CHAPTER 4: Cover Letters
In addition to a resume, all applications for employment must include a cover letter. The cover letter is where you introduce yourself to the person who has the power to give you a job. It’s also where you explain how your skills and experiences specifically relate to the position that you are applying for, so that the employer will want to invite you for an interview to find out more about you and how you could help his or her organization.
Remember that your resume focuses on you, but the cover letter focuses on what you can do for a potential employer.
Your cover letter is not a summary of your resume. Write a unique cover letter for each job you’re applying for. You may,
however, have a basic cover letter that you customize for each employer, depending on the specifics of the job.
The Big Picture
Here are the steps in writing your cover letter. They are similar to what you did when you
put together your resume. Remember that your resume focuses on you, but the cover letter
focuses on what you can do for a potential employer.
Step 1: Gather Information
Step 2: Write the First Version
Step 3: Get Feedback from Family, Friends, or Others
Step 4: Print and Send (with your Resume)
Step 5: Follow Up With the Employer
Why do I need a cover letter?
For a moment, pretend you are the employer. You currently have three positions open, and you have received 50 resumes for those three positions. None of the applicants have included a cover letter, so you have no idea which of the
three positions each person is applying for. Then you get one resume with a cover letter—and that person clearly states
the job they want! Who would you interview right away?
Writing your cover letter
The format included here is one of many different ways to write cover letters. If you would prefer to use a different format,
you may still use the sections here to construct your letter. Then change the letter’s organization to the format you prefer.
For additional resources on writing cover letters, check your local library, Job Service or Workforce Development office, or
the internet.
Step 1: Gather Information
Much of the information you’ll include in your cover letter comes from your transferable skills you identified in Chapter 1,
details about the company that you found out about in Chapter 2, and your resume.
It’s best to keep your cover letter to one page, because most employers don’t have time to
read more than that.
Before you start your cover letter,
A. Be sure you have all the information you can possibly find about the company
and job opening. You may already have a lot of information about the company in
your Job Lead Worksheet on page 14.
B. Check the company’s website, job descriptions, and any news you can find
about the company.
C. It’s also a good idea to try to find the name of the person who would be your manager if you got the job,
and write the letter to him or her.
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A
The Heading (Your Contact Information)
The heading is your contact information. This should be the same as the contact information you listed on your resume.
•
•
•
•
•
B
List your full name
List your street address
List your city, state and zip
List your daytime phone number and an additional phone number (such as your cell phone)
List your e-mail address
The Date
• List the date you plan to send the letter
C
Inside Address
You may have the inside address information already listed in the Job Lead Worksheet on page 14. If not, try to find
out the information by checking the company’s website or calling the company.
• List the Employer’s full name, be sure to precede his or her name with a title, such as Mr. or Ms.
• While it’s best to send your letter to a specific person, sometimes you don’t have that option. In that case, use a
generic term such as “Personnel Director,” “Office Supervisor,” or a similar title that seems to fit the situation. You
could also check the company’s website or call the company and ask for the Human Resources Department
to find out the hiring manager’s name. Other options when you don’t know the manager’s name include Human
Resources Manager, Customer Service Supervisor, or Employment Director.
• List his or her position title
• List the company name, do not abbreviate (except for “Inc.”)
• List the company’s street address (write out the full street address)
• List the city
• List the state, do not abbreviate
• List the zip
A Note on “Mrs.”:
Don’t use “Mrs.” unless you know for sure that the hiring manager prefers that title (“Mrs.” indicates that a
woman is married, and “Ms.” is neutral—it doesn’t have a married or unmarried meaning). The last thing you
want your cover letter to do is offend someone. If in doubt when you’re sending your cover letter to a woman,
use “Ms.”
D
Salutation (Greeting)
E
Body of the Letter
Next is the salutation, which begins with “Dear,” followed by “Mr.” or “Ms.,” and then the hiring manager’s last name.
If you don’t have his or her name, use “Dear,” followed by a generic term, as mentioned in the previous section (such
as “Dear Hiring Manager”). You may also use “Good Morning.” Whichever salutation you choose, always end it with
a colon, not a comma.
Dear Mr. / Ms. ___________________: or Dear __________________________:
The purpose of the introductory paragraph is to state why you are writing the letter. The introductory paragraph includes the general or specific title of the position you are applying for, how you learned about the position, and your
employment status (in school, working, etc.).
As you write your letter, it’s a good idea to keep each paragraph to two or three sentences at the most.
Introductory Paragraph, First Sentence
The first sentence of your introductory paragraph describes the general or specific title of the position you’re applying for and how you learned about the position opening.
