4 Important Cover Letter Rules

The cover letter is arguably the most important aspect of your job application. While the resume gives the employer a basic idea of your skills and experience, the cover letter explains in detail why you should be seriously considered.

Because it is so important to your chances at getting a nonprofit job, it stands to reason that what you write can have a big impact on your chances. That's why you should never wait to write it until the last minute. Instead, you should plan out carefully what you want to say. Don't be afraid to constantly refine it until you get the message you want.

That is the first of four rules that you should follow when crafting your cover letter. Here are the other three:

• Don't Rehash: One of the biggest mistakes job seekers make is simply rehashing what they already listed in their resumes. If you want to expand on a specific point, that's find, but you should really focus on giving specific reasons why you are best for the job.
• Know The Norms: Speak to people in the nonprofit sector and see what hiring managers in that industry usually expect from applicant cover letters. What length do they want? Are there specific details they like to hear? All of this information can be key to meeting the needs of the employer.
• Proofread, Proofread, Proofread: There's no such thing as too much proofreading with something this important. There's nothing more embarrassing than a few careless typos in the middle of an otherwise great cover letter. Try reading it out loud to make sure it sounds OK. This will also help you spot errors that you missed.

Four Unprofessional Habits

One of the reasons the job search is so tough is that, because employers have so many potentially qualified candidates to choose from, the smallest mistake can disqualify you. Something that you consider to be harmless can actually be very unprofessional in the eyes of recruiters.

Below are four habits that you need to kick so you aren't branded as an amateur. It seems unfair that you can be judged because of such little things, but it won't do you any good to complain about it. The sooner you ditch these habits, the better off you will be in terms of your job search.

• Using a Silly E-Mail Address: Just because you get a kick out of it doesn't mean the employer will. You can keep that address for your personal use, but create a separate e-mail for professional purposes. This has the added benefit of keeping your contacts more organized.
• Failing to Proofread Your Resume and Cover Letter: An otherwise flawless job application can be ruined by careless errors. Make sure to proofread all documents you send to the employer. There's no denying this can take some time, but it's better to be safe than sorry.
• Not Preparing for the Job Interview: Even if you are at your best thinking on your feet, it's a big mistake not to do preparation. Winging it during a job interview can lead to more "ums" and pauses, which will make the hiring manager believe you know nothing about the organization.
• Failing to Send a Thank-You Note After An Interview: Nothing will paint you in a more negative light than neglecting to express your gratitude to the employer after an interview. Just because you thanked them in person doesn't give you license to not send a thank-you note.

6 Tips To Structure Your Cover Letter

Every job application includes different things, save for two: The resume and cover letter.  Both of these documents are challenging to put together, but the cover letter can prove the most difficult.  Whereas resumes have a standard form, application cover letters gives the job seeker room to be creative.  This free-reign can pose problems if you don't have guidelines to keep your letter structured.

1. Keep it short and sweet.  Job hunters have a tendency to think they have to include every single detail about themselves in their cover letters.  Employers simply don't have the time to read your life story, make sure you stay on point.  Only include details that are relevant to the position for which you are applying.
2. Bullet points are your friend.  They help draw the reader's eyes to the most important information.
3. Pad your credentials.  Don't just say you are the most qualified candidate for the job: Prove it to them.  Tell specific stories from your previous jobs that drive this point home. 
4. Include your contact information.  This seems like a no-brainer, but it doesn't always happen.  Make sure you list every way to reach you (phone, e-mail, etc) at the very top of your cover letter.
5. End with class.  Your cover letter closing statement should express your gratitude for being considered for the position.
6. Proofread!  Don't ever send your cover letter out without looking it over.  It is very easy to miss even the smallest mistakes.  You should also have a friend/family member read it over as well.  Outside eyes can often spot things you could miss.

Job Research: Why It's Important

Do you know everything you should about the company for which you are applying?  If the answer is no, you need to do some more research before you send that resume.  That's probably not something most job seekers want to hear.  Browsing job boards for work is enough work as it is, why would you want to make it even more frustrating?  Here's why: Job research not only will help you get a better feel of what the organization does, it will also help enhance your qualifications.

