needs assessment cover letter

Conducting a Formal Needs Assessment: A Five-Step Survey Approach

Introduction.

Increasingly, formal needs assessments to determine program focus are expected and, in some states, required of extension professionals. Gathering information to help isolate key program topics is a critical step in developing meaningful programs with measurable impacts. For University of Nevada Cooperative Extension faculty, the art and science of designing and implementing formal and objective needs assessments has advanced significantly in recent years. All faculty members are required to conduct periodic needs assessments and report the results to colleagues and citizens.

The primary purpose of a needs assessment is very simple: Only through identifying what extension programs are needed can we create programs useful to citizens that have significant and lasting impacts. While some identified needs may vary among communities within the same county, others may have statewide implications. A carefully planned and methodically executed needs assessment prior to program development can go a long way in helping extension professionals target program topics that address citizen needs.

A Five-Step Survey Approach

There are numerous ways to conduct a formal needs assessment. Perhaps one of the most popular approaches is to survey the public. A survey provides citizens with an opportunity to influence program development directly. One popular survey approach involves mail surveys. In designing and implementing a mail survey, there are five steps to follow.

Develop questions and determine protocol: To earnestly assess public needs, you must ask questions about a variety of topics. You must determine your protocol or “ how you will ask the questions .”

A broad-based needs assessment generally requires that you formulate and ask a broad

range of questions concerning potential issues affecting the study area. These questions may examine, for example, employment and infrastructure, heath, education and other social services, in addition to environmental or natural resource issues.

When using a mail survey, you must consider carefully how to phrase questions and format the questionnaire. There are excellent publications available to assist with question writing, protocol design and survey implementation 1 .

Once you devise your questionnaire and compose a cover letter, you must consider the details for implementing the survey. A mail survey will require a list of addresses and a budget for postage and printing. You must decide whether to select a random sample of participants or whether to target a specific population. For example, target populations may include livestock producers, other business owners, elected officials, youth or retirees.

A survey provides citizens with an opportunity to influence program development directly.

Complete training and seek certification to conduct research: In order to share your results, you must complete the required training and receive certification from the Office of Human Research Protection Institutional Review Board (IRB).

The University of Nevada, Reno provides an Institutional Review Board (IRB) through the UNR Office of Human Research Protection (UNR OHRP). This office reviews proposed research conducted under the auspices of the university. The office administers the IRBs, whose job is to protect research participants from harm caused by university research.

Prior to submitting an application conduct the survey, you must successfully complete an on-line training provided through the UNR OHRP. Information and links to the training site can be found at UNR’s Office of Human Research Protection website ( UNR Site ). The website links provide instructions for how to register for the training. Within twenty-four hours, you will receive a password to access the training site.

The training, sponsored by the Collaborative IRB Training Initiative (CITI) and the University of Miami, has over 180 participating institutions. It includes thirteen modules, one of which may be eliminated if you are not conducting human research at the VA Sierra Nevada Health Care System in Reno. In addition, you must review the UNR Policies and Procedures for Human Research Protection and the Belmont Report: Ethical Principals and Guidelines for the Protection of Human Subjects of Research. Links to these documents may be found on UNR’s institutional page found on the CITI website.

You may take the training in open-book fashion. That is, you may print the module in advance, review content and then refer to it while taking the quiz. It is advised not to have any other computer programs running while testing, as moving between programs may lock you out of the quiz. The training, including reading the modules and taking the quizzes, may take approximately 4 to 5 hours. Remember to read all of the instructions while logged on to the training.

Upon completion of your last module, you will be asked to notify the UNR OHRP that you have finished the on-line course. The training website provides instructions for how to submit notification of completion of UNR’s institutional page. To receive a passing score, you must correctly answer 75 percent overall of the quiz. Once you have received an institutional notification from the UNR OHRP, you may conduct human subjects research.

1 An excellent resource to help guide mail survey construction and implementation is Mail and Internet Surveys: The Tailored Design Method, 2nd edition, by Don A. Dillman, 2000.

Seeking IRB Approval to Conduct Survey: Do not change the questionnaire or protocol without seeking additional IRB approval.

Once you have received institutional certification, you may submit required documentation to obtain approval of your research. Instructions are available at the UNR OHRP’s website ( UNR Site ). Your study protocol will determine what information and forms you need to provide. All proposed research requires that you submit a description of study. Your survey instrument, including all letters sent to participants, must be included with this packet.

In order to conduct a formal needs assessment involving surveys, you must submit an application and study description to the UNR OHRP that describes the survey, the sample and participant selection process. The study description should explain why you are conducting the survey, how you will implement it and what you plan to do with the results. You must include, with your application, a copy of the questionnaire as well as any other supporting documents, including cover letters, thank you notes and reminders.

Once the UNR OHRP approves your research, you cannot vary the protocol, questionnaire or any supporting documents without first obtaining approval from the IRB. Should you vary your protocol without first seeking IRB approval, UNR may not provide support should any negative or legal actions arise.

Implement needs assessment, record responses and analyze the data.

After the survey is complete, there are a number of software packages available to record and analyze data. You may record numeric responses using Microsoft Excel which is available as part of Microsoft Office suite software. You may also use Microsoft Excel to compute basic descriptive statistics, including percentages, mean and standard deviation. For needs assessment reports designed for lay audiences, including fact sheets, this level of statistical analysis is adequate. You may also record written comments using this software.

If you wish to conduct a more rigorous statistical analysis, including analysis of variance, linear regression and Chi-square, the Statistical Package for Social Sciences (SPSS) may be used. A current copy may be purchased through University Computing Services ( SCS site ).

Publish an extension fact sheet, special publication or bulletin to share the results of your needs assessment.

Extension publications such as fact sheets, special publications and bulletins are useful to both the public and colleagues. Fact sheets are limited typically to four pages and as such provide a brief, but descriptive, summary of the findings. Similarly, special publications provide an opportunity to share needs assessment results through a simple summary and may be longer than four pages. A bulletin is an extensive treatment of a topic and as such can detail every aspect of a needs assessment from beginning to end.

Once you analyze the data, you may share your findings through any of these publication formats. At the very least, publishing a fact sheet is strongly recommended. Fact sheets tend to be popular with citizens, as they require little reading time in order to get the gist of the research findings. Also, you can affordably mail fact sheets to citizens.

Formal needs assessments can help extension professionals develop useful programs that have significant and lasting impacts. This fact sheet outlined a 5-step survey approach to identify needs. The steps are: 1) Develop questions and determine protocol; 2) Seek approval from Office of Human Research Protection IRB; 3) Implement the survey being careful not to change the questionnaire or protocol without seeking additional IRB approval; 4) Record the responses and analyze the data; and 5) Publish a fact sheet to share the results of your needs assessment.

A well-executed needs assessment provides extension personnel with critical community information. These survey results, and analysis, will serve as the basis upon which to build meaningful programs. Because formal needs assessments are necessary, and required, it is important that extension personnel understand the process involved.

Butler, L. M. and R. E. Howell. (1980) Coping with Growth: Community Needs Assessments Techniques. WREP 44. WRDC.

Etling, A. (1995) Needs Assessment: A Handbook. Journal of Extension. Volume 33, No. 1.

Dillman, D. A. (2000). Mail and Internet Surveys: The Tailored Design Method. 2 nd edition. New York: John Wiley and Sons.

Extension Associated Contacts

Also of Interest:

Prior to submitting an application conduct the survey, you must successfully complete an on-line training provided through the UNR OHRP. Information and links to the training site can be found at UNR’s Office of Human Research Protection website (UNR Site). The website links provide instructions for how to register for the training. Within twenty-four hours, you will receive a password to access the training site.

Once you have received institutional certification, you may submit required documentation to obtain approval of your research. Instructions are available at the UNR OHRP’s website (UNR Site). Your study protocol will determine what information and forms you need to provide. All proposed research requires that you submit a description of study. Your survey instrument, including all letters sent to participants, must be included with this packet.

