Career Resource Center
Division of Student Life &
Academic Development
617.349.8550 phone
617.349.8544 tty
617.349.8486 fax
OFFICE: Doble Hall, 4th floor
MAIL: 29 Everett Street
Cambridge, MA 02138-2790
[email protected]
www.lesley.edu/crc
COVER LETTERS
Job seekers frequently find one aspect of the job search to be particularly challenging---writing
cover letters. A cover letter accompanies your resume in application for a particular position or to
inquire about future opportunities. It serves a different function from the resume and both are
important parts of the initial presentation that you make to a potential employer. Think of your
resume as a sort of professional time-line. In it, you highlight significant accomplishments and your
qualifications by date. But just as a time-line does not provide context for the dates and events that
are cited, neither does a resume; the story is missing. Your task in writing effective cover letters is to
provide a narrative about the development of your expertise to date in a manner that distinguishes
you from other candidates.
BEFORE YOU WRITE
• Evaluate the skills and strengths that the employer needs in potential candidates. Read the job
listing or classified ad carefully to learn what the employer sees as important to advertise. It may
also be helpful to speak to someone who holds a similar position in another organization to gain
insight into necessary qualifications. You will then be able to write a letter that creates a “fit” in
the employer’s mind between you and the open position.
• Research the organization to which you are writing. Read their own publications or check to see if
they have a website on the Internet. You will make a much more effective presentation if you have
current information on the organization’s initiatives and philosophy.
• Identify the correct person in the organization to receive your application and their correct title.
Address your letter accordingly.
THE TONE
Engage the reader in the dynamism of your growth as a professional. Make them want to meet you.
After all, that is the purpose of writing to them - - you want an opportunity to discuss your
qualifications in person. Remember, your resume is like a time-line that provides relevant facts and
dates, but it does not interpret those facts for the reader. The story behind those facts is what the
employer needs to know in order to decide if you are a viable candidate. Step back from your career
and summarize the development of your strengths and experiences that are most relevant to the
position for which you are applying. While you may refer to the resume in the letter, it is not
necessary to repeat the entire chronology of your career. Keep in mind that many employers view
cover letters as an example of your writing ability. In many positions, written communication skills
are integral to the job; your cover letter is an opportunity to clearly establish that you possess that
ability.
PARTS OF A COVER LETTER
In most cases, a cover letter should be one page in length. Only individuals with many years of
experience applying for executive level positions would write a longer letter than one page. Cover
letters should be written in business letter format, properly aligned and punctuated. Some resources
to help you are listed at the end of this handout. You may also find additional resources at your
public library.
• The Opening Paragraph: The most important goal when writing the opening paragraph is to gain
the reader’s attention and to interest them in reading further. Communicate your interest in the
particular position for which you are applying and how you learned about the opening. Create a
clear connection immediately between you and the job or their organization. If you have been
referred to them by a mutual acquaintance, the opening paragraph is a good place to mention
that, along with any other relevant details about the referral.
• The Body: Visualize yourself in the employer’s position and think carefully about what you would
look for in potential candidates for the job. Your task is to create a bridge in the employer’s mind
between you and the open position. It may be helpful to consider the following thoughts:
Ø What do you see as your most important qualifications?
Ø Why are you drawn to this field of work? How does it match your particular abilities,
values and interests?
Ø How do you evaluate your past experiences? What specific aspects of them were most
satisfying and related to this job opportunity?
Ø Can you think of a specific moment when you demonstrated an important skill that is
relevant to the open position?
Ø What motivates and excites you about your profession?
Once you have identified the aspects of your experience that you feel passionate about, you can
then write a much more effective cover letter. The body of the cover letter may be one paragraph
or it may be more, depending on how you want to organize your thoughts. Just keep in mind that
you want every sentence to convey something meaningful about your fit and qualifications for the
position.
• The Closing Paragraph: Leave the employer with a clear sense of your interest in the position
and of the contribution you would make to their organization. You may refer the reader to your
resume or to any additional enclosed or forthcoming material. Express your desire for an
interview to learn more about the organization and the position. If the employer is in another city
and you plan to be in their geographic area on a specific date, you may indicate that as well.
