How to Write a Business Letter

1. 
   
   Step 1
   Begin in the upper left corner with the date you are writing the letter. The date can be used for a point of later reference.
   
2. 
   
   Step 2
   State the name of the recipient, along with his or her job title, the name of the company and the address.
   
3. 
   
   Step 3
   Include a salutation in the upper left corner. It is commonly "Dear," followed by the name of the recipient. It is a good idea to address the person formally as Mr. or Ms. If the name of the recipient is unknown, follow with Sir or Madam.
   
4. 
   
   Step 4
   Continue with the body of the letter. Do not indent, but put a space between paragraphs. In a business letter, make sure the point is stated clearly. The purpose of the letter should be stated in the first sentence of the body.
   
5. 
   
   Step 5
   Choose a proper closing. The most common one is "Sincerely" followed by a comma. Type your name below the body to the left. Below that, type your job title. Once the letter is printed, put the signature below the printed name.
   
6. 
   
   Step 6
   Edit the letter. Check for spelling and grammatical errors very carefully. Nothing makes a letter look less professional than misspellings. Have another party ready the letter before sending it. The most popular word processing programs can also help you check. They do not catch all errors, however, so read the letter thoroughly.
   
7. 
   
   Step 7
   Use company letterhead if possible. Make sure the letter is double spaced. Choose a block font that is easy to read, not a pretty or flowery font.
   

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Cover letter tips: preparing one

A cover letter can open doors to your dream job or slam the gates to your career shut. If you’re pounding the pavement by answering ads or making cold calls, you need all the extra help you can get. Advertised job openings can pull in literally hundreds of resumes and unsolicited resumes often end up in the recycling bin. Entice and impress prospective employers with your cover letter by following this outline.

*Use the traditional business letter format. It’s important that whomever reads this letter knows you’re a professional. By using this format you’re demonstrating—first and foremost—your business knowledge and ability. Without following proper business etiquette, your resume package is sure to get weeded out.

*Show your interest in the company. Showing that you know more about the company than the ad they ran almost always gets you recognized. It may entail a little extra research, but the results are well worth it. Also be sure to reference that ad you’re answering, this information is always appreciated.

*Take a snapshot of highlights from your resume. This is your opportunity to focus on why you are the best fit for the position. Mention related experience and skills to emphasize your point. This is also a great place to add any personal information that doesn’t quite belong on your resume.

*Stay positive and flexible. A good attitude goes a long way. It’s very common for an employer to choose a candidate who has the aptitude to grow and learn over one who has more experience. Definitely keep words like “don’t and can’t” out of the mix. These words are huge red flags.

*Always be gracious. Showing personality and self-assurance is important and a very fine line. Confidence is a valuable asset, but arrogance will stop your plans short. This makes sense—you do get more flies to honey than vinegar.

*Keep it short. No one has all day to read your biography—and even if they did, they still probably wouldn’t. It’s also a good idea to thank whoever is reading the letter for their time and consideration. You won’t get any respect without offering it and this is the perfect way to say that you understand how hard that person is working.

*Always follow-up. This is where just an ounce of persistence can get you to the finish line. A phone call or e-mail to confirm that your resume package was received and to get a timeline for filling the position. It’s a polite, professional reminder that you exist and you’re earnestly interested in the position.

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Tips on persuasive career change cover letter

So you want to change careers? It is tougher to find a job in a career you have no experience in than to find a job that you are experienced at. Those of us who have a “been there done that” mentality and are always eager to expand our horizons are not content with another of the same type of career, however. Unfortunately, those sitting on the other side of the interview desk screening resumes often do not understand this. This is when a persuasive cover letter comes into play.

In your career change cover letter, you want to focus on your SKILLS rather than your EXPERIENCE. The employer will want to focus on experience. It is your job, then, to effectively and concisely get across your relevant skills and why they are a match for this particular job. When crafting your cover letter, keep these points in mind:

· Hammer home what you can bring to the company. Employers are not interested, at this point, in what they can do for you. Perhaps you can bring a fresh perspective. Of course you have developed skills that fit perfectly with this career.

· Explicitly match your skills and experiences to the skills required for this position. Think and write in terms of “I can perform Task A because if requires Skill A, which I acquired while doing Career B.”

· Lay out a table. Often, a two-column table will help get your competencies across. Head the first column “Skill/Job Requirement” and the second “experience”. Then proceed to fill in the table, matching your experiences with the employer’s requirements.

After you send the letter, be sure to follow up with a polite telephone call. Many times, this will prompt the employer to pull your letter from the stack and scrutinize it more carefully.

