Are cover letters really necessary?

I was thrown a question recently by a friend asking me if I needed him to write a cover letter to be accompanied with his resume to be forwarded to a potential employer. My answer, as you would have guessed, was a YES! Then he asked me what he should mention in it. It was then when I thought I should write on the importance of cover letters here.

Writing a cover letter often seem like a daunting task. In Malaysia, writing cover letters are not practiced widely as minimal importance is given for introduction. However, if you take it one step at a time, by following some guidelines, you will soon be an expert at writing letters to send with your resume.

A cover letter typically accompanies each resume you send out. Your cover letter may make the difference between obtaining a job interview and having your resume ignored so it makes good sense to devote the necessary time and effort in writing effective cover letters.

A cover letter should complement, not duplicate your resume. Its purpose is to interpret earliest the data-oriented, factual resume and add a personal touch. A cover letter is often your written contact with a potential employer, creating a critical first impression.

There are three general types of cover letters:

1. The application letter which responds to a known job opening
2. The prospecting letter which inquires about possible positions
3. The networking letter which requests information and assistance in your job search (or contacts as known widely by Malaysians)

Your cover letter should be designed specifically for each purpose outlined above as well as for each position you seek. Do not design a form letter and send it to every potential employer (you know what you do with junk mail!).

Effective cover letters explain the reasons for your interest in a specific organization identifying your most relevant skills or experiences (remember that relevance here is determined by the employer). You, on the other hand, should express a high level of interest and knowledge about the position.

Next, you may wonder what you should include, how to format your cover letter, and ways to follow up with the prospective employer.

To be effective, your cover letter should follow the basic format of a typical business letter and should address three general issues:

1. First Paragraph - Why are you writing?
2. Middle Paragraphs - What do you have to offer?
3. Concluding Paragraph - How will you follow-up?

Why Are You Writing?

In some cases, you may have been referred to a potential employer by a friend or an acquaintance. Be sure to mention this mutual contact by name, up front, since it is likely to encourage your reader to keep reading. If you are writing in response to a job posting, indicate where you have learned of the position and the title of the position. Most importantly, express your enthusiasm and the likely match between your credentials (or talent, in my words) and the qualifications. If you are writing a prospecting letter, a letter in which you inquire about possible job openings - state your specific job objective (or talent as I prefer to address it). Since this type of letter is unsolicited – as without a referral, it is even more important to capture the reader’s attention. If you are writing a networking letter to approach an individual for information, make your request clear.

What Do You Have To Offer?

In responding to an advertisement, refer specifically to the qualifications listed and illustrate how your particular abilities and experiences relate to the position you are applying. In a prospecting letter express your potential to fulfill the employer's needs rather than focus on what the employer can offer you. You can do this by giving evidence that you have researched the organization thoroughly and that you possess skills used within that organization. Emphasize your achievements and problem-solving skills. Show how your education and work skills are relevant to the position you are applying.

How Will You Follow Up?

Close by repeating or reiterating your interest in the job and letting the employer know how they can reach you and include your phone number and email address. Ask directly for an interview opportunity and indicate that you will follow-up with a telephone call to set up an appointment at a mutually convenient time. Be sure to make the call within the time frame mentioned. In some cases, an employer may only provide you with a general email address and not state a phone number which denies you from this follow-up. Unless in this case, make your best effort to reach the organization. At the very least, you should confirm that your materials have been received and that your application is complete. If you are applying from outside the employer’s geographic area, you may want to indicate if you will be in town during a certain time frame (this makes it easier for the employer to agree to meet with you if you live in Penang, Ipoh, JB or anywhere else and the opening is in KL, for instance, or vice-versa).

For sample letters, try to google, as many examples are available online but do make use of the guidelines I have provided to maximize your prospecting opportunity.