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Applying for an internship or a job often calls for a cover letter to be submitted along with your CV. Even if the employer does not request one, it is a good idea to submit a brief letter that summarizes key points on your CV to demonstrate that you are the right person for the job.
The purpose of the cover letter is to highlight your primary skills and strengths and to give your potential employer a peek into your experience and abilities. It is your best shot to get the employer’s attention, so it is essential to know how to write a great cover letter.
Research your Target Audience:
Before starting, think about the company you are writing for so you can draft a strong letter that makes you look like the perfect candidate for the job. Do your homework! Look at the company website and study the profile of the candidate they are looking for. This’ll help you know what parts of your résumé you need to highlight. For example, if I were applying for a job that requires, “exposure to basic business accounting,” and “familiarity working in a fast-paced business environment”, I know that I need to focus on B.Com in finance and accountancy, as well as my last summer's internship with Infosys. I would then choose my experiences to include in my content, accordingly.
Create an Outline, and then Fill in with Content
Having chosen my experiences to highlight according to what the company is looking for, I can begin to structure the outline of my letter. A good outline is key to a well-organized cover letter that is easy to understand. The outline should consist of an introduction, a body, and a conclusion.
a) The Introduction:
The introduction is very important as it informs the reader what the letter is about. It signals the subject clearly, summarizing the entire letter in one-two lines, helping the reader pay better attention. The introduction also sets the tone for the rest of the email – so, it is important to start off positive. This is also a good place to remind the company of your last contact with them or to mention a contact person through whom you applied. Here’s an example:
Thank you for our discussion yesterday regarding a potential internship with Goldman Sachs. I am writing to formally express my interest in the position of, “Finance Intern” for the summer of 2008. My current coursework in Finance together with my internship experience in Financial Marketing makes me a good fit to your work profile.
Note that line 1 starts off with a positive tone and is a reminder of your last contact. Line 2 indicates the subject of the letter clearly – and is specific with position and date. Lines 3 and 4 summarize the content of the rest of the letter in a sentence.
b) The Body:
The body of the letter highlights the main points of how you fit the internship profile. Keeping in mind your company research, write about your experiences focusing on how you fit what they need. Focus on two-three main points/experiences and always draw a skill/quality out of each experience that is relevant to what they need. Listing an example or experience is essential here under each point for a strong letter. For example, to demonstrate I have the qualities as listed on the profile, say, “exposure to basic business accounting,” my first paragraph could be:
Currently completing my final year B.Com in Finance and Business at St. Josephs College, I have strong knowledge in both accounting systems and financial terminology necessary for the work you require. My coursework in, “Financial Accounting” and “Business Math” has exposed me to the methods and processes of business accounting, which will enable me to adapt quickly to the work you require.
Note that lines 1 and 2 directly inform the reader about my qualifications. Line 3 goes into specific examples of courses and relation to the company's requirements. Lines 4 and 5 speak of how my skills can help me do the job they require .
c) Conclusion:
The conclusion is a reminder of all the skills/qualities you expressed earlier, to emphasize once again how you fit their profile so well. It could highlight the key skill/quality that would make the company want to hire you. It is also action-oriented, informing the reader how they might contact you or when you will be available to meet them again. For example,
Given my skills in Accounting and Finance as mentioned above, I am confident that I can perform independently while maintaining excellent standards. However, I am also eager to learn and thus, welcome being trained to work at a higher level.
I look forward to hearing from you and am available to meet for further discussion after 15th March, when I complete my final exams.
Thank you once again for your time.
Note that lines 1-3 highlight my key skill that fits their profile while also emphasizing my positive qualities. Lines 4 and 5 are action-oriented suggesting another meeting and my availability for it.
The last line ends on a positive note, thanking them for their time.
Strengthen your Letter
Writing a strong cover letter means ensuring the following:
a) Using the right tone
The right tone involves being positive and being “you” centered. Go back and look over your letter; see if your sentences express only positive statements such as, “I have so-and-so skill” rather than, “Although I lack so-and-so skill, I have....” The latter is negative and weakens your application. It is always better to emphasize even weaknesses in a positive manner. The other important thing to look at is if all your points are directed towards the company's needs rather than your own. For example, it is essential to say, “my financial background will help you...” instead of, “I want to gain more financial experience by interning with you....” The latter will not interest the company as much as the former as they are primarily looking to see how you fit the profile they need.
b) Giving Examples
It is essential to give examples for every point you want to make. An example helps make your point clear and makes it concrete and real to the reader. It is the key to good, strong content. So go back and make sure that for every point listed in the body of your letter, you have an example from your experience to demonstrate your point. One example per point is more than enough, if fleshed out well.
c) Editing
Finally, the most important of course is to make sure that you go back and edit your work. Editing means not only checking to see if there are grammar mistakes, typos or spelling errors but also, rewriting your work so that your points are expressed well. It is always good to go through each paragraph and ask yourself if there is one clear and well-defined point there; if there is not, think about how you can make it clearer. Once you feel you are done, put it aside for a day or two and then read it again, for a refreshed view! This will make all the difference, as you will notice errors that you didn't back then. Editing and re-editing will make your cover letter perfect!
Now that you have a good cover letter, send it to a friend to look over it for you for final edits. Then you are good to send it over to your prospective employer! Your cover letter will make you stand out from the rest of the applicants, so congratulate yourself for taking the extra step to make it a good one! All the best getting that internship/job for yourself!
Chillibreeze's disclaimer: This is a contributed article and was published on Chillibreeze in March, 2010. The views and opinions expressed in this article are those of the author(s) and do not reflect the views of Chillibreeze as a company. Chillibreeze has a strict anti-plagiarism policy. Please contact us to report any copyright issues related to this article. The relevance of the facts and figures cited (if any) could change after a period of time.
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