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How to Write an Email Cover Letter

Question: If you send your cover letter and résumé to an employer via e-mail, is it best to write an e-mail message and attach your cover letter and résumé documents to it? Or should you skip the cover-letter attachment, and make the e-mail message itself your cover letter?

Answer: Skip the cover-letter attachment, and turn your e-mail message into a cover letter. A great cover letter shares a bit of your background but mostly talks about the company’s need (for a marketing research manager, an actuary, or whatever) and describes why your experience is perfectly suited to the opportunity. One paragraph is the perfect length. Here’s an example:

Dear Amy Smith (use www.Linkedin.com to find the HR manager’s real name),

I saw your posting on Craigslist for a marketing research manager, and wanted to reply right away. With your recent acquisition of XYZ Corporation, I imagine that understanding the needs of your new customers, integrating product lines across the two companies, and refining your product and service offerings are major priorities.

My seven years of marketing research experience at QRP Industries has given me a terrific background in survey, focus group, and a wide range of other research approaches and a great feel for client needs and concerns. I’d love to chat with you about the opportunity at your convenience; my résumé is attached.

Sincerely yours,

(Your Name)

Make sure that your résumé is a clean Word or pdf document that won’t be garbled as an e-mail attachment, and use your professional e-mail account (not hiphopboy56@msn.com) to send your message. If you do your research (via the company’s own Web site, Google, and LinkedIn) and still can’t find the HR manager or hiring manager’s name, write to Hiring Executive, and send your message to the company’s general résumé-intake e-mail address. If you have to send your message into the void, send a hard copy to the company’s HR chief (that person is certain to be identified on the company’s Web site) and the functional chief of whatever area you’re interested in—in this case, marketing— as well.

Remember, this is not the time to just cut and paste. Think of real reasons why you’d be great for the position, and incorporate them, with professional style and taste, into your cover letter. Write the letter KNOWING you’d be great for the position, and they will read through the lines. This is also great practice for the real interview, so keep your cover letter handy so you remember what you wrote!

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