an electronic cover letter should be

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How to write an electronic cover letter

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Other than your resume, your cover letter or e-letter (electronically sent cover letter) is the most important document that will impact your being selected for that all important interview. Just as with your resume, your electronic letter should contain the most important facts about you that are valued by the prospective employer. A properly written letter will cover at least the following: it should identify the position you are applying for, highlight your skills and qualifications, and show how you fit the employer's needs.

An electronic cover letter should be concise and paint an accurate picture. Keep it simple and on target. Your letter should use a standard business format. 

For specific details about writing resume and/or cover letters for government jobs - review guidelines posted at https://federalresumeguide.com . 

Electronic letters are sent via e-mail and tend to be very brief. It is important to include the position you are seeking in the SUBJECT of your e-mail. Then in the BODY of your letter, sell two to three points about yourself that will demonstrate that you have what the employer is looking for. Try to make your cover letter specific to the employer. The more targeted your letter is to an individual organization, the more effective it will be. Remember to research the organization you are applying to so that you can include relevant facts.

Be sure to include your cover letter at the top of your e-mail with your electronic resume following below. These documents are combined into one e-mail and then sent to a potential employer.

Electronic Cover Letter Tips

• Bold, underline, or italicize
• Use graphics or shading
• Tab, indent, or center text
• Insert symbols or use columns
• Use anything other than 12 point font
• Use any font except for Times New Roman (if you must use a different font, use Sans Serif)
• Include position title in the SUBJECT line of e-mail
• Align all text to the left
• Use spaces to separate paragraphs
• Use 12 point Times New Roman font
• Test letter before sending it to employers by mailing it to yourself or to a friend
• Mail a copy to your top employers

Sample Electronic Cover Letter

Your Current Address City, State Zip Code Date of Letter Person's Name, Title Organization Name Street Address City, State Zip Code

Dear Ms. or Mr. [last name]:

Opening Paragraph - Tell why you are writing; name the position, field, or type of work for which you are applying; mention how you heard about the opening or organization. Try to get the reader's attention.

Middle Paragraph (or two) - Describe your most important qualifications in relationship to the position, field, or organization for which you wish to be considered. Explain why you are interested in working for this employer, and specify your reasons for desiring this type of work. Emphasize skills or abilities you have that relate to the job for which you are applying.

Refer the reader to your resume below, but do not simply repeat the facts on the resume. Instead, interpret the facts on the resume from the employer's point-of-view. Help the reader see between the lines and draw conclusions. Be personable and enthusiastic, but also brief and specific. Remember that the reader will view your letter as an example of your writing skills.

Closing Paragraph - Use this paragraph to discuss what comes next. If references have been requested and the CDO has or will send your file, mention that fact. You can request an application or make yourself available for an interview. You can also make a specific request for an interview and indicate that you will phone after a specific amount of time to see if an interview can be arranged. Whichever approach you use, be sure that whatever action you are requesting of the reader is clear. Finally, thank the reader for his/her consideration.

Sincerely, Your Typewritten Name

7 Features Of Effective E-Cover Letters

1. Targeted subject line.

Subject: Business and Financial IT Director: Initiative-driven Growth and Process Improvement

2. Opening statement.

“Under my leadership, our operations department processed a 250% increase in claims volume last quarter – without an hour of overtime – through process improvements, greater team collaboration, and technology implementation. It's with this track record of creating streamlined operations and amplified profitability that I would like to be considered for your V.P. of Operations position."

3. Bulleted body.

Proof of my impact on operational efficiency and corporate bottom line: PROCESS IMPROVEMENTS – Slashed time to release new policies in half during first 6 months as V.P. of Operations. TEAM ENGAGEMENT – Boosted attendance of operations center staff by 75% within first 6 months with recognition and collaborative programs. TECHNOLOGY IMPLEMENTATION – Improved production 40% in billing department through modernization of technology and transitioning to paperless environment.

4. Conclusion.

“I welcome confidential discussions of how I may add additional value to MetLife. I will contact your executive assistant early next week to schedule a meeting. In the meantime, please see my enclosed résumé."

5. Closing.

7. signature block., related posts, spring cleaning: 4 ways to fix your job search.

Is your job search turning into a grind with no end in sight? It may be time to take a step back and reevaluate your entire approach.

In cold weather climates, the beginning of spring is a time to clean the house and get organized—a practice known as spring cleaning. Through the years, spring cleaning has taken on a larger meaning with people using the time to organize and declutter things in their lives.

For professionals on the job hunt, a little spring cleaning (metaphorically speaking) could be a great way to reinvigorate your job search. Here are a few strategies your job search spring cleaning should include.

