© 2005 Kennedy Information, Inc., a BNA Company.

Executive Cover Letters

The sad truth is that a great number of solid resumes never get read because they are let down by inadequate cover letters. Many executives are capable of following the structural requirements of a basic resume but panic when it comes to the relative freedom of crafting a letter. In truth, the cover letter is a great opportunity to tell your story in whatever way works best for you. Spend as much time on it as on your resume.

The more your career trajectory departs from the norm, the more useful your cover letter becomes, because you have the chance to explain why you made the moves you did - going back to school, resigning from a bad situation, taking a leave of absence. With a letter, you can also communicate more of your personality than in the rigid confines of a resume.

Style and Tone

The secret of success is to set the right tone. You must come across as confident yet unpretentious, professional yet likable. What you say should be to the point, credible and sincere. Letters that seem pompous, defensive or long-winded send clear signals that the writer is likewise.

A good letter is a person to person communication. That’s why you should always seek to address the letter to a particular person, using their preferred title (call their assistant to ask). If the letter has to be blind, the salutation should be “Dear Sir or Madam” or “Dear Recruiter.” Always include your address and phone on the cover letter, since it may become separated from your resume.

Once into the body of the letter, aim for short sentences and simple words. A good letter becomes a great letter via a process of repeated editing. Take out unnecessary adjectives like “major” and “important.” Replace words used repeatedly with alternatives. Don’t include peripheral material about your general background, personal information or “pearls of wisdom” about how competition in the widget business has never been tougher.

Even if the letter is based on a generic starting point, seek to make it specific to the recipient by referring to the company or industry. Generic letters are more likely to be treated like bulk junk mail - thrown away.

The “Three Act” Structure for Cover Letters

Screenplays in Hollywood almost always follow the tried and true three act structure. The reason is simple: it works, and it works for cover letters too. This doesn’t mean you have to have exactly three paragraphs, but you should consciously structure the letter around an attention-grabbing introduction, a middle that makes the case for you, and an effective close that gets the reader to browse your resume for more details.

Act One: The Opening

Your letter should begin with an attention getter. It’s like the start of a well-crafted newspaper article, where the “lead” draws you in and makes you want to read on. When your letter concerns a specific job, your objective with the first paragraph is to convey that you are interested and that you believe you can contribute. The reader should understand that the match between your skills and the position’s requirements is strong. When your letter is with no specific position in mind, your objective is to present your qualifications for the day when they need someone like you. In either case, try to provide a degree of specificity that will give your reader immediate understanding of your capabilities, without defining yourself too narrowly.

By the way, don’t over-stretch in your attempt to start with a bang. Dramatic claims such as “Your search is now at an end…” will lead to the dreaded chuckle / crumpled syndrome.

Act Two: Accomplishments and Credentials

A good middle will usually emphasize your current or most recent position, unless a prior position is the more compelling fit for the job in question. The key is to focus exclusively on whatever sells you best. If you need to demonstrate that you possess, say, three qualifications, it may be effective to use a bullet point list. This middle section is also where you would highlight your most relevant and significant career accomplishments. Keep things brief: refer the reader to your resume for additional details.

Act Three: The Close

Preferably, end the letter with a request to move forward to a phone conversation or meeting. Continue to focus exclusively on how you can meet their needs and solve their problems. Don’t say you want to drop by to talk about job prospects. Don’t be passive and say “I hope to hear from you.” Here are some useful ending phrases:

“I will telephone your office to follow up next Wednesday June 15th at 10 am. Please alert your assistant to expect my call.”

“Given that my skills appear to closely match your requirements, may I have the opportunity to meet you in person?”

If you send your resume unsolicited to executive recruiters, it is inappropriate to follow up with a telephone call. (They’ll call you, as and when they have an appropriate position, or want to tap you for recommendations.) In this instance, a simple closing works best:

“Should a relevant position arise, please call me. I would also be happy to review my professional network with you for other assignments.”

Two other topics are worth addressing with professional recruiters - money and non-disclosure:

“Although an opportunity where I can make a decisive contribution is more important than money, you should know that my recent annual compensation has been in the $150,000 range, plus stock grants.”

“Please do not share my resume with any of your clients without contacting me first."