If you wish to conduct a more rigorous statistical analysis, including analysis of variance, linear regression and Chi-square, the Statistical Package for Social Sciences (SPSS) may be used. A current copy may be purchased through University Computing Services (SCS site).

An EEO/AA Institution. Copyright © 2024 , University of Nevada Cooperative Extension. A partnership of Nevada counties; University of Nevada, Reno; and the U.S. Department of Agriculture

Assessment Specialist Cover Letter Examples & Writing Tips

Use these Assessment Specialist cover letter examples and writing tips to help you write a powerful cover letter that will separate you from the competition.

Table Of Contents

• Assessment Specialist Example 1
• Assessment Specialist Example 2
• Assessment Specialist Example 3
• Cover Letter Writing Tips

Assessment specialists work with students and educators to design and administer assessments. They need to be able to analyze data and use it to improve student learning.

When you apply for an assessment specialist position, you need to show that you have the skills and experience to do the job. Use these examples and tips to write a cover letter that will help you stand out from the competition.

Assessment Specialist Cover Letter Example 1

I am excited to be applying for the Assessment Specialist position at the XYZ Corporation. I have a Master’s degree in Psychology and more than five years of experience conducting psychological assessments for both children and adults. I am confident that my skills and experience would be an asset to the XYZ Corporation, and I am eager to join your team and help contribute to your success.

In my previous role as a Psychological Examiner at ABC Clinic, I was responsible for conducting a variety of psychological assessments, including intelligence tests, academic achievement tests, and personality assessments. I also administered and scored psychological tests and interpreted the results. I have experience working with a wide range of populations, including children, adolescents, and adults.

I am skilled in using a variety of assessment tools and am confident in my ability to administer and score tests accurately and efficiently. I am also experienced in providing feedback and recommendations to clients and their families. I am passionate about helping people, and I believe that my skills and experience would be a valuable addition to the XYZ Corporation.

Thank you for your time and consideration. I look forward to hearing from you soon with more information about the Assessment Specialist position at the XYZ Corporation. I am eager to learn more about your organization and how I can contribute to your success.

Assessment Specialist Cover Letter Example 2

I am writing to apply for the Assessment Specialist position that was recently advertised on your company website. I am confident that I have the skills and qualifications that you are looking for, and I am eager to put my experience to work for your organization.

As an Assessment Specialist, I have experience developing and administering assessments, analyzing test results, and providing feedback to students and parents. I am also well-versed in using various assessment software programs. My attention to detail and my ability to stay organized under pressure are two of my strongest assets.

I am confident that I can make a significant contribution to your organization and I look forward to the opportunity to discuss this further with you. Thank you for your time and consideration.

Assessment Specialist Cover Letter Example 3

I am writing to express my interest in the Assessment Specialist position that you have posted. I believe that my background and experience make me a strong candidate for this position.

I have been working as an assessment specialist for the past five years, and I have extensive experience with both paper-based and computer-based testing. I have worked on projects ranging from small scale assessments to large-scale statewide assessments. I have also worked on a number of different types of assessments, including aptitude tests, achievement tests, and personality tests.

I have also gained valuable experience working with diverse populations. I have worked on projects that assessed students, teachers, and employees. I have also worked on projects that assessed people from different cultures and backgrounds. This has given me the opportunity to work with people who are not only diverse in terms of age and ethnicity but also in terms of their educational background and their professional experience.

I am confident that my skills and experience will allow me to be a valuable asset to your organization. I am also confident that my positive attitude and willingness to learn will help me quickly adapt to your company’s culture. I would appreciate the opportunity to meet with you to discuss how my skills and experience can benefit your organization.

Assessment Specialist Cover Letter Writing Tips

1. highlight your assessment skills.

When writing your cover letter, be sure to focus on your assessment skills. This will show employers that you have the ability to evaluate data and make sound decisions. Some ways of highlighting your assessment skills include:

• Detailing how you use assessment data to improve instruction and student achievement.
• Explaining how you develop and administer assessments that measure student learning.
• Providing examples of how you use assessment data to make informed decisions about curriculum, instruction, and student services.

2. Customize your cover letter

Employers want to know that you’re interested in their specific organization and understand what they’re looking for in a candidate. When you customize your cover letter, be sure to highlight your skills and experience that match the organization’s needs.

For example, if the organization is looking for someone with experience in early childhood assessment, be sure to mention any relevant experience you have in that area. Or if the organization is looking for someone with experience in program evaluation, be sure to talk about the results you’ve achieved in past evaluations.

3. Demonstrate your problem-solving skills

Employers are looking for assessment specialists who can solve problems. When writing your cover letter, be sure to demonstrate your problem-solving skills by providing examples of how you’ve tackled difficult challenges in the past.

Some ways of doing this include:

• Describing how you use assessment data to identify and solve problems.
• Sharing how you develop and administer assessments that measure student learning.
• Detailing how you use assessment data to make informed decisions about curriculum, instruction, and student services.

4. Proofread your cover letter

One of the best ways to make sure your cover letter is error-free is to proofread it. This will show employers that you’re detail-oriented and take pride in your work. It will also help ensure that your cover letter is easy to read and understand.

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How to Write a Needs Assessment Report

A needs assessment report is a document that a company, department, project, or a particular position within a business uses to identify problems that are keeping it from peak performance, according to NC State University. Needs assessment reports are also used by government agencies, state and local governments, schools, hospitals, park districts and nonprofits.

Needs assessments can be part of a long-term strategic planning effort or a short-term pre-activity review. These reports identify big-picture goals, are organized and include data to support recommendations.

Examples of Needs Assessments

Businesses, government agencies, military branches, academic institutions, communities and other organizations all conduct needs assessments. A needs assessment in an education setting might target a specific area for improvements, such as facilities, student test scores, teacher qualifications or fundraising.

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A business might look at what it needs to do to reduce its production costs and focus on analyzing its machinery, staff training, buildings or improvements to its manufacturing processes. A department manager might ask a subordinate to conduct a needs assessment for her position to determine if the employee needs more hardware, software, training, or another staff member to share her workload.

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What is a vendor analyst, ten reasons your project needs a project manager, how to make a report cover letter, how to write statements of work training, importance of a training budget in organizations, start with the goals.

You won't know what your needs are if you don't know why you might have those needs. This means you should start with your goals, points out the National Institute for Children's Health Quality. For example, a restaurant might want to increase its sales by adding take-out and delivery.

The restaurant management would conduct a needs assessment to determine what would be required to take orders over the phone and via the internet, what packaging it would need for take-out and delivery orders, and any extra staff or kitchen equipment it would need to add this new line of business.

Do Your Research

Once you know what your end-game is, do your research to identify your exact needs, what they will cost, how you will implement them into your existing operations, whether you need new or more staff or staff training, and whether you need to purchase more workspace or equipment.

During this stage, research information from industry trade associations or professional society reports, government data, historical company data, peer interviews, customer surveys, website or social media channel analytics, and academic research.

Don't set abstract goals, such as "Increase sales." Use research to come up with concrete numbers you can support, such as, "Increase sales by 25 percent, with 15 percent coming from new customers and 10 percent coming from existing customers, based on sales data from the past three quarters."

Organize the Report

Decide the order you want to present your information. Create sections that cover topics such as the objectives the assessment seeks to address, the needs you determined are necessary to reach these goals, the components required, cost, employees needed, time frame, and the key performance indicators that will demonstrate when the needs have been met. Put your information in the order you'll present it so that you have a logical flow.

Write the Report

A report should have a cover page, contents page, executive summary, topic sections, a summary and then any supporting charts, graphs or other documents. An executive summary tells the readers what is in the report, including conclusions but doesn't provide any support or detail; leave that for the topic sections.

The summary should restate your conclusions, give recommendations, and provide the overall rationale for your decisions. Your readers can refer to the topic sections if they have any questions.

