Cover letters are an essential part of the application process. As the name implies, the letter “covers” the resume and allows the writer the opportunity to submit information that enhances the contents of the resume.

Never, never submit a resume without a cover letter. At the professional level it is not only considered appropriate etiquette, but is also an indicator of the applicant’s personal communication style and ability to write clearly.

The cover letter should never exceed one page and ideally should only be about half a page. Briefer is better. A manager will be impressed with your ability to get right to the point, so don’t go overboard with verbose correspondence.

The letter should be addressed to a specific individual. If you don’t know the name but have the contact’s title, call the company and ask the receptionist for the person’s name and correct spelling of the name. Think of it this way: when you receive mail at home addressed to “Occupant” you don’t get the feeling that it was meant just for you, do you? Addressing a letter to “Dear Sir or Madam” has the same impact in a business setting. (This choice of greeting is also outdated and should not be used.)

What if you cannot find out the person’s name, such as in a blind ad? In that case you will need to use a general and gender-neutral title such as “Dear Hiring Manager” or “Dear Recruiter” or “Dear Human Resource Manager”. Avoid “Dear Sir” or “Dear Gentlemen” at all costs. It dates you and implies that only men are in positions of management or hiring authority.

The first paragraph of your letter should state the reason you are writing, and how you were referred to that person. “I am writing to apply for your open position of Customer Service Representative as advertised in the March 5th edition of the Herald American. My background includes 8 years of experience in customer service, as well as a degree in business.” If your background does not totally match an ad’s requirements, do not highlight your weak point by apologizing for it. Many applicants have started out their letter with, “Although I do not have the BS degree stated in your ad, I do have……..” This will put you in the “no thank you” pile right then and there.

Instead, write about the positive qualities that you do have which they are looking for. Remember that the purpose of the cover letter and resume are to get you invited for a personal meeting. No candidate is perfect. Your objective is to get into the interview, where you can “sell” the hiring manager on your strengths.

The second paragraph should expand on a few highlights or accomplishments that will entice the reader to want to read more about you in the resume. This is where you can talk about your strengths or unique qualities and even “brag” a little bit.

“In my most recent position, I had the opportunity to assist in the selection, implementation and training of a specialized software system to track customer orders, ship dates and response times. I have a reputation for being one of the most responsive reps in our department, and am very conscientious about making sure that customer needs are met to their complete satisfaction.”

The third paragraph should state your confidence about your ability to do the job, and also indicate what you will do to follow up. One of the most common errors made in closing cover letters is: “….I look forward to hearing from you.” This is a passive close, one that gives control for the next point of contact to the employer. Try this for a closing paragraph instead:

“I am confident that my ability to deal with all kinds of people will be an asset to ABC Company, and look forward to an interview to discuss this further. Thank you in advance for your time and consideration. I will follow up with a call to your office in the next week to personally introduce myself.” (Of course, would not be appropriate for blind ad.)

Always type your letter, or preferably have it word-processed and printed on a laser printer. Don’t forget to include the date at the top. Scrutinize it for typographical or grammatical errors. If this is not your strong suit, ask a friend to proof read it for you before mailing it out.

Finally, remember to do what you said you would do…make that follow up call. Do not wait for the employer to call you. Get into the habit of following up each and every letter you send. You will be amazed at the results.