Examples

Cover Letter Writing

What is a cover letter?

A cover letter is sent to persuade employers to read your resume and grant an interview. Its purpose is to link your resume with the position you are interested in. A cover letter is generally a one page business letter that gives a summary of skills, experiences, interests and background as they relate to the job for which you are applying. This letter should always be included unless you personally hand deliver your resume to the interviewer.

What is the purpose of a cover letter?

The cover letter gives you the opportunity to

• Demonstrate your interest in and knowledge of the organization by referring to the research you have conducted
• Illustrate what you can do for the employer rather than what he/she can do for you
• Personalize and target your resume toward a particular position
• Relate your skills to the requirements of the job by interpreting and highlighting accomplishments stated in resume
• Ask specifically for an interview and open door for further communication

Cover letter format

Heading:

State your name, address and date in the top corner of letter. A few lines down, put the name of the employer, title, organization name and address. This should be followed by the salutation of the letter, for example Dear Mr. or Mrs. Employer Name:

Paragraph one:

State your purpose in writing the letter, (usually to apply for a position). Include the source from which you heard about the position or mention the name of the person that referred you to them. You want to invite and entice the employer. Tell why you are interested in working for the company. You should end the paragraph with a persuasive statement about why you are qualified for the position, which will transition into the next paragraph.

Paragraph two:

Present your strongest and most relevant qualifications for the specific job, in decreasing order of importance. Expand on the information presented in your resume, but do not merely repeat it. Focus on what you can do for the company or organization, and keep the employer’s perspective in mind. Use specific examples in demonstrating what you can do to contribute to the company, and relate your skills to the position. Also, show the research you have done about the company by mentioning something particular about it. (There can be an optional third paragraph after this one if it is needed to elaborate accomplishments.)

Paragraph three:

Close by requesting an interview. State that you will follow up by phone with the employer to make arrangements, allowing at least one week after mailing the letter. Attention should be called to your enclosed resume. Also, you should include your phone number. Remind reader that you are willing and able to be of service to the organization. Thank the employer for taking time to read your letter and resume and for considering you for the position. 

Closing:

Close letter with a standard closing phrase as you would any other business letter (i.e. Sincerely,). Space down four lines and type your name. This will give you room to hand write your signature between the lines. Space down two more lines and type "Enclosure" if including resume, showing there is something more included than just the letter. It is a good idea for the letter, resume and envelope to match.

Suggestions for an effective cover letter:

• Always direct your letter to a specific person, preferably an individual with hiring authority.
• If you do not know to whom you should write, call the company for the name of the person to contact. Spell his/her name correctly.
• Tailor your letter to a specific job and organization. Avoid using a non-personalized form letter.
• Use simple, clear, concise, direct and persuasive language. Avoid sounding aggressive, humorous or too informal. Refrain from slang and abbreviations.
• Do not exaggerate your accomplishments, but be positive about your qualifications and talents. Whenever possible, provide specific examples to support and illustrate.
• When answering an advertisement, cover all the points requested in the exact order outlined Some prospective employers use those directions to test the applicants ability to follow instructions precisely.
• Proofread your letter for grammar, punctuation, spelling and typographical errors. The letter must be neat and absolutely error-free. Realize they will view the cover letter as an example of your written communication skills.
• Edit the cover letter carefully. Is it interesting and persuasive? Does it include important aspects of your college experience, your pertinent qualifications and skills, and a bit of your personality?
• Write letter for the employer’s perspective. Why should they hire you?
• Do not directly copy the same information from your resume.
• Focus on skills and qualifications you bring to that particular position.
• Do not reproduce your cover letter. Each letter should be uniquely tailored to the employer and typed for every application you submit.
• Keep your cover letter to one page in length with three or four paragraphs.
• Include a return address, phone number and date in the letter.
• Use conventional business letter form on standard size (8 ½ x 11) bond paper that matches your resume. Observe margins and spacing.
• Be sure to sign the letter.