1. First Paragraph - Why you are writing
2. Middle Paragraphs - What you have to offer
3. Concluding Paragraph - How you will follow-up
Why You Are Writing
In some cases, you may have been referred to a potential employer by a friend or acquaintance. Be sure to mention this mutual contact, by name, up front since it is likely to encourage your reader to keep reading!
If you are writing in response to a job posting (review samples), indicate where you learned of the position and the title of the position. More importantly, express your enthusiasm and the likely match between your credentials and the position's qualifications.
If you are writing a prospecting letter (review samples) a letter in which you inquire about possible job openings - state your specific job objective. Since this type of letter is unsolicited, it is even more important to capture the reader’s attention.
If you are writing a networking letter (review samples) to approach an individual for information, make your request clear.
What You Have To Offer
In responding to an advertisement, refer specifically to the qualifications listed and illustrate how your particular abilities and experiences relate to the position for which you are applying. In a prospecting letter express your potential to fulfill the employer's needs rather than focus on what the employer can offer you. You can do this by giving evidence that you have researched the organization thoroughly and that you possess skills used within that organization.
Emphasize your achievements and problem-solving skills. Show how your education and work skills are transferable, and thus relevant, to the position for which you are applying.
How You Will Follow Up
Close by reiterating your interest in the job and letting the employer know how they can reach you and include your phone number and/or email address. Or bid directly for the job interview or informational interview and indicate that you will follow-up with a telephone call to set up an appointment at a mutually convenient time. Be sure to make the call within the time frame indicated.
In some instances, an employer may explicitly prohibit phone calls or you may be responding to a “blind want-ad” which precludes you from this follow-up. Unless this is the case, make your best effort to reach the organization. At the very least, you should confirm that your materials were received and that your application is complete.
If you are applying from outside the employer’s geographic area you may want to indicate if you’ll be in town during a certain time frame (this makes it easier for the employer to agree to meet with you).
In conclusion, you may indicate that your references are available on request. Also, if you have a portfolio or writing samples to support your qualifications, state their availability.
Next, take a look at cover letter samples, plus review tips for creating cover letters that will have the maximum positive impact on employers.