Having a better understanding of the specifics of the organization you are applying to will give you more to write about in your cover letter.  For example, you could mention a specific event that the nonprofit was recently involved with as an example of why you are excited to join them.  This has the added benefit of showing the employer that you have done your homework.

Job research can also help you in a similar way during interview preparation.  Create a list of talking points about the company before you get into the office.  These points should show your knowledge of the organization, and how your skills could help them out further.  If you are applying for a web developer position, you could mention to the interviewer that you liked the design of their website while also pointing out some areas that you could improve.

These are just some of the ways that researching a company can help your cause.  Please refer to my previous post on job research for specific ways you should go about this process.

Writing a Good Cover Letter Ending

They say first impressions are everything, but final impressions aren't chopped liver either.  That's why writing a good cover letter ending can make all the difference.

Believe it or not, a bad closing to your cover letter can ruin an otherwise great effort.  One of the most common mistakes people make when writing an ending is using passive language.  Here are a few examples:

• "I look forward to hearing back from you in the near future."
• "If you wish to discuss my qualifications further, get back to me."
• "I think you will find that my qualifications really fit well with your position, and I hope to hear back from you." 

This type of writing will make the reader think that you don't have much confidence in yourself.  Even if the rest of your cover letter shows that you would be a great fit for the job, hiring managers will think twice if they think you are too passive.  This attribute is a must for nonprofit jobs, so don't give the employer any reason to doubt you.  Try using closings like these:

• "I will contact you within the week to follow up on my application.  Meanwhile, please do not hesitate to contact me if you have any questions or requests.  Thank you for your time and your consideration."
• "I have enclosed my resume, which will contain additional details about my qualifications.  If you have any additional questions, please contact me.  I look forward to discussing the job with you in the coming weeks."
• "Thank you for taking the time to review my credentials.  I would be more than happy to answer any questions you might have at your convenience."
• "I appreciate you considering me for this position.  I will contact you soon so we can discuss my qualifications further, and see if we can find a time to schedule an interview."

You will notice that all of these examples are respectful and confident.  Unlike the first samples I used, the second set of examples make it clear that you will make an effort to reach out to the hiring manager to further make your case.  It's not always guaranteed that this aggressive approach will work, but it's definitely a lot more effective than just waiting for something to happen.

Cover Letter Tips: Show That You Are The Best Candidate

Cover letter writing is a fine art.  If you don't give enough detail, you can risk coming off as a weak candidate; give too much, and you might come across as too wordy.  Finding the correct balance to strike can be difficult when you are trying to prove that you are the best candidate for the job.  Everyone says they have the goods, but how do you set yourself apart from the masses?

• Don't be shy about showing off your knowledge.  Cover letters are meant to demonstrate your qualifications for a job, so you shouldn't be worried about coming off as bragging. 
• Provide a short anecdote that demonstrates your skills.  This should be near the beginning of your cover letter.
• Use the research you have done on the organization to show you are committed to them.  For example, if the nonprofit in question received an award for having a great workplace environment, you should mention that was something that attracted you to the job.
• Describe how your skills would help the organization.  If you feel comfortable doing so, you could list something specific you would do to make them better.  If you were applying for a job as a webmaster, for instance, you could point to a section of the site that you think you could help improve.

Interested in learning more cover letter tips?  I have written other posts like this, so take a look around the blog to find out more about this very important job search topic.

6 Ideas For Your Cover Letter

From The NonProfit Times Management Tips page:

Resumes seem to have a set form while cover letter get free reign. Don’t forget that the creativity behind a cover letter still needs some guidelines, according to Bruce A. Hurwitz, vice president of New York City-based Joel H. Paul & Associates, Inc., a national executive search firm for the nonprofit sector.

Hurwitz set the ground rules for cover letters at Fundraising Day in New York held by the Association of Fundraising Professionals Greater New York Chapter.