Changing careers can be challenging, but the correct approach can make your job search more fruitful.

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Follow-Up Letter Tips

Get advice from professional resume writers on how to write effective follow-up letters.

Follow-Up Letters

ResumeEdge.com

by ResumeEdge.com - The Net's Premier Resume Writing and Editing Service

A follow-up letter sent a few weeks after the initial application is essential in today's poor job market. Hiring managers are seeing more and more applicants for each position and are generally so swamped that they cannot respond to all of them. Nor will they remember most.

To ensure that your candidacy gets the attention it deserves, use a follow-up letter to again place yourself in front of the hiring manager. Not only will that person take note of your continued interest in the position, but you will certainly move ahead of those other, similarly qualified candidates who did not send a follow-up letter.

To ensure a professional look for your follow-up letter and to maintain consistency, use the same heading that was on your resume and initial cover letter.

Within the body of the follow-up letter, reiterate your most stellar qualifications as they relate to this position.

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Tips for writing a great cover letter

Great Intro

When you are at a job interview, the first impression you make is extremely important, and likewise, when you write your cover letter, your opening sentence and introductory paragraph – your written first impression – is equally as important. After all, if your cover letter doesn’t immediately stand out from the pack, your chances of even landing an interview are substantially lowered. Think about it this way: an author’s goal when writing a book is to pull his readers in right from the beginning so that they are compelled to find out more by reading on. For you, your cover letter introduction should force its readers to be compelled to contact you for an interview. The last thing you want to do is start out with a boring, typical lead-in, like, “My name is John Smith, and I am writing in regards to the vacancy for a sales manager that I saw advertised in the Valley News.” Lame! This kind of opening shows that you have zero originality and that to you, getting this job didn’t mean enough to get creative. Instead, start out by zeroing in on why you are actually fit for the job. For example: “With a proven track record of excellence in the automotive sales industry and a leadership background that has spanned over a decade, I am confident that I would be a perfect fit for the sales manager position.” You want to highlight the aspects of your experience and character that are the biggest qualifiers for you to get the job. You may be worried about coming off as arrogant and egotistical, but in reality you are just being self-assured and confident, and those are very attractive traits to a prospective employer. Also, the statements that you are making about yourself in the opening paragraph are not opinions; they are facts. If you are going to say that you have a “proven” track record, then you have to be able to prove it through examples in your career history. Your introductory paragraph should be an overview of your qualifications, but you shouldn’t get into any detail until your second paragraph.

Get Down to Business

In your second and third paragraphs, you have to explain how your past experiences make you an ideal candidate for the position you are applying for. Look at the job description carefully, and find key qualifications that they are seeking. Make sure that you draw a link between your qualifications and each skill or quality they are seeking. For example, if the job description states that they are looking for someone who works well under pressure, describe a scenario in your career history when you have done this. If they are looking for someone who works well with others, describe a scenario in your history when your communication skills have been vital to completing a group task. These paragraphs are not for generalizations – you want to present your skills in a very clear, factual and deliberate way – explaining your actions will speak louder than using fancy words and enticing adjectives.

A Powerful Hook

The conclusion of your cover letter is vitally important to the impression you are going to leave on its readers. It’s just like a first date – even if it has gone great all night, an awkward goodbye can spoil the whole thing. These are your parting words to your prospective employers before they delve into your resume, so you want to leave a good taste in their mouths. You should talk about your knowledge of their company – their reputation, their innovations, et cetera. You want them to know that you respect their company and what it stands for, and you want them to know that you have done your homework, and you weren’t just sending out a bunch of carbon copy cover letters to a ton of prospective employers. Finally, your last sentence should be strong and persuasive. For example: “I implore you to contact me so that I can further convey my aptitude and enthusiasm for this highly desirable position.”

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Cover letter tips

You are responding to a “Help Wanted” advertisement that requests a copy of your resume. It does not say anything about sending a cover letter. Should you write a cover letter to accompany your resume? Yes, always include a cover letter with your resume whether it is requested or not. The company might get hundreds of responses to a single ad. You need to give the person who will be interviewing you highlights of your experience at a glance. A cover letter allows you to stand out above the crowd, and emphasizes all of the positives you have to offer a new employer.

First, your cover letter should be no more than one page long. It should include all the ways that a potential employer can contact you, including not only your home address and telephone number, but your cell number, and email address. You want to make it very, very easy for the company to contact you.

If at all possible, try to avoid addressing the salutation to “To Whom It May Concern” or “Dear Madam or Sir.” If the advertisement directs you to send your resume to the Sales Manager, call the company and try to get the Sales Manager’s name. Using a name not only personalizes a cover letter, it shows initiative on your part.

