cover letter tips sheet cover letter2.pdffirm ting., k ts s s t ar r rs e g zi s s p-to-ting g s s t...
TRANSCRIPT
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A cover letter is a one-page business letter that expands upon relevant experiences and skills, demonstrates writing skills and clarifies any issues (experience, GPA, etc.) that may need to be addressed. It answers two questions: 1) Why are you interested in this job? 2) Why are you qualified for this job?
COVER LETTER CONTENT
Header
Consider creating a “letterhead” that matches your resume, setting margins and type to match so you present a packet of information that goes together. Please note that some people may prefer a more traditional letter format. See samples.
Salutation
Ideally, address your letter to a person. Call and ask to whom to address the letter; ask for correct spelling and title or research on CareerShift (e.g.: Dear Mr./Ms./Mx./Dr. LastName). Address to “Hiring Manager for [name of position]:” if you cannot identify a specific person. Avoid “To whom it may concern,” and do not use “Sir/Madam.”
First paragraph should include…
– The job for which you are applying. – How you learned about the position/company. – Attention getting summary of your personal traits and skills that
make you a fit for the position and organization. – If a senior, include education and graduation date. – If applicable, include the name of a person who referred you.
Consider including a company fact if it is something you have been following or mention how their mission or value statement is significant to you. However, do not use space educating them on their organization or the position.
Second paragraph should include…
– Three (just a suggestion) skills listed in the job description. – Examples of how you have demonstrated selected skills in the
past through previous work, volunteer or leadership positions. – Focus on your past successes and outcomes.
This section should expand on what is listed on your resume, so do not reiterate your resume or direct them to your resume. They know it’s there.
Third paragraph should include…
– Appreciation of the reader’s time and attention. – What you want the next step to be: 1) How and when you will
follow-up or 2) Your hopes for them to follow-up. – If applicable, share your availability and flexibility in geographic
location.
Closing
End the letter with Sincerely, three spaces and your name. Don’t worry about signature if you are submitting online.
Have someone else (family, friend, advisor, faculty member or CPAD staff member) review your cover letter. Computer spell/grammar checks do not catch everything. Remember, potential employers take cover letters very seriously.
ATTACHING COVER LETTER/RESUMETO EMAIL
Many of your communications with potential employers will likely be via email. To utilize email to its full potential, do the following:
– Type the position title in the subject line. – Check to make sure attachments are attached before sending. – Don’t include email address, date or employer’s address in the
email body as that is transmitted electronically. – Don’t leave spaces between the closing and the typed name as
there will be no signature. – Do follow-up initial email with brief email asking if attachments
were transmitted and readable. Gracefully, let the employer know that you will resend attachments if there was a glitch in the transmission.
TYPICAL COVER LETTER MISTAKES
– Sending resume without a cover letter – Appearing lazy, failing to address letter to a specific person – Focusing on what you want from the employer instead of what
you can do for them – Appearing generic, not tailoring how your skills/experience
match the specific needs of the job/company – Allowing misspellings or incorrect grammar/punctuation – Rehashing your resume – Rambling, focusing on your whole story instead of just the
relevant part—you have the interview to expand – Using qualifiers such as “I feel” or “I believe”—simply and
confidently state your skills and what you offer – Leaving the ball in the employer’s court—state that you will
follow-up if possible
Use simple and straight forward sentence structure, but avoid starting every sentence with “I” or “my.” The reader should reach the end of your letter thinking, “This person fits the job!” because you used the language from the job description and confidently and succinctly told them that you are the match.
COVER LETTER TIPS
2
Firs
tNam
e L
astN
ame
##
Str
eet
| C
ity,
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ho
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nu
mb
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em
ail a
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ress
M
ay 2
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Mr.
