What is an Emailed Cover Letter?
An emailed cover letter is a concise document, or email body, sent along with your resume when applying for a job. It introduces you to the hiring manager, highlights your relevant skills and experiences, and expresses your interest in the position. Unlike traditional cover letters that are printed and mailed, emailed cover letters are sent electronically, making them a crucial part of the modern job application process. They serve as your first point of contact, giving you the opportunity to make a strong first impression and demonstrate why you’re the perfect fit for the role. A well-crafted emailed cover letter can significantly increase your chances of getting noticed and landing an interview.
Why is an Emailed Cover Letter Important
In today’s competitive job market, an emailed cover letter is not just a formality; it’s a necessity. It provides a platform to personalize your application and showcase your unique qualifications. While your resume lists your skills and experiences, your cover letter tells your story. It explains why you’re interested in the specific role and company, and how your background aligns with their needs. It also gives you the opportunity to expand on your resume, highlighting achievements and providing context that might be missing from a simple list of responsibilities. In essence, a compelling emailed cover letter can set you apart from other applicants and increase your chances of securing an interview. It is a great chance to show your interest and motivation.
Formatting Your Emailed Cover Letter
The formatting of your emailed cover letter is just as important as its content. It should be easy to read and visually appealing. Remember that most hiring managers will likely read your cover letter on a screen, so clarity and readability are key. Use a professional, easy-to-read font like Arial, Calibri, or Times New Roman, and keep the font size between 10 and 12 points. Maintain consistent margins and line spacing to ensure a clean and organized appearance. It’s best to keep your cover letter concise, ideally no more than one page. Break up long blocks of text into shorter paragraphs to improve readability. Consider using bullet points to highlight key achievements or skills.
Use a Professional Subject Line
Your subject line is the first thing a hiring manager will see, so make it count. It should be clear, concise, and professional. Avoid generic subject lines like ‘Cover Letter’ or ‘Job Application.’ Instead, include the job title and your name to make it easy for the recipient to identify the purpose of your email. For example, use ‘Application for Marketing Manager - [Your Name]’ or ‘Cover Letter for Software Engineer Position - [Your Name].’ This helps the recruiter or hiring manager quickly understand what the email is about and ensures that your application doesn’t get lost in a crowded inbox. Always make sure your subject line is error-free and accurately reflects the contents of your email.
Address the Recipient Directly
Personalizing your cover letter by addressing the recipient directly can make a strong positive impact. If possible, find the name of the hiring manager or the person who will be reviewing your application. Researching the company’s website, LinkedIn, or other online resources can help you find this information. If you can’t find a specific name, using a general greeting like ‘Dear Hiring Manager’ or ‘Dear [Department Name] Team’ is acceptable, but make sure it is appropriate. Avoid generic greetings like ‘To Whom It May Concern’ whenever possible. Addressing the recipient by name shows that you’ve taken the time to research the company and demonstrates your attention to detail, which can leave a positive impression.
Highlight Relevant Skills and Experiences
Your cover letter is your chance to showcase the skills and experiences that make you the ideal candidate. Carefully review the job description and identify the key requirements and qualifications the employer is seeking. Then, in your cover letter, provide specific examples of how your skills and experiences align with these requirements. Use action verbs to describe your accomplishments and quantify your achievements whenever possible. For instance, instead of saying ‘Managed projects,’ you might say ‘Managed cross-functional projects, resulting in a 15% increase in efficiency.’ Tailor your letter to each job application to ensure you’re highlighting the most relevant information and demonstrating how you can add value to the company.
Tailor Your Letter to the Job Description
One of the biggest mistakes job seekers make is sending generic cover letters. Customizing your cover letter for each job application is essential. Carefully analyze the job description and identify the specific skills, experiences, and qualifications the employer is looking for. Then, tailor your letter to address those specific requirements. Explain how your background aligns with the company’s needs and how you can contribute to their success. This demonstrates that you’ve taken the time to understand the role and the company, showing your genuine interest. Using keywords from the job description throughout your letter is a great way to show you are a good fit. This level of detail will set you apart from candidates who use a one-size-fits-all approach.
Showcase Your Achievements
Your cover letter should go beyond simply listing your job responsibilities. It should highlight your achievements and demonstrate the value you’ve brought to previous roles. Think about your accomplishments and how they benefited your previous employers. Quantify your achievements whenever possible by using numbers and data. For example, instead of saying ‘Improved customer satisfaction,’ you could say ‘Improved customer satisfaction scores by 20% through implementing a new training program.’ Providing specific examples and data-driven results makes your cover letter more compelling and shows the hiring manager the impact you can make. Be sure to focus on accomplishments that are relevant to the job you’re applying for.