• NC State: How to Conduct Needs Assessment Part 1: What Is It and Why Do It?
• National Institute for Children's Health Quality: Seven Steps for Conducting a Successful Needs Assessment

Steve Milano is a journalist and business executive/consultant. He has helped dozens of for-profit companies and nonprofits with their marketing and operations. Steve has written more than 8,000 articles during his career, focusing on small business, careers, personal finance and health and fitness. Steve also turned his tennis hobby into a career, coaching, writing, running nonprofits and conducting workshops around the globe.

• Call/Text Victim Connect 855-484-2846

Texas Needs Assessment Cover letter

• by Deidre Watford
• February 7, 2019 May 26, 2020

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Template letter 1: making a request for an EHC needs assessment

CLICK TO DOWNLOAD: Asking for an Education, Health and Care needs assessment (template letter 1)

You can use this letter to request an education, health and care (EHC) needs assessment. Our page about  asking for an EHC needs assessment  contains information on when you might want to make this request, and how to make it.  

This template letter is for general advice purposes and will need to be tailored to your own individual circumstances. Please read all the information on this page and, if possible, we recommend you take advice on using this letter.

Who should I write to?

You should write to the most senior person at your local authority, usually called the Director of Children’s Services. You can find information and contact details for this person on the  Association of Directors of Children’s Services website .   

When will I hear back?

The LA must respond within 6 weeks of receiving your request (except for in  very exceptional circumstances).

Remember to keep a copy of any letter or email you send. If you don’t get a reply within 6 weeks you can use our  template letter . If you need further advice, you can  book an appointment to speak with us .  

Needs Assessment Template for Informed Decisions

A needs assessment helps you figure out where there are gaps between what’s happening now and what you want to achieve. Using a template makes this process more organized and helps you gather and analyze all the necessary data. This way, you can easily spot areas that need improvement and come up with specific solutions. The template also makes it simpler to communicate and make decisions, so you can address the needs more effectively.

Written by:

Brian Otieno

Brian Otieno is a skilled writer with a robust background in business and information technology. Holding a Master's degree in Business and Information Technology, he masterfully bridges these two fields in his writing. With his talent for demystifying complex concepts, Brian has made a name for himself in the realms of IT and business writing. His practical experience is further bolstered by a Software Engineering certificate from ALX, enhancing his ability to communicate intricate technical ideas effectively. Brian's expertise are helping our users navigate and understand our document templates.

Organizations and communities often struggle to identify and prioritize areas for improvement, leading to inefficient resource allocation, misaligned strategies, and suboptimal outcomes. Without a structured approach, decision-makers may rely on assumptions or incomplete information, resulting in initiatives that fail to address the most critical issues or capitalize on key opportunities.

A well-designed needs assessment solves this problem by providing a systematic framework for identifying gaps between current conditions and desired outcomes. This critical process serves as the cornerstone for informed decision-making, effective resource allocation, and the development of targeted improvement strategies. A well-executed needs assessment lays the foundation for successful planning and implementation, whether applied in business, education, healthcare, or community development.

• What is a Needs Assessment?

A needs assessment is a process of identifying gaps between current and desired conditions. It is simply a way to determine what is missing or what could be better in certain situations. It is usually conducted to enhance performance, solve complex problems, or adapt to changing environments. The process of conducting a needs assessment typically involves the following six stages:

Stage 1: Introduction

The introduction defines the purpose of the needs assessment, outlining why it is being conducted and what you hope to achieve. It clearly states the scope, indicating what areas or aspects will be covered, and identifies all stakeholders involved in or affected by the assessment.

Stage 2: Data collection

This stage includes collecting data (e.g., surveys, focus groups, interviews) and explaining the rationale behind these choices. You will also decide how the data collection process will be designed and outline the strategy for reaching the target audience.

Stage 3: Data analysis

The data analysis stage focuses on how the samples and information that were collected are processed and analyzed. At this stage, you will specify the precise analysis type or tool that you will employ and how the outcome will be utilized to determine similarities and differences between the actual and the targeted states.

Stage 4: Prioritization of needs

Building on the analysis conducted, the prioritization of needs stage describes how identified needs will be ranked. You will outline the criteria for prioritization (e.g., urgency, impact, feasibility) and explain how stakeholders will contribute to this decision-making process.

Stage 5: Reporting

The reporting stage explains how findings will be compiled and presented. It describes the format of the report, the key elements to be included, and how the prioritized needs and recommendations will be communicated to different stakeholders.

Stage 6: Implementation

This final stage of the Needs Assessment details the plan for translating the prioritized needs into action. You will need to outline how the implementation plan for the prioritized needs will be developed and executed, including assigning responsibilities and setting timelines. It also describes the approach to monitoring progress and making necessary adjustments.

Needs Assessment is a structured approach to identifying and addressing gaps between current and desired conditions. It follows a six-step approach: Introduction, data collection, analysis, prioritization, reporting, and implementation. This systematic approach enables organizations to make informed decisions and take targeted actions for improvement.

• How to Fill Out the Needs Assessment Template

To help you conduct a thorough needs assessment and drive meaningful change in your organization, we at WordLayouts have developed a Needs Assessment Template for your convenience. This template results from thorough research and consultation with the experts to maintain best practices in organizational development. It incorporates all essential components for a comprehensive evaluation. Below, we have provided a detailed, step-by-step guide on how to complete each section effectively.

Needs Assessment

Introduction

The first thing to do when conducting a needs assessment is to introduce why you are conducting it properly, what it will cover, and who is directly involved. These three components form the core of your introduction:

• Purpose of Assessment: When filling out this section, clearly state why you are conducting the needs assessment. State the problem or situation you are addressing and what you hope to achieve. Be concise yet thorough. For example: “The purpose of this needs assessment is to identify gaps in our current employee training program and determine priority areas for improvement to enhance overall workforce productivity and increase job satisfaction.”
• Scope: In the Scope section, define the boundaries of your assessment. Clearly state what will be included or excluded from the assessment. For example, you can specify the departments or employees the assessment will target.
• Stakeholders: In this section, list down all the parties who will be directly affected by the assessment results. This may include individuals in different levels of management or departments, such as partners, customers, employees, or community members. After listing them, make sure to specify their relevance to the assessment.

Data collection

After the introduction, the next step is to clearly map out and write down your data-gathering strategy. Describe how each technique you use will help fulfil the purpose of the assessment and how they are interrelated. This will help provide a comprehensive view of the needs being addressed.

• Data Collection Method: To complete this section, list all the techniques you will use to gather information. These may include both qualitative and quantitative methods such as surveys, interviews, or focus groups. If you will be conducting surveys, make sure to specify whether they will be online or paper-based and briefly outline their content. Similarly, if you will be conducting interviews, indicate whether they will be structured, semi-structured, or unstructured, and mention key topics to be covered. For focus groups, provide information on their size, composition, and the main discussion areas. Make sure to identify the documents you will analyze for document reviews, such as reports, policies, or performance data.
• Data Sources: In the “Data Sources” section, outline the sources of your data. Outline who or what will be supplying the information for the assessment, such as employee files, performance data, customer complaint files, etc. Listing all these sources in a clear and concise manner helps ensure that you have a number of data points for your needs assessment that consists of both internal and external data sources.
• Data Collection Timelines: State when and where data will be collected. Include the dates on which data collection methods would be initiated, time limits within which surveys or interviews should be completed and the dates on which focus group sessions should take place. Also, stipulate the time required for document review and analysis.

Data analysis

After the data collection phase, the next important step is to design and describe your data analysis strategy. This is the part where you should describe how you will turn the collected data into useful information. Here is a concise guide to completing this crucial component:

• Data Analysis Techniques: Start by outlining the specific methods you will use to process and examine the collected information. Then, describe both the quantitative and qualitative techniques as appropriate for your data and explain how each method listed contributes to addressing your assessment’s purpose.
• Interpretation of Results: Next, explain how you will make sense of the analyzed data. Describe in detail the criteria or frameworks you will use to understand the implications of your findings and how they relate to your assessment’s objectives. This may include how you will identify patterns, trends, or significant findings to inform your evaluation of the needs conclusions.
• Changes and Limitations: In this subsection, address any potential modifications made to your original analysis plan or constraints you may encounter during the process. Be transparent about these factors. Explain briefly how they might affect your results. Doing this will help stakeholders understand any potential biases or shortcomings in the analysis.

