Cover Letters and Other Correspondence

Cover Letters
and Other
Correspondence



A cover letter can be an essential part of your correspondence with employers. When an option,
you should always include a cover letter with your resume. While the resume provides an overview
of your background, the cover letter allows you the opportunity to highlight those aspects of your
background that are relevant to the position you are seeking. A good letter can help heighten the
employer's incentive to learn more about you by reading your resume and meeting you for an
interview. It also gives the employer a sample of your writing skills.

Examples of cover letters and other correspondence

Formatting example (Figure 1)
Cover letter seeking an internship (Figure 2)
Cover letter seeking an employment interview (Figure 3)
Cover letter responding to job posting with salary requirement (Figure 4)
Word bullet cover letter (Figure 5)
Two-column cover letter (Figure 6)
Thank you letter following an on-Grounds interview (Figure 7)
Letter accepting an offer (Figure 8)
Letter asking for an informational interview from an alumnus (Figure 9)
Letter declining an offer (Figure 10)

All of these types of correspondence should be written in business letter style and addressed to a
specific person. These letters should be typed and a copy of each should be kept for your records.

Cover Letter Formats

A cover letter is most effective when it is tailored to the particular conditions of the organization
or job. It is best (although not required) to have the same font as your resume. When possible,
letters should be addressed to an individual, preferably an employment or personnel manager or a
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supervisor in a department of interest, rather than to "Dear Sir" or "Dear Madam." Names of
persons to contact may be obtained by checking CAVLink or company sites. For the most up-to-
date and accurate information on contact names, it is beneficial to call the company directly. Ask
for the appropriate person's name and title, and be sure to obtain the correct spelling. This is also
a good time to ask for the phone number or e-mail for that person so you can follow up later. If
you are unable to identify a specific person to whom to address the letter, “Dear Hiring Manager”,
“Dear Intern Coordinator”, and “Dear Search Committee” are appropriate salutations.

Standard Cover Letter Format

1. The Introduction

The first paragraph states why you are writing, names the type of position, mentions how you
heard about it (if you have heard about a vacancy), and addresses what interests you about the
company or position. If a person referred you, mention the person’s name. Keep this paragraph
short. It must attract enough attention to cause the reader to want to read the rest of your letter
and your resume. This is your chance to show them you have researched the company.

2. The Body

The main body of your letter, which may be one or two paragraphs long, should detail what you
could contribute to the company and how your qualifications could benefit the firm. Keep in
mind that your resume is general enough to use with many employers and that the cover letter
links that resume (and you) to a specific employer. The body of your letter should further reflect
the research you have done on the employer and elaborate on your interests and experience. You
should be careful not to reiterate everything that is on the resume; however, you might mention a
few key aspects of your background and provide more detail about them than is contained in the
resume.

The more you know about the employer through research, the more you can link your
qualifications to the specific position.

3. The Closing Paragraph

The closing paragraph must make it clear what action you will take to follow up. Keep the
initiative on your side. Stating that you will wait to hear from the employer more often than not
results in just that... waiting. Instead, you should request an interview and tell the employer that
you will call him or her within a specific period of time. However, only include this statement only
if you have the means (i.e. phone number) with which to follow-up. It is helpful to include your
phone number here in case your resume and letter become separated once they reach the employer.

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Additional Formats

In addition to the traditional format, you may also choose from the word bullet and two-column
formats to make your cover letter more direct and to the point.

The word bullet format breaks up the text by highlighting words or phrases from the job posting
you are responding to. By pulling these words out of the announcement, you can focus your letter
sharply on how you possess the skills the employer is seeking.

As its name suggests, the middle section of the two-column letter is split into two columns. The
left-hand column should list the employer’s requirements as outlined in the job advertisement,
while the right-hand column describes the skills you have that match those requirements. This is
a very effective format to use when you possess all or most of the required and preferred
qualifications of the job. Also, it works better when applying to more technical positions where it
is not as necessary for you to show strong writing skills which are better demonstrated by the
traditional narrative style cover letter format.

