career

The Ultimate Cover Letter Checklist: What to Include in a Cover Letter

Peanut butter and jelly. Milk and cookies. Resumes and cover letters. Some things are just better together.

Now, it may not be delicious or sweet—or even very good to eat—but a cover letter is still one very important half of a perfect pair—at least when it comes to applying for jobs. A cover letter is a short, one-page letter that you send along with your resume when applying for a job. It allows you to showcase your skills, interest, and intent, and it is used to expand upon the information in your resume, particularly as it relates to your work experience. Crafting the perfect cover letter is extremely important because it gives you the opportunity to explain, in detail, how and why you are the perfect fit for a particular position. It also gives you a chance to show your personality and demonstrate to the employer why the company would benefit from hiring you.

The Cover Letter Checklist: What to Include

✓ The same full contact information as your resume. Include your name, mailing address, phone number, and email address and a link to your LinkedIn profile or, if you have one, your personal website.

✓ A consistent look. Make sure that your resume and cover letter match in style and presentation.

✓ Paragraph sections. Include a salutation, opening (one paragraph), main body (one to two paragraphs), and closing (one paragraph).

Salutation: This is your greeting (such as Dear Ms. Meya Fransson). Try to get an exact name instead of using To Whom It May Concern.
Opening: Briefly introduce yourself. State the position you are applying for and why you are a great fit. Demonstrate to the reader your strengths in a few powerful lines.
Main body: Get to the nitty-gritty about how and why you are best for the job. Look at the qualifications, experience, and skills outlined in the job description and show the reader how you match these. Explain some of your greatest past accomplishments. Focus on the company’s requirements and what it needs; try to do so without the use of “I” statements. When writing this section, always keep the following question in the back of your mind: Why should we hire you?
Closing: This should be a quick summary of what you talked about in the body to reiterate what you bring to the table. Thank the employer and suggest a meeting. Sign off in a polite and professional manner.

✓ The right amount of white space—not too much or too little.

✓ A length of about half a page (one full page including your contact information and that of the recipient).

✓ No spelling, grammar, or punctuation errors.

✓ Personalization. The letter must include a salutation and be addressed to the right person.

✓ Your key skills as they relate to the position being applied to, written in the same way that they are written in the job posting to increase your chances of making it through the applicant tracking system (ATS).

✓ The reasons why you would be best for the position. Include knowledge, skills, and experience as they relate to the job posting.

NOTE: Each and every cover letter you write must be tailored to a specific job and employer. You cannot reuse a cover letter or work from a template, simply changing words here and there. The more customized your letter is, the greater your chances will be of making it through the system, getting your letter read by the hiring manager, and getting an interview.

What to Omit and Avoid

✓ Avoid clichés, such as the following:

“To Whom It May Concern”
“My name is . . .”
“I am writing to express my interest in . . .”
“I’m probably not the best candidate, but . . .””I am applying for the role of [title] at [Company] . . .”

✓ Never reuse a cover letter. Start fresh each and every time. It’s okay to use a guideline, but never use the same cover letter twice.

✓ Don’t be vague. Be specific, especially in outlining your skills as they relate to the position.

✓ Don’t repeat your resume. Instead, discuss your work history and emphasize any major accomplishments that relate to the position you’re applying for. Expand on certain aspects in detail to tell a story about your accomplishments, but don’t tell the reader what he or she already knows.

Design Elements

✓ Be consistent. Make sure that your resume and cover letter match in style and presentation.

✓ Keep it short. One page, at most (about 250–350 words). The hiring manager will admire your ability to be concise.

✓ Keep it succinct. Try to use short sentences instead of long ones, and try to keep each paragraph to five lines or fewer.

✓ Use numbers and metrics. These really make your accomplishments stand out and help draw the reader’s eye.

✓ Use boldface if you want to emphasize something, instead of underlining or italics.

✓ Avoid graphics, pictures, images, tables, etc.

