Cover Letters

The cover letter is a separate document to support your résumé. It’s not a place to repeat items stated in the résumé, but to elaborate on the unique qualifications that make you a strong candidate.

This is where you tell why you’re excited to work at the organization and what specific experience you bring to it, and where you talk in depth about your top two or three qualifications.

Cover letter dos

  • Be concise, original and direct.
  • Promote yourself.
  • Focus on the positives.

Cover letter don'ts

  • Be vague, too wordy, boastful, presumptuous, or deceptive.
  • Summarize your résumé.

 

Helpful Tips

  1. Proofread at least three times.
  2. Read it aloud.
  3. Print it out and have at least two people review format and content.
  4. Match the header (your name and contact information) to your résumé’s to maintain a consistent, polished look.
  5. Be mindful of your tone; strike a balance between professional, genuine excitement, and humility. You don’t want to sound like you lack confidence or that you are prideful.

  

View the Sample Cover Letters page to find examples and inspiration for your own documents.

Cover Letter Checklist

Overall format and editing

  • Write one page in correct business letter format: left justified, no indents starting paragraphs, single-spaced, line breaks between paragraphs and sections, 10-12 pt font.
  • Have at least two people review the letter for spelling, errors and to make sure it is tailored to the opportunity.
  • Make sure the tone is confident and positive, showing genuine interest and highlighting your abilities. It should not be boastful or negative about you or the company.

 

Address block or header (2 - 4 lines)

  • Include your name, address (optional), city, state and ZIP code (optional), phone number, and professional email address in the header, each on its own line with no spaces between lines.
  • Place the header in one of three locations: 1) at the top of the letter before the date, formatted identically to the résumé header, 2) at the top of the letter before the date, formatted as a left justified block, or 3) at the bottom of the letter below your signature, formatted as a left justified block.
  • Add one line of space between the header and the date or start of the letter.

 

Date format

  • Position the date at the top of the page before the organization’s address (format: September 14, 20XX).

 

Employer/organization address (3 - 4 lines)

  • Include the name and title (if known) of the individual you are sending the letter to.
  • Include the name of the organization.
  • Include the street address with city, state and ZIP code of the organization. All lines are in a left-justified block.

 

Salutation (1 line)

  • Use a standard business letter greeting: ‘Dear’ and then either first last name or title (Dr./Mr./Ms.) and last name, followed by a colon (e.g., Dear Dr. Wu: or Dear Jamie Phelps:).
  • If the name of the individual is not known, use a title as a substitute (Dear Hiring Manager, Dear Human Resources Manager); Avoid using ‘To Whom It May Concern.’

Introduction (1 paragraph)

  • Identify the position for which you are applying. Specify if you were referred by a person (called out by name), have any connection to the organization, or had notable interactions with recruiters/employees.
  • Briefly highlight why you are interested in the position and organization.
  • Demonstrate your strengths to the reader in a summary of one-to-two-line powerful statements.

 

Main body (2 - 3 paragraphs)

  • Identify your strongest/most relevant qualifications, skills and abilities. Answer, ‘Why should they hire you?’.
  • Avoid repeating a list of skills from your résumé. Write a narrative with details and results you achieved to provide compelling evidence and examples to supplement your résumé.
  • Incorporate key words and phrases from the position description and/or organization’s website.
  • Elaborated on why you are interested in the position, company/organization, industry and/or location.
  • Focus the letter on the organization’s needs and what you offer, not what you want to get from them.
  • Avoided self-deprecating language or anything that questions your value or qualifications as a candidate.

 

Closing (1 short paragraph)

  • Thank the reader for taking time to read the letter.
  • Reinforce your desire to work for the organization and your fit for the position.
  • Identify next steps (availability for interview) and/or described how you will follow up with the employer.

 

Signature

  • End the letter with a conventional closing such as ‘Sincerely’ or ‘Best regards’ followed by a comma.
  • Include your first and last name 3-4 spaces down from the closing. If you submit a paper copy, write your signature within this space above your name.

 

Printable checklist