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Tip Sheets

Cover Letters and Emails - Opening the Door to an Interview


A cover letter or email introduces your resumé or application form to an employer. When you write a cover letter, your goal is to get the employer’s attention by showing how your skills and accomplishments make you a good fit for the job. A strong a cover letter or email increases your chances of getting an interview.

Writing your cover letter or email

Keep these suggestions in mind as you write your cover letter:

  • Include the job reference number and position name, if they’re shown in the ad or posting.

  • Be brief and use simple, direct language. Your letter should be no longer than one page or one screen.

  • Tailor each cover letter or email to fit the specific job you’re applying for. Show the employer how your skills match what the job requires.

  • Give the employer a good reason to read your resumé. Explain how hiring you would benefit the organization and how working there would benefit you. Answer any questions you think the employer might have about your experience and skills.

  • Show that you know about the employer’s goals and activities. Explore employer websites and use the suggestions at Alberta Work Search Online Researching Employers at alis.alberta.ca/worksearch to find out about each organization you’re applying to.

  • Personalize your letter but avoid being pushy or too familiar. This is a business letter so humour is usually not appropriate.

Formatting your cover letter or email

Use the following outline as a guide. The information above the subject line would not be included in an email.

Your Address
City or town, province, postal code

Date

Name of person receiving the letter
Position or Title
Organization Name
Street address or box number
City or town, province, postal code

RE: Position you're applying for job reference number if available)

Greeting:
Dear Mr./Ms. Last Name:

(Send your letter or email to a specific person. If you don’t know whether the person is male or female, use the full name, e.g. “Dear Chris Smith.” If you don’t have a specific name, send the letter to “Dear Hiring Manager” or “Dear XYZ Company Team.”).

First paragraph (Keep your paragraphs short.)
Tell the reader why you’re writing. If you’re interested in a specific job, say why. Say how you heard about the job if appropriate, e.g. “My neighbour, Leslie Shewchuk, is your office manager and she told me about the position.” Let the employer know that you’re familiar with the organization.

Middle paragraph
Avoid listing facts from your resumé. Instead, explain why you’re good fit for the job and how your skills and experience match those in the posting. Highlight any key experience (including volunteer or school experience) that qualifies you for the position.

Last paragraph
Tell the employer that you have enclosed a resumé or application. Offer to provide additional information, if needed. Close by saying that you’re available for an interview or to discuss other opportunities. Give a phone number where you can be reached.

Sincerely,


Your Name
If you’re sending your resumé as a hard copy, leave three lines for your signature before your name.)

Enclosure or Attachment.

Sending your cover letter or email

Make sure your cover letter or email makes a positive first impression:

  • Check your letter for any spelling, punctuation, grammar or typing errors. Ask a friend to check it, too.

  • Print your hard copy letter on the same good-quality paper as your resumé, using the same fonts and a printer that gives you a professional-looking copy.

  • Use one of the following options if you’re sending your resumé as an email attachment:

    1. Put your cover letter in the body of the email.
    2. Include your cover letter as the first page in the same file as your resumé.
    3. Attach your cover letter as a separate file.

      If you choose option 2 or 3, be sure to write a brief message in the body of the email to say your resumé and cover letter are attached.

An effective cover letter or email is short, clear and focused on how your skills and experience can meet an employer’s needs. When your cover letter or email encourages an employer to read your resumé, it helps to open the door to an interview.

Relevant Tips (alis.alberta.ca/tips)

Additional Reading (alis.alberta.ca/publications) Resources

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