✓ Use a common document type. Unless the employer asks for a specific format, prepare your cover letter as a Word document (.doc or .docx). Word documents, as opposed to PDFs or other file types, are the most common and are therefore the easiest to be emailed/attached, opened, and read.

✓ Format appropriately. Use a standard business letter format, listing your name and address, the date, and the recipient’s name and address first, followed by the salutation and substance of the letter. The main body of your letter will vary from industry to industry, but a rough outline looks like this:

Opening
- State the position you are applying for, including any job posting numbers.
- This is where you hook the reader in.
Main body
- This should be one or two paragraphs in length.
- How do you fit in? What do you bring to the table? How do your skills match those required for the position?
Closing
- Thank the reader.
- Show enthusiasm for the position.
- Restate the best way(s) to contact you (phone, email).
- Ask for an interview.

✓ Include white space (or negative space). This refers to margins (the areas between the main content and the edges of the page), gutters (the vertical space between columns), and the spaces between lines of type and graphics or figures. Having a balance between white space and content will keep your cover letter from looking cluttered.

✓ Use an appropriate font style, size, and color. Use a font that is easy to read and that doesn’t distract from your message. Fonts such as Arial, Calibri, Verdana, Times New Roman, Georgia, Lucida, Tahoma, or Trebuchet were designed for the web and are commonly accepted. The font size should be between 10 and 12 point, and the color should be consistent throughout (black).

✓ Use one-inch margins all the way around your cover letter. This will ensure that no information gets cut off if a paper copy is printed.

Spelling, Grammar, and Punctuation

✓ Attention to detail. Spelling and grammar are important indicators of a candidate’s attention to detail; they highlight defects instead of spotlighting qualities. It is nearly impossible to recover from spelling errors in your cover letter.

✓ Action words. Use words that convey action, such as advised, examined, oversaw, prepared, resolved, and compiled.

✓ Consistency. Be consistent with your punctuation throughout. This includes using only single or double quotation marks, using the serial comma consistently, and using only straight or curly quotes.

✓ Acronyms. Always make sure to spell out any acronyms in full upon their first use, followed by the acronym in parentheses.

✓ Editing. Make sure to take the time to thoroughly edit and proofread your cover letter. Even the smallest spelling mistake can have a disastrous effect, so pay extra attention when reading through this document. You may even want to use a professional editing service to have an extra set of professional, discerning eyes catch any errors you may have missed. A hiring manager who sees mistakes in your cover letter won’t take you seriously and will think you are lazy, which also makes it more likely your application will be rejected.

✓ Punctuation. Make sure to use punctuation marks properly. Know the difference between a hyphen (-), an en dash (–), and an em (—) dash; when and how to use a semicolon (;); how to use a comma properly (,); and that a period (.) goes at the end of each complete sentence.

✓ Capitalization. Capitalize words correctly. Do capitalize names; proper nouns; names of cities, states/provinces, and countries; languages; company names; brand names; and months. Do not capitalize job titles (unless they come before a name); college/university majors; important-sounding career words that aren’t proper nouns; seasons; or directions.

✓ Style. Be formal in your letter, but don’t be afraid to let your personality shine through. Be true to yourself in your language and tone.

Bonus Tips for an Awesome Cover Letter

✓ Get to know the company’s culture (read its website; look at its LinkedIn page) so you can write like one of the team members and show that you’d be a perfect fit.

✓ Regardless of whether you’re fresh out of university or 10 years into the workforce, try to focus on your work experience, not your education.

✓ Be a storyteller. If possible, tell a story. Explain how you came to learn about this company; what brought you here? Try to connect in a way that makes you stand out from the rest.

✓ Show your future employer that: a) you’re going to excel in the position; b) you’re friendly and likable, and you get along well with others; and c) you’re going to be a great fit.

✓ Write like a real person—don’t be robotic and overly formal, but also don’t be super excited and so over the top that you seem disingenuous.

✓ Read over the company’s website and try to write in its “voice.”

✓ Show interest and enthusiasm about what you have to offer and what the company can offer you.

✓ Stay positive and focus on your strengths; don’t apologize for not having the right experience or exact educational background.

