Elements of a cover letter
Formatting a cover letter
Knowing what to emphasize
Sample cover letter with resume (pdf format)

The purpose of a cover letter is:
To communicate availability, qualifications, and interest to employers
To personalize your resume by accenting strengths related to the qualifications desired for the position
To serve as a formal letter of application, as a response to a job ad, as a result of a referral from mutual acquaintance, or as unsolicited inquiry for employment

Use your cover letter to:
Capture the reader's interest
Explain your reason for interest in employment
Relate your strengths to the employer's needs
Initiate action (a request for the next step)

Elements of a cover letter

The Basics

Return Address
Place at the top right or left of the letter:
Your street address
City, State, Zip Code
Phone number
Email address

Date
Place under the return address.

Contact Information
Align this information with the left margin:
Contact's full name
Contact's exact title
Contact's department
Name of organization
Street address
City, State, Zip Code

Salutation
Place under contact information. Be sure to use the contact's official title (Mr., Ms., Dr., Rev., Sr., Hon., etc.).

The Body Paragraphs

Opening Paragraph
Purpose: Capture attention, set tone of the letter, summarize why your qualifications meet the employer's needs

State purpose of the letter.
Mention name of mutual friend.
State your top credentials.
Name the position, department, and company.
State your source for the job lead.

Middle Paragraph(s)
Purpose: Communicate your main 'selling points,' show that you are knowledgeable about the organization, describe how your skills match the employer's needs, create interest, illustrate personality and professionalism

Point to achievements.
Use action verbs.
Offer proof of skills and abilities (specific examples).

Closing Paragraph
Purpose: Reemphasize your strengths, make request for further action

Re-state that you fit the employer's needs.
Re-state the position and company name.
State a timeline, specific follow-up information, and dates.
Express appreciation for the employer's time and consideration.

The Closing

Sincerely
Typed Name (4 lines below "Sincerely")
Written Signature (between "Sincerely" and typed name)
Enclosure: Resume, References (etc.)

Formatting a cover letter

Personalization
Address letter to person with hiring power.
Do not address your cover letter "To whom it may concern."
State the position sought, organization name, and if appropriate, the geographic location.
Match your strengths and abilities to the organization's specific needs.
Do not state verbatim the information on your resume.
Provide additional information and details which are not on your resume

Length
Cover letters should be one page in length.

Appearance
Arrange cover letters using a standard business format.
Use bolded or enlarged type or underlining for emphasis.

Word Choice
Use positive words and/or action verbs capitalizing on your strengths.
Avoid cliches and trite language.
Avoid repetition and, or nondescriptive words including "is," "or," "was."
Do not abbreviate, or use unnecessary jargon.
Use concise, specific statements and short paragraphs.
Paragraph should contain one main idea and should not exceed a length of 6 lines.
Vary your sentence structure so sentences do not contain excessive use of the word "I."
Focus on how you can benefit an employer or company versus what you hope to gain in obtaining the position.

Proofreading
Misspellings, grammatical errors, improper punctuation are unacceptable.
Cover letters must be well organized.
Avoid overly long descriptions and a disorganized format.
Make sure the company name and title are consistent in the letter.
Sign your letter.

Coordination with your resume and references
Select a font style that matches the style of your resume and references.
Use matching paper of good quality for resumes, cover letters, reference lists, and envelopes.

Knowing what to emphasize

In cover letter, emphasize your skills or abilities that are important to the employer. Here, for example, is a sample job announcement and some key points one may derive from it:

Sample Job Announcement

Key Points from the Sample Job Announcement

The employer is looking for someone with aptitude, skills, or experience in the following:
Accounting, Business Administration, Economics, Finance Math, or Statistics
Aptitude with systems
Teamwork
Familiarity with health and welfare benefits
Computer Research experience
Customer service orientation

Sample cover letter with resume (pdf format)

Cover letter (with resume)

Resume Writing

Cover Letters

Transcripts

Researching the Employer

International Employment

Networking & Job Fairs

Interviewing & Job Offers

On-Campus Recruiting

Related Resources

Career Services Home