While some job applications are done online, other companies still accept hard copies of cover letters and resumes. This means you must print out your materials and either fax them or send them by mail. Since the words are all going to be laid out on a page, it’s important that you pay attention to format. Some employers are aware that document format can be altered if the file is transferred via the Internet, so they won’t penalize you as much for forgetting a space between lines or indenting a paragraph where you shouldn’t. However, when you send something in print, they know that whatever format is on the page is exactly what you intended. That means you are liable for all mistakes. The best thing to do? Make sure you don’t make any!
Start your cover letter with your name and address. Place one blank space between that and the date. Then insert another blank space and the contact information of the company (specifically of the hiring director’s office, if you can find that address).
The cover letter should start with a formal greeting, such as Dear Mr. Smith or Dear Hiring Director. Enter a colon (:) not a comma (,) after the greeting.
Insert another blank space and then write your introductory paragraph; do not indent this paragraph (i.e. don’t hit the tab key). This paragraph should explain why you are interested in the job and how you found the advertisement for the position.
After another blank space, start another block paragraph (no indent). This middle paragraph should be used to sell yourself and your skills to the company. In short, explain what you intend to do for the company if hired.
After another blank space, start the last paragraph (no indent). This is your close. Be respectful, thank them for their time, and if you plan on following up by calling their office in a few days, mention that here.
You should then use a formal closing.
This format can be hard to learn without first seeing it, which is why several online websites offer free templates. These are especially useful if you plan on faxing your cover letter in. Try using the templates at the following websites:
-Microsoft Office’s website (http://office.microsoft.com/en-us/templates/ct101467921033.aspx)
-http://www.myresumeonline.org/cover-letters/cover-letter-template.asp
Also, it’s important that you have a professional fax cover sheet (the first page you send with any fax, which contains your contact information). These printable forms can be found at the following websites:
-Microsoft Office’s website (http://office.microsoft.com/en-us/results.aspx?qu=fax+cover+sheet)
-Marketing Plan Pro (http://www.abusinessresource.com/Additional_Resources/Business_Letters_and_Forms/Fax_Cover/Modern-Fax-Sample.html)
Alternatively, Kinko’s and other office stores have fax cover sheets for you to use.
