Cover letters: guidelines and samples

Why is a job search letter called a "cover letter?" Because in the era of hard copy resumes and letters, the letter would be on top of, and therefore cover, the resume. A cover letter introduces a resume and explains why you are sending the resume.

Writing guidelines

• These writing guidelines apply to both email content and letters written as a document. There are just some formatting differences. You can also see email guidelines.
  

Do I have to include a cover letter with my resume?

If you're sending your resume via email, yes.
If you are speaking to an employer at a career fair (or other event), no.
If you are submitting your resume online (sometimes to an employer's Applicant Tracking System, called ATS; a thing that's good to know about), do what the employer instructs! If there are no instruction, a cover letter can help. A cover letter is personalized and individualized to the employer. (Your resume is not.)

In person, you have a conversation, so you're talking to the employer about why you're interested in their job, and offering your resume. A letter doesn't apply to that situation. You can and likely should send a follow up email afterward to emphasize your interest and thank the employer for their time in talking with you.

When emailing your resume, your email usually serves as a cover letter; it explains why you're sending your resume. (In certain cases, if the employer requests this, or you are in a very formal and/or traditional industry, you might attach a cover letter document to your email.)

What a well-written cover letter (usually email) does:

• Explains why you are sending your resume;
• Shows that you can communicate in a professional way;
• Places emphasis on why you are interested in that specific employer. (Your resume is about you, not the employers you are pursuing.)
• Shows good manners and appropriate business etiquette;
• Is a different communication tool than a resume. Enables you to express yourself in complete sentences, tell things about yourself that the resume might not, and show your personality as appropriate to the job search.
• Should never read like a form letter that could be sent to anyone.

What if I'm sending my resume to someone who knows me and is going to pass it on to someone else?

• Include a brief email cover letter thanking your contact person for her/his/their kindness and assistance in passing your resume along, and include your goal (job, internship, co-op, etc.) and career interest. Your friend might forward your email to another contact who can then see your writing style, focus, and professionalism.

Email or Word docx / hard copy?

In most situations, email is the medium for professional communication in the job search.

Sometimes, in very formal and/or traditional fields, letters are written as documents with certain formatting. That document could then be sent as an attachment to an email (with a clear, concise description of what is attached and why). It's now very rare to actually physically mail hard copy when applying for jobs.

• Signature block placement
  
  • In email, your signature block (address, etc.) goes below your name, after your email content.
    In document format, your address, etc. goes at the top of the page.
  • Email requires a subject line logical to the recipient. Email subject lines can make or break whether your email is opened and read.
  • A letter in document format can have a subject line after recipient's address block and before "Dear Ms./Mr./Dr. ".
  • Doesn't exist on email.
  • Not needed on a document attached to email (you're not printing it).
    In the rare case you print hard copy, you could sign above your printed name.

  All cover letters should:

  • Explain why you are sending a resume.
    Don't make the reader guess what you are seeking. Be clear and specific:
    • Do you want a summer internship, a co-op, a field-study?
    • A post-graduation job?
    • Are you inquiring about future employment possibilities?
    • The word "opportunity" is vague; opportunity to do what?
    • In a letter of application — applying for an advertised opening — applicants often say something like "I look forward to hearing from you." However, you can take initiative to follow up, saying something like, "I will contact you in the next two weeks to see if you require any additional information regarding my qualifications."
    • In a letter of inquiry — asking about the possibility of an opening — don't assume the employer will contact you. Say something like, "I will contact you in two weeks to learn more about upcoming employment opportunities with (name of organization)." Then mark your calendar to make that contact.

    Format guidelines

    
    In email format: your contact info / signature block goes below your name at the END.
    In document format: sender address and contact info at the top; then the date; then your contact info / address block, which can be left-justified, or centered.)

    (if document format) Month, Day, Year
    

    (if document format, the following about the recipient:)
    Mr./Ms./Dr. FirstName LastName
    That person's job title
    Name of organization
    (Street or P.O. address if you are actually mailing hard copy; not common.)
    Town/city, state (zip code if mailing hard copy; not common)

    Dear Mr./Ms./Dr. LastName:

    Opening paragraph: State why you are writing; how you learned of the organization or position, and basic information about yourself.

    2nd paragraph: Tell why you are interested in the employer or type of work the employer does. Simply stating that you are interested does not tell why, and can sound like a form letter. Demonstrate that you know enough about the employer or position to relate your background to the employer or position. Mention specific qualifications which make you a good fit for the employer’s needs. Focus on what you can do for the employer, not what the employer can do for you. This is an opportunity to explain in more detail relevant items in your resume. Refer to the fact that your resume is attached. Mention other attachments if required to apply for a position.

    3rd paragraph: Indicate that you would like the opportunity to interview for a position or to talk with the employer to learn more about their opportunities or hiring plans. State what you will do to follow up, such as call or email the employer within two weeks. If you will be in the employer’s location and could offer to schedule a visit, indicate when. State that you would be glad to provide the employer with any additional information needed. Thank the person for her/his/their consideration.

    4th paragraph optional if best to split some of content above.

    Sincerely,
    Your first and last name
    Address as town/city, state (optional zip code)
    (You are not required to give your street address; lean toward protecting your privacy, especially when you do not know how your email might be forwarded / shared.)
    Phone number
    Email address

    Letter of application / letter of inquiry

    Generally letters fall into two categories, but the bottom line is to write what makes sense based on the information you have.

    1. Letter of application: applying for a specific, advertised opening. See sample letters below.
    2. Letter of inquiry: expressing interest in an organization, but you are not certain if there are current openings. See sample letters below.