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Write Cover Letters
Cover Letter Style | Print & Electronic | WRITE | Format & Review
Your Address
- Your address is the first thing
- When writing your street address, do not abbreviate the "Street", "Road", "Avenue", etc.
- Abbreviate your state by using the two letter postal code, in capitals
- It should be followed by the zip code, leaving 2 spaces between the state and zip code
Date
- The date appears after your address
- Be sure the date is current
Company Contact & Address The name and title of the company contact, company name, and address appear after the date. Use. "Mr." or "Ms."
The Salutation Address your cover letter to a particular person in the organization. Avoid using the generic "To Whom It May Concern." If you don't have a name, use "Dear Hiring Manager"
Write the Main Body
Paragraph 1: Be specific about why you are writing. Mention the specific job you are referring to. If the ad included a reference code, include it here. Explain where you heard about the job, e.g., a newspaper or online advertisement, or from a friend.
Paragraph 2: Use this paragraph to describe your qualifications for the job. Briefly explain what you understand the requirements to be. Show that you know something about the company. Don't go overboard, but in a sentence or two, make it clear that you have done some research. For example, "Your recent and impressive XXX innovations make me even more interested in joining the organization."
Go on to say that you believe you could be a good fit for the role, and offer specific reasons, e.g., your educational background, related work experience or volunteer work. This is a good time to appeal to the employer's self-interest. Remember, it is hard to find good employees! They are just as eager to find a good candidate as you are to get a job. So be sure to show how you can help the employer. If the job focuses on customer service, explain how your customer service skills have helped others in the past. If the job requires good organizational skills, offer an example of a work or school related task that required you to manage information.
Be careful about using phrases like, "I am a motivated self-starter," if you can't or don't back them up with examples. Employers are interested in seeing evidence of your good qualities. Remember, anyone can say that they are motivated; what's important is proving it.
Paragraph 3: Now that you've captured your reader's interest, tell them where they can learn more. Explain that you have enclosed your resume for review.
Paragraph 4: This is where you suggest follow-up action. Suggest the next step in an assertive, yet courteous manner. Express your interest in meeting for an interview. Mention that you will either call or e-mail to confirm that your resume arrived, and to schedule a meeting. Remember to thank the reader for their time.
Sign Off
- Use a formal tone when ending your letter. A "Sincerely" is more appropriate than a casual "Thanks"
- Provide your original signature in blue or black ink
Enclosures Indicate that your resume and references are enclosed. Add "Enclosure" or "Enc." at the end of the letter, after the signature block
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