Reevaluate Your Job Search Approach

Make a list of the last handful of jobs you applied for and see if you can identify any positive or negative trends. Consider things like:

• How did I learn about this job?
• How did I apply for the job?
• Did I earn an interview?
• What was the ultimate result?

A lot can be learned about your job search approach just by answering these questions and identifying patterns. For example:

Negative Trends

You discovered five jobs through job boards, applied to all of them via the job boards, and never heard back from any of them.

The common pattern here is applying through job boards. This isn't to say that job boards don't serve a purpose in the job search process, but they have their limitations , and you can't run your job search entirely off of them. When you apply through a job board, there's a good chance that your materials will never get past the applicant tracking system (ATS) and never be seen by an actual person.

One simple fix is to research who the hiring manager or recruiter is that posted the position and email your materials to them directly.

The more efficient fix would be to take a proactive approach by putting together a bucket list of companies that you want to work for and start making connections on LinkedIn with people who work at those companies. You may already know some people who work there or have connections that can refer you to some individuals.

This is a great way to network your way onto a company's radar.

Positive Trends

You applied to three jobs via referral, were invited to two job interviews, and made it through multiple rounds of interviews for one of the jobs before being passed over for someone with a little more experience.

The pattern here is that getting referred to a job by a professional acquaintance is a great way to land a job interview . This indicates that you're leveraging your network well and you should continue to focus on your networking efforts.

The next step is to review the interview process and determine what went well and what needs to be improved. Sometimes the interviewer will provide feedback , and that feedback can be valuable. However, not everyone is comfortable with giving feedback.

Chances are you probably have a good idea about areas of improvement and the skills you need to gain. Put together a plan for addressing those shortfalls.

The good news in making it deep into any interview process is that it indicates that the company likes you as a potential employee (even if the timing just wasn't right) and the experience could be a roadmap to a job with that company at a later date, or another similar opportunity elsewhere.

Give Your Resume & Cover Letter Some Much-Needed Attention

Are you continuously sending similar resumes and cover letters to each job opening with only minor adjustments? If so, your strategy needs some serious spring cleaning.

Let's start with resumes!

Every resume should be tailored to the position in order for it to stand out to recruiters and hiring managers . It may seem like a lot of work, but it's actually less work than submitting the same resume over and over again and never hearing back.

The reason why it's so important to tailor your resume is that throughout your career, you acquire numerous skills, but the job you're applying for may only be focusing on 6-8 of those skills. In that case, those skills must rise to the top of the resume with quantifiable examples of how you successfully used those skills at previous jobs.

Remember, recruiters go through hundreds of resumes. They need to be able to tell from a quick glance whether or not you're a potential candidate for the position.

While updating your resume, you could also spruce up your LinkedIn profile by highlighting the skill sets that you want to be noticed for by recruiters.

As for writing a good cover letter , the key to success is writing a disruptive cover letter . When you write a disruptive cover letter , you're basically telling a story. The story should focus on how you connect with the particular company and job position. The story could also focus on your personal journey, and how you got to where you currently are in your career.

If your resumes and cover letters aren't unique, now is the time to clean things up and get on track.

Build Your Personal Brand

Just because you're looking for work doesn't mean that you don't have anything to offer. Use previous career experiences and passions to build your personal brand .

Ask yourself, "How do I want other professionals to view me?"

Pick an area of expertise and start sharing your knowledge and experience with your professional network by pushing out content on your LinkedIn and social media accounts. Good content can include blogs, social media posts, and videos.

By sharing content about your experiences and passions, you slowly build your personal brand, and others will start to notice. The content could lead to good discussions with others in your network. It could also lead to reconnecting with connections that you haven't spoken to in years, or making new connections.

You never know when one of these connections could turn into a job lead or referral. The trick is to get on people's radars. So, when you're cleaning up your job search, be sure to build a plan for personal branding.

Maintain Healthy Habits During Your Job Search

Your job search is important, but it's even more important to know when to pull back and focus on personal health and spending time with family and friends.

There are actually things that you can do for your own enjoyment that could help your job search in the long run, such as:

• Grab coffee with a friend - It's good to engage in light conversation with friends during challenging times. And if your job search does come up, remember that most people have been through it themselves and you never know when a friend may provide you with a good idea or lead on a job.
• Volunteer - Volunteering is a great way to get involved in the community and help others. In addition, if you develop a little bit of a career gap while looking for a job, you can always talk about how you filled that time volunteering, if you're asked about it during a job interview.
• Continue to focus on other passions - Are you a fitness nut? Blogger? Crafter? Continue to do the things that bring you happiness. And if you're in a position to profit from your passion through a freelance job or side hustle , even better!

