Essential Components of A Cover Letter




Essential Components of A Cover Letter :








A cover letter has seven essential segments.


  1. Heading & Date


  2. Name and Address of The Employer


  3. Subject


  4. Greetings


  5. Body (Arguments)


  6. Closing Line


  7. Salutation



  1. The Heading and Date :


    Heading contains the name, address with PIN code number and the contact numbers including the mobile number and e-mail address of the applicant.


    Arvind Mathur,
    15 - Kutub Lane,
    Near Post Office,
    New Delhi -11035.
    Phone : 011-267893751
    Mobile : 09810568901
    E-mail : arvind_mathur@yahoo.com


    After your contact Information, skip a space and then write the date such as November 15 - 2009 or 15th November - 2009.


    It is always preferred to write your contact information and date on the right side of the paper and employer’s details on the left side of the paper.


  2. Name and Address of the Employer :


    After date, skip a space and then write the name of the hiring official (if you know) and his designation title under his name and then address of the organization / company to which you are applying. Also write PIN code number of the place. If the name of the hiring official is not known, address the cover letter in the title / designation of the Hiring Authority as given in the advertisement.


    Example :


    Mr. C. J. Jaiman,
    Vice President - Human Resources,
    Wipro & Smith Associated,
    43 - Connaught Circus,
    New Delhi -110023.


    If you do not know the name of the Hiring Official write as follows.


    Vice President - Human Resources,
    Wipro & Smith Associated,
    43 - Connaught Circus,
    New Delhi -110023.


    When a job advertisement does not provide you the name of the hiring authority, it is better to address the cover letter by authority / designation of the person whose name appear in the advertisement.


  3. Subject : After contact information of the employer, skip one space and move in right direction and write SUBJECT. Use colon (:) after subject and write for what position you are applying as follow.


    Example :


    Arvind Mathur,
    15 - Kutub Lane,
    Near Post Office,
    New Delhi -11035
    Phone : 011-267893751
    Mobile : 09810568901
    E-mail : arvind_mathur@yahoo.com


    November 15 - 2006


    Mr. C. J. Jaiman,
    Vice President - Human Resources,
    Wipro & Smith Associated,
    43 - Connaught Circus,
    New Delhi -110023.


    Subject : Application for the post of Software Engineer


  4. Greetings :


    Skip one more space and then with a greeting, such as Dear Ms. Rshana or Dear Mr. Jain or Dear Mrs. Priya Jaimini if the letter is addressed by name.


    If the letter is not addressed by name, begin it with DEAR SIR or DEAR MADAM, DEAR MADAM.


    If you know the name of the employer, write as follows.


    Dear Mr. Raman
    Dear Ms. Kumari
    Dear Mrs. Jullo
    Dear Mr. Last name


    If you don’t know the name of the employer, write as follows.


    Dear Sir
    Dear Madam
    Dear Ma’m


  5. The Body : The Argument Part


    After greetings, skip one space and begin you body of arguments as given below. All the paragraphs of the body should begin at the same distance from the left side of the page so that the cover letter gives a professional look.


    Arvind Mathur,
    15 - Kutub Lane,
    Near Post Office,
    New Delhi -11035
    Phone : 011-267893751
    Mobile : 09810568901
    E-mail : arvind_mathur@yahoo.com


    November 15 - 2006


    Mr. C. J. Jaiman,
    Vice President - Human Resources,
    Wipro & Smith Associated,
    43 - Connaught Circus,
    New Delhi -110023.


    Subject : Application for the post of Software Engineer


    Dear Sir,


    In reference to the advertisement of your esteemed organization published in the Hindustan Times dated 13th November - 2009, I am enclosing my resume for the post of Software Engineer.


    .............................................................................................................


    The body of the covering letter usually consists of many paragraphs containing arguments supporting your aptness for the job applied. In the body you are to prove your candidature and suitability for the job. In the body you are to assert your most important attributes / qualifications that prove why you are the best person for the job.


    The first paragraph should state from where you came to know about the vacancy and which job you are applying for. Include the reference number if any given for the vacancy.


    In the second paragraph, explain in short why you are interested in the position and describe briefly how your qualification or any special course or training completed by you make you the best match for the job.


    In the third paragraph, give details about your suitability for the position with evidence as given in the resume. You can also mention any relevant experience / skill you have that proves your better suitability for the position and that must be backed by the information given in your CV. If possible, cite the prospective employer’s own stated goals and missions (which you can obtain from annual reports, the Internet and articles in magazines and newspapers) and explain why you think you’ll be able to achieve them or help to achieve them.


    Your last paragraph (closing line) should sum up the letter with positivity and confidently that should show that you expect a response by giving your contact details or stating when you intend on contacting them and end with appropriate courteous remark such as I look forward to hearing from you soon or anticipating a positive response please.


    In short, the body contains the arguments that support your eligibility and better suitability for the position applied for. One should very carefully choose what to include in the arguments. Because the space is very limited. The arguments should be powerful, relevant and creative. One should take care that the reader (that is the hiring authority / official) must not be bogged down with details about your past or other irrelevant things.


    Writing your arguments, the aim is to :


    • Show the Hiring Authority that you posses the required skills.


    • Convince the Hiring Authority that the company will surely benefit from hiring you.


    • Write two to three brief and well-written paragraphs.


    • Avoid explaining the resume.


    • Maintain a friendly and assuring tone.


  6. Closing Line :


    The closing line also plays very important part in creating a favourable impression on the reader. The closing line should reflect the action that will be taken by you after the Hiring Authority having received you resume and cover letter. The closing line may be like the following.


    • Inform the Hiring Authority when you will contact them.


    • Thank your readers for their consideration.


    Example :


    I will contact you before July 15th to discuss my job application.


    I look forward to speaking with you at that time.


    If you wish to contact me, I may be informed at the telephone number or by e-mail given at the top please.


    Thank you very mush for considering my application.


    You can find this approach bold at the outset. You may wonder why you should contact the employers instead of waiting for them to call you. We are in favour of this proactive approach because the employers will read your cover letter and resume with more interest if they know you will be calling. Secondly, many employers prefer candidates who take such a unique initiative as this reflects the confidence and calibre of the candidate creating his own market.


    Most importantly, this approach enables you to track your resume. Otherwise your resume and cover letter may end up filed way by the department of human resources. When you tell, you will contact them. Be sure to do so. You have got a good opportunity to demonstrate your punctuality and sincerity by calling when you say you will.


  7. Salutation :


    Your letter should end with a salutation and signature, such as Yours sincerely or Sincerely yours, if the letter is addressed in the name of an official.


    And if it is not addressed in the name, end it with salutation Yours faithfully or Faithfully yours. Mark coma after salutation. Put your signature under the salutation and then write your name below the signature.


    Yours Faithfully

    Faithfully Yours

    Yours Sincerely

    Sincerely Yours


    Usually the salutations are written on left side of the page.






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Essential Components of A Cover Letter
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