The Basics of Cover Letters - Part 2

There's one final letter you'll want to have at your disposal, the one you'll write to the key individuals you met at an interview. Some people refer to this letter as a follow-up or thank-you letter, but its purpose goes far beyond expressing appreciation for the interview.

When writing to organizations that could possibly employ you, write by name and title to the person who has the authority to hire you, not to someone in the Human Resources Department. The people who work in this department are primarily responsible for the screening and administrative portions of the staffing process. They don't determine who should receive an offer (unless someone is applying for a position in their department). As in any other endeavor, it's best to deal directly with the ultimate decision maker.

There's one instance, however, when it's preferable to write to an HR representative. This is when someone is seeking an administrative or support-type position that could exist in a number of different departments throughout the organization. An HR representative will know exactly where an opening is and be able to forward the resume to the appropriate manager.

One caveat about trying to develop interviews through writing to the person who could hire you: If you feel that your background is so strong that this individual might be threatened by your successes and view you as competition for his or her job, then write to the person at the next level up. For example, a regional sales manager with a very powerful background would be better off writing to the vice president of sales than to the national sales manager.

To get the names and titles of the managers to write to, either call prospective employers on the phone or visit your local library. The reference librarian will show you the directories that list companies and the names of their key executives.

Here's how to write a cover letter for contacting prospective employers on an unsolicited basis.

The first paragraph is an introductory one. Give a brief overview of your background by explaining the type of position you hold and your key strengths. Then explain that you're writing to set up an interview and are enclosing your resume for this purpose.

The second part of your letter is the most important one. It contains the information that will prompt people to read your resume. Here, you state your most significant accomplishments so that you'll immediately convey your capability and the value you'll bring to your next employer. Look to the introductory section of your resume for the accomplishments to discuss. Just as in your resume, these are the hooks to get people's attention and interest. Be sure to reword the statements, though, so they don't appear verbatim.

You may then want to add one or two paragraphs to round out your background and further your qualifications. Topics to discuss include personal qualities and/or professional skills that have enabled you to excel at your work. What's especially effective is to mention a recent industry trend, along with the challenges or problems it's presenting, then explain how you're managing the situation to maximize your performance. Omit discussion about your earnings or compensation goals.

Your letter can conclude in a variety of ways depending on whether or not you plan on taking any follow-up action.

If you happen to be knowledgeable about the organization you're writing to, especially its products, services, recent successes, or future plans, say something to this effect. This will make an extremely favorable impression on the reader and give you a leg up on the competition.

Dr. J.E. Burke, President, J.E.B. Resume Service is an educator and entrepreneur involved in various business enterprises through Burke Publications. Please visit http://burkepublications.com or email jeb@burkepublications.com .