Check out his cover letter checklist:

-Short and sweet. This isn’t your college thesis and potential employers don’t have time to read a novel. Keep your cover letter to the point.

-Use bullets. Bullet points draw the eye to the most important information.

-Credentials. Tell them why you would be the perfect fit for the job. Point out how you’ve solved problems or made decisions at prior jobs.

-Contact information. Papers get separated. Make sure your contact information is on the cover letter. Try not to include any ridiculous e-mail addresses.

-In closing. Hurwitz said to have an appreciative close to the letter. It shows you are grateful to be considered for the position.

-Proofread. Spelling mistakes will put you in the “no” pile fast. Spell check, proofread, give it to someone else to proofread and then repeat. There’s no room for errors.

NPT Jobs Recommends: 8/17/2011

Here's a few job articles to get you through the rest of the day:

• 'How NOT to Start Your Cover Letter'-This article contains a great example of a cover letter opening for a nonprofit job.  Definitely check this sample out before writing yours.
• 'Open Job Interviews'-Learn everything you ever wanted to know about open job interviews in this insightful article by About.com.
• 'How to Stay Employed'-Once you get that job, you need to make sure you continue to work there.  This article explains things you can do to help accomplish this.

NPT Jobs Recommends: 7/28/2011

Can you believe it's almost August?  There have been a lot of great and not so have great things that have happened already in July.  On the good side, the NFL lockout ended.  But we also had stagnant unemployment numbers, and the current debt-ceiling crisis in DC.  What are your thoughts on July now that it is nearing its end?  Leave your comments after you check out today's recommended articles:

• 'Top 8 Excuses for Not Netowrking'-When we put our minds to it, we can come up with excuses not to do anything.  It's important to avoid that urge when it comes to important things like networking.  Check out this list of bad excuses compiled by CareerSherpa.
• 'How To: Generate Creative Energy for Your Job Search'-A task as difficult as the job search often requires great creativity on the part of the job seeker.  The AvidCareerist will help you get on the right path to come up with some great idea.
• '5 Ways to Improve Your Cover Letter Introduction'-Another great piece from GreatResumesFast on cover letters. This article focuses on the all important cover letter introduction.

More Cover Letter Tips

Cross posted from Nonprofit Jobseeker

When submitting a job application, many organizations now require you to submit a cover letter along with your resume. Cover letter writing may seem easy, but it is often misunderstood. It is not simply an expanded version of your resume. The hiring manager has already read your resume, so there is no need to restate things. Instead, a good cover letter should tell a story that relates why you are a good fit for the job in question. Here are some tips to get you started:

• If you want to catch the employer's eye, it is important to have a strong opening. Instead of going with the standard "I saw your opening for [insert job here] and would like to express my interest in the position," why not go with something that stands out a little more? Try opening with an anecdote that explains how you first became interested in the line of work you are applying to. For example: "I grew up in a house that emphasized service and giving back to the community. Ever since then, I knew that I wanted to work for a nonprofit job." Then you can go on and explain your background in greater detail.
• Just like your resume, you don't want your cover letter to be too long. A hiring manager's time is valuable, so you don't want to lose them by going on and on. Keep it short and sweet.
• Never submit the same cover letter to multiple organizations. Employers will be able to tell when something is cut and pasted. Create a cover letter template to work from, but make sure each one you submit is tailored to the job you apply to.
• Make sure your cover letter ending is strong. Don't end with passive statements like "I hope to hear back from you in the near future." Convey to the employer that you plan to be in touch with them within the week to further discuss the position.

These tips should get you well on your way to creating a great cover letter. Don't get frustrated if you don't get the response you were hoping for when you submit your first few cover letters. You should only consider revising your cover letters if you are not finding success after a significant amount of applications.

