HOW TO WRITE A COVER LETTER

How To Write a
COVER LETTER
By Eric R. Anderson









Provided by Capital University Career Services
Campus Center, Lower Level, 236-6606
www.capital.edu/careers
careerservices@capital.edu

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HOW TO WRITE A COVER LETTER

©2005 Eric R. Anderson



A COVER LETTER HAS THREE MAIN PURPOSES

• It formally introduces you, and can personalize the presentation of your resume.

• It highlights specific information from your resume and from your background that
applies to a specific field or position. It also has the capability to give the reader insight
to items not addressed in a resume.

• It helps to facilitate a meeting between you and the employer.



USE TWO BASIC TYPES OF LETTERS

•
Letter of Application: A cover letter that accompanies your mailed resume when
applying for an advertised job opening (details start on page 3).

•
Letter of Inquiry: A cover letter that accompanies your mailed resume when applying
for jobs which are not advertised (details start on page 8).



OTHER TYPES OF COVER LETTERS:

•
Listed skills - In this style, list your skills either as they directly relate to the
requirements in an advertised position, or as they relate in general to the field or
position that you are pursuing (page 14).

•
Conversational - In this style, personalize your cover letter even more. This format
tends to be less structured (page 15).



ADDITIONAL HINTS AND SUGGESTIONS START ON PAGE 18
(Including how to send resumes through e-mail.)
© 2005 Eric R. Anderson, Capital University
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THE LETTER OF APPLICATION



Remember that you are responding to an advertisement in this letter. That will guide some of your text.
Make sure that you comment on specific qualifications that are listed in the advertisement.



THE EMPLOYER'S NAME

With advertised openings, you will sometimes be instructed to mail your information to an office, or a
title, such as the Director of Human Resources. In this case, you need not find the name of the
individual to whom you are writing. You can address the letter to "Dear Director", or "Dear Sir/Madam",
or you can simply omit both the greeting (Dear_______,) and the salutation (Sincerely,) from the letter.
Still, if you can get the name of the appropriate person, it will be to your benefit, differentiating you from
the other candidates.



THE FIRST PARAGRAPH

Two or three sentences in length. Start with an interest-creating sentence in which you appeal to the
employer’s needs. Be as specific as you can about the position desired.


1.
I am applying for your Sales Trainee position which was posted on CUcareers.com. You
indicate a need for a recent graduate with a background in business and sales. I will graduate
in May with a Bachelor's degree in Business Administration, and I have held part-time sales
positions throughout college.

2.
During the last two years, my editing position with our school newspaper has provided me with
experience related to the Proofreader position which was advertised in The Columbus Dispatch
on March 5. I will graduate from Capital University in May with a Bachelor's degree in English,
and I plan to enter the field of publishing.

3.
I am very interested in the position of Customer Service Representative with Orgo-gro. Mark
Muggli, a systems analyst with your company, recently informed me of two openings in this
division.


If you are a student with related employment experience, you may want to mention your experience
instead of your degree in the first paragraph:


4.
I am especially interested in the Loan Officer position which was advertised in the Columbus
Dispatch on November 8. I have several years of experience in banking, including significant
exposure to loans and mortgages.
© 2005 Eric R. Anderson, Capital University
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THE SECOND PARAGRAPH

Three to five sentences in length.

In this paragraph, you will emphasize a match between the skills which you possess and those which
are required by the employer. Use the advertisement to guide your writing. For example, if an
advertisement mentions specific courses in your major, then point out in the letter that you have had
those courses. If an advertisement indicates that the successful candidate will possess excellent
speaking skills, then make sure you mention previous or current employment, class projects,
presentations, or any other examples of your experience. If you are underqualified for the advertised
position, you can include a statement about related experience, or an example of your proven ability to
learn new information quickly. Remember that the advertisement is often a "wish list" and that you
might not need all of the qualifications that are listed.

At the end of this paragraph make a reference to your resume. Some options are:

1. Please see my enclosed resume for a more complete view of my background and qualifications.

2. My enclosed resume will give you a better view of my skills and abilities.

3. Please see my enclosed resume for more information.


If you have both academic qualifications and career-related work experience, you may want to separate
this middle paragraph into two paragraphs. By doing this, you can focus on each of these subjects
individually.


THE THIRD PARAGRAPH

Two to three sentences in length.

