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Guidelines for Writing Cover Letters

Format - A professionally styled cover letter utilizes a block format to give it a clean appearance. All the sections should be typed in single space format, with double spacing used only to separate.

Heading - The heading should list your address, telephone number and the date. The next section includes the recruiter's name, their job title, the organization's name and its address. The salutation should be formal and directed to a specific individual, whenever possible. If there is no way of ascertaining a specific addressee, then use the greeting “Dear Administrator:”, “Dear Employer:” or “Dear Recruiter:”, not “Dear Madam or Sir:” or “To Whom It May Concern:”.

Opening Paragraph - Name the specific position or type of work for which you are applying, and indicate from which resource (Web site, career center, newspaper, employee, instructor, etc.) you learned of the opening or organization.

Middle Paragraph(s) - Indicate the reasons you are interested in and qualified for the position. Explain how your skills, academic background, work experiences, practicums, clinicals, internships, co-ops and activities make you a well-suited candidate for the position. Refer to the specific achievements or unique qualifications you acquired in those experiences. Review the requirements for the position, and then try to match them with concrete examples that prove you actually possess those skills. Mention something about the organization that motivates you to want to work for it. Try not to repeat exactly the same information the reader will find on your resume.

Closing Paragraph - State your desire for a personal interview. Repeat your telephone number and e-mail address, and offer any assistance to help in a speedy response. Finally, finish with a statement that will encourage a response.

Ending - The ending should simply read “Sincerely,” or “Yours truly,”, with your name typed three or four lines down to allow ample space for your signature above it.

Miscellaneous - Limit your document to one page. Although it is okay to use the personal pronoun “I”, avoid using it too frequently. While still sounding professional and somewhat formal, try to use common language so as to sound natural. Review the letter carefully, since the reader will probably perceive it to be an example of your written communication skills. Print it on the same type of paper that you use for your resume.

Cover Letter Samples (PDF)

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