Cover Letter — Format and Examples
What is a cover letter?
A cover letter focuses on how the applicant’s skill set listed in the resume makes them an ideal candidate for a job. An effective cover letter provides the first impression and shows the applicant’s knowledge, interest in the position, connections to the company, writing ability, and value.
A great cover letter:
Illustrates the applicant’s knowledge of the position and company.
Explains the applicant’s interest in the position.
Identifies any connections the applicant has to the potential employer.
Showcases the applicant’s writing ability and persuasive skills.
Details how the applicant will add value to the company if hired.
When composing a professional cover letter, avoid the following:
Using the same cover letter for every position
Repeating too much information found on the resume
Not referencing information about the company
Focusing on job responsibilities rather than achievements
Identifying salary or benefit expectations
Negative comments about previous employers
Irrelevant information
Making typos
Job seekers should always send a cover letter, also known as an application letter, along with their resume when applying for a job. A cover letter is not needed only if the company explicitly states that they do not want one, which happens very rarely.
When composing the cover letter, applicants need to make sure the information differs from their resume. The following table identifies what to include in each:
| Cover Letter | Resume |
|---|---|
| Paragraph form (3-4) | Itemized lists (bullet points) |
| No longer than a page | 1-2 pages depending upon years of experience |
| Conveys subjective information | Conveys objective information |
| Reflects importance of qualifications | Summarizes qualifications |
| Conversational tone | Professional tone |
How to write a cover letter
While the resume may stay the same regardless of the position, applicants should tailor each cover letter toward the specific job posting.
Every cover letter should contain a salutation, a first or opening paragraph, middle paragraphs, and a final or closing paragraph.
Salutation
Use the name of the contact person (if applicable), often a recruiter or hiring manager.
Indicate the appropriate title (Mr., Ms., Dr., etc.).
If there is no contact person, direct the letter to the Hiring Manager or the department.
Avoid “Dear Sir” or “To Whom it May Concern.”
First Paragraph
Identify the company and position.
Disclose how you learned of the job opening.
Middle Paragraphs
Demonstrate knowledge of the company.
Explain what is interesting about the position.
Identify specific traits and skills from the job description.
Provide specific examples that illustrate professional experiences and how they are relevant to the position, and identify any transferable skills.
Final Paragraph
Restate the potential value add to the company.
Reference the attached resume.
Take charge and identify a date to follow up.
Request a meeting/interview.
Express thanks.
Cover letter format
While there are many cover letter templates available that help applicants compose a cover letter, the structure remains similar:
Header/Applicant’s Contact Details
Full name (first and last)
Phone number
Email address
Online profile (e.g., LinkedIn, if applicable)
Date
Employer’s Contact Details
Hiring manager’s name
Company’s name
Company street address
Company city, state, and ZIP code
Salutation
Dear Hiring Manager:
Dear Accounting Manager:
Introduction
Body
Conclusion
Closing/Signoff
Close the letter by writing “Sincerely,” skipping 3-4 lines, and typing your name
Sign in the gap between “Sincerely,” and your name.
When formatting a cover letter, the following guidelines apply:
Use a conventional font (Times New Roman, Calibri, Arial, etc.).
Use a font size between 10.5 and 12-point.
Margins should fall between 1 and .5 inches.
Do not double-space the entire document. Instead, leave a space after each part of the cover letter: date, employer’s address, salutation, introduction paragraph, body paragraph(s), concluding paragraph, signature (3-4 spaces), and applicant’s name.
Keep the cover letter to no more than one page in length, approximately 250-400 words.
If the employer requests the cover letter be sent electronically, use the following formatting guidelines:
If sending the cover letter as an attachment, save it as a DOCX or PDF file.
Give the document an identifying file name like Name_Job Title_Cover Letter.
Identify the position and applicant’s name in the subject line.
Place the applicant’s contact information at the end of the email.
There is no need to include the employer’s address.
Cover letter example
There are a variety of cover letter templates available through Microsoft Word and online. Regardless of template choice, most cover letters will be similar to the following example:
