Cover Letters

A cover letter presents the qualifications and experience you offer to an employer, while demonstrating your written communication skills. You should generally always include a cover letter (unless specifically told not to) when sending your resume to an individual or an organization. The cover letter allows you to direct the reader's attention to specific strengths or accomplishments that are especially relevant to the organization or the position you are seeking. It is just as important as your resume and serves the same basic purpose--to get you an interview.

As you proceed with your job search, it will also be necessary for you to prepare other types of correspondence, including thank you letters, acceptance and rejection letters, etc. The same careful attention should be given to these, as they are also important in conveying the positive and professional image necessary for a successful job search.

Examples

• Cover Letter Example 1  (PDF)
• Cover Letter Example 2  (PDF)
• Letter of Acceptance  (PDF)
• Letter of Rejection  (PDF)
• Prospecting Cover Letter  (PDF)
• Standard Cover Letter Format  (PDF)
• Thank You Letter  (PDF)

Writing Guide

Types of Letters

Application Cover Letter (Used in response to job advertisement or position vacancy announcement)

• Purpose is to generate interest and bridge the gap between your resume and the position
• Make it brief, usually 3-4 paragraphs, one page
• If applying by email, the email itself should contain the same information as a cover letter (i.e. do not send an email with the cover letter as an attachment)
• Address it using the name and title of the person who could hire you
  • May need to call the company to discover their name (Say you're sending some information and want to make sure it gets to the right person)
  • Avoid greetings like "To whom it may concern" or "Dear Sir/Madam." If you do not have a contact name, omit the greeting line.
• Be enthusiastic and friendly
• Focus on the reader, how you can help them (not what they can do for you)
• Letter should answer the employer's question "Why should I see you?" and include?
  • Why you are writing (to apply for a job, internship, etc.)
  • What position you're applying for (they may have more than one open position)
  • Where or how you heard about the position
  • Demonstrate interest in or knowledge of the company (comment or compliment)
  • What you can offer in skills, experience and/or education that is relevant to the position
  • Reference to any enclosures (e.g. your resume)
  • Offer to supply additional information and include your phone number
  • Request an opportunity to meet with them (ask for the interview)

Prospecting Cover Letter (Used when searching or "prospecting" for possible vacancies)

• Basically the same as the application cover letter; however, your description of skills, etc. will probably be more general since you can't match up your skills to their specific requirements
• Again, very important to address to a specific person (See above for suggestions)

Thank You Letter

• Send it as soon as possible following the interview (same day or next day at the latest)
• Keep it brief, one page
• Elements should include?
  • Express appreciation for the interviewer's time
  • Indicate if you are still interested in the position
  • Discuss one or two aspects of the interview that stands out to you and how that relates to your increased interest in the position
  • Reemphasize a skill or accomplishment you have that meets their needs
  • Include additional information left out in the interview
  • Thank them again for the interview
• Send by U.S. mail, however e-mail thank you notes are gaining in popularity and some companies actually prefer email thank you notes.

Letter of Acceptance

• Follow the same formatting guidelines as outlined above
• These letters are often much more brief - 2-3 paragraphs with less information
• Elements should include?
  • State that you would like to formally accept the offer and state the specific position title
  • Express that you are excited about the opportunity and look forward to utilizing your skills, experience, etc. in making a significant contribution to the organization
  • Mention any specifics of the offer (i.e. salary, start date, etc.) If you are relocating, state that you will be in contact with the office to discuss details
  • Conclude by restating your enthusiasm and provide necessary contact information

Letter of Rejection (After a Job Offer)

• Follow the same formatting guidelines as outlined above
• Elements should include?
  • Express sincere gratitude and appreciation to the employer for the offer
  • State a reason why this position would be of interest, but close by stating why you have made the decision to reject the offer (i.e. want to explore other opportunities more closely related to your long term goals, etc.)
  • Close the letter by thanking them again and that you enjoyed learning more about the organization

Appearance

• Paper and Envelopes (Should match your resume)
• 8½" x 11"
• White, off-white, ivory or cream in color
• Good quality - between 16 and 25 lbs. in weight
• Typeface/Font
  • Use the same style throughout the whole page
  • Recommended font styles are Times New Roman and Arial
  • Size: 11 to 12 point type
• Style
  • Use an active voice (Grammar check on your computer will point out passive voice)
• Active Voice: The senior accounting student created a great resume
• Passive Voice: This great resume was created by a senior accounting student
  • Single space letter but double space between paragraphs and sections
  • Avoid using "I" to start every sentence
  • Write clearly and simply
• BE CONSISTENT!

Additional Tips

• Letters are formal documents, so make them professional but warm
• Make sure you sign your letter
• Keep a copy for yourself

Layout Formats

• Full Block
  • Everything lines up at the left margin
• Modified Block
  • Return address, date, complimentary close and name are equally indented
  • Paragraphs still line up at the left margin (i.e. not indented)