This is the paragraph in which you tell the employer how to get in touch with you, and thank the person
for taking time to give you consideration. Some examples are:

1. Should you need additional information, you can reach me at (614) 555-1212 during the
evening, or leave a message at (614) 555-4141 during the day. I can also be reached by e-mail
at jcollege@yahoo.com. I am available for an interview at your convenience. Thank you for
your consideration. I look forward to hearing from you soon.

2. I am available for an interview during...(list dates or months or whenever you are available).
You can reach me at (614) 555-1212 from 3:00 p.m.-7:00 p.m., Monday through Friday. I look
forward to hearing from you.

3. I am excited about the possibility of working for Orgo-gro. Should you need more information,
you can reach me by phone at (614) 555-8989 or by e-mail at sstudent@aol.com. I am
available for an interview at your convenience.

4. I believe that my student teaching experience and academic background will be a benefit to the
Wellington School. Should you need additional information, you can reach me at (614)
555-1234. Thank you for your time, and I look forward to hearing from you soon.

© 2005 Eric R. Anderson, Capital University
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MODEL: LETTER OF APPLICATION







Your Address
City, State Zip Code
Today's Date

Person to whom you are writing (if possible)
Title
Company or Organization name
Address
City, State Zip

Dear Mr./Ms. ________________,

Identify the position for which you are applying, tell how you heard about the opening (newspaper,
contact person, etc.), and explain why you are writing (would you like to be considered for the position?
Has your academic and/or employment background prepared you for this position?)

Present your qualifications for the job. These qualifications will probably be a combination of your
education and your work experience. Show how each of these has prepared you for the field that you
want to enter. You might want to mention current or previous employment, specific courses that you
took, aspects of jobs or internships that you had, and so on. Finally, make some reference to your
enclosed resume.

You may wish to reiterate your interest in the position. Indicate your willingness to come in for an
interview. Include your phone number with the best times to call you and an e-mail address if
applicable. Finally, close with a positive statement.

Sincerely,

(Sign your name)

Your Typed Name

enclosure







© 2005 Eric R. Anderson, Capital University
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EXAMPLE: LETTER OF APPLICATION




Box 999, Capital University
Columbus, OH 43209
January 14, 2005

Mr. Peter Kirkpatrick
Director of Personnel
Ernst & Young
Huntington Center, Suite 2000
41 South High Street
Columbus, OH 43215-6150

Dear Mr. Kirkpatrick,

I am writing to express my interest in the Auditor position advertised in the January 13th edition of The
Columbus Dispatch. I will graduate from Capital University in May with a Bachelor of Arts degree in
Accounting.

You indicated a need for someone with both accounting experience and leadership skills. During my
junior and senior years at Capital, I have worked as a student accountant in the University Bookstore.
In addition, I have held leadership positions in Student Government and within the residence halls as a
Resident Assistant. Please see my enclosed resume for a more complete view of my background.

I am eager to learn more about this opportunity with Ernst & Young, and look forward to interviewing
with you. I can be reached by phone at 236-0000 or by e-mail at ccollege@yahoo.com. Thank you for
your time and consideration.

Sincerely,



Chris M. College

enclosure










© 2005 Eric R. Anderson, Capital University
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FOLLOW-UP TO A LETTER OF APPLICATION

If you respond to an advertised opening, you can expect to wait anywhere from a week to more than a
month for a response. Why? Human Resource departments are very busy, and sometimes things get
put on the back burner.

By the second week, you're feeling as if no one likes you and you're wondering if you should call to
inquire about the status of your file. In general, resist the temptation to call. There are hundreds of
resumes along with yours, and if each of those people called, it would begin to get annoying. An
exception might be the fields of sales and journalism, in which you are expected to be more aggressive
in your approach. Some sales recruiters say that they only consider those who persistently call!

Instead, you might want to send a follow-up letter. These letters are appropriate in two circumstances:
If something new came up (like you'll be gone for a while and won't be able to interview during that
time), or if you simply want to remind them that you are still interested, without being pushy. It's a nice
way of ensuring that they received your resume and cover letter while giving them a positive impression
of you.

Write a letter something like this:







Your Address

city, state zip

date





Lars Holte

Director of College Recruitment

Midwest Lefse Commission

235 Krumkake Avenue

Columbus, Ohio 43221



Dear Mr. Holte,



I mailed a resume and cover letter to you on July 20.



I am still very interested in the Marketing Assistant position.



If you would like any additional information, or if you have

any questions, please call me at 555-7896. I look forward

to meeting with you.