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Finding A Job • © 2005 • University of Wisconsin System Board of Regents
Cover Letter Worksheet
part 1
A Heading
Your Full Name __________________________________________________________________
Street Address __________________________________________ Apartment Number_________
City _____________________________, State _______ Zip ______________ - _________
Phone Number (________) _____________ - _________________ Ext __________
Additional Phone Number (__________) ________________ - ___________________
e-mail Address ___________________________________________________________________
Typing: leave 1 Blank line
B The Date
Expected Date to send this Letter ______/______/______
Typing: leave 1 Blank Line
C Inside Address
Employer’s Full Name _____________________________________________________________
Position Title ____________________________________________________________________
Company Name __________________________________________________________________
Street Address ___________________________________________________________________
City ____________________________, State ________ Zip _____________ - ___________
Typing: leave 1 Blank Line
D Salutation
Dear _____________________________________:
Typing: leave 1 blank line
E Introductory Paragraph, First Sentence
Choose one
If you learned about the position through a website, newspaper ad, etc.:
I am very interested in applying for the _____________________________ position that you
advertised on ________ ________ in/on _________________________________.
month and day
newspaper/website /job bank
If you learned about the position through networking:
In the course of talking to _____________________ , I learned about a possible opening
name of person
for a _______________________ at your company. I am very interested in applying for this position.
job title
Typing: leave 1 Blank Line
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27
F
Introductory Paragraph, Second Sentence
The second sentence of your introductory paragraph describes your employment status: whether you are in
school, working, or available for immediate employment (not currently working).
Questions About Your Work History
If there is something in your work history that an employer might have concerns about, mentioning it in your cover
letter is a good way to make the employer feel more at ease. If for example you have had many jobs, you could
write,
“You may have noticed from my resume that I’ve had a number of jobs. Because I have been in many different
positions working with many different types of people, I have gained excellent people skills. I am also a quick
learner.”
Look back to page 6 on the not-so “perfect” work history. Employers want to know what you have learned from
negative experiences, and that you do not intend to repeat those experiences.
G
Body Paragraph
The body paragraph describes your qualifications for the job. To write the most persuasive cover letter, select two
topics to convey your best qualifications or skills. You may wish to go into more detail about something you mentioned on your resume, such as how you used your skills to solve a difficult problem in a job or something you did
to save the company money. Look back at your transferable skills on page 5 for help as well.
As you write this paragraph, continue to view your letter from the employer’s point of view—what are you offering
him or her? How do your qualifications, skills, or achievements make you the best candidate for the job?
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Finding A Job • © 2005 • University of Wisconsin System Board of Regents
Cover Letter Worksheet
F
part 2
Introducory Paragraph, Second Sentence
Choose one
You are in school:
I am currently a _________ at ______________ and look forward to the opportunity offered by your position.
class level
name of school/college
I will be graduating in _____________ .
month, year
You just graduated from school:
I am a recent graduate of ______________ and look forward to the opportunity offered by your position.
name of school/college
You have taken courses that would help you in the job:
I have studied ____________ at ___________ and know my skills and knowledge would benefit your company.
general names of courses
name of school/college
You are not currently working:
I am available for immediate employment and look forward to the opportunity offered by your position.
You are currently working:
I am currently a ________________ and look forward to the new challenge offered by your position.
your job title
You were in the military:
I served in the ______________ in ____________ which taught me ______________________ .
branch of service
location
what you learned
Typing: leave 1 blank line
G Body Paragraph
Choose one
If you want to emphasize your work experience:
Prior work experience as a _______________ has helped me to develop my skills in _______________.
job title
name(s) of skills
In my current position, I have demonstrated that I am an enthusiastic, hard worker and very willing to learn on the
job.
If you want to emphasize your education:
In ____ ____ I graduated from ___________________ , earning my _____________ in ________________ .
month
year
name of school/college
degree, certificate, diploma
program
The course work I have taken in _________________________ may be of special interest to you.
name of subject areas
If you want to emphasize other qualifications:
Awards I’ve received, including _____________ , demonstrate my desire to achieve excellence.
name of award or awards
My interests have lead to my involvement in some related activities such as _______________.
name of activities
Self-motivation has led to my acquiring certain skills on my own including _________________.
name of skills
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H
Closing Paragraph
The closing paragraph puts the finishing touch on your cover letter. Be sure to thank the employer for his or her time
and consideration. If you plan on calling the employer to set up an interview, allow at least a week for him or her to
receive and read your resume and cover letter.
I
Closing/Signature/Name/Enclosure
Your Closing
• A sincere closing is your “virtual handshake” with the employer. End your letter by writing “Sincerely,”
“Sincerely yours,” “Best regards,” or “Warm regards.”
Your Signature
• Leave room for your signature
Your Full Name
• Type your full name three to four blank lines below your closing. Then sign your name in black or dark blue ink in
the blank space.
“Enclosure: Resume”
• Type “Enclosure: Resume” to let the employer know that you are sending a copy of your resume with your letter.
Step 2: Write the First Version
Now that you have put together all the sections
of your cover letter, find a computer with a word
processing program and type in the information
you have entered above.
