Personnel department personnel in charge of receiving job applications usually expect applicants to also send a cover letter, not just a bio. For job applicants, a cover letter is a medium to introduce yourself and briefly explain why your biodata meets the required qualifications. Use a cover letter to explain why you want to work for a particular company as background and experience information and education are already in your bio. This article explains how to write a cover letter that is personal, relevant, professional, and free from grammatical errors or spelling mistakes.
Step
Part 1 of 2: Preparing to Write a Cover Letter
Step 1. Determine the purpose of writing the letter
Before you start writing, think about the goals you want to achieve by writing your cover letter. When sending your biodata or brief curriculum vitae to the personnel department, include a cover letter. Even if you're applying for a job that wasn't advertised, use the cover letter to explain your motivation by stating why you chose a particular company.
- If you are applying for a job to fill an advertised vacancy, write a letter explaining that you are a good candidate for the job.
- If you are writing a cover letter without specifying the job vacancy, describe all the skills you have and how they are used within the company.
- Whatever your goal, explain briefly and precisely what contribution you can make to the company, rather than wanting to get something from the company.
Step 2. Know who you should send your cover letter to
Before writing, try to find out who will be reading your letter. If you are applying to fill a specific job vacancy, the first person who will read the letter is usually the personnel department before it is forwarded to the relevant manager who needs employees. Personnel who handle employee recruitment are very experienced in reading job application letters. So try to make a positive impression from the start.
- If you don't know the name of the personnel in charge of receiving the cover letter, look up the name of the personnel manager on the website.
- Although it may seem trivial, sending a letter to the right person is one way to form a positive impression.
- Alternatively, call the company concerned to ask for the name of the person you should include as the recipient of the letter.
- If you can't determine the gender of the recipient from the name, write "Dear" followed by the full name.
- The names Dian and Sri can be used by both men and women. Look for information on the company website or call to confirm the gender of the recipient to prevent mistakes.
Step 3. Study job descriptions and job advertisements
If you are writing a letter applying for a specific job, prepare a draft letter discussing the job. Look up job descriptions and other information and define keywords, tasks and job responsibilities by reading the ad in as much detail as possible. Use your cover letter to explain as best you can that you meet the required qualifications by outlining all the skills and experience that will benefit the company.
Write down all the requirements listed in the ad and then group them as main, supporting, and additional requirements
Step 4. Draft the letter
Once you know what needs to be explained in the letter, start preparing a draft letter. Write a short draft of each important aspect you want to cover. Try to write a clear and concise letter. Write a cover letter consisting of several paragraphs in the following order:
- The first paragraph explains why you are sending the letter, for example: “Through this letter, I am applying to work as…”
- The second paragraph explains that you are eligible for employment based on your academic qualifications, work experience, and professional skills required according to your job description or personal specifications.
- The third paragraph describes the contribution you can make to the company and your long-term career plans.
- The fourth paragraph reveals why you are applying for a job and being the most suitable candidate to be accepted for work. Briefly state that you are prepared to be invited for an interview.
- End by signing the letter and including your full name.
Part 2 of 2: Writing a Cover Letter
Step 1. Use proper letter format
To make the cover letter you send seem professional, use a standard letter format by including the date, your name and address, company name and address, and the name of the personnel department as the recipient of the letter. Look for cover letter formats on the internet so you can write a cover letter with a standard format.
- Write the name and address of the company at the top left of the letter.
- Skip the two blank lines and write the date you wrote the letter starting with the number of the day, the name of the month, and the year.
- Skip two more lines and then type in the name of the personnel department person who will receive the letter. If you don't know the name, type the name of the department, for example “Personnel Department” or “Human Resources Hiring Manager” and then type the company address below it.
- Skip two lines and then type a greeting, for example “Dear Mr. Slamet” or “With respect” if you do not know the name of the person receiving the letter. After that, skip a line and then start typing the first line.
Step 2. Write a good opening paragraph
Begin the letter with a clear and accurate first sentence so the reader will immediately know what your purpose in writing the letter is. Mention the job you want at the beginning of the letter, for example with the first sentence: “Through this letter, I am applying to work as a sales staff at PT XYZ.”
- If you get a job reference from someone, write down their name. Make sure the personnel department knows the person providing the reference.
- For example: “Ms. Marisa in the Remuneration Department gave information that PT XYZ needed a salesperson.”
Step 3. Write down what you want
After writing the first paragraph, move on to revealing why you are sending your cover letter and briefly describe who you are. Explain that your skills, qualifications and experience meet the criteria needed to fill the position you want. Use the keywords and terms listed in the ad. Support information about your skills by briefly describing your experiences during your career.
- For example: if the criteria needed to apply for a job is the ability to communicate well, write in a letter: "During working as a customer service staff, I have attended several trainings so that I can communicate very well." After that, tell me about a problem you have solved using that skill.
- Writing a cover letter in a four-paragraph format will result in a short and straightforward letter that will be read to completion by personnel in the personnel department.
Step 4. Also write down any relevant achievements
The personnel department usually reads the cover letter quickly. So, make sure you list accomplishments and successes that have relevance to the job you want. This method makes recruiters remember you as an applicant who has an advantage over other applicants. Write down your achievements point by point so that they look different from the rest of the letter.
- Short information in written form makes the letter easier to read. However, the information presented in the form of an essay shows good writing and communication skills.
- To give readers a strong first impression, write the most impressive success on the first line.
- Maintain a balance between enthusiasm, professionalism and confidence.
Step 5. End the letter by giving appreciation
Write a positive closing sentence by thanking you for reading your letter or considering your job application, for example: “Thank you for your attention. I am waiting for further news on the job application that I submitted through this letter.” Also convey how to contact you by referring to the address listed at the beginning of the letter or the contact information in the bio.
- Type "Sincerely" or "Wasalam" as a closing greeting then sign and type your full name.
- Remember that the full name must be typed under the signature.
Step 6. Use a simple format
Since the application letter is an official letter, this should be reflected in the format and editorial of the letter. Use the standard application letter format, which is 2.5 cm margin and use Times New Roman or Arial font to make it easier to read. Print in black ink on smooth, plain white paper.
- If you're sending an email, keep it formal by including a clear subject and recipient's name like you would a regular letter.
- Use a proper email address if you want to send your application by email. Create an email address using your name or initials. Never send a job application to the email address [email protected].
Step 7. Examine the mail carefully
You should reread and examine the letter thoroughly before sending it. Letters with typos, spelling, and grammar mistakes only give a bad first impression of yourself and your professionalism. The cover letter is part of the application and reflects your communication skills and attention to detail.
- Don't just rely on a spell checker program on an electronic device.
- Read the cover letter aloud to be heard if there are errors that are not visible.
- Save the letter for a while and then read it again after your eyes have rested.
Tips
As much as possible, prepare a one-page cover letter. The personnel department appreciates a short, professional letter
Warning
- In the digital era, many people choose to send application letters and biodata via electronic devices. Make sure the content of the job application email you send is in accordance with the standard business letter format.
- If you want to email a job application, maintain a professional and business letter writing style.