These formats make visual connections between your qualifications and the requirements of the
position to which you are applying. The word bullet and two-column formats both start out in
the same way as the standard cover letter. Your first paragraph should mention the position you’re
applying for, and should be designed to immediately grab the reader’s attention. The last
paragraph will end with a sentence that restates your suitability for and interest in the position and
follows up with a reference to an interview. However, the body of the letter in these special
formats is very different.

Thank You Letters

Thank you notes are a must in the job search process. Letters should be sent within 2-3 days and
no longer than a week after the interview. However, send the letter even if you lose track of time.
A late thank you note is better than no note at all. If you have decided that you are no longer
interested in a particular position, it is wise to send a thank you note anyway. You never know
when you will need to contact that employer in the future. It is better to leave all your options
open.

Thank you letters may be handwritten, typed, or e-mailed; it’s a personal preference. Thank you
notes should always be written to the person with whom you had the interview. Even if you were
asked to address the interviewer by the first name during the interview, play it safe and use their
title and last name in the letter. Many times during the second or even an initial interview, you
may meet with more than one person during the course of the day. If you are interested in
pursuing opportunities with the company, it is advisable to write each person a thank you note.
Don’t use a form letter; try to individualize each letter by writing something you learned or
discussed. Writing a letter to each person you have met makes a favorable impression.
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Figure 1 (Be sure to center the letter on the page. Lines may be added to this area to bring the letter
down on the page.)


Your Name
Street Address
City, State, Zip
Phone and Email Address

Current date
( 4 to 8 lines, depending on how many you need to center letter)



Employer's Name
Title
Department
Organization
Street Address
City, State, Zip

(1 line)
Dear Mr./Ms./Dr./individual's name:

(1 line)
INTRODUCTION:xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

(1 line)
BODYxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

(1 line)
CLOSExxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

(1 line)
Very truly yours, (Sincerely, Sincerely yours, Truly yours, etc.)


(3 lines; be sure to sign your name in this space)

Typed Name

(2 lines)

Encl. resume (indicates that there is an attachment, in this case, a resume)

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Figure 2 Cover letter seeking an internship

Casey Amore
2354 West Main St.
Charlottesville, VA 22904


March 31, 2007


Ms. Amanda Lesser
Florida Studios
1290 Studio Plaza
Orlando, Florida 32819-7610


Dear Ms. Lesser,

My previous work experience and leadership roles make me an ideal candidate for a summer internship
with Florida Studios. During a recent conversation with your Sales Manager, Felicia Marcal, I found
out that your company has an excellent reputation for customer satisfaction. I know that the
combination of my experience, education, and motivation to excel will make me an asset to your
marketing department.

My experience in sales and customer service, combined with my courses in psychology, have convinced
me that hospitality marketing is a career option that would suit me well. In my position with Drake
Productions last year, I was recognized as the top sales associate in their summer program. I am sure
that I can put this same skill to use for you, and yet continue to improve upon it as I learn from some
of the top marketing executives in the business.

I look forward to contacting you within a week to talk about the possibility of an interview. Should you
have any questions before that time, you may reach me via phone (386-555-2922) or via email
(cra8z@virginia.edu).

Thank you for your time and consideration.


Sincerely,



Casey Amore

Enclosure: Resume

University Career Services www.career.virginia.edu
Bryant Hall at Scott Stadium (434) 924-8900
8/18/2008 Page 5 of 13

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Figure 3 Cover letter seeking an employment interview

Mariana Suarez
103A Circle Ave.
Charlottesville, VA 22905
(743-700-1234)
suarez@virginia.edu

September 30, 2008

Mr. Steven Smith
Flight and Ticket Recruiter
Pan American Airlines
Miami International Airport
Miami, Florida 32195

Dear Mr. Smith:

While reviewing an article in the Wall Street Journal recently, I learned that your company is planning to assume
a portion of Pan American Airlines' routes to South America. Many of your new customers will be the Hispanic
populations of Miami, New York, Dallas and the South American countries you intend to serve. No doubt, you
will be interested in increasing the number of bilingual personnel in these cities. In this regard, I possess the
skills and interest to be of benefit to PanAm Airlines.

