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True story: toward the end of my freshman year of undergrad, I decided it would be much more fun to spend my summer working outside for one of Philadelphia's many tour companies, rather than in an office or restaurant. I talked to a couple of people I knew who'd worked as tour guides in the past, and they told me that most of the companies had probably already finished hiring for the seasons, but that it wouldn't hurt to make some calls and ask if they were looking for more applicants. I spent a few afternoons that week researching the different companies online and making calls. The companies that didn't have phone numbers listed, I emailed. My approach to the email was no different than my approach to the phone call: I introduced myself and asked if the companies were hiring and, if so, how to submit an application. I tried not to be too formal and I did my best in both cases to convey both my competence and my warmth—a winning combination, I thought, for any tour guide.
The phone calls went well, and those companies that were still looking to hire invited me to apply. The emails, for the most part, were kindly received as well. All except for one company, which responded to my informal two-sentence inquiry with a note that read something along the lines of: "While we are hiring right now, Y'ALL had better look elsewhere. We only take serious applicants."
Ouch. I hadn't even realized that I'd used "y'all" in my email. Certainly, I'd used it on the phone, as it's a frequently-used word in my vocabulary. But on the phone, where the person on the other end of the line could hear the word contextually and know that I used it as a genuine contraction, the person reading the email just thought I was a big rednecked moron.
In the ensuing years, I've had to write a lot of cover letters. And I've had to read more than a few, as well. But I learned my lesson early: this is your first introduction to somebody who you're asking to pay you money. No matter how laid-back and easy-going you are, this is not the time to show off these character attributes. And so, without further ado, here are a few tips for writing a polite cover letter that won't get you yelled at in email form:
Use letterhead.
This really only applies to letters you're actually sticking in the mail, or at least enclosing as an attachment in an email. You don't need to spend tons of money to get your letterhead designed, just put your name and contact info at the top of your letter so that the recipient knows who you are. It stands out more than an inside address, and looks better than an empty white top-margin. (Note: if you're sending the cover letter AS the body of your email, skip this step. But make sure that your signature includes all your contact information: name, email, phone number. Address is optional but it doesn't hurt to include it.)
Be mindful of your email address.
What email address do you think might look better to a potential employer: dreemluvr69@gmail.com or johndoe@gmail.com? If you guessed the former, you've got a great future—if the job you're applying for is at a 900 number. Sometimes, it's the little things that can make the difference between whether your application goes on the interview pile or the garbage pile. People will notice your email address.
Sell yourself, but don't brag.
Cover letters are tricky. You're supposed to convince the person to whom you're applying that you're the best candidate for the job without making yourself sound like God's gift to the industry or saying that the company would be lucky to have you as an employee. A healthy dose of ego is helpful when writing about yourself, but don't overdo it. If you're struggling, have a friend take a look at your letter—friends are usually good ego deflaters.
Show that you understand the company.
Among the many wonders of the internet, its use as a research tool shouldn't be overlooked. Before you send your application off, check out the company's website. Get a good feeling for what they do: the services they provide, the people they target, the clients they serve. Check out their tone: is it formal, stuffed-shirt language, or are they a workplace that fosters creativity and originality? Your cover letter should convey your familiarity with the company—not just the work they do, but the culture they've created. Don't be too presumptuous, but don't sound completely clueless. Ten minutes worth of research on your part can make the difference between whether you get an interview or don't, and further, it can help you stand out if you do get one.
For the love of God, don't use colloquialisms.
I made my mistake with "y'all." I've winced at other people's cover letters as they've described the "bangin" (no "g") projects that they've worked on. I've struggled to remind my sister that the word "cool" really has no place anywhere in her cover letter, even if she is applying for work at a ski area. While most employers won't be phased by your use of these words (okay, maybe "bangin") in everyday conversation, they won't do you any favors in your cover letters. Buy a thesarus and you'll be fine.
Photo of a manhole cover with a letter on it—get it? cover letter?—via Flickr user Wrote.
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