✓ Use an active voice instead of a passive voice.

✓ Be yourself, not fake or too formal. You want to appear sincere, approachable, and real, so make this come through in your writing.

Conclusion

So there you have it: the ultimate cover letter checklist. Remember, the cover letter is like peanut butter to jelly or cookies to milk—you can’t just submit one without the other when applying for a job. And, as you can see, the cover letter is a necessary (even mandatory) part of the job application process. Your resume isn’t enough, and most employers require that you submit a cover letter along with your resume to expand on your skills and to show how you’d be a perfect fit for the position. Taking into consideration things to include, things to avoid or omit, design elements, and spelling, grammar, and punctuation, you should be well on your way to crafting your best cover letter yet.

5 Reasons Businesses Invest in Writing Services

When they begin to develop content for their websites and marketing materials, businesses often have unrealistic expectations about the time and skill the process requires. They think, “It can’t be that hard to create some content, right? Just put together a few paragraphs, and voilà!”

Not quite.

As a writer, you know about the hours it takes to produce quality content. You know the difficulty of gearing an article toward a certain audience or composing a phrase that will resonate with all readers.

Part of being a freelance writer or professional writing service is demonstrating to potential clients how your skills—the skills you have spent years cultivating—will help them consistently produce content at a level of quality that they could not have reached without you.

As in any business, part of appealing to potential clients is understanding their pain points, or the problems they face on a daily basis that cause them frustration. Sometimes, potential clients are not even aware of their pain points until you show them a solution that will increase their efficiency and, ultimately, their bottom line.

The following list will help you understand some of the pain points experienced by businesses in the area of content production. Use this list as you build your brand as a freelancer and continue to develop—and market—your skills.

1. Businesses really don’t have the time to write.

It might not always look like it, but you know that writing right is hard work. It involves researching, organizing, composing, editing, and proofreading.

Many small businesses can’t afford to hire a full-time writer to produce content for their blog or website, so they must rely on other support staff to accomplish this goal. For an inexperienced writer, a single article can easily take five hours to write properly, while an epic post of up to 2,000 words could take as long as 10 hours or more to research, write, and edit. Add to this the need to fulfill all their other duties as well, and the business’s goal of producing new site content weekly—or even monthly—becomes either a major source of stress or an unattainable wish.

Professional writing services and freelance writers can address this pain point by working on a per-project or per-hour basis, allowing support staff to focus on their real priorities.

2. Writing is not a business owner’s highest and best use.

Most entrepreneurs didn’t get into business to become a writer or an accountant or a salesperson. They got into business because they had a great idea and found a way to monetize it.

Anything that takes them away from their main tasks of organizing, long-term planning, and networking can actually harm their business. If small business owners choose to focus on something they could easily outsource (i.e., content writing), they are using up time during which they could be advancing their business in the long term and are creating bottlenecks for projects that need their review or approval. Outsourcing the task of content creation to freelance writers or professional writing services enables business owners to focus on doing what they need and want to be doing—running and growing their business.

3. Writing is not employees’ highest and best use, either.

There are a number of content marketing blogs that suggest that businesses should involve the whole company in producing material for their blog or for social media. The idea isn’t completely without merit, as it is a great way to share a business’s knowledge, allow customers to see the names and faces of employees, and pump out content at a high rate. But it comes with an astonishing number of hidden costs.

First, as previously mentioned, support staff are not usually professional writers, so the company can end up investing a lot of time (and therefore money) in redrafting, editing, and proofreading the material. Second, businesses are effectively paying hourly rates for content that they could likely get for less by using a professional writing service. This is especially true if they are getting managers or IT staff to write for them, as these positions typically command higher rates of pay. Third, and most importantly, there are the opportunity costs. Time spent on producing content is time not spent doing what the employees were hired to do in the first place.

4. Creating content in-house complicates scheduling.

The Internet runs on an up-to-the-minute basis, twenty-four hours a day, seven days a week. Business websites have to keep up. To ensure that prospects and customers return to a business’s site, new content must be posted regularly so that visitors do not lose interest (and so that Google continues to reward the site with a good page rank).