NPT Jobs Recommends: 6/30/2011

I hope you enjoyed the blog post today.  Cover letters are so important, so I thought I would start today's NPT Jobs Recommends with an article about how to write them:

• 'How to Write a Cover Letter'-This is a pretty great step by step guide of how to write a basic cover letter.  If you are new to the process, this is a good place to start.
• 'Three Ways to Build Your Personal Brand'-Building yourself up is a big part of any job search.  This article from AccountingToday.com gives some great advice to get started on building your "personal brand."  Some of these can be a bit hard for people who have little job experience (especially the "speaking" section), but it's still worth a read.
• 'Making Your Career Choice: What Comes After Plan "A"?'-I've written a lot about how our first choices in job searches often don't materialize.  Often times, we have to settle for plans A, B, or C.  The good folks over at Job-Hunt.org have written a good article about this very subject.  They end the article with a great point: Above all else, have a plan!

What Should NOT Be In a Cover Letter

You probably have a good idea of how to write a cover letter.  You probably know all the major points you have to hit to catch an employer's attention.  But, do you know what you shouldn't be including? 

One of the best ways to get your cover letter ignored is for it to be too long.  The last thing an employer wants to do is read something that goes on for an eternity.  The inclusion of irrelevant information is one of the main causes of a long cover letter.  It's not always obvious, however, what doesn't need to be included.  Sometimes things that aren't necessary seem important.  The goal here is to help you understand what you can safely leave out of your cover letters.

Your cover letter should not be your resume in prose form.  The employer has already read your resume once, so there is no need to include the same information.  The goal of any successful cover letter is to put a personality behind the facts in your resume, and to explain why the position you applied to would be a good match.  So there is really no need to repeat your job history again.  You can go into more detail about a particular job listed on your resume, if it helps explain your passion for the job you applied for.  Just don't rehash your job history as if the employer hadn't read your resume.  I made the mistake of doing that when I first started looking for jobs.  Needless to say, I didn't hear back from many of the places I applied.

Make sure to include a strong closing at the end of your letter.  There is nothing wrong with generic closings (e.g., "I look forward to hearing from you in the future), but these can make you seem passive.  Try using a stronger closing, something like: "I will call back in the next week so we can discuss the position further."  It's always better to sound too aggressive than too passive.

Finally, don't get too personal.  Unless there was something that happened in your life that is relevant to why you are pursuing the job, it doesn't need to be in your cover letter.  Not only does it take up precious space, it can just make the employer feel awkward.  Even if it's not that personal ("I like playing piano"), it more than likely has no relevance to the job for which you are applying.  So before you share personal information, stop and think about whether it needs to be shared.

Resume cover letters are not easy to write.  Quite frankly, they were my least favorite part of the job search.  Unfortunately, they are one of the most important aspects.  That is why it is so imperative to make sure it is well written and concise.  Following these tips will get you well on your way to that goal.

Nonprofit Career Round-Up: 6/9/2011

Job links for the day, as the heatwave continues to hit a good portion of The United States.  Stay cool, folks!

• 'How to Negotiate a Pay Raise'-Here is some more tips on salary negotiation.  It's a tricky business, so it's good to have all the advice on this subject you can.
• 'Are You Networking Too Much and Getting Too Little?'-Ah, networking.  It's a topic in job search that comes up all the time.  So you might as well keep up on your networking reading with this post.
• 'The Second Biggest Cover Letter Faux Pas of Them All'-I wonder what the first biggest faux pas is?  According to this post, the second biggest one is including information about yourself that isn't in your resume.  I couldn't agree more.

