A cover letter serves two main roles:
- To grab the employer’s attention, so that a resume gets the notice it deserves
- To highlight why the applicant would be such an asset to a job/organization
These two functions need to be carried out quickly – in two or three paragraphs. Follow the examples below to help in writing a cover letter to send with a resume.
Template for the Start of a Cover Letter
An email cover letter can begin with a proper formal salutation. Any cover letter sent by postal mail (or included as an attachment in an email) should include the following elements:
- Receiver’s full name and address
- Sender’s full name and address
- Date
- Salutation
The best salutation is the hiring person’s name. If the job posting does not mention this person (and it rarely does), an applicant can try calling the company to determine the name. Make the call quick – the point is to get a name, not to apply over the phone. If a name cannot be determined, then it is acceptable to start a cover letter with:
- “Dear Sir/Madam”
- “Dear Hiring Manager”, etc.
Template for the Body of a Cover Letter
The introductory paragraph should by brief and to-the-point.
- (optional) “My name is X.”
- “I was delighted to see an opening for [Job] on [Job Posting Site] with [Company].” Or“[So-and-so] told me you are looking to fill the position of [Job] with [Company].”
- “With my experience and credentials, I know I would be an asset to your team. I am including my resume (and any other relevant information) for your review.”
The second paragraph is typically longest. It is where the letter’s sales pitch occurs. This is not a time to be modest. When highlighting skills and experience, use words/concepts from the job posting or company website. Mention skills the company has specifically asked for, and quantify achievements whenever possible
- “While working on my bachelor’s degree in biology, I not only took a course in biotechnology, but obtained a assistantship where I practiced X, Y, and Z.”
- “I share [Company’s] passion for [X,Y, Z], as demonstrated in my previous job/civic engagement as Director of Sustainable Practices.”
- “In my 5 years as a Human Resources Specialist, I have reviewed over 800 applications, carried out 60 hires, conducted 15 trainings, and [whatever else of note].”
- “In my previous position as a Sales Associate, I was able to surpass sales goals 100% of the time, and helped my store achieve year-over-year increases of 10%, twice the national average of 5%.”
- “I am equally comfortable working independently and collaborating in a team.”
Template for a Cover Letter Closing
The closing of a cover, while brief, is very important. The closing should read similarly regardless of whether it is a postal or electronic letter. Include the elements below as appropriate:
- (optional) “I know I would be an asset to your company.”
- “ Thank you for your consideration/time.”
- (optional) “Do not hesitate to call if you have any questions.”
- “I look forward to hearing from you.” or “I will contact/call you next Tuesday (Wednesday, Thursday) to set up an interview.”
- “Sincerely, (Space for signature if postal letter), Full Name and any Designations”
- An email closing can also include a “signature file” with the applicant’s phone number, email address, and home address.
Many people are looking for generic cover letters that they can use again and again. Yet a job applicant will end up having to send a generic letter again and again, because employers just cast these letters aside. A powerful, tailored cover letter is much more likely to lead to an interview and hopefully, a job offer.
Estela Kennen - Estela is a doctoral student in Public Administration and a freelance writer and editor.
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