If companies attempt to do this themselves, they must commit a chunk of time every week. If a business relies on staff to contribute, they will require a rota to make sure everyone contributes equally and consistently. They will also have to schedule around vacation time, sick leave, conferences, and the big projects, which inevitably start sucking up whole weeks as deadlines approach.

Freelancers and professional writing services specialize in producing content according to strict deadlines, and reliable services guarantee that the content is completed and ready to publish by the deadline. By outsourcing these tasks, business owners and employees can ensure that their site always features fresh, high-quality content.

5. Do they even SEO?

Writing for the web is significantly different from writing for print. Search engines rank websites based on their content and relevance, and this has a major impact on how much traffic the writing attracts. If the proper keywords and phrases are present, the article can get into the top rankings. However, if this is not the case, the writing can be lost forever in a sea of web content. On the flip side, writing strictly for search engines can lead to keyword stuffing; this results in awkward, hard-for-humans-to-read prose that will earn a penalty from Google.

So, in addition to teaching writing, editing, and proofreading skills to staff, businesses that produce their content in-house will also need to teach staff about search engine optimization.

Freelance writers and professional writing services specializing in creating web content can use search engine best practices to make content more accessible to customers. In addition, creating up-to-date content on a regular basis will ensure that the articles remain relevant to the search engines, which in turn will bring businesses more traffic.

Harder than it looks

Content marketing is well worth the effort, time, and investment. However, doing it properly can put a huge strain on a business’s in-house resources. Understanding the main challenges faced by businesses in terms of content creation will help you as a freelancer or professional writer to appeal to a business’s desires and satisfy their needs.

6 Job Interview Mistakes You Can’t Afford to Make

Interviewing for a new job is a stressful process. How do you convince a total stranger that you’re a competent, qualified adult? Well, start by making sure that you are, in fact, a competent and qualified adult, and then study these six job interview mistakes so that you can avoid them during your own quest for employment. We all make mistakes, but if you prepare yourself properly, you’ll never have to make these mistakes. Ever.

Mistake #1: Going in blind

Interviewer: So, what do you know about our company?

You: Oh. Um, I read that you, um, make cardboard boxes? You’re a cardboard box manufacturer.

Interviewer: Well, that’s not quite right, actually. What we really do is provide hospital supplies to third world countries. We do send the supplies in cardboard boxes, though.

You: I’ll just let myself out.

What to learn from this mistake: When you’re on the hunt for a new job, sometimes all the positions you’ve applied for start to blend together in your mind. It’s easy enough to get mixed up about which jobs you’ve applied for, but if you’re asked to interview for a position, you need to do your research before the interview takes place. If interviewers can tell that you didn’t even take the time to Google the company, they’re going to assume you’re lazy, an assumption that won’t be entirely off base.

Mistake #2: Not asking any questions, or asking irrelevant questions

Interviewer: So, potential employee-to-be, do you have any questions for me? Anything more you’d like to know about the position or about the company?

You: No, I don’t think so.

Interviewer: Really? There’s nothing you’re curious about?

You: Um . . . no, I think I’m good.

Interviewer: So you don’t want to know what kind of software we use, what your work schedule would be like, how large your team would be, or what I meant when I referred to your moral and ethical obligation to treat my pet iguana, Harold, as though he were your own child? You’re not curious or concerned about any of those things?

You: Nope. I honestly just need a job. I really don’t care what it is, as long as I get paid to do it. Plus, I think reptiles are where it’s at, if you know what I mean.

What to learn from this mistake: Again, this job interview mistake comes down to you looking like you don’t care about the position you’re applying for. If you don’t display genuine interest in learning about the job, why would the interviewer think you actually want that particular position? Don’t let the interviewer think you’re just looking for any old job.

Mistake #3: Not dressing properly

Interviewer: Hi, I’m Mr. Stefanopo—is that a Led Zeppelin T-shirt?

