that bit more.
- If you are unable to, or choose not to reach out to the prospective employer, you can remove the section in which the name would be addressed, and solely include the “Hiring Manager”.
Company Name: The name of the company is the next detail in which you will want to fill in, this again adds to the personalization of your cover letter and shows the overall intentions of this resume.
Address/Location: The final area to note within the contact information section is the address and location of the company. Be specific here, as many companies may have a variety of locations. Therefore, if the posting is located for a role within Toronto ensure you have the correct address. If the address and specific location are not indicated in the job posting, take the time to search the address through a search engine platform. Indicate the address, street number/suite number (if applicable) the city, province and postal code.
Introduction Paragraph
Moving forward we will be looking at the introduction paragraph, and what key components will need to be included. This section will provide a framework for what needs to be included and addressed in this area.
Part 1: Indicate your first and last name and what job you are applying for.
Part 2: Briefly mention that your skills and experience match the company and/or position; this will give the employer a preview of the rest of your letter.
Part 3: Introduce your educational background-this includes degrees, diploma, certificates etc., that relate to the role for which you are applying for.
Body
Proceeding onwards with the body component of the cover letter. This area will highlight and go into specific detail about your work-related experiences and certifications/licences that are about the job you are applying for. Sometimes we have a variety of experiences that we can relate to a specific role, but we must be selective with the information that we are putting forward and ensuring that we are only talking about the most applicable and most important. This information can be separated into 2 parts.
Part 1: Touch on 2-3 work experiences that are in direct relation with the requirements for the job posting that you are applying for. Try to speak about your role within that position, was it the tasks that you were doing that were most related, or maybe it was the leadership that you took in at that role. Make sure you are pulling out key details if you can while still protecting confidentiality, these include:
- Job duties and descriptions
- Accomplishments in the role: An example of this is how James indicated in his cover letter that he had the top sales score 3 months in a row
- Relating your existing work to the requirements listed in the job posting: Try and use keywords here, match some of the words in the listing in the descriptive language you use to explain your work (eg., able to actively track store orders in a timely manner)
These pieces of information help the prospective employer to see what kind of worker you are, and the accomplishments that you were able to do, in the role which you took on. Try to keep each explanation of your 2-3 listings within 3-4 sentences maximum.
Part 2: Tie in here some of your certifications, this includes any licences or even training that you have done that again applies to the role in which you are applying for. In James’ cover letter he has indicated here that he has completed training in retail leadership in 2019. If you can, expand on that training and include how it has helped you in becoming a more competent worker. Keep this section within again 2-3 sentences maximum to ensure that we are keeping within the one page limit of a standard cover letter.
The final component of the cover letter is a concluding statement. This area will be broken down into 2 final parts:
Concluding Statement
Part 1: Here is where we can briefly touch on some final skills that make you a strong fit for the company and/or position. Be mindful here about how much you expand since we again are keeping within the one-page limit.
Part 2: Finally, state that you would like the opportunity to interview or discuss employment opportunities, and include your main method of contacts such as phone number and email. Conclude with thanking the employer for their consideration.
Signature
One final area to touch on is how to effectively sign off on a cover letter, and how in which you can include an eSignature.
To indicate further professionalism always include both a complimentary close such as:
- Sincerely,
- Kind Regards,
- Regards,
- Best Regards,
- etc.
Following that, include both a written signature and your first and last name in print.