Prioritization of needs

The next step is prioritizing the identified needs. This section helps you list the most critical needs identified in your assessment. It also helps to ensure your resources are effectively allocated. Here is how to approach each component:

• Criteria for Prioritization: When determining the criteria for prioritization, begin by establishing clear, objective criteria for ranking them, such as urgency, potential impact, available resources, alignment with organizational goals, or feasibility of implementation. Make sure to define each criterion and explain why it is relevant to your needs assessment. This framework will provide a consistent basis for evaluating each need.
• Process Prioritization: In this section, outline the steps you will take to apply your criteria and rank needs. This could involve a scoring system, a decision matrix, or a collaborative voting process. Describe how you will weigh the different criteria used in the assessment against each other and resolve any conflicts. Also, make sure to explain how you will document this process to ensure transparency and reliability.
• Stakeholder Involvement: How will you engage different stakeholders? Explain the methods you will use to gather their input and what you will do to balance their diverse perspectives and handle potential disagreements. Emphasize the need for inclusive decision-making in creating a widely supported action plan.

Reporting and action planning

This section bridges the gap between analysis and implementation. It is a very crucial phase as it translates your findings into a clear, actionable strategy and communicates results to all stakeholders. It typically includes the following key components:

• Report Format: When completing this part of your outline, provide a clear description of the format and contents of the needs assessment report. List main areas like the abstract, the method used, the results and conclusion and recommendation. If possible, try to incorporate some form of graphic, such as a chart or an infographic, to complement the information. Moreover, describe the manner in which you will be communicating your needs prioritization as well as the justifications for the prioritization.
• Action Plan Development: This part outlines steps to be taken to transform the needs that have been identified in this research as high priority into actionable goals. Describe how you will formulate SMART goals to address each identified need. Determine who, what, when, and where in relation to different strategies to address these needs, what is necessary to implement these strategies and the person or group accountable for doing it.
• Feedback and Revisions: This section sets out a procedure for seeking and integrating feedback on the report and the action plan. Describe the specific individual or group of individuals that will be involved in the review of these documents and the method of feedback collection. Explain how the received feedback will be evaluated and prioritized. Also, make sure to include a timeline for the feedback and revision process, ensuring it does not delay implementation unnecessarily.

Implementation and monitoring

This section is crucial for turning your action plan into reality and ensuring its ongoing effectiveness. This phase focuses on executing your strategies, tracking progress, and making necessary adjustments. Some of the components included in this section are:

• Implementation strategies: Present the strategy on how you intend to undertake the above action plan. When completing this section, elaborate on how the various initiatives will be implemented, including a phased implementation or the use of pilot programs. Explain how resources will be redistributed, responsibilities delegated and how much time is to be estimated.
• Monitoring and Evaluation: This section is focused on monitoring the advancement and effectiveness of your incorporated actions. Define the metrics you will use to quantify success – the key performance indicators (KPIs). Describe how you will compare actual results against your initial goals and benchmarks.
• Review and Adjustments: To complete this section, provide a plan on how frequently an assessment of the implementation status and results should be conducted. Explain what needs to be done with the data collected and how the effectiveness of specific processes identified can be determined in order to pinpoint areas that may require a change or an improvement. Describe how you will adapt the strategy, redistribute resources, or adjust objectives in light of your analysis.

• Wrapping Up

This needs assessment template has been developed by keeping industry standards in mind and should be suitable for nearly any organizational situation. However, it is fully editable, and you can change the elements you need in the creation of your project. While the current structure and components are most likely to be cardinal and include all aspects that are needed, we are fully aware that each organization and situation is different. You may wish to add, delete, or alter certain sections in order to cater to your particular needs assessment. The advantage of this template is that it is flexible enough that you can use it on your needs assessment while still receiving the benefits of a well-developed template.

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How to write a great cover letter in 2024: tips and structure

A cover letter is a personalized letter that introduces you to a potential employer, highlights your qualifications, and explains why you're a strong fit for a specific job.

Hate or love them, these brief documents allow job seekers to make an impression and stand out from the pile of other applications. Penning a thoughtful cover letter shows the hiring team you care about earning the position.

Here’s everything you need to know about how to write a cover letter — and a great one, at that.

What is a cover letter and why does it matter?

A professional cover letter is a one-page document you submit alongside your CV or resume as part of a job application. Typically, they’re about half a page or around 150–300 words.

An effective cover letter doesn’t just rehash your CV; it’s your chance to highlight your proudest moments, explain why you want the job, and state plainly what you bring to the table.

Show the reviewer you’re likable, talented, and will add to the company’s culture . You can refer to previous jobs and other information from your CV, but only if it helps tell a story about you and your career choices .

What 3 things should you include in a cover letter?

A well-crafted cover letter can help you stand out to potential employers. To make your cover letter shine, here are three key elements to include:

1. Personalization

Address the hiring manager or recruiter by name whenever possible. If the job posting doesn't include a name, research to find out who will be reviewing applications. Personalizing your cover letter shows that you've taken the time to tailor your application to the specific company and role.

2. Highlight relevant achievements and skills

Emphasize your most relevant skills , experiences, and accomplishments that directly relate to the job you're applying for. Provide specific examples of how your skills have benefited previous employers and how they can contribute to the prospective employer's success. Use quantifiable achievements , such as improved efficiency, cost savings, or project success, to demonstrate your impact.

3. Show enthusiasm and fit

Express your enthusiasm for the company and the position you're applying for. Explain why you are interested in this role and believe you are a good fit for the organization. Mention how your values, goals, and skills align with the company's mission and culture. Demonstrating that you've done your research can make a significant impression.

What do hiring managers look for in a cover letter?

Employers look for several key elements in a cover letter. These include:

Employers want to see that your cover letter is specifically tailored to the position you are applying for. It should demonstrate how your skills, experiences, and qualifications align with the job requirements.

Clear and concise writing

A well-written cover letter is concise, easy to read, and error-free. Employers appreciate clear and effective communication skills , so make sure your cover letter showcases your ability to express yourself effectively.

Demonstrated knowledge of the company

Employers want to see that you are genuinely interested in their organization. Mention specific details about the company, such as recent achievements or projects, to show that you are enthusiastic about joining their team.

Achievements and accomplishments

Highlight your relevant achievements and accomplishments that demonstrate your qualifications for the position. Use specific examples to showcase your skills and show how they can benefit the employer.

Enthusiasm and motivation

Employers want to hire candidates who are excited about the opportunity and motivated to contribute to the company's success. Express your enthusiasm and passion for the role and explain why you are interested in working for the company.

Professionalism

A cover letter should be professional in tone and presentation. Use formal language, address the hiring manager appropriately, and follow standard business letter formatting.

How do you structure a cover letter?

A well-structured cover letter follows a specific format that makes it easy for the reader to understand your qualifications and enthusiasm for the position. Here's a typical structure for a cover letter:

Contact information

Include your name, address, phone number, and email address at the top of the letter. Place your contact information at the beginning so that it's easy for the employer to reach you.

Employer's contact information

Opening paragraph, middle paragraph(s), closing paragraph, complimentary close, additional contact information.

Repeat your contact information (name, phone number, and email) at the end of the letter, just in case the employer needs it for quick reference.

Remember to keep your cover letter concise and focused. It should typically be no more than one page in length. Proofread your letter carefully to ensure it is free from spelling and grammatical errors. Tailor each cover letter to the specific job application to make it as relevant and impactful as possible.

How to write a good cover letter (with examples)

The best letters are unique, tailored to the job description, and written in your voice — but that doesn’t mean you can’t use a job cover letter template.

Great cover letters contain the same basic elements and flow a certain way. Take a look at this cover letter structure for ref erence while you construct your own.