U. R
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epar
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Hav
e Lo
ts o
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on
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rate
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Mar
tin
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38
23
7
Dea
r M
r. E
mp
loye
r:
Intr
od
uct
ory
Par
agra
ph
: Gra
b t
he
read
er’s
att
enti
on
by
shar
ing
app
licab
le
per
son
al t
rait
s an
d s
kills
to
gai
n t
he
read
er’s
att
enti
on
. Th
en, s
tate
wh
y yo
u a
re
wri
tin
g; n
ame
the
po
siti
on
or
typ
e o
f w
ork
fo
r w
hic
h y
ou
are
ap
ply
ing;
an
d
men
tio
n w
her
e yo
u le
arn
ed o
f th
e p
osi
tio
n o
r o
rgan
izati
on
. Giv
e sp
eci
fic
dat
es
if
you
hav
e h
ad s
pec
ific
con
vers
atio
ns
wit
h a
per
son
, an
d in
clu
de
this
per
son
al
refe
ren
ce a
s it
may
att
ract
mo
re a
tten
tio
n.
Bo
dy:
Th
e n
ext
on
e o
r tw
o p
arag
rap
hs
sho
uld
be
you
r sa
les
pit
ch. E
xpla
in w
hy
you
ar
e in
tere
sted
an
d h
ow
yo
u b
est
fit
this
po
siti
on
. “T
ease
” th
e re
ader
en
ou
gh t
o
read
yo
ur
résu
mé
. Em
ph
asiz
e p
arti
cula
r sk
ills
or
du
ties
th
at a
re p
art
of
the
job
d
escr
ipti
on
. As
a re
cen
t gr
adu
ate,
yo
u m
ay w
ant
to u
se a
par
agra
ph
to
ad
dre
ss
acad
emic
qu
alifi
cati
on
s an
d a
no
ther
par
agra
ph
to
hig
hlig
ht
exp
erie
nce
an
d s
kills
. Ill
ust
rate
in t
his
sec
tio
n t
hat
yo
u h
ave
kno
wle
dge
of
the
com
pan
y’s
nee
ds
and
of
the
po
siti
on
to
dem
on
stra
te y
ou
hav
e d
on
e yo
ur
“ho
mew
ork
.” B
e co
nfi
den
t!
Clo
sin
g P
arag
rap
h: B
e sh
ort
an
d t
o t
he
po
int.
Ind
icat
e w
hat
ste
ps
you
wo
uld
like
to
hap
pen
nex
t—if
yo
u w
ant
an in
terv
iew
, ask
fo
r it
! P
ass
ive
Ap
pro
ach
: Res
ult
s fr
om
yo
u s
ayin
g, “
I lo
ok
forw
ard
to
hea
rin
g fr
om
yo
u,”
an
d p
lace
s re
spo
nsi
bili
ty
on
th
e em
plo
yer
to m
ake
the
nex
t m
ove
. A
ctive
Ap
pro
ach
: Pu
ts y
ou
in t
he
po
siti
on
to
initi
ate
con
tact
wit
h t
he
em
plo
yer.
Sta
te a
sp
ecifi
c d
ate
in t
he
nea
r fu
ture
wh
en
you
will
ver
ify
rece
ipt
of
the
lett
er a
nd
/or
seek
to
arr
ange
an
ap
po
intm
ent.
If y
ou
sa
y yo
u w
ill c
on
tact
th
em, d
o!
Fin
ally
, th
ank
the
emp
loye
r fo
r h
is o
r h
er ti
me
and
co
nsi
der
atio
n.
Sin
cere
ly,
SIG
N N
AM
E IN
BLU
E O
R B
LAC
K IN
K
Firs
tNam
e La
stN
ame
COVER LETTER FORMATS M
AT
CH
ES
RE
SU
ME
FO
RM
AT
Firs
tNam
e La
stN
ame
## S
tree
t C
ity,
ST
ZIP
M
ay 2
0, 2
0X
X
Mr.