You: Yes, yes, it is.

Interviewer: Are you aware that this is a highly respected law firm?

You: Yes. Are you aware that Led Zeppelin is a highly respected rock band?

Interviewer: I’m afraid we’re going to have to go in a different direction for this position. That being said, would you be interested in going out for drinks later? I’d like to buy you and your T-shirt a beer.

What to learn from this mistake: The solution to this one is simple: dress appropriately! Maybe you’re not after a law office job—heck, maybe you’re not after an office job at all. Even if you’re looking to get hired as a retail employee or a factory worker, you need to look neat, clean, and well groomed for your interview. If you can’t take the time to shave your stubble, trim your beard, brush your hair, or wear clean clothes to an interview, how on earth can an employer trust you to dress or behave appropriately when it’s time to actually start working?

Mistake #4: Lying or exaggerating

Interviewer: What would you say your flaws are as an employee?

You: Well, I’m definitely a perfectionist, and sometimes that makes it hard for me to have realistic goals and expectations for myself.

Interviewer: I see. Can you give me an example of a time when your perfectionism worked against you?

You: Oh—um, yes, of course. OK. So last week I was, um, finishing up this big project. It’s complicated, so I won’t get into the details now, but basically, the fate of my department rested on this work. Anyway, I wanted the uh . . . the one part . . . I wanted it done a certain way. But I didn’t have time to do it that way. So, like, that was pretty frustrating. Because, you know, I’m a perfectionist and stuff.

Interviewer: But did the quality of the project actually suffer?

You: Oh, no. No, I never actually let my obsessiveness affect my work. I’m far too much of a perfectionist for that.

What to learn from this mistake: Two lessons here: First, you will always find yourself caught in a lie you tell in an interview. It might not be right away, but sooner or later, it will come back to bite you, and not in a fun way. The second lesson is that your interviewer has probably been around the proverbial block a few times. Interviewers will know if you’re giving them the answers you think they want rather than answering honestly, and they won’t like it. Respect yourself and your interviewer: don’t lie. If you’re qualified for the job, your real accomplishments will speak for themselves.

Mistake #5: Bad-mouthing former or current workplaces

Interviewer: So, why are you looking to leave your current position at ThisPlaceSucks Inc.?

You: It’s terrible there. Everyone is so petty and inconsiderate, and no one ever acknowledges all the hard work I do. Do you know that I haven’t had a raise in four years? Everyone is always complaining about something—you know how they say that small minds talk about people? Well, yesterday I heard Kevin tell Mark that Jamie hadn’t gotten his reports done on time because Carol didn’t send him the data quickly enough. That is so like Carol. I told my boss about all this, and he just shrugged. He never takes me seriously. Typical.

Interviewer: And you don’t think it’s possible that you might become annoyed by the people who work here as well?

You: Nah, I don’t think so. Things seem much better here. I think the people here are probably all actually robots, which is great because no one will ever make mistakes or get on my nerves. No mouth breathers among robots either, so that’s a win.

What to learn from this mistake: This job interview mistake occurs when people are frustrated with their current positions and are desperately seeking change. Regardless of your feelings of frustration, you shouldn’t bad-mouth past or current coworkers, bosses, or workplaces. You’ll just come off sounding either petty or mean—not exactly qualities employers are searching for. You also never know who your interviewer might be—it’s very easy to burn bridges when you don’t know you’re talking smack about someone’s sister-in-law.

Mistake #6: Not following up

You: Ah, what a wonderful interview! I’m so excited about how well that went. I think I will reward myself by sitting at home, watching Netflix, and definitely not sending a thank-you note to the interviewer. I look forward to her completely forgetting me by five o’clock tonight. Ah, what a great day!

What to learn from this mistake: The final major job interview mistake you can make? Allowing your interviewer to lump you together with all those other applicants. Send a polite note or email, depending on the circumstances, and then you can congratulate yourself on a job well done. Unless, of course, you’ve made one of the other five mistakes above, in which case, you may want to go back to the job-search drawing board.