15 Do's and Don'ts of Cover Notes

I'm up to my elbows in a couple of CEO recruiting assignments this week and so I've been reviewing and reading cover notes and resumes many hours a day. Oh, the dreaded cover notes. Why do they strike such fear in people, even CEOs and senior executives?

Cover letters are not hard, but they are important. Not including a cover note or writing a bad cover note means the end of the line for many candidates, and it's too bad, because it's really pretty easy to write a note that does its job.

Here are some of the do's and don'ts that should take the mystery out of it for you. 

1. Do include a cover note every time. It never ceases to amaze me when I receive resumes from experienced business people applying for a job that could earn them way more than $100K a year, and they don't even bother to include a cover note. You wouldn't send a proposal to a client for a $100K project without a cover note; why in the world would you send an application for a position that could change your life without a note of introduction?
2. Do customize your note for every job. Like resumes, cover notes must be tailored to the situation. If you've been using the same note recapping all of your experience in every application, throw it out now. Cover notes don't need to be long or complex. They simply need to show that you understand what job you're applying for and highlight a couple of reasons you're a fit for that job. (And if you can't come up with two or three specific reasons you're a fit, maybe you shouldn't be wasting everyone's time by applying in the first place.)
3. Don't cut and paste the same letter for every job. It makes you look lazy and inflexible. Cover letters are never "one size fits all." Every situation is different, and every cover note should be different, too. Show that you have indeed read the job posting or understand the situation, and tell them why you are a fit for that specific position.
4. Don't start with "Dear Sirs" or "Gentlemen." Nothing turns me off faster than getting a note that assumes that only men are screening the resume. Insulting the hiring manager from the first word is a bad, bad start. If you don't know who you're addressing the note to, say "Good morning" or "Hello" instead.
5. Do sound friendly and conversational. Make it sound like a real person… YOU! Write in conversational English and it will sounds more confident and make you seem more likeable. No tightly written buzzwords or overly formal prose. Just write it like you talk.
6. Do keep it short and sweet. It's an introduction, and all it has to do is get the person to want to read your resume, which is where they'll find the story of your career, customized to highlight the things that will be most important to them. A couple of to-the-point paragraphs and a couple of bullets is plenty.
7. Don't make it too long. Your cover note will be quickly scanned, and may not even be attached or saved with your resume, so don't invest too much time with it. If it's more than a few short paragraphs, it is not going to be read. People are more interested in getting to the heart of the matter with your resume, so spend that time customizing that instead.
8. Do say where you heard about the job and the job you're applying for. Most recruiters are working on several positions at once, so help us out by telling us what you're applying for.
9. Don't say "I'm perfect for this job." It's the hiring manager's job to decide the perfect person is, not yours. I got one note this week that simply said: "I'm perfect for this job. My experience speaks for itself." Well, no, it didn't, and that note made the sender look arrogant. Boasting or jumping to conclusions puts your judgment into question and can make you look foolish. Better to say "From what I have read, this could be a great fit for my experience."
10. Do highlight your key selling points in a couple of bullets. Bullets are easier to scan and understand. Give one or two examples of pertinent accomplishments or similar jobs that instantly show that you've done what they're asking for.
11. Do answer questions or limitations mentioned in the posting. If a job posting says "must live in Los Angeles" then make sure to say "I live in Los Angeles" or "I am considering moving to L.A." and if it says "Must be SCRUM certified" then you need to say that you are, or note when you will be, so the reader knows you read the posting and understand the requirements.
12. Do sign your name. Many of us have gotten used to not using salutations or signatures with our messages, but for a cover note, always sign with a signature line that includes your contact information.
13. Don't use your cover note to make up for things that are missing in your resume. If the job calls for a specific experience that isn't on your resume, then fix your resume. Nothing is worse than saying "What you won't see in my resume is…" To me as a recruiter, if it's not in your resume, then it's not something I can consider in your experience. Modify your resume to show your pertinent experience instead of trying to explain it in your cover note.
14. Don't speak in acronyms or technical language. Save the technical details for the resume. On the cover note, introduce yourself as if you were standing there in person, clearly and concisely.
15. Don't forget to proofread. This is your first impression, and the quality of your cover note can safely be assumed to be an example of the quality of your work.

The right cover note will shine through with your personality and your understanding of, and responsiveness to, what the company is asking for, and will get them to read your resume, which puts you one step closer to getting the interview.