A cover letter (also known as a letter of introduction or letter of application) is a business-style letter that accompanies the resume and serves as an introduction, telling the employer who you are and why you are sending a resume. If written well, your letter will highlight the special features of your education and experience that qualify you for the particular position or organization.
Good cover letters have...
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A personal approach.
As employers do not look favorably on cover letters which look "mass produced", it is important to personalize your cover letter. Try to address your letter to a specific individual within an organization rather than "To Whom it May Concern." It is often possible to find contact information online, usually on the organization’s website or by way of a keyword search. You can also call organizations directly and ask a receptionist for the name of the appropriate contact. If it is impossible to obtain the person's name, you can address the letter with a salutation such as "Dear Hiring Manager:" If you are unsure of the contact’s gender, use the first and last name in the salutation so that it reads: “Dear Pat Smith:”
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A clear, concise presentation of interest, skills and intent.
Your cover letter will have the most impact if it is tailored to match each particular organization or position being sought. The letter should emphasize ways you can fulfill the organization's needs. Be clear and concise about your interest in the organization and what you can offer. As with your resume, be prepared to back up any information you include in the letter. If you make claims, support them with evidence.
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A glimpse into your personality.
Although this is a formal document, the style doesn't need to be rigid. Allow your personality to come through and strive to project interest and enthusiasm, both about what you have to offer them, and what they can offer you. A good cover letter will communicate interest, motivation, and self-confidence. While you want to be upbeat and positive, avoid exaggerated statements such as "I've always wanted to work for your firm/organization" since they will likely not ring true to the reader.
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Excellent grammar and varied language.
All employers want people with excellent communication skills. Your cover letter demonstrates your writing skills, so write thoughtfully. Pay particular attention to grammar, typing and spelling, and avoid trite language and the temptation to turn your cover letter into an extensive autobiography.
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High quality paper and readable fonts.
Your cover letters should follow a traditional business letter format (see template belows). Use a good quality paper stock (preferably the same type of paper on which your resume was printed), and a font which is easy to read.
Suggested Cover Letter Format
Your Street Address
City, State Zip Code (Or Country)
Today’s Date
Person’s Name
Title
Organization
Street Address
City, State, Zip Code (Or Country)
Dear Ms./Mr./Dr. Last Name: (To Whom It May Concern or Dear Recruiter: if you couldn’t get a specific name)
In the opening paragraph, write a catchy (but professional!) introduction to your letter. Let the reader know who you are (include the degree you are pursuing and school you are attending), why you are writing (cite the position title and/or number on the posting), and who you were referred by (name and title if applicable). The introduction should be relatively short.
The second paragraph should be about you. DO NOT REWRITE YOUR RESUME HERE! Instead, explain why you are excited about the position you are applying for in terms of how it relates to your previous experiences, skill sets, interests, and/or career plan. Help the employer see how your background and interests make you a perfect fit for their position and organization.
The third paragraph should be about the company you are applying to. Explain to the employer how their values, projects, activities, and/or functions appeal to you. Showing the employer you have researched the company helps them to see you as a serious candidate worth speaking to further (i.e. in an interview!) Show the employer the connection you have made between their activities and your career goals/interests and how this connection makes you ideal for the position. You may also want to add here what you would like to contribute to the company.
The final paragraph asks for the interview- POLITELY! Being boastful in a cover letter may seem arrogant. Instead of talking yourself up, simply thank the employer for their time and consideration. Follow up your “thank you” by expressing a wish to speak with them further about the position. Be sure to say that you are available to speak with them at their convenience and refer to your contact information.
Professional Closure (i.e. “Sincerely”),
{4 spaces for you to sign your name}
Your Name Typed
Cover Letter Checklist
A checklist can be especially helpful as you finish up your cover letter to make sure it is ready to send out.