By Our Special Correspondent
When your bio-data sheet has been finalized, you are ready to prepare a covering letter to accompany it. Its main function is to serve as a letter of transmittal to accompany your bio-data. It should be brief and preferably typewritten. If it is handwritten, it should be very neat and easy-to-read. Do not use Xeroxed or carbon-copy letters. Each letter must be individually composed and typed. Use a standard size of paper to match the size of your bio-data sheet.
The beginning
Write your name and address on the top right-hand margin and under it mention the date. Then head the letter with a reference to the job being advertised.
For example.
Ref: Advertisement: Sales Executive,
India Today, dated 15 Oct. 1992
Remember to arouse interest at the beginning. The first sentence is crucial; if it gets the attention of the reader, your letter has a chance of telling the rest of its story. Ideally, your first sentence should be direct. Since you are selling yourself when you write the letter, however, you may use the first person pronoun 9just be careful to avoid “I” to begin each sentence or paragraph). A little careful planning will enable you to vary your sentences. Do not use business jargon or hackneyed phrases and expressions. Your letter should be simple, brief and to the point. Start with a one-line opening. For example:
“With reference to your advertisement, I would
Like to be considered for the post of …….”
The middle paragraphs
Once you have made a good start, you will find it much easier to write the middle part of your covering letter. It is proper here to briefly re-emphasize some of the specific educational qualifications, achievements and work experience that appear in detail in your bio-data to make the short-listing easier for your prospective employer. Also mention any honors or distinctions you have achieved.
For example.
“As you will see from my bio-data, I have
Graduated in Management from Madras
University in 1993 and was awarded a Gold
“Medal in the final year.”
Similarly, briefly mention your present job profile and your areas of responsibility. However, ensure that this information is brief. The purpose of referring to these in the covering letter is to highlight your qualifications and experience.
Closing
As the beginning of your covering letter is important so is its closing. When you come to your concluding paragraph, you want to ensure the desired result – getting an interview call. Make it easy for the prospective employer to reach you and to be able to schedule the interview. Therefore, give the time and date you are available. Endings such as the following do not hit the mark; they are weak and colorless, and they show a lack of confidence on your part.
Avoid saying
“I hope to hear from you soon.”
Or
“If you feel that I can fill the position, please allow me to come in for an interview.”
Or
“Trust you will take favorable action.”
Instead say
“Awaiting your interview call.”
Or
“Please suggest a time when you can interview me.”
As your letter is solely to gain an interview, write it in such a way that your prospective employer thinks: “We must interview this person – he sounds as though he could be the person we are looking for.”
CHECKLIST FOR COVERING LETTER
· Ensure that you date your letter.
· Give your complete mailing address on the top right-hand margin.
· Ensure that you sign the letter and let the ink dry before you fold it.
· Check the Box-No. Once again in the advertisement before mailing your letter.
· Re-reading of the bio-data to the covering letter. The letter should be on the top. Never use paper clips or paper pins. Always neatly staple it on the top left-hand side.
· Indicate at the end of your covering letter that the bio-data has been enclosed, using the abbreviation as follows:
Encl: a / a (i.e. as above)
Or
Encl: Bio-data
· Do not send your application on the same day on which the advertisement has appeared. It is always better to send the application three to four days after the advertisement, firstly, because it will arrive after the main flood of applications has been received and scanned, and will stand a better chance of being short-listed. Secondly, it will not give the impression that you are eagerly looking for a change.
· Always use an appropriate size of envelope and ensure that the contents do not touch the glued part.
· Ensure that minimum folds are made. For this is it better to use a large commercial-size envelope.
THE THANK-YOU LETTER FOR THE INTERVIEW
You have had the interview with the prospective employer. One shorter letter, to thank your prospective employer for the interview, may be the one that proves to be the clincher; it serves as a reminder of your qualities and the initial impression the interviewer had formed of you.
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