How to open and close your cover letter
On a cover letter, formality is rarely a bad thing.
Write your cover letter opening and closing with these tips.
In a tight job market flooded with resumes and cover letters, it’s a given that your documents and messages need to be error-free. So how else can you distinguish your communications? Appropriate openings and closings that convey professionalism and polish.
Use our tips below on how to start your cover letter with a proper greeting and sign off with a polished signature. And if you need additional writing tips, join Monster today, so the experts at Monster's Resume Writing Service can help you impress employers with a high-impact resume and cover letter.
Cover letter openings
Write a formal greeting, such as Dear Ms. Alvis or Dear Mr. Yang. If you're unsure of the person’s gender and can’t find out, write the full name, as in Dear Chu Li or Dear Chris Beltran.
While it is increasingly common to see greetings without the "Dear" in business, it is less formal. When applying for a job, sometimes you want to start off formally, even though you may take a less formal tone in subsequent written exchanges.
If you’re unfamiliar with someone’s name, be sure you don’t confuse the first name with the family name, which can easily happen in today’s global business environment, depending in part on the languages you know. For example, the CEO of Lenovo is Yang Yuanqing. His surname is Yang and his first name is Yuanqing (in Mandarin, the family name is written first), so if you are addressing him, you would write Dear Mr. Yang and not Dear Mr. Yuanqing.
A final comment on people’s names: be sure to spell them correctly. That is one typo no recipient will miss.
What if you cannot track down a contact name for your cover email? Use a generic salutation, such as Dear Hiring Manager, Dear Recruiting Manager or Dear Human Resources Professional. (Avoid To Whom It May Concern; it is antiquated.) Another option is to write Greetings, which is somewhat informal but polite. You could also dispense with the opening greeting altogether and start with your first sentence, although some recipients might find that approach to be abrupt.
In all openings, be sure to capitalize the first letter of every noun and follow your greeting with punctuation. Use either a colon (Dear Mr. Yang:) or a comma (Dear Recruiting Manager,).
Cover letter closings
End your message with a formal closing, such as Sincerely, Regards or Best regards. If your closing contains more than one word, capitalize only the first word, as in Best regards or Sincerely yours. And be sure to put a comma after your closing. A common error in business communications is the omission of that comma.
Your full name goes on the next line. No need for the extra space that used to go on letters for the signature. Write your telephone number and email address on separate lines after your name. Although this contact information is on your resume (and your email address is on your email), including it with your cover message makes life easier for the recipient.
This post is by Helen Cunningham and Brenda Greene, authors of The Business Style Handbook, An A-to-Z Guide for Effective Writing on the Job
Top Cover Letter Mistakes to Avoid
Most Common Cover Letter Mistakes and How to Avoid Them
The first thing that most employers notice when evaluating a job applicant is his or her cover letter. An effective cover letter can prove that you write well, think clearly and possess the qualities you need to succeed in the job. Avoiding mistakes will help you to jump the first hurdle and get screened in for an interview.
Most Common Cover Letter Mistakes
Submitting a Cover Letter With Errors. Submitting a letter with grammar and/or spelling errors is a sure way to get screened out.
Use spelling and grammar checking tools to identify some issues, but never trust that they have caught all your errors. Place a finger on every word, read your letter out loud and have friends and advisors review your communications before forwarding them to employers.
Sending a Generic Letter. The most common mistake in cover letters is using a generic approach and sending the same letter to every employer. Make sure you mention the specific job for which you are applying in your first sentence. Carefully consider the characteristics of the ideal candidate, as listed in the job posting, and explain how your skills, experiences, and personal qualities will enable you to excel in that particular job.
Not Getting the Facts Right. It is surprising how often job seekers address their letter to the wrong person or reference the wrong company.
This is often the case when candidates are applying for many jobs at the same time. Carefully check you salutation and be certain that you list the right contact person and mention only your target company throughout your letter.
Using an Outdated Greeting. Refrain from using old-fashioned terms like "Dear Sir or Madam" if you don't have the name of a contact person.
Try gender-neutral terms like "Dear Human Resources Manager." Address women as "Ms. Jones" as opposed to "Mrs. Jones" or simply start with the first paragraph of your letter and don't address it to anyone.
Cover Letter is Too Short. Providing a letter which is too short can send the wrong signal to employers about your work ethic or level of interest in the job. You will also have missed the opportunity to frame your background for employers and to lead them towards a positive view of your candidacy.
Cover Letter is Too Long. An overly lengthy letter can burden the reader and increase the likelihood that they will jump over your letter and move right to the resume. The same can be said for paragraphs which are too dense. Aim for 3 to 5 paragraphs no longer than six lines each.
Including Too Much Information. There is some information that you don't need to include in your cover letter. In fact, including it can hurt your chances of securing an interview. Don't give employers any more information than they need to know.
Not Providing Concrete Examples. Expressing empty opinions about your strengths will generally not convince employers about your suitability for the job.
Back up your statements about your assets by referencing a job or role where you successfully employed that strength. For example, instead of simply stating "I possess strong writing skills and an outstanding work ethic." try "Strong writing skills enabled me to revise a grant proposal and secure $100,000 in additional funding from the Jones Foundation."
Not Expressing Enough Interest. Don't leave the hiring manager wondering about your level of interest. Express a genuine enthusiasm for the job so that the employer knows that you are highly motivated to pursue the job.
Read More: Cover Letter Grammar Errors to Avoid | Cover Letter Examples | Cover Letter Format | Email Cover Letters