WRITING YOUR COVER LETTER

Begin by answering the following questions to outline the content of each paragraph:
Opening Paragraph:
Why are you interested in this field?
Why are you interested in this organization and position?
What is the objective of your letter (e.g., to apply for a full-time position or an internship)?
How did you discover the opening and/or the organization (e.g., a personal referral, or an ad)?
Body of your letter:
What skills do you possess relative to the position?
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What experiences illustrate how and where you acquired these skills?
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What are your personal traits relevant to the position and how can you apply them to the needs of the
organization?
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Closing Paragraph:
When and how will you follow up? Employers look favorably upon a proactive attitude.
How and where can you be contacted?
EMAILING YOUR LETTER
An increasing number of employers are requesting that applicants submit their job application materials
via email.Itis not always clear how this should best be done.
• Include your postal address and the date of the correspondence as you would in a letter sent via
US Mail.
• Either type your cover letter directly into the body of the email and include your resume (and any
other documents such as references or writing samples) as attachments or compose a short email
directing the employer to read the attached cover letter and then attach the letter.
• All attachments should be labeled with your name for easy identification. For example, your
resume should be JaneDoeResume.doc, rather than Resume12.doc. Also include your name and
the position you are applying for in the subject line of the email.
• You will not be able to sign any email correspondence, so simply insert 2 lines between your
closing and your typed name.
• Always justify everything on the left-hand margin when emailing a letter (Block Style).
Formatting errors are less likely to occur upon receipt.
If sending your materials via US Mail, print your cover letter and resume on high-quality paper with a
watermark and a weight between 161bs. and 25 lbs., using a laser printer or the College's Print Shop. Be
sure to sign your letter; leave 3 spaces between your closing and your typed name to do so. Enclose all
documents in a matching envelope for a professional look.
TIPS FOR WRITING YOUR LETTER
• Put yourself in the employer's shoes - if you were hiring for the position, what skills, interests,
and experiences might you be looking for in the cover letter?
• Look carefully at the qualifications and responsibilities in the job description; be sure to highlight
the experiences that you have had that best match the position.
• Communicate your enthusiasm, but keep sentences short and clear. Use active, not passive,
verbs. For example, use "arranged", "devised", "evaluated" instead of "was responsible for
arranging, devising, or evaluating" (see the Resume Guide for an extensive list of action verbs).
• Begin the second paragraph with a topic sentence. Consider the main points you wish to make
and then create a sentence that introduces those ideas.
• Avoid starting every sentence with "I." Turn some of your sentences around to spice up the
letter. For example, say "At the Audubon Society, my effective communication skills were tested
"
• Don't copy another person's letter. Your letter should reflect who you are and your writing
ability. The samples in this guide reflect a variety of writing styles; use them only as a starting
point. There is no "right way" or specific writing style for a cover letter.
• AL WA YS have someone proofread your letter to ensure that it is error free. One typo or
misspelled word may be the only excuse needed to disregard your application.
COVER LETTER CONTENT & FORMAT
Your present address
City, State Zip Code
Date of Letter
Name of Contact
Title of Contact
Name of Organization
Street Address
City, State Zip Code
Dear Ms./Mr./Dr. (Name): If you do not have the person's name, do your best to get it. Call the
organization and inquire to whom you should address you letter. Do not write "Dear Sir or Madam," or
"Gentlemen." If necessary, you might address the person by title, "Dear Human Resources Manager" or
by organization, "Dear (Name of Organization) Representative."
Opening Paragraph. This paragraph is intended to express your interest and fit with the position,
organization, and/or field. Include a sentence or two summarizing this interest and fit. Stimulate your
audience to continue reading. If applicable, tell how you heard of this opening or internship. If a person
referred you to the organization, mention the person's name and connection to the organization.
Body. This section consists of one or two paragraphs in which you tell the employer why you are a strong
candidate for the position. Emphasize the employer's needs - not your own. Demonstrate your ability
and desire to perform the functions of the position by providing examples drawn from your work,
academic, and/or extracurricular experiences.
In this section, you may also want to expand on your interest in the position and/or career field drawing
from specific academic and work experiences. It is also appropriate in this section to identify a couple of
personal qualities that you believe relate to the job and add to your specific skills to make you a strong
candidate (i.e., responsible, hard-working, inquisitive). If possible, give specific examples of where these
qualities have been demonstrated.
Closing Paragraph - Indicate your desire to arrange a mutually convenient time to interview and state
when and how you will contact the employer, as well as how he/she may contact you. Mention any
intentions of visiting the city where the organization is located because employers may be more apt to
meet with you. Re-emphasize your interest in the position, thank the individual, and mention that you are
looking forward to meeting him or her.