U. R
. Em
plo
yer
Dir
ecto
r, P
erso
nn
el D
epar
tmen
t W
e H
ave
Lots
of
Mo
ney
, In
corp
ora
ted
M
arti
n, T
N 3
823
7
Dea
r M
r. E
mp
loye
r:
Intr
od
uct
ory
Par
agra
ph
: Gra
b t
he
read
er’s
att
enti
on
by
shar
ing
app
licab
le
per
son
al t
rait
s an
d s
kills
to
gai
n t
he
read
er’s
att
enti
on
. Th
en, s
tate
wh
y yo
u
are
wri
tin
g; n
ame
the
po
siti
on
or
typ
e o
f w
ork
fo
r w
hic
h y
ou
are
ap
ply
ing;
an
d
men
tio
n w
her
e yo
u le
arn
ed o
f th
e p
osi
tio
n o
r o
rgan
izati
on
. Giv
e sp
ecifi
c d
ates
if
yo
u h
ave
had
sp
ecifi
c co
nve
rsati
on
s w
ith
a p
erso
n, a
nd
incl
ud
e th
is p
erso
nal
re
fere
nce
as
it m
ay a
ttra
ct m
ore
att
en
tio
n.
Bo
dy:
Th
e n
ext
on
e o
r tw
o p
arag
rap
hs
sho
uld
be
you
r sa
les
pit
ch. E
xpla
in w
hy
you
are
inte
rest
ed a
nd
ho
w y
ou
bes
t fi
t th
is p
osi
tio
n. “
Teas
e” t
he
read
er
eno
ugh
to
rea
d y
ou
r ré
sum
é. E
mp
has
ize
par
ticu
lar
skill
s o
r d
uti
es t
hat
are
p
art
of
the
job
des
crip
tio
n. A
s a
rece
nt
grad
uat
e, y
ou
may
wan
t to
use
a
par
agra
ph
to
ad
dre
ss a
cad
emic
qu
alifi
cati
on
s an
d a
no
ther
par
agra
ph
to
h
igh
ligh
t ex
per
ien
ce a
nd
ski
lls. I
llust
rate
in t
his
sec
tio
n t
hat
yo
u h
ave
kno
wle
dge
of
the
com
pan
y’s
nee
ds
and
of
the
po
siti
on
to
dem
on
stra
te y
ou
h
ave
do
ne
you
r “h
om
ewo
rk.”
Be
con
fid
ent!
Clo
sin
g P
arag
rap
h: B
e sh
ort
an
d t
o t
he
po
int.
Ind
icat
e w
hat
ste
ps
you
wo
uld
lik
e to
hap
pen
nex
t—if
yo
u w
ant
an in
terv
iew
, ask
fo
r it
! P
ass
ive
Ap
pro
ach
: R
esu
lts
fro
m y
ou
say
ing,
“I l
oo
k fo
rwar
d t
o h
eari
ng
fro
m y
ou
,” a
nd
pla
ces
resp
on
sib
ility
on
th
e em
plo
yer
to m
ake
the
nex
t m
ove
. Acti
ve A
pp
roa
ch: P
uts
yo
u in
th
e p
osi
tio
n t
o in
itiat
e co
nta
ct w
ith
th
e em
plo
yer.
Sta
te a
sp
ecifi
c d
ate
in t
he
nea
r fu
ture
wh
en y
ou
will
ver
ify
rece
ipt
of
the
lett
er a
nd
/or
seek
to
ar
ran
ge a
n a
pp
oin
tmen
t. If
yo
u s
ay y
ou
will
co
nta
ct t
hem
, do
! Fi
nal
ly, t
han
k th
e em
plo
yer
for
his
or
her
tim
e an
d c
on
sid
erati
on
.
Sin
cere
ly,
SIG
N N
AM
E IN
BLU
E O
R B
LAC
K IN
K
Firs
tNam
e La
stN
ame
En
clo
sure
TR
AD
ITIO
NA
L B
US
INE
SS
LE
TT
ER
FO
RM
AT
3
COVER LETTER SAMPLES T
RA
DIT
ION
AL
CO
VE
R L
ET
TE
R
EX
EC
UT
IVE
SU
MM
AR
Y S
TY
LE
CO
VE
R L
ET
TE
R
IMA
SK
YH
AW
K
22
2 P
op
lar
Stre
et |
Mar
tin
, TN
38
23
7 |
27
0.0
00
.00
00
| im
asky
haw
k.u
t.u
tm.e
du
Ja
nu
ary
24, 2
0xx
Mr.
