Cover Letter Writing
Cover Letter Format | Cover Email Format
Your letter is a crucial part of your communication with an employer. It communicates a great deal about your skills, personality and professionalism. Your letter is often seen as an example of your work. It persuades the employer that you are a good match for the position and they should interview you. Make sure you are as careful with your letter as you are with your resume.
Each letter must be relevant to the reader, customized in content to the needs of each employer. Before you sit down to write your letter, assess the employer’s requirements and needs—consult the job description and the company web site, speak with people familiar with the company. Address the most important considerations first and support them with examples.
Keep the following key points in mind when writing each letter:
- Show Your Interest
- Keep a balance between professionalism and friendliness.
- Address the letter to a person whenever possible. Tailor your letter to the reader to show that you are interested in and have researched the organization.
- Highlight One or Two of Your Most Significant Accomplishments or Abilities
- Give concrete examples of your abilities and skills.
- Be Brief
- Keep your sentences and paragraphs short. Break larger sentences and paragraphs into two.
- Ensure that the letter addresses relevant points—skills, abilities, education and experience.
- Be Persuasive
- State why you are writing.
- Emphasize what you offer the employer and supplement and support your resume.
- Use a Positive Tone
- Use Powerful Action Verbs
- Make sure your sentences contain powerful action verbs.
- Organize Your Information
- Prioritize your most relevant experience to lend strength to your letter.
- Adhere to the universal format, style and etiquette of standard business writing and 8 ½” x 11” paper.
- Check your work carefully for grammar and spelling. It is a good idea to have someone else proofread it.
- Include your personal information (name, address, zip code, email, telephone number).
- Always send a letter with your resume, never a resume alone. Cover letters and resumes are companion pieces, which complement each other. Cover letters are your chance to talk to the employer or elaborate on a resume point.
For more information, attended a cover letter and resume writing workshop offered throughout the academic year. Call 617-824-8586 or visit the online calendar.
Cover Letter Format
120 Boylston Street (1 – 2” top margin)
Boston, MA 02116 (Return Address)
(Consider using your resume heading and contact information here)
May 5, 2005 (Date)
Mr. James Lemke, President (Recipient’s Address)
Communication Media Company
120 Boylston Street
Boston, MA 02116
Dear Mr. Lemke: (Greeting Line)
(Double Space)
Introductory Paragraph (Why are you writing?): This is the Attention Grabber. This paragraph should arouse the reader’s interest. If you are applying for a specific internship or job, mention the position title. Give the name of the who referred you to the company, if appropriate. Most introductory paragraphs are short, so be brief and clear.
Middle Paragraph(s) (Why are you interested? What do you have to offer?): This is your Sales Pitch. It is the longest of your paragraphs. (If more than six lines, consider breaking into two paragraphs.) Persuade the employer that you are worth an interview.
Mention specific skills, education and/or experience (internships, class projects, work, etc…) that make you an attractive candidate for the position. Highlight special skills. Reveal a personal goal that could be realized with this company. Prove that your skills and abilities can satisfy the employer’s needs. This is your opportunity to connect your skills to the company. It is best to do some research before writing your letter to make the strongest connection.
Express why you are interested in this job or internship for this particular company. If applying for an internship, you can also write about what you hope to gain or learn.
Final Paragraph (What is the next step?): This is your Request for Action. Ask for an interview or a meeting to discuss how your skills might assist the employer. Offer to provide more information (e.g., samples of your work, more details of your past experiences, etc…). You may ask the employer to contact you, or you can take the lead and indicate that you will be contacting them to schedule a specific time to meet. Provide your phone number and email address, and the best times to contact you.
Thank you for your consideration.
Sincerely, (Closing Line)
DO NOT FORGET TO SIGN YOUR LETTER!
Jay Emerson
Note: Single space within each paragraph. Double space between paragraphs.
Cover Email Format
Dear Mr. Lemke: (Greeting Line)
(Double Space)
Introductory Paragraph (Why are you writing?): This is the Attention Grabber. This paragraph should arouse the reader’s interest. If you are applying for a specific internship or job, mention the position title. Give the name of the who referred you to the company, if appropriate. Most introductory paragraphs are short, so be brief and clear.
Middle Paragraph(s) (Why are you interested? What do you have to offer?): This is your Sales Pitch. It is the longest of your paragraphs. (If more than six lines, consider breaking into two paragraphs.) Persuade the employer that you are worth an interview.
Mention specific skills, education and/or experience (internships, class projects, work, etc…) that make you an attractive candidate for the position. Highlight special skills. Reveal a personal goal that could be realized with this company. Prove that your skills and abilities can satisfy the employer’s needs. This is your opportunity to connect your skills to the company. It is best to do some research before writing your letter to make the strongest connection.
Express why you are interested in this job or internship for this particular company. If applying for an internship, you can also write about what you hope to gain or learn.
Final Paragraph (What is the next step?): This is your Request for Action. Ask for an interview or a meeting to discuss how your skills might assist the employer. Offer to provide more information (e.g., samples of your work, more details of your past experiences, etc…). You may ask the employer to contact you, or you can take the lead and indicate that you will be contacting them to schedule a specific time to meet. Provide your phone number and email address, and the best times to contact you.
Thank you for your consideration.
Sincerely, (Closing Line)
Jay Emerson
Note: Single space within each paragraph. Double space between paragraphs.
Other Resources on the Net
E-mail Etiquette: A Quick Guide to Writing a Professional E-mail (JobWeb)