Sincerely,



(Sign your name)



Your Name





© 2005 Eric R. Anderson, Capital University
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THE LETTER OF INQUIRY

In this type of letter, you inquire about the possibility of available positions. Since you are not
responding to an advertisement, the first paragraph will not make reference to one, as it did in the letter
of application. Instead you will want to refer to what has prompted you to write the letter - an article you
have read in the paper, someone you have talked to in the field, personal knowledge that the company
hires people with your qualifications, etc... The second paragraph will probably take on a slightly more
general tone, since you will not be responding to specific listed qualifications. Finally, you will need to
be more assertive in your approach. This is most obvious in the last paragraph.

NOTE: This type of letter should only be written when someone has referred you or if you know there
is a job available through your networking or research. This is not to be used for a mass mailing of
letters and resumes.


THE EMPLOYER'S NAME

In a letter of inquiry, you should ALWAYS use a specific person's name. You'll call that person at a
later date, and you have to ask for him or her. It is easy to get the name and title of the person to
whom you should send your resume and cover letter, if you don’t already have their name. Simply call
the main number for the company or organization and ask the person who answers the phone if he or
she can give you the name (gender, if necessary,) and title of the person to whom you would direct a
letter regarding possible employment. Then ask for the spelling of the person's name.

THE FIRST PARAGRAPH

Instead of mentioning an advertisement, you will explain briefly why you are interested in working for
this company and what has prompted your letter. These statements are important, as they provide the
best opportunity for you to personalize the letter.

As mentioned earlier, your letter may have been prompted by an article you have read in the paper,
someone you have talked to in the field, or personal knowledge that the company hires people with
your qualifications.

Examples:

1.
I am writing to inquire about social work positions with the Franklin County Mental Health Board.
I recently read an article in the Columbus Dispatch which indicated that you are seeking to
establish a number of treatment teams to assist the mentally ill in managing their lives. I am
excited about the possibility of securing one of these positions, because I am extremely
interested in working with this population.

2.
I am writing to inquire about Claims Adjustor positions which may be open at Beaucoup
Insurance Company. A recent article listed your company as one of the top ten in customer
satisfaction. I feel that I have much to offer a company that seeks to maintain this kind of public
image. I am currently a student at Capital University, and I will graduate in May 2002 with a
Bachelor of Arts in English.


© 2005 Eric R. Anderson, Capital University
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THE SECOND PARAGRAPH

This can be the same as the second paragraph in the letter of application. The difference is that you
are not responding to the qualifications of a specific position opening. Rather, you are giving the reader
a general overview of your background. You are telling the reader what you think she or he wants to
hear about you, based on the nature of the positions for which you are expressing an interest.

THE THIRD PARAGRAPH

This paragraph becomes more assertive than the same paragraph in the letter of application. You must
contact the person to whom you are addressing the letter, since there is a very small chance that this
person will rush to call you immediately after receiving your letter and resume.

Examples:

1.
I would appreciate the opportunity to discuss these positions with you. I will call during the week
of April 10 to inquire further. If this is inconvenient, you can reach me by calling 555-2324 after
6:00 p.m. or by e-mail at college@yahoo.com. Thank you for your consideration.

2.
I look forward to discussing summer internship opportunities with you. I can be reached at 555-
2324. If I do not hear from you by February 8, I will call you to follow up on my interest.


These examples might seem pushy or forward to you. They might have been considered pushy if you
indicated the date and time that you expected the person to be available for your phone call, but you're
not doing that. Instead, you're giving them a time frame and allowing them an alternative if they don't
want to talk with you. That's being polite, not pushy.

























© 2005 Eric R. Anderson, Capital University
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MODEL: LETTER OF INQUIRY




Your Address
City, State Zip Code
Today's Date


Person to whom you are writing
Title
Company or Organization name
Address
City, State Zip

Dear Mr./Ms. ________________,

Tell the employer what position(s) you are applying for, why they should consider you, what
has prompted you to write the letter, and why you are interested in working for them. You may
want to mention your current educational status, and month/year of graduation. If you already
have experience in the field, you may want to emphasize that here instead.

Present your qualifications for the position(s) for which you are applying. These qualifications
will probably be a combination of your education and your work experience. Show how each
of these has prepared you for the field that you want to enter. You might want to mention
employment, specific courses that you took, aspects of jobs or internships that you had, and
so on. Finally, make some reference to your enclosed resume.

Suggest a time period (during the week of...) when you will call for more information. Include
your phone number, e-mail address, and the best times to reach you if your suggested week is
inconvenient. Finally, close with a positive statement.

Sincerely,

(Sign your name)

Your Typed Name

enclosure








© 2005 Eric R. Anderson, Capital University
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