Look over the advertisement carefully. If the company is looking for an administrative assistant with four years of experience and an A. A. degree, make sure that you tell them that you have five years of experience and a Bachelor’s Degree, if that is what you have earned. If you only have three years of experience and a Bachelor’s Degree, write that you have several years of experience and a Bachelor’s Degree. A “Help Wanted” is a wish-list, not necessarily a must-have list. The purpose of a cover letter is to entice the reader to find out more about you.

Tell the reader what you can do for the company, not what you want the business to do for you. If you are applying for a sales job and you increased sales 100% over the last four years in your current position, tell them about it, and tell them that you can do the same for them. You are experienced, you have accomplishments, and they need you on their team. The old “I want to work for a company that offers opportunity for growth” does not cut it anymore. Everyone wants to work for a company that will allow them to grow. The question is not how the company is going to help you grow, but how you are going to help the business grow.

That being said, everyone likes to be flattered. Do some quick research on the company. If, for example, they are an industry leader in marketing and you are applying for a marketing position, it does not hurt to mention that you know that they are well known for their marketing expertise and you are looking forward to contributing to their continued success.

Does the advertisement ask if you are willing to relocate and what your salary requirements are? If it does, respond to the requests. If they ask if you are willing to relocate for this job, and you are not willing to do so, you should not be responding to the ad. If they are asking if you would be willing to relocate in the future and you are not tied to the area in which you are living, who knows? You may fall in love with your job, management, and the company. As far as salary goes, do you really want to waste your time—and theirs—if the highest compensation package that they are willing to offer is worth $25,000, and you need $55,000 in order to cover your bills? However, if the advertisement does not ask for this type of information, do not offer it. It will probably be addressed when they call you to set up an interview.

Businesses want to know how you express yourself. After all, everyone needs to write reports of one sort or other. Make sure to use “spell-check” on your letter and then double check the spell check. You might have accidentally spelled a word correctly, but still have written the wrong word. This is easy to do with words like accept and except, for example. The letter should be easy to read and grammatically correct. It is always a good idea to have someone else proof your cover before you send it out.

Cover letters should showcase your efforts and achievements. They should tell the reader why they really need to talk to you in person. The letters should be positive, positive, positive. You be prepared to be proactive. When you close the letter, tell them that if you have not heard from them within a week or ten days, you will call them. Then do it.

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Cover Letter Strategies

Use six strategies recommended by a career expert to improve the effectiveness of your resume cover letters.
Cover Letter Strategies

by Kevin Donlin

In a nutshell, your cover letter should say, "I'm the right person for the job. I have unique skills and experience that will help your company right away. I hope you're as excited about this as I am." The accompanying resume should then prove your case.

Put another way, the cover letter is the advertisement for your resume.

To get your resume read, and to get that job interview, your cover letter must do the following six things.

1. Focus on the needs of employers and how you would solve their problems. Employers have problems. That's why they're hiring! Your cover letter should say (although not in so many words): "I'm the answer to your problems."
2. Display knowledge of the company. With the glut of information available on the Internet and most public libraries, you should be able to drop one or two facts/names into your cover letter to show you've done your homework on the company and its products, needs, challenges, etc. If you offer well-researched suggestions that will work right away for a company, they WILL call you.
3. Briefly state your best qualifications AND achievements. Don't spend a lot of time rehashing your resume. But do include enough tidbits to generate interest in the mind of the reader.
4. Show your enthusiasm about the job. Avoid sounding like 90% of applicants, who say (not in so many words): "Give me a job where I can advance and make more money." Instead, convey this: "I'm excited about the possibility of bringing my skills to work for you."
5. State that you will follow up to schedule an interview. If you politely inform the reader that you'll be calling within a few days to answer any questions and schedule an in-person interview, you set yourself apart from the crowd with your determination and confidence.
6. Keep your letter short and focused. Most letters ramble on in excruciating detail for one or even two full pages. Show respect for the limited time your reader has and limit yourself to four, five or six paragraphs at most.

Best of luck to you!

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Cover Letter Tips: A Winning Formula

This causes all cover letters from all job seekers to look the more or less the same and the phrases in the letters to sound repetitive. This repetition simply destroys the entire letter. Imagine 100 job seekers using the same cover letter template and send their letters to the same recipient. After reading some letters the recipient is frustrated and there's no point at reading any more..