1. Add a header and contact information

While reading your cover letter, the recruiter shouldn’t have to look far to find who wrote it. Your document should include a basic heading with the following information:

• Pronouns (optional)
• Location (optional)
• Email address
• Phone number (optional)
• Relevant links, such as your LinkedIn profile , portfolio, or personal website (optional)

You can pull this information directly from your CV. Put it together, and it will look something like this:

Christopher Pike

San Francisco, California

[email protected]

Alternatively, if the posting asks you to submit your cover letter in the body of an email, you can include this information in your signature. For example:

Warm regards,

Catherine Janeway

Bloomington, Indiana

[email protected]

(555) 999 - 2222

2. Include a personal greeting

Always begin your cover letter by addressing the hiring manager — preferably by name. You can use the person’s first and last name. Make sure to include a relevant title, like Dr., Mr., or Ms. For example, “Dear Mr. John Doe.”

Avoid generic openings like “To whom it may concern,” “Dear sir or madam,” or “Dear hiring manager.” These introductions sound impersonal — like you’re copy-pasting cover letters — and can work against you in the hiring process.

Be careful, though. When using someone’s name, you don’t want to use the wrong title or accidentally misgender someone. If in doubt, using only their name is enough. You could also opt for a gender-neutral title, like Mx.

Make sure you’re addressing the right person in your letter — ideally, the person who’s making the final hiring decision. This isn’t always specified in the job posting, so you may have to do some research to learn the name of the hiring manager.

3. Draw them in with an opening story

The opening paragraph of your cover letter should hook the reader. You want it to be memorable, conversational, and extremely relevant to the job you’re pursuing. 

There’s no need for a personal introduction — you’ve already included your name in the heading. But you should make reference to the job you’re applying for. A simple “Thank you for considering my application for the role of [job title] at [company],” will suffice.

Then you can get into the “Why” of your job application. Drive home what makes this specific job and this company so appealing to you. Perhaps you’re a fan of their products, you’re passionate about their mission, or you love their brand voice. Whatever the case, this section is where you share your enthusiasm for the role.

Here’s an example opening paragraph. In this scenario, you’re applying for a digital marketing role at a bicycle company:

“Dear Mr. John Doe,

Thank you for considering my application for the role of Marketing Coordinator at Bits n’ Bikes.

My parents bought my first bike at one of your stores. I’ll never forget the freedom I felt when I learned to ride it. My father removed my training wheels, and my mom sent me barrelling down the street. You provide joy to families across the country — and I want to be part of that.”

4. Emphasize why you’re best for the job

Your next paragraphs should be focused on the role you’re applying to. Highlight your skill set and why you’re a good fit for the needs and expectations associated with the position. Hiring managers want to know what you’ll bring to the job, not just any role.

Start by studying the job description for hints. What problem are they trying to solve with this hire? What skills and qualifications do they mention first or more than once? These are indicators of what’s important to the hiring manager.

Search for details that match your experience and interests. For example, if you’re excited about a fast-paced job in public relations, you might look for these elements in a posting:

• They want someone who can write social media posts and blog content on tight deadlines
• They value collaboration and input from every team member
• They need a planner who can come up with strong PR strategies

Highlight how you fulfill these requirements:

“I’ve always been a strong writer. From blog posts to social media, my content pulls in readers and drives traffic to product pages. For example, when I worked at Bits n’ Bikes, I developed a strategic blog series about bike maintenance that increased our sales of spare parts and tools by 50% — we could see it in our web metrics.

Thanks to the input of all of our team members, including our bike mechanics, my content delivered results.”

5. End with a strong closing paragraph and sign off gracefully

Your closing paragraph is your final chance to hammer home your enthusiasm about the role and your unique ability to fill it. Reiterate the main points you explained in the body paragraphs and remind the reader of what you bring to the table.

You can also use the end of your letter to relay other important details, like whether you’re willing to relocate for the job.

When choosing a sign-off, opt for a phrase that sounds professional and genuine. Reliable options include “Sincerely” and “Kind regards.”

Here’s a strong closing statement for you to consider:

“I believe my enthusiasm, skills, and work experience as a PR professional will serve Bits n’ Bikes very well. I would love to meet to further discuss my value-add as your next Director of Public Relations. Thank you for your consideration. I hope we speak soon.

Tips to write a great cover letter that compliments your resume

When writing your own letter, try not to copy the example excerpts word-for-word. Instead, use this cover letter structure as a baseline to organize your ideas. Then, as you’re writing, use these extra cover letter tips to add your personal touch:

• Keep your cover letter different from your resume : Your cover letter should not duplicate the information on your resume. Instead, it should provide context and explanations for key points in your resume, emphasizing how your qualifications match the specific job you're applying for.
• Customize your cover letter . Tailor your cover letter for each job application. Address the specific needs of the company and the job posting, demonstrating that you've done your homework and understand their requirements.
• Show enthusiasm and fit . Express your enthusiasm for the company and position in the cover letter. Explain why you are interested in working for this company and how your values, goals, and skills align with their mission and culture.
• Use keywords . Incorporate keywords from the job description and industry terms in your cover letter. This can help your application pass through applicant tracking systems (ATS) and demonstrate that you're well-versed in the field.
• Keep it concise . Your cover letter should be succinct and to the point, typically no more than one page. Focus on the most compelling qualifications and experiences that directly support your application.
• Be professional . Maintain a professional tone and structure in your cover letter. Proofread it carefully to ensure there are no errors.
• Address any gaps or concerns . If there are gaps or concerns in your resume, such as employment gaps or a change in career direction, briefly address them in your cover letter. Explain any relevant circumstances and how they have shaped your qualifications and determination.
• Provide a call to action . Conclude your cover letter with a call to action, inviting the employer to contact you for further discussion. Mention that you've attached your resume for their reference.
• Follow the correct format . Use a standard cover letter format like the one above, including your contact information, a formal salutation, introductory and closing paragraphs, and your signature. Ensure that it complements your resume without redundancy.
• Pick the right voice and tone . Try to write like yourself, but adapt to the tone and voice of the company. Look at the job listing, company website, and social media posts. Do they sound fun and quirky, stoic and professional, or somewhere in-between? This guides your writing style.
• Tell your story . You’re an individual with unique expertise, motivators, and years of experience. Tie the pieces together with a great story. Introduce how you arrived at this point in your career, where you hope to go , and how this prospective company fits in your journey. You can also explain any career changes in your resume.
• Show, don’t tell . Anyone can say they’re a problem solver. Why should a recruiter take their word for it if they don’t back it up with examples? Instead of naming your skills, show them in action. Describe situations where you rose to the task, and quantify your success when you can.
• Be honest . Avoid highlighting skills you don’t have. This will backfire if they ask you about them in an interview. Instead, shift focus to the ways in which you stand out.
• Avoid clichés and bullet points . These are signs of lazy writing. Do your best to be original from the first paragraph to the final one. This highlights your individuality and demonstrates the care you put into the letter.
• Proofread . Always spellcheck your cover letter. Look for typos, grammatical errors, and proper flow. We suggest reading it out loud. If it sounds natural rolling off the tongue, it will read naturally as well.

Common cover letter writing FAQs

How long should a cover letter be.

A cover letter should generally be concise and to the point. It is recommended to keep it to one page or less, focusing on the most relevant information that highlights your qualifications and fits the job requirements.

Should I include personal information in a cover letter?

While it's important to introduce yourself and provide your contact information, avoid including personal details such as your age, marital status, or unrelated hobbies. Instead, focus on presenting your professional qualifications and aligning them with the job requirements.

Can I use the same cover letter for multiple job applications?

While it may be tempting to reuse a cover letter, it is best to tailor each cover letter to the specific job you are applying for. This allows you to highlight why you are a good fit for that particular role and show genuine interest in the company.

Do I need to address my cover letter to a specific person?

Whenever possible, it is advisable to address your cover letter to a specific person, such as the hiring manager or recruiter. If the job posting does not provide this information, try to research and find the appropriate contact. If all else fails, you can use a generic salutation such as "Dear Hiring Manager."

Should I include references in my cover letter?