U. R
. Em
plo
yer
Dir
ecto
r, P
erso
nn
el D
epar
tmen
t W
e H
elp
Oth
ers,
Inco
rpo
rate
d
123
12th
Str
eet
Mar
tin
, TN
38
23
7
Dea
r M
r. E
mp
loye
r:
I am
wri
tin
g to
ap
ply
fo
r th
e P
ub
lic R
elati
on
s C
oo
rdin
ato
r p
osi
tio
n p
ost
ed o
n t
he
We
Hel
p O
ther
s jo
b s
ite.
No
t o
nly
do
I h
old
th
e re
qu
ired
deg
ree
in p
ub
lic r
elati
on
s w
hic
h I
com
ple
ted
at
the
Un
iver
sity
of T
enn
esse
e at
Mar
tin
, bu
t I h
ave
two
yea
rs o
f ex
per
ien
ce
usi
ng
soci
al m
edia
fo
r o
utr
each
pu
rpo
ses.
In a
dd
itio
n, I
dem
on
stra
te t
he
req
uir
ed a
nd
d
esir
ed q
ual
ifica
tio
ns
in t
he
follo
win
g w
ays:
Than
k yo
u f
or
you
r ti
me
and
co
nsi
der
atio
n. I
will
co
nta
ct y
ou
nex
t w
eek
to c
on
firm
re
ceip
t o
f m
y ap
plic
atio
n a
nd
dis
cuss
th
e p
oss
ibili
ty o
f m
eeti
ng.
Sin
cere
ly,
Ima
Skyh
awk
Yo
ur
Re
qu
irem
en
ts
My
Qu
alifi
cati
on
s
Kn
ow
led
ge a
nd
ap
plic
atio
n o
f p
ub
lic
rela
tio
ns
Uti
lized
so
cial
med
ia t
o in
crea
se a
nn
ual
eve
nt
atten
dan
ce b
y 1
4%
fro
m p
revi
ou
s ye
ar
Man
aged
inte
rnal
an
d e
xter
nal
mar
keti
ng
for
org
aniz
atio
n o
f o
ver
20
0 m
emb
ers
Dea
l cre
ative
ly,
con
fid
entl
y an
d
pro
fess
ion
ally
wit
h
div
erse
au
die
nce
Cre
ated
en
gagi
ng
pre
sen
tati
on
s u
tiliz
ing
Po
wer
Po
int
and
Pre
zi
Bu
ilt r
app
ort
qu
ickl
y w
ith
div
erse
au
die
nce
th
rou
gh s
ervi
ce a
ctivi
tie
s
Take
initi
ative
, wo
rk
ind
epen
den
tly
and
m
anag
e m
ulti
ple
pro
ject
s
Initi
ated
dev
elo
pm
ent
of
up
-to
-dat
e m
arke
tin
g st
rate
gies
, no
w e
mb
race
d b
y o
rgan
izati
on
ser
vin
g 2
4,0
00
stu
den
ts
Org
aniz
atio
nal
, in
terp
erso
nal
an
d w
ritt
en
com
mu
nic
atio
n s
kills
Org
aniz
ed m
arke
tin
g ca
mp
aign
fo
r se
rvic
e ev
ent
that
rai
sed
$9
00
0
Rec
ogn
ized
fo
r eff
ecti
ve c
om
mu
nic
atio
n in
bo
th
on
e-o
n-o
ne
and
gro
up
sit
uati
on
s
Ima
Sk
yhaw
k
222 P
opla
r S
tree
t M
arti
n, T
N 3
8237
Januar
y 2
4, 20xx
Mr.
