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How Do I Make My Cover Letter E-Friendly?

Q:   Dear Seymour, I am currently searching for a job and I'm finding a lot of employers ask for resumes to be sent via email. I'm confused about whether I need to include a cover letter, and if so, how do I make it e-friendly?

- Submitted by Hilde Thomas, Breckinridge, CO

A: Dear Hilde,

It is becoming increasingly more prevalent for resumes to be sent via email to potential employers. Email boosts the efficiency of the traditionally time-consuming job search process, but it also presents new challenges. Though there are some differences sending resumes via email rather than through the mail, don't think you can get away without including a cover letter. Here are some tips for making your cover letter ready to send at the click of a mouse:

- Maximize your subject line. Don't ever leave the subject line of your email blank or waste it by just inserting the job number. Use it to entice the employer into your cover letter. For example: "high-tech product-marketing executive for director of marketing."

- Short and sweet. Online cover letters don't need to be as lengthy as traditional cover letters, but their basic elements should remain the same. Keep it to two concise paragraphs or under 150 words. Hook your employer in the first paragraph. It should not be any longer than one screen in length. However, use standard cover letter protocol - salutation, standard closing, blank lines between paragraphs, etc.

- Use keywords. Include keywords pertinent to the position because your cover letter may be filed into a database. Using critical keywords will enhance the likelihood that your cover letter and resume will be retrieved in a future search.

- Insert rather than attach. Paste your cover letter in the body of the email. You can always make the notation "hard copy to follow."

- Remove formatting. Use plain text - black font, normal size and typeface (i.e. 10 point, Arial or Times Roman) on a white background. Practice sending it via email to yourself and a friend who uses a different Internet service provider to ensure the letter is clean and professional-looking.

- Always proofread. Never hit "send" without thoroughly spell checking and proofreading your email cover letter. Surveys show that just one typo is enough for hiring managers to eliminate a candidate for consideration. Let another set of eyes read your letter to recheck for content and style. Make sure that what you send by email is something you'd want printed out and shown to a prospective employer.

No matter how your cover letter is sent, it should be clear, concise and professional looking. Use email as a tool to your advantage - employers often prefer it, it's faster, and demonstrates your technology skills.