It is generally not necessary to include references in your cover letter. Save this information for when the employer explicitly requests it. Instead, focus on showcasing your qualifications and achievements that make you a strong candidate for the position.

It’s time to start writing your stand-out cover letter

The hardest part of writing is getting started. 

Hopefully, our tips gave you some jumping-off points and confidence . But if you’re really stuck, looking at cover letter examples and resume templates will help you decide where to get started. 

There are numerous sample cover letters available online. Just remember that you’re a unique, well-rounded person, and your cover letter should reflect that. Using our structure, you can tell your story while highlighting your passion for the role. 

Doing your research, including strong examples of your skills, and being courteous is how to write a strong cover letter. Take a breath , flex your fingers, and get typing. Before you know it, your job search will lead to a job interview.

If you want more personalized guidance, a specialized career coach can help review, edit, and guide you through creating a great cover letter that sticks.

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

3 cover letter examples to help you catch a hiring manager’s attention

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7 Executive Assistant Cover Letter Examples

Executive Assistants are the right hand of leadership, adept at managing details, anticipating needs, and seamlessly orchestrating operations. Similarly, your cover letter serves as the right hand of your application, deftly outlining your skills, experiences, and your ability to anticipate and meet challenges. In this guide, we'll delve into the best cover letter examples for Executive Assistants, ensuring your application orchestrates a compelling narrative of your professional journey.

Cover Letter Examples

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The best way to start an Executive Assistant cover letter is by addressing the hiring manager directly, if their name is available. Then, introduce yourself and immediately mention the Executive Assistant position you're applying for. Make sure to highlight your most relevant skills and experiences right at the beginning to grab their attention. For example, "Dear Mr. Smith, I am a professional Executive Assistant with over 10 years of experience in managing complex schedules and administrative tasks. I am excited to bring my expertise to your advertised Executive Assistant position." This approach shows you're professional, direct, and confident in your abilities.

Executive Assistants should end a cover letter by summarizing their interest in the role and the unique skills they bring. It's important to express enthusiasm for the opportunity and to thank the reader for their time. Here's an example: "I am excited about the opportunity to bring my unique blend of skills and experience to your organization and believe I could add significant value to your team. Thank you for considering my application. I look forward to the possibility of discussing this opportunity further." This ending is professional, courteous, and leaves a positive impression. It also opens the door for further communication, which is key in the job application process.

An Executive Assistant's cover letter should ideally be about one page long. This length is sufficient to succinctly present your skills, experiences, and qualifications relevant to the job without overwhelming the reader. Remember, hiring managers often have many applications to go through, so it's important to make your points clearly and concisely. A cover letter is not the place to reiterate your entire resume, but rather to highlight key aspects that make you a strong candidate for the Executive Assistant position. It's also a chance to show your understanding of the company and how you can contribute to it.

Writing a cover letter with no experience as an Executive Assistant can seem daunting, but it's absolutely possible. Here's how you can approach it: 1. Start with a Professional Greeting: Address the hiring manager by name if possible. If not, use a professional greeting such as "Dear Hiring Manager." 2. Opening Paragraph: Begin by stating the position you're applying for. Express your enthusiasm about the opportunity and briefly mention where you found the job posting. 3. Highlight Relevant Skills: Even if you don't have direct experience as an Executive Assistant, you likely have skills that are applicable to the role. These could include organization, time management, communication, problem-solving, or proficiency in certain software. Use specific examples from your past work, academic, or volunteer experiences to illustrate these skills. 4. Show Your Knowledge of the Company: Do some research about the company and express why you're interested in working there. This shows initiative and that you're serious about the role. 5. Explain Why You're a Good Fit: Even without direct experience, you can still be a great fit for the role. Maybe you thrive in fast-paced environments, have a knack for multitasking, or are known for your exceptional organizational skills. Whatever it is, make sure to highlight it. 6. Conclude with a Call to Action: Thank the hiring manager for their time and express your interest in discussing your application further in an interview. 7. Professional Closing: End your cover letter professionally with a closing such as "Sincerely" or "Best regards," followed by your name and contact information. Remember, the goal of the cover letter is to get the hiring manager interested enough to read your resume and call you for an interview. Even without direct experience, if you can show that you have the skills and qualities they're looking for, you'll have a good chance of getting their attention.

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11 Things You Should Assess in Every Cover Letter You Read

Welcome to Recruiter Q&A , where we pose employment-related questions to the experts and share their answers! Have a question you’d like to ask? Leave it in the comments, and you might just see it in the next installment of Recruiter Q&A !

Today’s Question: We’ve written before about what employees should include in their cover letters , but today, we want to approach it from a new angle: How should hiring managers assess cover letters? What signs should they look for that a candidate is worth an interview?

My No. 1 pet peeve on cover letters is vertically dense pages with information dating back to the candidate’s first award in elementary school. It takes 40 minutes to read through. I don’t really have that much time to read through this, and I don’t really want to. — Pierre Tremblay , Dupray  

Look for personality, promise, and proof. Any candidate that can break free of the “I am writing to apply for” mold, clearly articulate how they’d solve your problem, and provide evidence from their past that proves their abilities is well worth your time. Why? Because the message reflects genuine interest. This candidate is not just shooting from the hip. They’re invested in the opportunity; they’ve done their research. Most importantly, they’ve already visualized how they can create success for your team. — Erica Breuer , Cake Resumes    

One of the biggest signs a candidate is worth interviewing is if they addressed their cover letter. This should be addressed to a specific contact name. — Dana Case , MyCorporation.com    

Most applicants simply summarize their resumes in their cover letters. However, proactive individuals look for opportunities to provide value to a business before they have even been offered a job. One sign a candidate is worth interviewing is if they offer specific advice in their cover letter for how the business could improve and ways they could help. This not only shows they have researched the company, but also demonstrates their ability to take initiative and generate new ideas. — Bill Battey , Mindyra    

I recommend hiring managers look for signs of a potential employee’s core values when assessing a cover letter. Employees can acquire new skills, grow in knowledge, and experience shifts in life circumstances, but core values never change – which is why the most toxic and irreconcilable form of misalignment between a company and an employee occurs when the values of the organization and the individual are opposed. — Chanel Dokun , LifePlan NYC    

A cover letter establishes an applicant’s most fundamental formal writing skills. Writing a basic, single-page letter shouldn’t be that difficult, and if an employee has a hard time communicating here, they’ll certainly have trouble communicating in high pressure conditions, regardless of the position. — Adam Hatch , ResumeGenius.com    

Great achievements don’t necessarily need to be work-related to indicate success. Case in point: Athletic achievements show the candidate is competitive and can work on a team; leadership achievements show an ability to support and motivate others; being part of a college Greek organization or social club demonstrates interpersonal skills; volunteering shows the candidate can work with others toward common goals. A consistent track record of achievements is one of the best indicators of success in a new job. — Jordan Wan , CloserIQ    

Is the letter generic (sent to all potential employers) – with no specifics about the job, company, or how the candidate would be an asset? If it appears to be generic, the candidate has questionable investment in your company. They are just looking to get a job and sending out mass applications. – Laura MacLeod , From the Inside Out Project    (Photo credit: Joe Henson)

Before you assess your applicant’s cover letter, think about your company culture. Is it happy and light-hearted? Formal and businesslike? Identify the voice of your company, and then read the cover letter with that in mind. Ideally, it should read like it was written by someone who gets the company culture, because that means either the writer is a natural fit for the position, or they did their homework by assessing your company’s website and other brand touchstones and then bothered to fit the letter not just to the position, but to your brand as well. — Rebecca West , Rebecca West Interiors    

Hiring managers should look closely for any grammatical errors because they speak volumes about a candidate’s attention to detail. I once received a cover letter from an applicant who claimed to have gone to a “prestigious collage”. I was not impressed! — Timothy Wiedman , Retired Associate Professor of Management and Human Resources

The most important sign to look for in a cover letter is passion for the industry and for the role. Passion is the No. 1 indicator of strong work ethic and career longevity. Passion can be identified in two ways. First, look for signs of conscious, smart choices in the applicant’s career story. Second, look for signs of community involvement that tie to the candidate’s career. — Kelvin Jiang , Buyside Focus    

How to Write a Cover Letter That Gets You a Job Interview

Learn to avoid the biggest mistake job seekers make and write a cover letter that truly makes an impact.