Emphasize Your Enthusiasm
Expressing your enthusiasm for the position and the company is crucial. Your cover letter should convey your genuine interest in the role and why you’re excited about the opportunity. Research the company and mention specific aspects that appeal to you, such as their mission, values, or recent projects. Explain why you believe you’re a good fit for their company culture. Avoid generic statements like ‘I am excited about this opportunity.’ Instead, provide specific reasons for your excitement, such as ‘I am particularly drawn to [Company Name]’s commitment to [specific value].’ Demonstrating your enthusiasm makes you more memorable and shows the hiring manager that you’re not just looking for a job, but you’re passionate about the opportunity.
Proofread and Edit
Before sending your emailed cover letter, proofread and edit it carefully. Errors in grammar, spelling, and punctuation can create a negative impression and undermine your credibility. Read your letter multiple times, and consider asking a friend or family member to review it as well. Use a grammar and spell-checking tool to catch any mistakes you might have missed. Make sure your cover letter is clear, concise, and easy to read. Pay attention to the overall tone and ensure it is professional and appropriate for the job. A polished and error-free cover letter demonstrates your attention to detail and professionalism, increasing your chances of making a positive impression on the hiring manager.
Closing Your Emailed Cover Letter
Your cover letter should conclude with a strong and professional closing. End your letter by reiterating your interest in the position and expressing your enthusiasm for the opportunity. Use a formal closing like ‘Sincerely,’ ‘Best regards,’ or ‘Thank you for your time and consideration.’ Make sure your contact information is readily available, including your phone number and email address. Avoid using overly casual language or slang. Your closing is your final chance to leave a positive impression, so ensure it is professional, courteous, and leaves the reader with a lasting positive feeling about your application.
Express Gratitude
Always express gratitude to the hiring manager for their time and consideration. Thank them for reviewing your application and for the opportunity to be considered for the position. A simple expression of gratitude can make a significant impact and shows that you value their time. It also demonstrates your professionalism and courteousness. Use phrases like ‘Thank you for your time and consideration’ or ‘I appreciate you taking the time to review my application.’ This small gesture can leave a positive impression and set you apart from other applicants.
Include a Call to Action
Include a call to action to encourage the hiring manager to take the next step. In your cover letter, explicitly state that you are looking forward to hearing from them soon. This helps move the application process forward and indicates your keen interest in the role. You can use phrases like ‘I look forward to the opportunity to discuss my qualifications further in an interview’ or ‘I am available for an interview at your earliest convenience.’ Be polite, but direct in your call to action. This shows your initiative and eagerness to continue the application process.
Common Mistakes to Avoid
Avoid common mistakes that can negatively impact your emailed cover letter. One of the most significant errors is sending a generic cover letter that isn’t tailored to the specific job or company. Ensure you’ve researched the role and company, customizing your letter to match their needs. Another mistake is including errors in grammar, spelling, or punctuation, as this can reflect poorly on your attention to detail. Always proofread and edit your letter carefully, and consider using a grammar checker. Avoid using overly casual language or slang, and keep your tone professional. Finally, don’t exceed one page, as recruiters often have limited time. Concise, well-written letters are more effective.
Sending Your Emailed Cover Letter
When sending your emailed cover letter, pay attention to the technical aspects. Ensure your email address is professional and appropriate for the job application. Use a clear and concise subject line that includes the job title and your name. If the job posting specifies a particular format for the cover letter, make sure to follow those instructions. Otherwise, you can either paste your cover letter into the body of the email or attach it as a PDF file. PDFs are generally preferred as they preserve the formatting. Always double-check the recipient’s email address before sending your application to avoid any delivery issues.
Attachment vs. Body of the Email
Deciding between attaching your cover letter as a file or pasting it into the body of your email depends on the specific requirements of the job application and your personal preference. When attaching your cover letter, save it as a PDF file to preserve the formatting and ensure it is displayed correctly on different devices. This is often a preferred option, as it allows you to format your letter more extensively. However, some job postings might instruct you to paste the cover letter into the body of your email. In this case, make sure the formatting is clean and easy to read. Whichever method you choose, your main goal is to present your cover letter in a professional and easily accessible format.
Following Up After Sending
After sending your emailed cover letter, it’s appropriate to follow up with the hiring manager or recruiter. Usually, wait about a week or ten days after submitting your application before sending a follow-up email. Keep your follow-up concise and polite, reiterating your interest in the position. You might say something like, ‘I hope you had the chance to review my application. I am very interested in the position and I look forward to hearing from you.’ If you have new information or a relevant update to share, feel free to include it. However, avoid being overly persistent, as this can be seen as unprofessional. A simple, well-timed follow-up can help you stay top of mind and show your continuing interest in the role.