As a native of Puerto Rico, I received a comprehensive bilingual education. As the enclosed resume indicates, I
will be graduating with a major in English from the University of Virginia next May and am completely
bilingual in written as well as oral English and Spanish. My customer service and conflict resolution skills will
also serve as an asset as I am prepared to handle customer and organizational challenges that arise daily within
the airline industry.

I look forward to using my leadership skills to assist with customer service and conflict resolution in situations
when challenges arise. My involvement as the Vice President of the Latino Student Union has prepared me for
recognizing the most appropriate methods in identifying problems and offering solutions, along with developing
methods for troubleshooting areas of concerns. These skills, along with my positive attitude and strong work
ethic, will work to your advantage in meeting the needs of the new Hispanic population you will be serving.

I will be in Miami the week of October 14-17th, 2008, and would appreciate the opportunity to meet with
someone within your office to discuss my qualifications for a full-time entry-level position within your
organization. Within the next two weeks I will contact you to determine if it is possible to connect with
someone during my visit to the Miami area. Thank you for your time and consideration of my qualifications.

Respectfully,


Mariana Suarez
Enclosure
University Career Services www.career.virginia.edu
Bryant Hall at Scott Stadium (434) 924-8900
8/18/2008 Page 6 of 13

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Figure 4 Cover letter responding to job posting with salary requirement

Thomas Browne
432 Holly Street
Waynesboro, VA 22930
(434) 924-8900
tbrowe@virginia.edu
April 3, 2009

Mr. Alfred Winslow
Senior Partner
Research Services, Inc.
325 East Avenue
Washington, DC 00000

Dear Mr. Winslow:

I am a fourth year student in Commerce and Economics at the University of Virginia. Your position of
Health Research Analyst listed on CAVLink caught my attention. In learning more about your
company, I found that you place an emphasis on Health Research and Analysis. I was pleased to see
that you have a multi–disciplinary staff devoted to research and analysis of a wide variety of health
issues for several different organizations and federal agencies.

As my resume indicates, I have extensive experience researching and preparing reports, as well as a
strong background in the social sciences, with a special interest in the field of health. My interest in the
business world is reflected in my coursework in commerce and economics. Moreover, I believe that I
would find the special projects in investigating patterns and predictors of health behaviors and
epidemiological outcomes for specific population groups most interesting. I am quite familiar with
qualitative and quantitative data collection techniques and would greatly enjoy assisting your company
in incorporating this knowledge into specific research initiatives as appropriate. I have run focus group
discussions, performed personal interviews, cross–sectional and cohort mail and telephone surveys, and
analysis of data sets submitted to federal agencies. These also were listed as some examples of the
methods employed by your staff to address health behavior, epidemiological, and health policy
questions. Therefore, I see a very good fit between your needs and my interests and abilities.

Based on the description and my research, I am expecting a salary between $35,000-$40,000 for this
job, not including benefits or supplements. My requirement is flexible and negotiable, depending on
such factors as additional benefits, faster salary reviews, and increased advancement opportunities.

I look forward to discussing my qualifications with you in person during an on-site interview. Thank
you for your time and consideration.

Sincerely,

Thomas Browne
University Career Services www.career.virginia.edu
Bryant Hall at Scott Stadium (434) 924-8900
8/18/2008 Page 7 of 13

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Figure 5
Word bullet cover letter

Cell: 434-555-3214

pday@virginia.edu
PRINCESS DAY









567 Kings Court, Charlottesville, VA 22901



March 15, 2009

Dana Prince
Human Resources Manager
Novell
404 Wyman Street
Waltham, MA 02451

Dear Dana Prince:

Please accept this cover letter and the attached resume as an indication of my sincere interest in your
entry-level consultant position. From meeting with employees of Novell at a presentation held on the
campus of the University of Virginia and reviewing your website, I believe I have a solid understanding
of what makes a successful consultant. As a recent graduate, I offer exactly the qualities you seek:

Quantitative Skills: Consultants deal with numbers daily. Having completed a major in math, I am
very comfortable with conducting statistical analysis, extracting significant data and drawing inferences
from graphical information. I possess the skills necessary for developing cost efficient product
deployment plans.