U. R
. E
mplo
yer
D
irec
tor,
Per
sonnel
Dep
artm
ent
We
Hel
p O
ther
s, I
nco
rpora
ted
123 1
2th
Str
eet
Mar
tin, T
N 3
8237
Dea
r M
r. E
mplo
yer
:
Pas
sionat
e ab
out
uti
lizi
ng m
y i
nte
rper
sonal
and c
ounse
ling s
kil
ls t
o h
elp a
t ri
sk
juven
iles
, I
am e
xci
ted t
o a
pply
for
the
Ass
ista
nt
Dir
ecto
r posi
tion p
ost
ed i
n t
he
Januar
y 1
3 i
ssue
of
The
Rea
lly-I
mport
ant
New
s. I
n a
ddit
ion t
o t
he
Bach
elor
of
S
cien
ce i
n S
oci
al W
ork
I w
ill
com
ple
te a
t th
e U
niv
ersi
ty o
f T
ennes
see
at M
arti
n
in M
ay,
I hav
e th
ree
yea
rs o
f ex
per
ience
work
ing w
ith j
uven
iles
as
wel
l as
su
per
vis
ory
, m
anag
emen
t an
d m
arket
ing e
xper
ience
.
My p
rofe
ssio
nal
and e
duca
tional
exp
erie
nce
s h
ave
enab
led m
e to
dev
elop a
nd
uti
lize
adm
inis
trat
ion, le
ader
ship
and
mar
ket
ing s
kil
ls. In
my c
urr
ent
posi
tion
super
vis
ing 1
0 t
elec
ounse
lors
, I
asse
ss t
hei
r per
form
ance
, pro
vid
ing o
ngoin
g
trai
nin
g a
nd f
eedbac
k t
o i
mpro
ve
serv
ices
. M
y l
eader
ship
skil
ls w
ere
chal
lenged
an
d h
oned
thro
ugh l
eadin
g t
he
adm
issi
ons
off
ice
at T
hre
e S
pri
ngs,
an o
utd
oor
ther
apeu
tic
pro
gra
m f
or
trouble
d t
eens.
It
took p
atie
nce
and f
irm
res
olv
e to
work
w
ith t
he
fam
ily m
emb
ers,
pro
fess
ional
s an
d a
gen
cies
in o
rder
to c
reat
e a
bal
ance
of
sati
sfac
tion o
n t
hei
r par
t as
wel
l as
lookin
g o
ut
for
the
inte
rest
of
the
org
aniz
atio
n. M
y m
arket
ing s
kil
ls h
ave
bee
n u
tili
zed i
n v
ario
us
ven
ues
, an
d I
lo
ok f
orw
ard t
o s
har
ing m
y p
ort
foli
o w
ith y
ou.
I am
exci
ted a
bout
the
opport
unit
ies
that
We
Hel
p O
ther
s, I
nc.
pro
vid
es a
nd f
eel
confi
den
t th
at b
oth
my s
kil
ls a
nd p
erso
nal
tra
its
wil
l al
low
me
to m
ake
an
imm
edia
te a
nd p
osi
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OTHER LETTERS TO SEND
Here are other types of letters used in the job search to network or follow-up. These letters should follow business letter format, be limited to one page, error-free, timely and honest.
PROSPECTING LETTERS are used to market yourself, let the employer know you have qualities they need and suggest an action plan such as an interview. Use when there is no job posted.
NETWORKING LETTERS are used to make a connection between you and the reader (e.g. an alum, mutual acquaintance or similar interest or background). Do not pressure the reader but let them know what kind of job you are seeking; request a meeting that is at a mutually convenient time, and indicate that you will call to make those arrangements.
THANK YOU LETTERS are used to highlight key strengths and remind them who you are and why you should be hired. Personalize the company information and your specific fit. Make your letter unique. If someone spends more than ten minutes assisting you in any business situation, send a thank you letter.
Thank You for Interview: Indicate your appreciation for their time and the opportunity to speak with them on (date) and at (location). Stress the importance of learning the information provided and your interest in the possibility of using your background, education and experience (give specific examples based on the interview conversation) for the position discussed.
