Top Ten Tips For Refining Your Cover Letter

CAREER DEVELOPMENT

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Updated 10/30
1. Do not use a cover letter with a generic text. The text should refer to the description of the job you are applying for. In addition, tailor the language to the specifics of the job at hand. For example, "I am interested in the cataloger position you advertised on libgig.com" instead of "I am applying to the job opening."

2. Keep the format neat and simple, short and sweet. Justify the the text left. And do not use fancy fonts. HR directors overwhelmingly prefer Times New Roman. And don't use colored fonts or any graphic flourishes.

Here's an example of a short but cogent letter; our job-seeking letter-writer covers her past experience but relates to the current opening briefly but in enough detail, that would make a recruiter want to see her entire resume:

Attached please find my resume in application for the temporary part-time Circulation Assistant position. You will note that I have an MLIS and more than a year of experience working as a public library volunteer. I am interested in this position as an opportunity to gain more customer service experience as I continue to seek employment as a professional librarian. More importantly, I believe my experience as a public library volunteer can help me to make a positive contribution in this position. Specifically, I have some exposure to circulation work and have worked with library customers in a reference support capacity.

3. Address the cover letter to a person, if possible, and be sure to get the person’s name, title and contact information correct. If not, "Dear Sir or Madame" will suffice. But remember to get the name right -- don't misspell it!

4. If a job requests a cover letter, do not simply say “Attached is my resume” in lieu of a cover letter. Make sure you lay out the case for your candidacy. Make it a brief description of why you are right for the job. Consider it a one-or-two sentence summary of your job skills. Do not go over one page. Here's a candidate summarizing his computer experience for a legal librarian opening:

I am proficient in the use of Westlaw, Lexis-Nexis, LiveEdgar, and other electronic sources for legal and non-legal research. Much of my research involves gathering background information on companies, cases, expert witnesses, and the clarification of statutes and codes. I am very knowledgeable in the use of PC applications and am very familiar with MS Office. I possess excellent written and oral communication skills. I am often called upon to give training sessions and orientations for new-hires.

5. Be sure to offer your thanks for the employer’s time and consideration, and indicate when you are available for interviews. "Thank you in advance for your time" is a nice way to put it. Here's a closing paragraph we like:

I consider myself a self-starter, highly motivated, focused, and determined to succeed. My enclosed resume summarizes where my skills and abilities were developed. I look forward to discussing my qualifications for this position with you and am available for an interview at your convenience. Thanks for your time.

6. Use bullet points if it makes it easier for you; the use of bullets is easy to read and organized.

• I am a graduate of an accredited master’s program in library and information science.

• I have experience with electronic information retrieval systems, microcomputer applications, integrated library systems, web-based tools, online information resources, and the Internet.

• I have exceptional verbal and written communication skills; collaborative and individual problem-solving and decision-making abilities; and can exercise professional initiative, analytical expertise, and sound judgment in a rapidly changing environment. I am fair, flexible, tolerant, and supportive in my interactions with others. In addition, I am frank, open, and honest, all of which are qualities that I consider essential for success in a fluid working environment.

• I am an enthusiastic advocate of the LIS profession and have demonstrated a willingness and ability to promote the libraries that I have served. I am customer-oriented and dedicated to the proposition that the success of our profession is due to successful interactions with users.

7. Spell and grammar check the cover letter and re-read it several times. Computer checks do not necessarily catch all errors. Try sending it to yourself to see how it looks when it arrives and proof-read it one final time. Many resumes have been tossed due to careless errors, such as the wrong word substitute or botched line breaks. Spellchecks often try to change names they don't recognize -- watch out for this! There is nothing worse than misspelling your recruiter's name. And wouldn't it be embarrassing to list Microphone Office as a Commuter Skill?

8. If the job requires experience you don’t have, be sure to focus on relevant experience you do have without mentioning the experience you don’t have. This is the power of positive thinking: any shortcomings you have should be eradicated from a first encounter. This Chinese student was applying for a paralegal position, so he played up his skills he learned as a patent engineer in Beijing.

Translation is a key talent for an engineer in China. Grabbing the essence of a patent in one language determines whether the patent, in another language, will be granted or not. I am a commendable translator, highly qualified in translating English to Chinese as well as Chinese to English. I translated more than 80 patent applications, over 90% of which were granted patent right in China.

9. Be careful about mentioning mentors, professors, colleagues, and your library philosophy. You may not find that these names or approaches are well considered by the institution to which you are applying. While we don't recommend being bland or dispassionate, it is wise to remove opinions from the cover letter. You can let your philosophy fly during your interview.

10. Mention the company by name, and do so often. Start with "After reading the position description for the public librarian at Libery Bell Library in Buicksburg, I wanted to make sure that you received my resume and cover letter for consideration" nad end with "I feel that my work experience and my education would be a real asset to the Liberty Bell Library team."

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Top Ten Tips For Refining Your Cover Letter