Here are some tips to make your cover letters stand out from the crowd and look inspiring and fresh:

Make A Good Start

It's true that the beginning of a cover letter is the hardest part. Most writers get stuck and cannot come up with an inspiring first sentence or paragraph. So, write down a list of good "first phrases" and use them accordingly. Here are some examples:

- I am writing to you to introduce myself and to apply for the current opening in your company for a skillful ...

- Does your department look for a talented ...

- I've heard a lot of people talking about a potential opening in your company for a ...

- Please accept this letter and my attached resume as an interest in the position of...

- I am a ... with ... years of experience in ... and I hope to utilize my skills at your department...

- I have just completed my ... studies at ... university and I am looking for a position that will capitalize my experience as a ...

- During the last ... years I have held complex positions within the ... industry. My areas of expertise are ...

- There's nothing that would please me more than to join your team of talented ...

These are some examples of interesting and eye-catching first sentences that could help you.

Add Your Contact Details At The Top

On the top of every page write your name, address, phone number and email address. You can create a simple letterhead with this information on your computer. You can use smaller fonts. It will save you a lot of time from writing the same information for every recipient.

Decide What You Want

Before writing a cover letter be realistic and decide why you want to be part of a specific company. What is so different about that company that makes you want to work for them? What specific parts of your work do you like the most? Do not just write a cover letter just because you need a job. Everybody needs a job. So sit down and write the things you like the most about the specific company. Then carefully add this list of things to your cover letter template. It's also a good practice to use bulleted lists of abilities and skill areas. You could make a grid that matches your skills with the company's needs.

Professionalize Your Cover Letter

Do not use sentences like "To whom it may concern" or "Dear Human Resources Manager", it really looks nonprofessional and boring for the reader. Instead try to find the actual name of the recipient.

Closing Is Important

Make a smart close. Do not use begging sentences like "I really hope to talk to you soon". Be brief and straightforward. Show your intentions. Here are some examples:

- I would be interested in an opportunity to interview for this position and will look forward to scheduling a meeting with you.

- Thank you for your consideration. I will call you next week to talk further or schedule an appointment.

These examples are a bit direct and if this is not you then you can use the good old "..I look forward to hearing from you..".

Remember that the length of your cover letter doesn't really matter. Timing and follow-up is what matters the most. Send your letters and make calls a few days later to schedule appointments.

By Maria Markella

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How to Clinch a Killer Resume Cover Letter

Experts say keep resume cover letters short, sweet and memorable.

By Kristina Cowan

Do you enjoy writing resume cover letters about as much as you relish root canals? Dread isn't uncommon when it comes to resume cover letters.

"It's an area where job-seekers could do the most to improve, because it does require a certain amount of heavy lifting," said Anna Ivey, a career counselor based in the Boston area. "Most people just write generic resume cover letters, and it's the resume cover letter that's really going to open or close that door, that will decide whether they [employers] bother to read on and look at your resume."

But dread shouldn't get the best of you. Instead, try thinking of resume cover letters as jalapeno peppers-small, but packing a wallop-and heed the following tips on how to write a cover letter from career experts Ivey, Laura DeCarlo, Bernadette Kenny and Deborah DeCamp.

How to Write A Cover Letter

1. Keep it short. Ivey suggests resume cover letters stick to one page, with about three paragraphs total. "Once you roll over onto a second page you're really taking a risk," Ivey said. DeCarlo, executive director of Career Directors International in Melbourne, Fla., said writing should be punchy and crisp. "Resume cover letters are a form of marketing. Make it easy for recipients to be interested and find what they're looking for, and easy for them to find reasons to keep going," DeCarlo said.

2. Draw the reader in immediately. The first paragraph of a resume cover letter should be an attention-grabber, DeCarlo said: Use an interesting fact, ask a question, or mention a personal connection to someone at the company. Learn how to write a cover letter that engages the reader.

3. Pack it with a "wow" factor. DeCamp, a Chicago-based regional director for Manpower Professional, said you create the wow factor by highlighting accomplishments on your resume cover letter. "You're not just stating what you did in your last job, but what you achieved, created, that you saved the company money, blew out a budget, exceeded expectations," she said.

4. Write well! Resume cover letters are a prime place to demonstrate that you have strong grammar, writing and communication skills, said Kenny, the Melville, Long Island-based chief career officer at Adecco Group North America.

5. Don't recreate your resume. You might underscore one or two points on your resume, but be selective and don't turn the resume cover letter into a laundry list, Ivey said. Learn how to write a cover letter that is unique.

6. Have someone else read it. A second set of eyes is always a good idea, Kenny said, and after someone reads your letter, ask if he or she thinks it's effective.