Spring is the perfect time to clean up and improve your job search so you can land the job you want. If you're struggling to find a job, follow the tips above to reinvigorate your job search—and watch your career blossom!

Need more help with your job search?

Become a member to learn how to land a job and UNLEASH your true potential to get what you want from work!

This article was originally published at an earlier date.

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Electronic Resumes: How to Include a Cover Letter

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How to Attach a Cover Letter

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Some employers require job applicants to submit their cover letter and CV in one document. Others require separate documents and have specific formatting guidelines; for example, you may need to limit your cover letter to three paragraphs. Regardless, you can submit these documents electronically and beat applicant tracking systems.

Generally, it's not recommended to submit a cover letter and CV in one document unless required otherwise. Send them as separate files or write a professional email in the same format as a cover letter and attach your resume.

Cover Letter Format and Layout

Most recruiters use applicant tracking systems (ATS) to filter resumes and cover letters. If your application doesn't get past the ATS, it might never be seen by a real person. That's why it's important to closely follow the employer's instructions when you apply for a job. Some companies require a specific cover letter format or number of pages.

Ideally, try not to exceed one page when writing your cover letter. Stick to three or four short, concise paragraphs, recommends the Massachusetts Institute of Technology. Use the first paragraph to introduce yourself and specify the role you are applying for. Let the employer know why you are interested in that particular job.

The next paragraphs should describe your skills and competencies, and how they qualify you for that particular role. Don't just copy your resume; instead, try to provide new insights that demonstrate your expertise. End your cover letter with a thank-you note and a call-to-action. You may also include one or two sentences that summarize your strengths.

Optimize Your Application

Columbia University reports that 75 percent of candidates are automatically rejected by applicant tracking systems. The key to making it through the ATS is to customize your resume and cover letter for the position you're applying for. First, read the job description thoroughly and write down the keywords used by the hiring manager. Next, use those keywords throughout your resume and cover letter.

For example, your application could be rejected if the job description mentions "Microsoft Office" but you have "Microsoft Excel" on your resume. The same goes for job titles. If you're applying for a role as a social media strategist but your resume includes a slightly different job title (e.g., "social media manager"), you may not pass the screening process. Likewise, you should only abbreviate terms that are also abbreviated in the job listing.

Avoid using lines, symbols and special characters in your resume and cover letter. If the job application includes an online form, complete all fields to ensure it gets past the ATS. You may also use a smart automatic resume builder, such as Jobscan or Resunate, to create an ATS-friendly resume. Note that some systems may also scan your cover letter, so the same rules apply.

Submitting an Electronic Cover Letter

Electronic resumes and cover letters can be submitted by email or via job boards. You may also be able to apply directly on the company's website. No matter what route you take, make sure your application can be scanned by ATS programs. Follow these steps before sending your resume and cover letter to prospective employers:

• Remove visual elements.
• Convert bullet points to hyphens or asterisks.
• Use a 12-point basic font, such as Arial or Times New Roman.
• Submit your documents in .doc format (some systems cannot read PDF files).
• Avoid keyword stuffing.
• Include standard section headers on your resume (e.g., Work experience, Education).
• Proofread your resume and cover letter.

Note that some employers request documents in ASCII (plain text) format. If you have your resume and cover letter in .doc format, open the files in Microsoft Word, click Save As and select Plain Text. Save the new version on your computer and then send it to the employer.

If you're going to submit your application by email, include the job title in the subject line. Hampshire College suggests scanning your documents beforehand to ensure they don't contain malware. Send your resume and cover letter as separate attachments unless the employer requires combining them into one document. Another option is to include a cover letter in the body of your email and attach your resume.

• University of Florida: Real Talk: Is a Cover Letter Necessary?
• Columbia University: Optimizing Your Resume for Applicant Tracking Systems
• Hampshire College: Emailing Your Cover Letter and Resume

Andra Picincu is a digital marketing consultant with over 10 years of experience. She works closely with small businesses and large organizations alike to help them grow and increase brand awareness. She holds a BA in Marketing and International Business and a BA in Psychology. Over the past decade, she has turned her passion for marketing and writing into a successful business with an international audience. Current and former clients include The HOTH, Bisnode Sverige, Nutracelle, CLICK - The Coffee Lover's Protein Drink, InstaCuppa, Marketgoo, GoHarvey, Internet Brands, and more. In her daily life, Ms. Picincu provides digital marketing consulting and copywriting services. Her goal is to help businesses understand and reach their target audience in new, creative ways.

