Cover Letters
As mentioned previously, application letters and cover letters are not the same thing. By definition, a cover letter identifies the item being sent, the person to whom it is being sent, and the reason for its being sent. A cover letter provides a permanent record of the transmittal for both the writer and the reader.
Keep your remarks brief in a cover letter. Your opening should explain what is being sent and why. In an optional second paragraph, you might include a summary of the information you are sending. A letter accompanying a proposal, for example, might point out any sections in the proposal of particular interest to the reader. The letter could then go on to present a key point or two explaining why the writer's firm is the best one to do the job. This paragraph could also mention the conditions under which the material was prepared, such as limitations of time or budget. The closing paragraph should contain acknowledgements, offer additional assistance, or express the hope that the material will fulfill its purpose.
The following are examples of cover letters. The first letter (Sample #1) is brief and to the point. The second letter (Sample #2) is slightly more detailed because it touches on the manner in which the information was gathered.
Sample #1
Your Company Logo and Contact Information
January 11, 2005
Brian Eno, Chief Engineer
Carolina Chemical Products
3434 Pond View Lane
Durham, NC 27708
Dear Mr. Eno:
Enclosed is the final report on our installment of pollution control equipment at Eastern Chemical Company, which we send with Eastern's Permission. Please call me collect (ext. 1206) or send me an email message at the address below if I can answer any questions.
Sincerely,
Nora Cassidy
Technical Services Manager
nas@company.com
Enclosure: Report
Sample #2
Your Company Logo and Contact Information
January 11, 2005
Brian Eno, Chief Engineer
Ecology Systems, Inc.
8458 Obstructed View Lane
Durham, NC 27708
Dear Mr. Eno:
Enclosed is the report estimating our power consumption for the year as requested by John Brenan, Vice President, on September 4.
THe report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and her staff and an extensive survey of all our employees. The survey was delayed by the transfer of key staff in Building 'A.' We believe, however, that the report will provide the information you need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.
We would like to thank Billy Budd of ESI for his assistance in preparing the survey. If you need more information, please let me know.
Sincerely,
Nora Cassidy
New Projects Office
nas@company.com
Enclosure: Report
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