Communication Skills: I am an extrovert who loves to work with people from diverse backgrounds.
While in college, I tutored students at risk of dropping out of the local high school. I will use the skills
I honed in this role to develop rapport with clients, listen attentively to their presenting problems and
deliver effective oral presentations on proposed solutions.

Teamwork Skills: I participated in several group projects in the elective courses I took through the
McIntire School of Commerce, and my ability to function as both a team player and a leader resulted
in top grades for every group to which I belonged. Additionally, I exhibited teamwork skills while
participating in several intramural sports. I am ready to be a dedicated and hardworking member of a
Novell consulting team.

In closing, I would like to emphasize how excited I am by the prospect of working alongside Novell’s
world-class IT consulting gurus to get clients’ products in the marketplace as quickly as possible. I
look forward to an interview so that I can further convince you of why I am the best candidate for the
job.

Cordially,

Princess Day
University Career Services www.career.virginia.edu
Bryant Hall at Scott Stadium (434) 924-8900
8/18/2008 Page 8 of 13

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Figure 6 Two-column cover letter

TyRone B. Jenkins
April 12, 2009

Dear Hiring Manager,
When I read the posting for a Legal Administrative Assistant on paralegaljobs.com, I realized how
well the requirements aligned with my experience, education and skills. While my attached resume
provides an overview of the roles I have held, as well as my accomplishments, I have listed my
qualifications below. I am confident that I would be able to make an immediate contribution to your
law firm.
Your Requirements



My Qualifications

B.S./B.A or paralegal certificate
Earned B.A. in History from the University of
Virginia, GPA of 3.53

Law firm experience
Interned for two summers at financial services
legal firm in Washington, DC

Experience using Microsoft Office Suite
Completed training course on Word, PowerPoint,
Excel and Outlook

Experience conducting online searches
Conducted research for independent study project
using Lexis-Nexis and Bloomberg

Event and meeting planning experience
Scheduled training sessions, made site assignments
and confirmed travel arrangements for 45
volunteers during year-long service project

Attention to detail
Served as editor of university newspaper

I will be relocating to New York, NY in two weeks and would be available for an interview at that
time. I look forward to your response! I can be reached at tjenkins@gmail.com or (703) 569-5633.

Thank you for your time and thoughtful consideration.

Best regards,


Tyrone Jenkins
University Career Services www.career.virginia.edu
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8/18/2008 Page 9 of 13

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Figure 7 Thank you letter following an on-Grounds interview










Lisa M. Snow
333 Jefferson Park Ave.
Charlottesville VA 22903
(434) 924-8902
lmsnow@virginia.edu

October 18, 2008



Mr. Stuart R. Robinson
Director of Personnel
EFG Corporation
323 Arden Street
Plain View, NC 23492

Dear Mr. Robinson:

Thank you for the opportunity to interview with you on Friday, October 17th at the University of
Virginia's University Career Services. The management trainee position at EFG Corporation we
discussed is of great interest to me and I am confident I could fulfill the exciting responsibilities
required of the person in this position.

I was particularly impressed to learn more about the various phases of the management training
program. As we discussed, I have had numerous leadership positions at the University of Virginia
which have prepared me to meet the supervisory challenges and demands your program presents. In
addition, my double major in history and English has required extensive writing and public speaking
assignments which would also allow me to succeed as a manager at EFG Corporation.

Thank you again for your time and consideration. I look forward to learning more about the next step
in the application process and to possibly working for your organization in the near future.


Sincerely,



Lisa M. Snow


University Career Services www.career.virginia.edu
Bryant Hall at Scott Stadium (434) 924-8900
8/18/2008 Page 10 of 13

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