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How to Sign a Cover Letter (With Signature Examples)

• Do You Need to Sign a Cover Letter?
• Sign Uploaded or Printed Cover Letters
• Cover Letter Signatures Examples
• Signatures If You're Emailing
• Signature Examples for Emails

Which Email Address to Use

How to add a digital signature, need more cover letter help.

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When writing a cover letter to include with your resume, it's important to pay attention to every detail, since you only get one chance to make that first impression. So, what exactly should you include in your signature when you're writing your cover letter to apply for a job?

It varies, depending on how you apply for the position. The format and information included in your signature will change according to whether you are mailing, uploading, or emailing your cover letter document. 

Does Your Cover Letter Need a Written Signature?

When distributing your cover letter online by emailing it or uploading it onto a company’s web portal, it is not necessary to hand sign your cover letter. Employers don’t expect to see your handwritten signature on your cover letter. You could add a scanned image of your signature to your document, but it is optional and not required.

How To Sign an Uploaded or Printed Cover Letter

Uploaded Letter:  If you're uploading your cover letter to a job site, your signature will simply include an  appropriate closing phrase and your full name. Place a comma after your close, such as  Best,  or  Sincerely yours,  and then insert your name in the line below. 

Use a formal business-style letter format that includes a heading, salutation, the body of the letter, closing phrase, and your signature. Review these  guidelines for what to include in your letter .

Hard Copy Letter:  When you're printing a hard copy letter, include a closing phrase, your handwritten signature, and your typed full name. Leave several spaces between the closing phrase and your typed name. That way, you'll have room for your signature when you print out the letter. Sign it using either blue or black ink. 

Signature Examples for Uploaded or Printed Letters

For uploaded or hard copy printed letters, there is no need to include as much information as you would in an email message, because the  heading of your cover letter  includes your contact information.

Signature Example (uploaded letter)

Best regards,

Janet Dolan

Signature Format (signed letter)

Closing phrase, 

Handwritten Signature 

First Name Last Name

Signature Example (signed letter)

Janet Dolan (Your Signature)

What to Include in an Email Signature 

If you are emailing your cover letter or inquiry letter, end with a polite sign-off followed by your full name. There is no need to sign a cover letter that's being sent electronically. Write out your full name in the same font as the rest of the letter, and don't use italics or a handwriting font. 

The formatting here is very similar to that in an uploaded cover letter. However, emails do not contain a header with your phone number or other contact information. 

It's a good idea to include these details in your closing paragraph or after your typed signature. That makes it easy for the employer or networking contact to get in touch with you.

You can also include links to online portfolios, if appropriate, or a link to your professional social media accounts, such as LinkedIn or Twitter.

You don't want to make this section too cluttered, so restrict yourself to the most relevant information. Here's how to set up an email signature, along with more advice on what to include in it and what to leave out. 

Signature Examples for Emailed Documents

When you are  sending email cover letters , it's important to include contact information so the hiring manager can easily see how to contact you. At the very least, include your name, email address, and phone number. You can also add other optional information, such as your street address, online portfolio, or social media accounts.

Email Signature Format

Your Name Email Phone

Email Signature Example

Karina Hoffman karina.hoffman@email.com 555-123-5678

Sample Email Signature With Full Address

Your Name Street City, State Zip Code Email Phone

Sample Email Signature With Social Media Handles

Your Name Email Phone LinkedIn Profile  (Optional)  Twitter Account  (Optional)

Don't use your work email address for job searching. Use your personal email account, or set up a unique account to use just for your job hunt. Many free online email services exist, like Gmail and Yahoo Mail, which you can use to set up a new email account exclusively for your job search.

Even though you are using a personal account, choose an email address that looks professional.

Your best bet is some variation on first initial, last name (e.g., jdoe@gmail.com) or first name, last name (janedoe@gmail.com). Here's how to set up an email account just for your job search.

Adding a handwritten signature is an optional touch, though definitely not required, and it is possible to add your handwritten signature digitally. The simplest way is to use a scanner or a scanner app on your smartphone:

Simply sign a piece of printer paper and then scan the page.

After scanning, the software will give you the opportunity to crop the scanned image (that is, cut the image down to the size of your written signature) or you can crop it in Word.

Once you’ve cropped your signature image to the appropriate size, save your signature as a .gif, .jpg, or .png file to your desktop or a folder on your computer.

Open the Word document where you composed your cover letter and then insert the image of your signature into the document underneath your closing phrase.

Remember to type your name below your handwritten signature.

Get information on  how to write a cover letter , including what to include in your cover letter, cover letter format, targeted cover letters, and cover letter samples and examples.

Georgetown University. Cawley Career Education Center. " Cover Letters ."

Microsoft Office. " Insert a Signature ."