Leave one blank line between each section of
the cover letter, except where you’ll sign it
(leave about three blank lines there).
Then read the letter aloud to hear how it
sounds when put together. Do the sentences
and paragraphs flow from one to another?
Does the letter make sense?
Sample Cover Le
tter
1221 Cedar Drive
Weyauwega, WI 55
555
(920) 555-1234
crodriguez@emaila
ddress.mail
June 23, 2005
Ms. Sophie Virtanen
, Service Manager
Greater Metro Auto
Dealer
7738 Brooks Stree
t
Washington Island
, WI 53200
Dear Ms. Virtanen
:
I would like to apply
for the full-time Au
to Technician positi
advertised in last Su
on that was
nday’s Daily Heral
d.
This past year I wa
s employed at the
Dairyland Auto De
auwega while earni
aler in Weyng my Associate De
gree in Automotive
from Fox Valley Te
Technology
chnical College. So
me of the work I pe
the supervision of
rformed under
the Service Manage
r Jeffrey Miller includ
maintenance and rep
ed warranty
air, front-end alignm
ents, and rebuilding
I also learned to co
engines.
mmunicate well wit
h customers and ex
needed repair work
plain to them
in easy-to-understan
d terms.
As captain of the fi
rst place FVTC Au
to Repair Olympics
strated my ability to
team, I demonwork accurately an
d efficiently to diagn
problems and corre
ose hidden
ct them.
I would like to reque
st an interview to dis
cuss my qualificatio
and have enclosed
ns in detail
my resume. I can be
reached by phone
1234, by email at ,
at (920) 555or at the above ad
dre
ss. Thank you for co
this request.
nsidering
Sincerely,
Christine L. Rodriguez
Christine L. Rodrigu
ez
Enclosure: Resume
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Finding A Job • © 2005 • University of Wisconsin System Board of Regents
Cover Letter Worksheet
part 3
Typing: leave 1 blank line
H Closing Paragraph
Choose one
If you will contact the employer to set up an interview:
I would like to request an interview to discuss my qualifications in detail and have enclosed my resume. I
will contact you within the next week to schedule an interview. I can be reached at the above address and
phone number. Thank you for your consideration.
or
Thank you for taking the time to consider me for this position. I will call you on _______________ to
date
arrange an appointment that fits your schedule. I am looking forward to meeting you in person.
If you prefer the employer contact you to set up an interview:
I am certain that my skills and experience will be of value to your company. Please contact me if you have
any additional questions or would like to arrange an interview. Thank you for your consideration, and I look
forward to meeting you in person.
Typing: leave 1 blank line
I Closing/Signature/Name/Enclosure
Choose one
Sincerely,
Sincerely yours,
Best regards,
Warm regards,
Typing: leave 3 blank lines before your typed name,
so you have enough room to sign your name
Your signature
Your typed full name _______________________________________________
Typing: leave 1 blank line
Enclosure: Resume
Don’t forget to sign your name!
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31
Step 3: Get Feedback from Family, Friends, or Others
After you finish writing your cover letter, proofread it on the screen by using your word processing program’s
spell checker and by printing a copy and reading it.
A. Double check your spelling—especially the employer’s name and
address—then have someone else proofread the final copy.
B. Show your cover letter to at least one other person, and ask that person
to proofread it for spelling, punctuation and grammar, and overall content.
C. Make changes to it as needed.
D. Once you’ve had someone else proofread your letter, print two or three
copies on either white or off-white paper. Use the same paper as for your
resume and reference list.
E. Be sure to sign each copy in black or dark blue ink. You can keep the
extras in your file to refer to later if you apply for other similar jobs.
F. Keep in mind that you’ll customize your cover letter for each job you apply for, so you don’t need to print
a whole lot of copies. Be sure to save your cover letter to a disk or to the computer’s hard drive (if it’s your
computer).
Step 4: Print and Send (with your Resume)
A. Along with your signed cover letter, be sure to include your resume in the envelope for the employer.
B. Be sure to have the correct postage and list your return address on the envelope.
C. Double-check the employer’s name and mailing address as well.
Step 5: Follow Up with the Employer
Now that you’ve sent your resume and cover letter to an employer, the waiting begins. Or does it?
A. About a week after you send the resume and cover letter, you may call or
e-mail the employer to make sure they received what you sent, request an
interview, and/or check to see whether the position has been filled. Some
employers may not have gotten around to looking at your resume yet, and
this may be what they need to start thinking about you and how you might
be a good fit for their company.
B. However, don’t call on a too-frequent basis or you will annoy the employer.
C. Be polite and friendly when you contact the employer. Good follow up can
make the difference between your resume and cover letter sitting unread
in a pile and you being invited for an interview.
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Finding A Job • © 2005 • University of Wisconsin System Board of Regents