A cover letter (sometimes called a letter of inquiry or letter of application) is a business-style letter that accompanies every resume you send to prospective employers. It serves as an introduction, telling the employer who you are and why you are sending a resume. If written well, your letter lets you highlight the special features of your education and experience that qualify you for the particular position or organization.

Good cover letters are generally alike in that they share...

A personal approach.

As employers do not look favorably on cover letters which look "mass produced", it is important to personalize your cover letter. Address your letter to a specific individual within an organization rather than "To Whom it May Concern." Resources for helping you to find names of specific individuals within organizations are available in the Career Services Library and also in the Reference Sections of Lippincott and Van Pelt Library. You can also call organizations directly and ask a receptionist for the name of the appropriate contact.

A clear, concise presentation of interest, skills and intent.

Your cover letter will have the most impact if it is targeted to match each particular organization or position being sought. The tone of the letter should emphasize ways you can fulfill the organization's needs. Be direct about your interest in the organization and what you can offer; say it clearly and concisely. As with your resume, be prepared to back up any information you include in the letter. If you make claims, support them with evidence.

A glimpse of the author.

Although this is a formal document, the style doesn't need to be stiff. Allow your personality to come through, and particularly seem interested and enthusiastic, both about what you have to offer them, and what they can offer you. A good cover letter will communicate interest, motivation, and self-confidence.

All employers want people with excellent communication skills. Your cover letter demonstrates your writing skills, so write thoughtfully. Pay particular attention to grammar, typing and spelling, and avoid trite language and the temptation to turn your cover letter into an extensive autobiography.

Nice paper and readable fonts.

Your cover letters should follow a traditional business letter format (see samples). Use a good quality paper stock (preferably the same type of paper on which your resume was printed), and a font which is easy to read.

Suggested format for a cover letter

Your Street Address (TIP: Use accurate return address. Academic year = school address. Summer address = home/summer address.)
City, State Zip

Today’s Date

Person’s Name (TIP: Always write to a specific person.)
Title
Organization
Street Address
City, State, Zip Code (Or Country)

Dear Ms./Mr./Dr. Last Name:

The opening paragraph introduces you, and lets the employer know why you are writing. To capture the employer's interest, this paragraph should be well organized, concise, and specific. TIPS:

• State your reason for writing. Example: "I am writing to express my interest in learning more about Environmental Clean-up International (ECI), and to submit my resume for your consideration."

• Mention how you heard of the organization or of the position. Example: "Through the Career Services Office at the University of Pennsylvania, I learned of your need for an Editorial Assistant."

 
If applying for a specific job, refer to the position title.

If sending out "blind letters" (i.e. you don’t know if a position exists or if there are any openings), identify the type of position you’d like.

State the proper name of the organization at least once. Example: AOL = America Online
 

• If you’ve already talked to the person to whom you are sending the letter, indicate this in your introduction. Example: "Thank you for taking the time to talk to me about the Instructional Design position at                   ."

• If you have a connection to the company or organization, let them know. Example: "Your Conservation Director, Forest Sherwood, suggested that I contact you regarding potential web development openings."

Ask not what the potential employer can do for you, but what you can do for the employer.

• Expand on the information contained in your resume and highlight your qualifications by discussing them in terms of the contributions you can make. (See sample cover letter.)

 
• If you are applying for a specific position, refer specifically to the job description. Example: "Based on the job description, it is my understanding that you are looking for a self-motivated employee with a demonstrated proficiency in html. I offer you these qualities and skills. In my job last summer, I…"

• Know the organization. Avoid adjectives and generic descriptions such as "I’d like to work in a challenging environment with opportunity for advancement." Make it obvious that you’ve researched the organization and are familiar with its services. If you have a good relationship with current employee(s), mention them. If certain aspects of the company impress you…let them know!

• Explain how the position and/or company is a good fit with your career goals and interests. This is especially important in applying for positions in a different geographic location or in fields unrelated to your major.

Sincerely,

[ Signature]

Your Name (typed)

On following up and keeping records…

Keep a copy of all your cover letters, and make notes outlining further correspondence between you and the employer. It can be both confusing and embarrassing to receive a reply from an organization (particularly a request for an interview) and not be certain of what you sent them.

If you do not receive a response to your cover letter/resume within a reasonable amount of time (two weeks to one month, depending upon the position), feel free to follow up by letter or telephone. A follow-up letter (also written in business letter format) should:

•  inquire about the status of your application;

 
• offer to provide additional information that may aid in the evaluation of your qualifications;

 
•  reaffirm your interest in the position and the organization.