More Resume Cover Letter Tips

Resume cover letters: They sure are a pain, but they also happen to be one of the most important parts of your job application. If there is one mistake in your cover letter, there is a huge risk that the hiring manager will not even look at your resume. This is especially true in the highly competitive field of nonprofit jobs. Yes, cover letter writing is a fine art, one that must be practiced if you are to get it right. But before you get to writing yours, there are some things that you should avoid putting in it at all costs. So without further ado, here are my nonprofit cover letter tips:

• First of all, never open your resume cover letter with a gender-specific greeting (i.e. dear sir/madam). Unless you know the name of the hiring manager you are sending the letter to (which is rare), you won't have any idea what gender this person is. You should instead open with a phrase like "To whom it may concern."
• You should certainly create a template cover letter, but never use the same letter for different job applications. Each cover letter should be carefully tailored for the specific non profit job you are applying to. For example, if it is a marketing job, you should be sure to write about all of your experience in doing marketing related work.
• Keep a close eye on the length of your cover letter. It should last no more than one page; any more than that is too much.
• At the same time, you don't want your cover letter to be too short, either. If you find what you write lasts no more than a paragraph two, you need to reconsider your approach. If you haven't already, open up with a short story about yourself that gives a good example of the kind of skills you would bring to the position.
• If there are specific directions for your cover letter, make sure to follow them. This seems obvious, but it sometimes get lost in the process of crafting it. Be sure to write down a list of what is required for a specific cover letter (salary requirements, etc), and make it a point to include it.

So there you have it, those are some of the things you should most definitely avoid while writing your nonprofit cover letter. As long as you avoid these hazards, your letter should turn out just fine.

Nonprofit Career Round-Up: 4/25/2011

So Easter has come and gone once again, and so too have all the chocolate bunnies that come with it.  Quite a shame, I know.  Once you get over that fact, check out the non profit job links I have collected for today.

• 'Nonprofits are Hiring: Three Things You Need to Know'-Here's another fantastic article from Forbes' Kerry Hannon.  She gives you some more great tips on how to capitalize on the recent increase in nonprofit hiring.
• 'Resume Writing Tips for Recent College Graduates'-As the title implies, this blog post is designed to help college grads get started on their resume.  It's very well written, and easy to follow.
• 'Common Cover Letter Writing Mistakes: What to Avoid'-In the same vain, here is a nice blog post to help your cover letter writing.  I wrote something like this before, but this contains some things I didn't cover, so it's worth a read even if you already read my post on this subject.

The Nonprofit Cover Letter: Do's and Don'ts



Of course, you should probably use a computer...


I promised in my link-round up yesterday that I would write a post about how to write a nonprofit cover letter; as you will see, I am a man of my word.  If you read the previously mentioned link-round up, you will already know that I provided a link from The Nonprofit Career Coach blog about writing an effective nonprofit cover letter.  The points listed in that article are very important; I especially think it's very useful to tell a story that will stick with the reader's mind. 

The Nonprofit Career Coach goes on to say that this should be a story that shows why you want to be a part of the nonprofit organization's mission.  This is definitely important, and I think when writing this story, you should make sure it helps show the kind of person you are.  One of the main aspects an NPO will consider when hiring is personality: is this going to be a person they can depend on?  This is important for for-profit companies, but it is especially important for non-profit organizations to know.  Given the mission-based nature of these jobs, it's important that your nonprofit cover letter emphasizes that you have core beliefs that correspond to the organization in question. 

This is why it is absolutely imperative to make sure your personality shines through the cover letter.  The story you tell at the beginning helps, yes, but the whole letter must be written in your style.  Avoid cookie-cutter phrases, and be as genuine as possible.  If a recruiter senses you put very little effort into your cover letter, then it is very likely he/she will not put much effort into hiring you.

Of course this means something you probably don't want to hear: don't ever use the same cover letter for multiple nonprofits.  This doesn't necessarily mean you need to start from scratch each time; in fact, it's kind of similar to my point on writing a nonprofit resume.  As with the resume, a non-profit cover lette should be tailored to the individual organization you are applying to.  Again, if 90% of your cover letter is the same to every place you apply to, you are doing something wrong.  You can work from a base cover letter and change the details from there; just don't do a copy/paste job.

At the end of the day, your non profit cover letter should be a document that leaves the recruiter with no doubt about who you are, and that your personality will be the perfect fit for whatever mission they undertake.  If you follow these tips (along with the ones from The Nonprofit Career Coach), you will have a successful cover letter on your hands.