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Most job seekers don’t know how to write a proper cover letter. They believe a cover letter is just a “here is my resume” note. This is a wasted opportunity!

In this article, you’ll discover the secret to writing a professional cover letter that’s truly effective. It’s not hard to do and will give you a significant edge over the competition. We’ll walk you through the process in a few straightforward steps and provide examples to help you along the way.

Ready to get started? Let’s dive in and create a cover letter that opens doors to your next opportunity.

What is a cover letter and do you really need one?

A cover letter is a short document (around 300 words) that accompanies your resume. Your cover letter should not simply repeat what your resume says . Instead, it should complement your resume, highlight your personality, and potentially address any weaknesses that could otherwise prevent you from getting an interview.

But do you really need a cover letter in 2024? The short answer is YES.

“Over 80% of hiring managers read a cover letter and 60% of applications require one as part of the application,” says career coach Madelyn Mackie . “Even hiring managers and recruiters who say they never read cover letters may find themselves drawn in by a particularly compelling letter.”

In fact, Jobscan analyzed nearly 1 million job applications and found that including a cover letter with your resume makes you  1.9 times more likely  to be invited for an interview compared to those who left out a cover letter.

What’s the biggest cover letter mistake?

The biggest mistake job seekers make when writing their cover letter is to focus only on themselves .

“It’s not about you,” says career coach Susan Schwartz . “It’s about what you can do for them. Talking to them about what they care about—not about what you want—is what’s going to make them want to read your letter. And to hire you!”

According to Schwartz, this is the best way to write a cover letter:

Paragraph 1. A single sentence (maximum two) stating the PROBLEM that the company faces. What is the issue/need/opportunity that this role will address?

Paragraph 2. what solution do you offer how are you the answer to their need again, keep it to a sentence or two., paragraph 3. explanation: what experience do you have that supports your assertion that you can help this paragraph can be 3-4 sentences, but keep it short., paragraph 4. call to action: suggest next steps. not “thank you” but let’s plan to discuss this next week..

Since hiring managers often spend less than 20 seconds on an application, your cover letter needs to grab their attention and get them to look at your resume. By highlighting how your experience matches the job, you make it easier for them to see you as a great fit for the role.

Now let’s examine each of these steps in more detail.

How to write a strong cover letter step-by-step

Now that you know the basics of what to include in your cover letter, let’s go through the process from start to finish to see how you can write a cover letter that will make you stand out from the rest of the candidates.

1. Do your research

Before writing your cover letter, research the company to understand its current challenges and goals. Visit the company website, read their latest news and press releases, and follow their social media channels.

Don’t skip this step! It’s crucial for writing a cover letter that truly resonates with a potential employer and sets you apart from other candidates.

After you’ve researched the company, carefully read the job description. Ask yourself the following questions:

• What specific problems or challenges is this role designed to address?
• How do my skills and experiences align with the job requirements?
• Am I a good fit for the role?
• What unique value can I bring to the company in this role?
• Are there any keywords or phrases that I should incorporate into my cover letter?

After researching the company and the role, you’re ready to start writing your cover letter.

2. Write your opening paragraphs

Many job seekers make the mistake of being too wordy in their cover letters. You’re not writing a novel. Use short words in short sentences. Remember, a hiring manager is going to quickly scan your application, so you need to get right to the point.

Here are some examples of how to start a cover letter:

Dear [Hiring Manager’s Name],

I’ve noticed that NexGen is working hard to stand out in a crowded digital market, and keeping your brand top-of-mind for customers can be tough.

That’s where I come in—I specialize in creating engaging content and smart SEO strategies that boost online presence and drive customer engagement.

I understand that Weissman is seeking to maintain its innovative edge in the dancewear industry while consistently meeting sales and margin targets.

I am confident that my experience and passion for design can help Weissman continue to create stunning, market-leading dancewear.

I understand that Timmons Company needs motivated individuals to manage sales territories and boost product visibility in retail grocery stores around Quincy, IL.

I am excited to bring my self-motivation and sales-oriented mindset to your team, ensuring your products not only maintain their shelf presence but also thrive.

3. Prove you can do the job

Now you need to provide evidence that you’re the right person for the job. The best way to do this is to highlight your relevant experience and achievements. Here are some things you should focus on:

• Specific Accomplishments : Share examples of your successes, such as increasing sales, leading projects, or improving processes.
• Relevant Skills : Highlight the skills that match the job requirements, like planning, organizing, technical proficiencies, or specific industry experience.
• Problem-Solving : Discuss times when you successfully tackled challenges, such as resolving issues, managing conflicts, or implementing solutions.
• Industry Knowledge : Demonstrate your understanding of the field and awareness of current trends and standards.
• Team Collaboration : Mention how you’ve effectively worked in teams, mentored others, or collaborated across departments.

Remember to keep it concise. Your letter isn’t meant to tell your whole story; it’s about making a compelling case that you understand the key aspects of the job.

Your goal is to leave the reader eager to learn more about you. Here are some examples:

“Over the past five years, I’ve led digital marketing campaigns that ramped up organic traffic by 40% and bumped up conversion rates by 25%. I’ve worked with diverse teams to create compelling content that resonates with audiences and used data analytics to refine strategies for maximum impact. My experience with social media management and email marketing also ensures a holistic approach to your digital marketing needs.”

“With over ten years in apparel design, specializing in activewear and dancewear, I have a proven track record of developing designs that resonate with customers and drive sales. My expertise includes conducting global trend research, selecting inspiring materials, and leading teams to transform creative concepts into market-ready products. I am proficient in Adobe Creative Suite and have experience with CLO3D, ensuring that my designs are both innovative and technically sound. My leadership skills have been honed by mentoring junior designers and managing cross-functional teams, fostering a collaborative and efficient design process.”

“With several years of experience in CPG retail sales and merchandising, I have successfully managed sales territories, maintained product placements, and executed promotional strategies. My ability to plan and organize, combined with proficiency in Microsoft Office and familiarity with iPads, positions me well to contribute effectively to your sales team. I am adept at thinking on my feet and delivering results in dynamic environments, ensuring that products are always tagged, rotated, and optimally displayed.”

4. Conclude with a call to action

When wrapping up your cover letter, it’s crucial to include a strong call to action in your closing paragraph. This isn’t just about expressing gratitude—it’s about setting the stage for the next steps in the hiring process.

Instead of a simple “thank you,” aim to propose a specific plan, such as scheduling a meeting or a call to discuss how you can contribute to the company.

Here are some examples of how to end a cover letter :

“Let’s discuss how I can help NexGen Creative Agency achieve its sales goals next week. Please let me know your availability for a meeting.”

“How about we chat next week about how I can help Weissman shine even brighter? Let me know when you’re free.”

“Let’s plan to discuss how my self-motivation and sales-oriented mindset can boost product visibility for Timmons Company next week. Please let me know your availability for a meeting.”

There is no need to add anything more. Time is valuable, so hiring managers won’t spend it on a cover letter that isn’t concise and to the point.

Expert tips for writing a cover letter

We’ve gone over the basics of how to write a good cover letter. Here are some expert tips for formatting and how to make your cover letter even better.

Format your contact information correctly

Before diving into the content of your cover letter, it’s important to format the contact details and header correctly. You’ll need to include your name, full address, phone number, and email address.

Here’s an example:

Personalize your greeting

To whom should you address your cover letter to? “For maximum impact, see if you can find the hiring manager or recruiter for the role, and send your letter to them,” says career coach Susan Schwarz . “Addressing your letter to a specific person will significantly increase the likelihood of someone reading it.”

Check the company’s website or LinkedIn profile to find the name of the hiring manager. However, if you can’t find a specific name, “Dear Hiring Manager” will suffice.

To end a cover letter, you can use “best regards” or “kind regards” followed by your full name.

