How to Write a Cover Letter

Guide Note:This page contains information and tips on how to write a cover letter. A well-written cover letter is just as important as a great resume.

Step 1: Before You Write Your Cover Letter

Research the company you want to work for before writing your letter (Photo by Wynand van Niekerk)
Research the company you want to work for before writing your letter (Photo by Wynand van Niekerk)
  1. Always write a cover letter when you submit a resume, even if the job posting did not explicitly request one.
  2. A good cover letter can encourage your prospective employer to consider your resume.
  3. Research the company you're sending your cover letter to before writing your letter. Knowing about current needs and future plans will help you write a letter that shows what an asset you will be.
  4. Look at sample cover letters. Virginia Tech and California State University, Chico have some good sample cover letters online.

Step 2: Choose a Cover Letter Style

  • There are slight variations in the kind of cover letter you should send.

Cover Letters in Response to a Job Posting

Send your letter to a specific person (Photo by Gokhan Okur)
Send your letter to a specific person (Photo by Gokhan Okur)
  1. Reference the job posting, either on a separate line in your cover letter or in the letter body.
  2. Include a mention of where you saw the job listing.
  3. You understandably want to reply quickly to a job posting, but taking a few minutes to research the company will make your letter stand out.

Cover Letters Via Email

  1. Many cover letters are sent via email, which means they influence whether your prospective employer will take the time to open your attached resume.
  2. Email letters are usually shorter than traditional letters, so take advantage of the subject line to make your email stand out. Do not include a generic "Resume Submission" subject line, unless specifically requested to do so.
  3. Formatting like fancy fonts or italics may not translate to the recipient's email, so do not bother with them.
  4. Make sure to include your full name and contact information in the email.
  5. Spelling and grammar still count, even in email!

Cold Call Cover Letters

  1. A cold call letter is sent to the general hiring manager for a company, not in response to a job posting.
  2. A cold call letter should still explain what type of position you desire.
  3. Even if you are not applying to a particular job posting, you still want to show you've researched the company and explain how your skills meet the company's needs. Show how you would be an asset to them.
  4. Write that you will follow up to talk about possible openings, then do so!

Step 3: Begin Your Cover Letter

Always include your contact information (Photo by Rajesh Sundaram)
Always include your contact information (Photo by Rajesh Sundaram)
  1. Make sure your name, address, phone number, and email address are in the header of your letter.
    • Rules for email are more relaxed, but you still want this information to be in your message.
  2. Never send a letter to a generic HR department or addressed as Dear Sir/Madam. Instead, find out who is in charge of hiring for your position and address the letter to that person.
  3. Make sure you spell the name correctly, and use the proper title.
  4. Use a professional salutation:
    • Dear Sara: - Too informal
    • Dear Ms. Harris: - Good opening
    • Use the addressee's full name if you cannot determine which title to use.

Step 4: Write Your Cover Letter

  1. If applying for a specific job, make sure to reference the position in your letter.
    • Mention where you heard about the position.
    • If there's a job ID number, list that.
    • You do not want to be thrown in the wrong pile by a harried recruiter.
  2. Show that you've researched the position and the company.
  3. Talk about how the skills you have match the position's requirements, in a way that draws in the reader and highlights your interest.
  4. Try to include new information when describing how you meet the job requirements, instead of repeating what's in your resume.
  5. Do not overuse "I" or "me" and talk about your needs and desires; explain how you will be an asset to the company and help them.
    • Typos hurt your chances (Photo by Adam Ciesielski)
      Typos hurt your chances (Photo by Adam Ciesielski)
  6. Be positive in your letter. No one wants to hire an unpleasant co-worker.
  7. Personalize your letter with humor or another aspect of your personality.
    • Personalization does not mean sharing intimate details or using cute gimmicks in your letter. This is still a professional presentation!
  8. If you know someone at the company you're approaching, ask him about the job opening.
    • You can mention this discusion in your letter, as it reinforces your interest in the job.
    • The conversation may give you insight on how to make your letter stand out from the applicant pool.
  9. And if you know someone at the company, check if this person can give you a recommendation.
    • If you can reference an employee and his recommendation in your letter, this may help you get to the next step- an interview!
  10. Remember, a cover letter should be brief; being verbose and writing more than three paragraphs will not help your chances.

Using a Cover Letter Template

  1. Microsoft Word and online services like Interactive-Resume.com offer templates for writing cover letters.
  2. If you use a template, make it a starting point only. Practically everyone has access to these templates. If you do not personalize the letter, you are missing a great chance to stand out from the crowd.

Step 5: End Your Cover Letter

  1. State the best phone number and email address where you can be contacted, and invite the reader to get in touch.
  2. You can write that you will follow up on your letter. Just make sure to do so if you write this!
    • You do not need to take up a lot of time in your follow-up; confirming receipt of your resume and cover letter is enough.
    • If the job posting requests no calls, respect this.

Step 6: Proofread Before You Send Your Cover Letter

Read your letter carefully before sending it (Photo by Jay Simons)
Read your letter carefully before sending it (Photo by Jay Simons)
  1. Make sure your cover letter is free of typos and grammatical errors. A cover letter is a chance to show you can write clearly and competently.
  2. Ask friends and family to proofread the letter for you.
  3. If there is no one you can ask, hire someone to check the letter for mistakes. It is important to be error-free!
  4. Getting feedback on your letter, whether it is from people in your circle or an outside source, is another way to discover what impression your cover letter makes on people.
  5. Did your enthusiasm and interest shine through? If not, rewrite the letter.
  6. Your cover letter is as important as your resume, so take time to make it perfect.

What Not to Do in Your Cover Letter

  1. Do not say why you need a job. Explain how hiring you helps the company, not how it could help you!
  2. In an initial cover letter, there is no need to include your salary requirements.
  3. Your cover letter should not be longer than one page.
  4. Do not use the same form cover letter with every resume you submit.

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