Specific Addressee

• When writing a cover letter, learn the name of a specific person at the organization. Address the letter to that person instead of simply writing the generic greeting "To Whom It May Concern" or something similar. Writing the letter to a person rather than an unknown recipient increases the chance that someone will read and respond to the communication.
  
  

Proper Format

• Another key criteria of a cover letter is that you use the proper format. Set up the letter like a professional business communication, which has five main sections --- your contact information, addressee information, greeting, body and closing. You must also post the date at the top of the letter beneath your contact information. Limit the cover letter to three or fewer paragraphs and think of it as a short story with a beginning, middle and an end.
  
  

Discussion of Purpose

• For a cover letter to be relevant, it is crucial that you discuss the main purpose of your communication. Don't "beat around the bush" when writing the cover letter --- get straight to the point at hand. Explain why you're contacting the person and what you have to offer. Express exactly what you wish to accomplish as a result of sending this communication.
  
  

Next Steps

• An effective cover letter should also contain a specific suggestion for the next steps the recipient should take after consuming your information. The end of a cover letter should contain instructions for the recipient. For instance, you can ask the recipient to call or email you upon receipt. If the cover letter precedes a resume, you can present your availability for an interview that week. If your letter is an appeal to a retailer to buy a product, tell him the name of distributors he can contact to place an order today.