Cover Letter Format

What is a cover letter?

A cover letter is a document that accompanies the original document like a resume, application, etc., and speaks more about the same. It is written to help the writer put forth his point effectively, and differentiate his application, resume, etc., from others. When sent along with the resume, it puts forth the best of the same, and helps in convincing the reader that the applicant would be the best fit for the requirement.

Purpose of the letter:

As mentioned above this letter is written to strengthen one’s application. However, the purpose of the letter extends beyond this. The letter aims at communicating with the reader, and requesting the reader to take certain action. It also helps one express one’s interest in the organization, duty, project, etc., and would give the reader all the required information at a glance. If written perfectly, after thoroughly understanding the requirements of the reader/employer, it would lead to direct moving of your application to the next level. In case of a resume cover letter, the employer might not even read the entire resume, and call you for an interview, just by reading the cover letter that you sent along with it.

Cover letter format:

After knowing what and how the cover letter will help you, let us discuss about the format of the letter. This letter is used in formal communication. Thus, one must write this letter in a formal letter format, giving proper heed to formatting, salutation, language, etc.

Before discussing on the outline of the letter, let us discuss the basic formatting for this letter –

• This letter is never handwritten. It is typed in MS Word, or using a typewriter
• The ideal font for any formal letter is Times New Roman, or Arial, with a font size of 12. Although, 11 would do, but 12 makes it legible for the reader
• The text should be justified, and everything should be aligned to the left
• Setting proper margins is essential, so that one gets a clear print out of the letter

Prior Preparation –

The cover letter, as mentioned above is accompanied by an application, resume, etc. Thus, before writing a cover letter, the applicant must thoroughly understand the requirements put forth by the employer, or person in charge for checking the applications. This would help one decide on the content of the letter. The resume format, will also give you an idea of the most important skills and abilities required by the employer.

Format of the letter -

We would discuss the format of the letter, with reference to a job application/resume cover letter. The format will however, remain the same for any cover letter. One can easily draft a cover letter for oneself by reading the instructions for the format of a cover letter given below.

• The letter begins with the applicant’s name and address. This is written on the top, left hand side corner of the document, followed after ‘From’
• The ‘From’ section of the address would include, name, postal address, email address, contact number, and date
• This will be followed by the name, designation, and address of the reader, under the heading ‘To’.
• There is no subject line in this letter, however, if you have anybody’s reference, you can mention it here, giving the title ‘Reference’
• The letter will then be divided in three to four paragraphs.

First paragraph:

The letter should begin with the introduction of the person writing the letter, and should state the purpose of the same.

Second paragraph:

This will elaborate on the purpose stated in the first paragraph. In case of a job application, the applicant would elaborate on how he/she matches the requirements for the profile, and justify his/her application

Third Paragraph:

The reader will want to know why you are interested in working with them. Thus, answering the same will divert the decision in your favor.

Fourth Paragraph:

Mention the enclosed documents. Also, you do not take so many efforts without any personal gain. You definitely want the reader to consider your application, and call you for an interview, rather than trashing your application, without giving it much thought. Thus, requesting the reader to take certain action is the right way of closing your letter.

Closing:

Never forget to thank the reader for the efforts put in, in reading your letter. It is a polite way of closing a communication. Sign the letter, and write your name, email address, and contact number again, making it simpler for the person to contact you.

Using these instructions for cover letter format, and reading a few sample cover letters would help you draft the most effective cover letter as per your requirement.

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