Chapter VI.
How to write a motivation letter[1]
(Cover Letter)
A. The Cover Letter (CL) is the document that accompanies your
CV when you are applying for a job. For academic purposes, the document used is
typically called statement of purpose, and is laid out after somewhat different
rules. The CL is short (200-250 words), with a quite rigid structure and has
the layout of a letter. Its goal is to introduce the CV, to bring to attention
aspects of your activity that can help your application and are not listed or
not presented in the proper light in the CV. In short, its goal is to answer
the recruiter's question: "Why should I hire this person?".
B. If you do know the name of the addressee, start with Dear Mr
(Mister), Ms (Miss), Mrs (Mistress), Dr (Doctor), without the full stop that
you might expect to follow the abbreviation, and the surname of the addressee,
followed by comma (Dear Dr Smith,). In this case, you should end the letter
with the salutation Yours sincerely. If you do not know the name, start with
Dear Sirs, or Dear Sir or Madam and close with Yours faithfully. In American
business correspondence, Yours truly is acceptable in both cases. Do not start
the body of the mail with a capital letter, since it follows a comma.
C. Structure. Ideally, a cover letter has no more than four paragraphs.
- The goal of the first is to specify what you are
applying for and how did you find out about that opportunity. The last one
outlines your availability for an interview, suggesting in this way a
concrete follow-up for your application.
- The second paragraph should list your skills and
qualifications that make you the right person for the position you are
applying for. Read carefully the announcement, identify the requirements
and see how your skills match those required. Do not simply state you have
them, prove it. Ideally, you should start from your experience and show
how you have developed those qualifications by doing what you have been
doing/learning. Same as in the case of your CV, the result should portrait
you as an independent, creative person that can take initiative and deal
with responsibilities, apart from the specific skills needed for the job.
In short, the second paragraph should show why you are good for the job.
- The third should point out why you want it. You should
outline your interest for the skills you are going to learn if you get the
job. The impression left should be that you can make a genuine
contribution to the company's operations, while simultaneously deriving
satisfaction from your work.
- After the fourth paragraph leave a blank space, same as
you should do in the beginning, after the salutation (Dear). Write the
proper closing, as described above and your name. Do not forget to leave a
blank space between the closing and your name and to sign the letter in
that space.
- Enclosure. It is customary for formal letters to mention
whether you have enclosed any documents accompanying the letter. Simply
mention enclosure, or write curriculum vitae under the heading enclosure
at the end of the letter.
Print the letter on A4
white paper same as that on which your CV was printed, and put both documents
in an A4 envelope of matching color. If you are emailing it request a
notification that your documents have been received. Wait at least two weeks
since the day you sent your application or after the deadline before writing
again in the case you did not get any answer.
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