7. What about responding to ads that ask for salary history? While this is a difficult question to address in a resume cover letter, DeCarlo said it's best not to ignore it. Be broad and vague, giving a general salary range, and stress that you're negotiable.

8. Finish with a statement that keeps the conversation rolling. "A good resume cover letter has an action close, that asks to take the next step," DeCarlo said. She explained that many job-seekers aren't interested in coming on too strong, so she suggests a phrase such as "I look forward to hearing from you."

9. Follow up! Ivey encourages job-seekers to follow-up. "I think when it comes to your own job search you need to take more control," she said. If you're hesitant because an ad reads "No phone calls," Ivey suggests sending an e-mail to follow up your resume cover letter.

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8 Tips for Better Email Cover Letters

by Larry Buhl

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 your cover letter.

Some tips for creating successful email cover letters are the same as for paper covers: 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.

What should you consider crafting an email cover?

Don't waste your subject line. What you write on the subject line can determine whether your letter gets read, according to business etiquette expert and author of "Manners that Sell," Lydia Ramsey. "Don't ever leave the subject line of your email blank and don't waste it by just inserting the job number," Ramsey tells Yahoo! HotJobs. "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 even email address. Ramsey adds, "Remember, your email address doesn't always automatically show up on the receiver's email program."

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 www.formatit.com, drop in your text, and the free service will format your email for you.

Don't get cute: save emoticons, abbreviations, wild colors, and fonts for your non-professional 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. Embellishment and fluff are not necessary. It's not necessary to write, 'I'm a hard worker.' That goes without saying," she says.

Keywords are key. Because many companies use applicant tracking systems (ATS) to find and screen candidates, skill-oriented keywords will boost your chance at being discovered, a recruiter at a large technology company tells Yahoo! HotJobs.

"ATS tools track keywords that identify skill sets," she said. "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 websites. Also, don't include attachments unless they are requested. Some companies block all emails with attachments to prevent viruses.

Check it again. You must thoroughly spell-check and proofread your email letter. And remember, your email software's spellchecker won't catch grammar mistakes. Send it to a friend first and ask him or her to check for the 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 mindset of an employer when you read it.

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7 Ways to Improve Your Cover Letter and Get Your Application Noticed

Selena Dehne, JIST Publishing

Don't underestimate the power of a cover letter. When  well-written, attractively designed and customized for the recipient, a cover letter is a powerful tool that can practically scream, "Interview this candidate immediately!"
But when they are thrown together using little to no consideration, personalization or creativity -- as cover letters often are -- letters are as ineffective in the job hunt as blank sheets of paper.
"This is a major misstep when job searching," say Wendy Enelow and Louise Kursmark, co-authors of "Cover Letter Magic." "You should take advantage of every opportunity there is to stand out from other candidates."
Enelow and Kursmark also say that writing a cover letter can be more fun than job seekers realize. "With the right perspective and a positive attitude, you'll find that it affords you great flexibility. There is no one set format in which they must be written. There is no one style in which they must be presented. In fact, there are very few rules at all, and because they are so flexible, cover letters allow you to positively present just those skills, qualifications, achievements and credentials you want to bring to the recipient's immediate attention."
There are a variety of ways job seekers can get creative with their cover letters and bring them to life in ways they never considered. In their book, Enelow and Kursmark suggest a few of these techniques:
1. Find out what your target employer's slogan, catch phrase or mission statement is and brainstorm ways to include it in your cover letter's introduction. This technique will quickly capture the reader's attention, demonstrate that you are familiar with the employer and stand out from other candidates' one-size-fits-all cover letters.
2. Add a table or two-column section that closely connects the employer's requirements to your qualifications and professional achievements. This strategy will quickly provide the employer with concrete evidence that you're a good fit for the job and worth learning more about.
3. Begin with a thought-provoking quote relevant to the position, the employer's goals or your target industry. Many people love to read, share and ponder quotes. Including one in your cover letter can be a quick and effective way to engage the reader.
4. Feature a strong headline near the beginning of the cover letter. To keep it brief, yet powerful, address one of the employer's key concerns or spotlight your expertise or an attribute that will be particularly appealing to the employer.
5. Develop your own slogan or mission statement and include it near the top of your cover letter. This technique will enhance your career brand and stand out much like a headline would. To draw even more attention to the phrase, place it inside a graphic element that is attractive and appropriate.
6. Add a "P.S." to the end of your cover letter. Often, it's the first thing a person will read.
7. Include testimonials about you in the body of your cover letter or in an attractive sidebar. Testimonials will emphasize your skills and achievements and support claims you make about your expertise and why you're the best candidate for the job.

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