Indicate that you will furnish any additional information or are including requested information. Restate personal qualities which make you uniquely qualified for the position and which may or may not have been discussed in the interview. Encourage them to let you know if further information is needed. and that you look forward to hearing their decision.
Thank You for Plant/Office Visit Invitation: Thank them for the invitation to visit them and confirm availability (list date/time). Indicate what materials you have enclosed or the company has requested. Indicate your appreciation for the opportunity to visit and reinforce your interest in a position with the company.
Thank You for Plant/Office Visit: Thank them for the time and opportunity to visit their plant/office on (date). If applicable, thank individuals for their special efforts. Mention meals, airfare, accommodations or other expenses paid. Include any receipts needed for reimbursement. Express your interest in the company. Re-emphasize what you can offer to fit their needs.
LETTERS OF ACCEPTANCE are used to indicate your pleasure in having received the company’s offer. Include your understanding of the offer: position, location, starting salary, bonus, starting date and relocation expenses. Mention enclosures included, plans and anticipated arrival date and communicate enthusiasm.
LETTERS REQUESTING MORE TIME are used to acknowledge receipt of the offer on (date). Express appreciation and continued interest and indicate reasons for time extension needed (if possible) and request any information you lack. Specify when you will make your decision. This situation usually requires a prior phone conversation, but always follow up with a letter to verify.
RESPONSE TO LETTERS OF REJECTION are used to thank them for informing you and for considering you. If you are still interested, state you would like to be considered for future positions.
LETTERS REJECTING OFFER are used to communicate that you have sincerely considered the offer but will not accept as outlined in their offer (date). Indicate that it has been a difficult decision. Thank them for their time, effort and consideration. Let them know that their confidence in you was appreciated, and mention aspects of the position or company that were appealing to you.
Resource: Job Choices. National Association of Colleges and Employers
I read about your company on the University of Tennessee at Martin’s Handshake site, and I would like to inquire about employment opportunities in your management training program. Specifically, I would like a retail management position in Nashville area after graduation.
Not only will I complete a degree in marketing in May, but I also have three years of experience working in retail establishments. My communication, organizational and problem-solving skills are complimented by a strong work ethic. Whether establishing rapport with customers or speaking to a group, my communication skills receive positive feedback. It is also a natural task for me to organize displays creatively and assess and monitor inventory. In my last position, one irate customer challenged me to use patience and problem solving skills, and I can report that she left a satisfied customer.
On your home page you communicate a strong focus on ethics and serving the community. These are values I possess and ones that make me a natural fit for your company. I will call you the week of March 15 to discuss employment possibilities. In the meantime, please contact me at [email protected] or 731.123.1234 to further discuss my qualifications.
Dr. Really Awesome, Professor of Marketing at the University of Tennessee at Martin, suggested that I contact you. He thought that, as an alum, you would be an excellent person to assist me with a career decision.
As a marketing major, I am exploring which career path to pursue. Retail management and wholesale sales both sound interesting to me at this point, but I want to go into my campus interviews next semester with a clear sense of direction. I would like to get your advice on the long-term career implications of each path as well as a better understanding of the day-to-day activities of a buyer.
I will call you next week to see if I can arrange a brief meeting at your convenience. Thank you for your time.
Thank you very much for interviewing me yesterday for the marketing position with XYZ Engineering Systems, Inc. I enjoyed meeting you and learning more about your company and the Marketing Department.
Meeting with the other staff members was especially enjoyable as was seeing that their projects are in line with the type of work I have done in the past. My education, skills and experience fit nicely with the job requirements, and I am certain that I could make a significant contribution to your company over time.
You provide the kind of opportunity I am seeking, and I want to reiterate my strong interest in the position and in working with you and your staff. Please call me at 270.123.1234 if I can provide you with any additional information.
Again, thank you for the interview and your consideration. I look forward to hearing from you soon.