The purpose of a cover letter is to introduce you to an employer, and give them additional information about your qualifications, character, and why you’re interested in working for them.
A cover letter is about the employer’s wants and needs and how you meet them. It also serves as a writing sample to demonstrate your communication skills. It should serve as a complement to your resume, and not just repeat the information that can be found there.
You can use our cover letter format guide to get started!
General Formatting Guidelines
- Your letter can include 3-4 paragraphs. Typically, it does not exceed one page in length.
- Use the same font as your resume to create visual consistency.
- Paragraph indentations are not needed.
- Follow the application instructions when submitting materials. If emailing your application, attach materials as separate PDF’s and provide a short introductory message within the email.
Steps for Writing a Cover Letter
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Review the Job Description
Reviewing and gaining a strong understanding of the job description will help you write a tailored cover letter. Highlight the key skills or qualifications the organization is seeking that align with your strengths. Ask yourself:
- What skills and qualifications are required for the position?
- Are there key phrases in the job description, organizational mission, or other materials from the company that seem to show up over and over?
- Choose 2-3 of those skills or qualifications to highlight in your cover letter.
Opening Paragraph
The first paragraph is to gain and keep the reader’s attention. Mention the position and organization you’re applying to/for, how you learned about the position, and why you’re applying (by highlighting your interests and strengths). Source a referral, if any. Demonstrate that you have researched the company and/or any connections you have. End with a “thesis statement” that demonstrates you have the 2-3 most important skills/qualities they are looking for.
Example: My research and collaboration experience make me an excellent candidate for this position.
Main Body
Your body paragraph(s) should follow what you listed in your thesis statement. For each skill/quality, write a paragraph that includes the following:
- Topic sentence that reiterates the skill/quality you have.
- An example of how you have successfully demonstrated this in the past (2-3 sentences)
- Closing sentence that connects back to this position – how you will use this skill in this new role.
Closing Paragraph
Conclude your cover letter by restating your thesis statement and your interest in the position and thanking the employer for their consideration. Include intentions for follow-up and indicate that you are interested in action. This is also a good space to include any schedule-related information like when you graduate or when you are available to begin this position. It should end with you thanking them for their time and consideration. Include a closing “Sincerely,” or “Regards,” and sign with your name.
Cover Letter Tips
Research the organization you’re applying to before writing your cover letter. Each cover letter, like a resume, should be personalized to the specific position and organization. To do this:
- Tailor your letter to the position. Each cover letter should be tailored to the position and organization to which you are sending it.
- Be clear. Your cover letters should clearly and succinctly connect 2-3 of your key qualifications to the job description.
- Show, not just tell. Use specific examples to show the employer how you gained each qualification.
- Keep it brief. Your cover letter should be no longer than one page and should include your header from your resume.
- Proofread. Proofread your letter multiple times to make sure there are no typos and that details such as the organization name and position title are correct. Have your cover letter reviewed by 1-2 others for both content feedback and another layer of proofreading.
- Artificial intelligence (AI) tools, such as ChatGPT, can be used to enhance your cover letter. Be sure to use it as a tool and not a crutch. You should always review and revise what it generates for you and be sure it includes your voice and experience.
- Proofread and spell check. This document serves as a writing sample to show your communication skills
- Avoid generalities and clichés. For example, “Ever since I was young” or “As you can see on my resume”
- Read it out loud. This is the best way to check for awkwardly written sentences.
- Save as a PDF. This way you know the employer will see it and there won’t be any formatting issues.
Frequently Asked Questions
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How long should my cover letter be?
Cover letters should usually be no longer than one page in length. It should be concise and easy to read quickly.
Who should my cover letter be addressed to?
Most job descriptions should provide a contact person to address the cover letter to; however, if you can’t find a name, you can use “Dear Hiring Manager” instead.
What is the difference between a cover letter and a resume?
A resume outlines your job history in general, while a cover letter highlights qualifications you have that are specific to the job you are applying for. When writing a resume, the information you include is typically listed in reverse chronological order, meaning your most recent work experience would come first. Cover letters, however, are written in a letter format to explain how you meet specific job criteria and the needs of the employer.
Should I include a cover letter if they say it’s “optional”
Even if the application says the cover letter is optional, it’s a good idea to write one and submit it. It allows you another space to talk about your qualifications and shows you are willing to put in a little extra effort with your application. The only exception is if they specifically ask you not to include one.