Show your personality

While it’s important to maintain a professional tone in your cover letter, don’t be afraid to let your personality shine through. But remember, you don’t want to overdo it—keep it concise and relevant .

Here are some ways to show your personality in your cover letter:

• Briefly mention a specific project or experience you enjoyed.
• Highlight a distinctive skill or trait that sets you apart.
• Talk about how your values align with the company’s mission or culture.
• Describe a unique volunteer experience.

Emphasize your adaptability

According to LinkedIn , the top “skill of the moment” is adaptability . This means being open to new ideas, ready to pivot when needed, and always looking for ways to improve. In a world where the only constant is change, being adaptable can set you apart.

Here’s an example of how to incorporate adaptability into your cover letter:

“In my previous role as a CPG retail sales merchandiser, I consistently demonstrated my ability to adjust to changing market conditions, customer preferences, and sales strategies. This adaptability allowed me to increase sales by 25% in a highly competitive market.”

Show enthusiasm

Research shows that 40% of employers would not hire a candidate if they lacked enthusiasm. Remember, you’re much more attractive to employers when you’re on fire .

Here’s an example of how to show enthusiasm for the company you’re applying to:

“I’ve long admired Weissman’s commitment to the dance community and the artistry of your costumes. Your dedication to empowering performances and celebrating creativity is inspiring, and I’m excited about the opportunity to join your passionate team.”

Balance professionalism with friendliness

Try to strike a balance between a professional and friendly tone. Don’t use overly formal language, but make sure your writing is polished and error-free. Use humor sparingly, as it can be easily misinterpreted.

This approach helps you come across as both competent and personable, making you an ideal candidate.

Cover letter do’s and don’ts

• Do personalize . Address your cover letter to a specific person whenever possible.
• Do be concise . Keep your cover letter to one page.
• Do show enthusiasm . Mention specific reasons why you want to work there.
• Do include measurable accomplishments . These are accomplishments that can be quantified, such as increasing sales by a percentage.
• Do show your personality . Share brief anecdotes or unique experiences relevant to the job.
• Do be professional yet friendly . Avoid overly formal language.
• Do proofread your cover letter. A single mistake can damage your chances of getting an interview.
• Do include a call to action. Suggest scheduling a meeting or a call.
• Don’t be too formal . Strike a balance between professionalism and friendliness.
• Don’t overuse humor . Humor can be easily misinterpreted or come off as unprofessional.
• Don’t repeat your resume . Your cover letter should complement your resume, not repeat it.
• Don’t include irrelevant information. Focus only on what’s most relevant to the job you’re applying for.
• Don’t use clichés . Phrases like “I am a hard worker” or “I think outside the box” are overused and add little value.
• Don’t make excuses . Avoid explaining gaps in employment or other potential negatives.
• Don’t forget to tailor each letter . Customizing each cover letter will help it pass through Applicant Tracking Systems (ATS).

Cover letter examples

Here are a few cover letter examples that show how to highlight your skills, show your personality, and match your experiences with the job.

Cover letter example for someone with no work experience

Starting your career can be challenging, especially when you don’t have much experience to showcase. But don’t worry—a well-written cover letter can highlight your strengths and potential.

• Addresses the company’s needs : The letter begins by acknowledging the challenges the company faces, demonstrating an understanding of the industry and the company’s needs.
• Offers a solution : The candidate clearly states how they can provide value by offering a fresh perspective and innovative ideas.
• Highlights relevant experience : Even with limited work experience, the letter mentions a successful internship project that aligns with the job’s requirements.
• Shows enthusiasm and passion : The mention of a passion for sustainability and eagerness to contribute to the company’s efforts showcases the candidate’s genuine interest.
• Proposes next steps : The call to action is clear and professional, suggesting a meeting to discuss how the candidate can contribute, which shows initiative and confidence.

Cover letter example for someone changing careers

Changing careers can be a bold and exciting move, especially when you have a strong foundation of transferable skills. The following example of a cover letter demonstrates how to effectively highlight your previous experience and enthusiasm for a new industry.

• Engaging opening : Starts with a bold question that captures attention and sets the tone for the rest of the letter.
• Clear value proposition : Quickly establishes how the candidate’s project management skills can benefit the finance industry.
• Relevant experience : Highlights a specific project that showcases the candidate’s ability to improve efficiency and manage complex tasks.
• Expresses enthusiasm : Shows genuine excitement about the career change and the specific company.
• Call to action : Concludes with a clear and confident call to action, suggesting a meeting to discuss how the candidate can contribute to the company’s success.

Cover letter example for someone re-entering the workforce

Re-entering the workforce after a significant break can be challenging, but it’s also an opportunity to showcase your resilience and the valuable skills you’ve developed during your time away.

The following cover letter example demonstrates how to effectively address employment gaps while highlighting your strengths and enthusiasm for the role.

• Strong opening statement : The cover letter begins with a compelling statement about the importance of adaptability and innovation, setting a positive and forward-thinking tone.
• Addresses employment gap : It acknowledges the employment gap upfront, providing context without dwelling on it, which demonstrates honesty and transparency.
• Highlights relevant experience : The letter emphasizes past accomplishments and specific projects, showcasing the candidate’s skills and ability to deliver results.
• Shows enthusiasm for the role : The candidate expresses excitement about re-entering the workforce and aligns their values with the company’s mission.
• Proposes next steps : It ends with a clear call to action, suggesting a meeting to discuss how the candidate can contribute to the company’s success.

Generate a perfectly crafted cover letter in seconds

If you’re still having trouble writing your cover letter, try Jobscan’s AI cover letter generator . It analyzes both your resume and the job ad to create a completely original cover letter customized for the job you’re applying for.

To learn more about how the cover letter generator works, watch this brief video:

You can try Jobscan’s cover letter generator for free below:

Key takeaways

Follow these key takeaways to write a compelling cover letter that sets you apart from other candidates and opens doors to new career opportunities.

• Write with the employer’s needs in mind. Explain how you can address their specific challenges and contribute to their goals.
• Keep it brief . Use short sentences and paragraphs to make it easy for hiring managers to scan quickly.
• Address your letter to a specific person . If you can’t find a name, “Dear Hiring Manager” will suffice.
• Showcase your relevant experience. Use specific examples to demonstrate your abilities.
• Inject your personality. Share brief anecdotes or unique experiences relevant to the job.
• End with a strong call to action . Suggest a meeting or a call to discuss how you can contribute to the company’s success.
• Proofread your letter. A single error can torpedo your chances at getting an interview.
• Show enthusiasm. Showing excitement and a willingness to learn can make you a more attractive candidate.

A cover letter should be one page long, consisting of three to four paragraphs. The total word count should be around 250-400 words.

When you don’t have a specific name, you can use “Dear Hiring Manager.” Avoid using “To Whom It May Concern,” as it is considered old-fashioned.

When emailing a cover letter, use a clear subject line like “Application for Content Developer – [Your Name].” Paste your cover letter into the email body. Attach your resume.

Yes, a cover letter is necessary because good first impressions are important. By highlighting your qualifications and showing enthusiasm for the role, you can gain an advantage over someone who doesn’t send one.

Employers look for personalization in a cover letter, showing that it’s tailored to the specific job and company. Highlight relevant experience and skills that match the job requirements. Include specific achievements that demonstrate your capabilities and contributions.

Yes. Providing specific examples of your achievements helps demonstrate your skills and qualifications, making your application more compelling to employers.

A cover letter starts with your contact information, first and last name, the date, and the employer’s details. Begin with an introduction about your suitability for the role. Include a brief section highlighting relevant experience and skills with examples. Conclude by asking for an interview.

The primary goals of a simple cover letter are to make a good impression, get someone to read your resume, and offer you a job interview. It also shows you have good communication skills, which are highly valuable in today’s workforce.

The opening sentence should state the problem the company faces or pose a thought-provoking question to grab the hiring manager’s attention.

Robert Henderson, CPRW, is a career advice writer and a resume expert at Jobscan.

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