How to Write a Cover Letter

Brought to you by workers at the Career Options Resource Center

What is a cover letter?
A cover letter is a standard business letter with norms regarding format and content that are recognized by professionals in every field – profit and nonprofit. When you apply for a job or internship, you attach your resume to a one-page cover letter that contains three or four short paragraphs.

Your cover letter has one purpose: to persuade the reader to look at your resume and grant you an interview. To be persuasive, a cover letter should:

• Briefly explain what position you seek and how you found out about it • Highlight specific skills or accomplishments that qualify you for the position • Show a bit of your personality and express your enthusiasm about the position and organization

Why is your cover letter important?
An effective cover letter is like a personal advertisement that promotes your most attractive and significant professional traits. It displays your writing skill. It offers a sense of your individuality that isn’t apparent in a resume. The appearance of your cover letter gives employers their first impression of your organizational skills and attention to detail. That’s why it is especially important to avoid spelling and grammatical errors.

Salutation
Ideally, you will personalize the letter (see Techniques below). Be sure to spell the name correctly and use the proper salutation (e.g., Dear Ms. / Mr. / Dr. etc.). Use a colon rather than a comma after the salutation; the colon is used for more formal documents.

Opening Paragraph
The opening paragraph should be brief and specific. Explain why you are writing, identify the job for which you are applying, and say how you heard about it. If you were referred by someone within or connected to the organization, mention that person’s name and position/connection. Say why you are interested in this particular job and organization. (In doing so, avoid focusing on what you hope to learn/gain.)

Body Paragraph(s)
In the middle one or two paragraphs, summarize how your skills and accomplishments qualify you for the job and how you can add value to the organization.

• What makes you a good candidate for this position? Mention specific experiences, accomplishments, and credentials – from your course work, internships, work-study positions, field study experiences, extracurricular activities, and employment – that demonstrate skills relevant to the position (e.g., writing, leadership, multicultural awareness, public speaking, teaching).

• Highlight one or two key elements from your resume that most directly relate to the position and emphasize your potential value to the organization. Make an effort to avoid restating exactly what’s on your resume. This will to guide the reader to what is most important about your experience and add qualitative information.

• Mention transferable work experiences and skills. Transferable skills include oral and written communication; logic; work ethic traits such as drive, stamina, diligence, initiative, and reliability; ability to handle multiple tasks and thrive under deadline pressure; research skills; and ability to achieve goals.

• Convey a focused career goal or, if unsure about your ultimate career goal, a clear short-term goal.

• Demonstrate some knowledge of the organization. Find out something about the organization’s mission and goals. Describe how these fit with your interests and ideals and how you can make a contribution to the organization.

 Don’t be afraid to talk passionately about your interest in the job, the organization, or the field in general. If a potential employer sees your enthusiasm, you will automatically stand out. If your values align with the organization’s, say so and say why.

Closing Paragraph
• State that you have enclosed your resume and any supporting materials that the employer may have requested (e.g., references, writing sample, portfolio, head-shot, etc.).

• Re-emphasize how enthusiastic you are about the job and how your skills can benefit the organization. Thank your reader for his/her consideration and mention how much you look forward to talking with him/her about the position.

• Use an appropriate complimentary close such as “Sincerely,” “Yours truly,” or “Regards.”

Follow Up
 If you haven’t had a response in 2-3 weeks, it’s a good idea to follow up with a phone call to make sure your application was received and to reiterate your interest. You may also ask if it would be all right to call back within a certain time frame (if you haven’t heard anything) just to check on the status of the process. There is a fine line between being assertive and being annoying, so pay attention to what is being said – tone of voice as well as words.

Techniques to make your cover letter stand out
Aside from excellent organization of thoughts and engaging writing style, you can make your cover letter stand out in a number of ways:

• Make every effort to address your cover letter to a specific contact person, using name and title. Avoid using “To Whom It May Concern.” If you find it impossible to get a name, at least use a title that will direct your resume and cover letter to the right person, for example: “Dear Internship Coordinator” or “Dear Hiring Manager” or “Dear Outreach Director.”

 Be creative about finding a contact name. Check the web site. Call the organization and inquire. Ask someone you know who works there to check around for you.

• Show your understanding of common business practices by using either business (block) style or personal style. The difference is that in block style, all elements of the letter begin at the left margin. In personal style, the return address, date and complimentary close begin at the centerline of the page, and paragraphs are indented 5 spaces. (See examples of both styles below.)

• Accentuate the positive. Avoid qualifiers that might imply lack of confidence or hesitation. For example:

Before: “I may not have all the experience you prefer, but I believe that my enthusiasm and willingness to learn make me a strong candidate.” Better: “I believe that my enthusiasm and willingness to learn make me a strong candidate.”

• Use strong, active verbs – avoid the passive voice. For example:

Before: The presentation was given at last year’s annual meeting of the Independent Filmmakers Association. Better: I gave the presentation at last year’s annual meeting of the Independent Filmmakers Association.

• Proofread! Ask someone you trust to proofread also. Don’t rely solely on your word processor’s spelling checker. Mistakes in spelling or grammar can send your application to the reject pile.

• Avoid overblown language and excessive use of adjectives.

Generally accepted standards
• 8 1/2” x 11” paper for both cover letter and resume, and #10 business envelope (Do not use your school or current employer’s letterhead.)

• Stationery and envelopes in a neutral color such as white, cream, or light grey (not strong, bright colors)

• Stationery with no pictures or images in the background (This is commonly considered to be too casual for a resume, cover letter, or envelope, whether you are applying for a position as an artist, a pre-school teacher, or a business manager.)

• Typed (not handwritten) envelope addressed specifically to the contact person identified in your cover letter

• Handwritten signature in black ink

Nice touches that may give you an edge
• Quality stationery, not plain white copier/printer paper

• Matching stationery for cover letter and resume, plus matching envelope

• Matching typeface and font size on cover letter and resume (Such coordination demonstrates planning and professionalism.)

• Terminology and buzzwords of the career field show familiarity with the profession – but don’t overdo it.

Business (Block) Style
(Address) (City, State, Zip) (Telephone) (E-mail Address) (Date)

Name and Title Organization Name Address City, State, Zip

Dear (Name):

In a business style letter, all elements of the letter begin at the left margin. There is one blank line between the return address and date. There are three blank lines between the date and the inside address.

Leave three blank lines for your signature.

Sincerely,

(Name)

Personal Style
(Address) (City, State, Zip) (Telephone) (E-mail Address) (Date)

Name and Title Organization Name Address City, State, Zip

Dear (Name):

In a personal style letter, the return address and date start at the centerline of the page, and paragraphs are indented 5 spaces. There is one blank line between the return address and date. There are three blank lines between the date and the inside address, which is left aligned.

The complimentary close and writer’s name also start at the center of the page. Leave three blank lines for your signature.

Sincerely,

(Name)

More Sample Cover Letters
From the CORC website:


 * http://www.hampshire.edu/shared_files/Sample_Letter_1.pdf
 * http://www.hampshire.edu/shared_files/Sample_Letter_2.pdf