Cover Letter Writing

Including a cover letter in any application is essential unless the employer specifically tells you not to include one. Cover letters that are written as a component of an application for a specific position are referred to as a “letter of application,” while letters written to inquire about opportunities within an organization are referred to as a “letter of inquiry.” Both types of letters should follow the general guidelines provided below and seek to achieve the following goals:

• Convince the employer that you would be a good match with what they are looking for and will add value to their organization (skills!)
• Convince the employer that you have done your research and really feel like this job and this organization are the right fit for you (personality!)
• Demonstrate your attention to detail and professionalism by writing a letter relevant to their needs, including the name of the company and position in the submission, and utilizing business letter format.

Cover letter content

Introductory paragraph

• Briefly explain who you are and why you are writing. Avoid using “I am writing” as the opener since that is implied. Mention the specific position title and how you heard about the position.
• Demonstrate your knowledge of the organization and why you are interested in working there (avoid generic reasons).
• If you have a connection at the organization or have been referred, mention that person’s name and their connection to you.
• Conclude your paragraph with a “thesis” statement demonstrating why you are a great candidate. You will support this statement with examples in the body paragraph(s).

Body paragraph

• Illustrate how your qualifications and skills match the organization’s needs (use the job description as a guide).
• Choose one or two key experiences that exemplify your qualifications for the position and provide examples or very short stories that provide details about your abilities, strengths, and skills (avoid repeating your résumé verbatim). Be sure to connect these experiences back to the position and explain what you can bring to the organization.

Closing paragraph

• Summarize your fit with the organization.
• Indicate action – state that you will follow up in two weeks (if you state that, you MUST actually follow up).
• Refer to your enclosed résumé and restate your contact information (phone and email).
• Express your appreciation for their time and consideration.
• Always make sure you sign your letter! If submitting/sending your cover letter electronically be sure to attach your cover letter as a PDF file and do not leave a space for a handwritten signature.

Cover letter tips

Target each and every letter to the specific position and organization. Never send out generic or form letters. Show your individuality, fit, and that you know something about this organization and this position. Make each and every letter count!

Write professionally. Employers will use this as a writing sample. Do not use contractions (don’t, I’ve, etc.). Avoid acronyms and jargon.

Always get a name! Never address a letter “To Whom It May Concern.” Do some research and find a name if it is not readily given. Use LinkedIn, look for employee directories on the website, or talk to a current employee. You can always call and ask to whom to address the letter if necessary.

Focus on what you can do for them, not what they can do for you. Convey how hiring you will benefit the organization.

Make sure it is perfect! Proofread it and have others look it over. There can be no errors!

Keep it to one page and set your type to between 10 and 12pt. Employers see hundreds of letters. They will only read one page.

Use a standard font that matches the font on your résumé, and high-quality paper that also matches your résumé. All of your application materials should look like they belong together. Avoid fonts that are overly unique or difficult to read. You want to keep it professional, but you can also explore options beyond Times New Roman.

Sign your letter. On electronically submitted letters consider signing a blank sheet of paper, scanning it, cropping the image of your signature out and dropping that into the cover letter document. This gives your document a very polished look.