GETTING STARTED
Writing, especially about ourselves, can be difficult and we may find ourselves feeling temporarily
blocked. The following suggestions are offered to help you easily begin to put your thoughts onto
paper.
Begin by writing stand-alone sentences about each main thought without focusing on continuity or
on business-letter language. Simply write a sentence that summarizes the point -- then go on to
write a sentence about the next point. After you have a number of these key sentences, you can then
begin to work them into meaningful paragraphs and edit the syntax.
Writers use a variety of techniques to break through their blocks including a method called “garbage
writing.” Garbage writing means what it says - you simply pour out onto the paper all the useless
noise going on in your mind that is distracting you from focusing on the subject you want to write
about. It’s easy and very therapeutic - just dump it all onto the page and get it out of your way. This
method really can work with your subconscious, which is preoccupied with these distractions. You
can convince it that you know these are important matters, and you will return to them at some
point in the future.
After you have done your “garbage writing,” then turn your attention to another technique called
“free writing.” First, think quietly to yourself about your chosen profession. Consider what actually
has drawn you into this field of work, why it makes sense for you. What are you really good at? Why
do you love it? Then, set a timer for five minutes and put pen to paper to write freely without
punctuation or good grammar about your fit for this particular field in this particular job opening.
You’re striving for stream of consciousness writing here, not for anything close to a final product.
This writing is for you. If you didn’t think you had anything to say about your candidacy before, you
probably will after completing this exercise. When you have finished your free write, look it over and
mark any thoughts or ideas that you want to include in your cover letter. You may decide that this
exercise is a useful one to do for each position for which you apply.
Standard-sounding form letters do nothing to impress anyone, and the best way to avoid writing
them is to take the time to think carefully about your special qualities. In order to win interviews, you
must be distinctive.
TIPS
• Cover letters usually need to undergo several drafts.
• Proofread carefully making sure there are absolutely no errors; spell check is not a sufficient
safeguard against all types of errors.
• Print cover letters on paper that matches your resume. Use a high quality bond paper and a
letter quality or laser printer.
• Be sure to sign each letter.
• Keep a copy of every letter you send out for your own records.
• Cover letters and thank you letters should always be typewritten!
A WORD ABOUT THANK YOU LETTERS
After you have done your preparation and effectively delivered your message in an interview to a
potential employer, don’t stop there. In order to win the job, you must be memorable. Demonstrate
that you are motivated and interested in the position enough to send a carefully written thank-you
letter to your interviewers. Reiterate your interest in the position and cite some important points
that were discussed in your interview. If appropriate, you may include additional information or
examples of your work which will strengthen your position as a desirable candidate. You may wish to
comment on some topics discussed in the actual interview to indicate that you have given serious
thought to the position in the intervening time since the interview. You can also mention aspects of
this employer’s programs or services with which you were particularly impressed. This type of well
thought-out communication to your interviewers builds on the relationship you have begun with the
employer and further establishes your sense of commitment to your profession.
Should you decide that you are no longer interested in the position, you may want to follow-up with
a thank you letter indicating your decision. This should be done in a timely manner as a professional
courtesy to allow the employer to focus on more viable candidates. Remember that employers may
appear at future times in your professional life, so it is important to conduct yourself professionally
at all times.
THANK YOU LETTERS SERVE OTHER PURPOSES, TOO...
There are other circumstances in which you need to follow-up with a thank you letter. If anyone
takes the time to do an informational interview or speak with you on a professional basis, it is both
courteous and wise to send a thank you letter. Let them know what aspects of your conversation
were helpful to you; let them know that you will keep them apprised of new developments in your
endeavors. People appreciate the feedback and the courtesy; additionally, the thank you letter may
serve to remind them of you and could produce a referral to one of their colleagues.
SAMPLE COVER LETTER FORMAT
#1 Full Block Format
14 Edith Avenue
Anytown, MA 09876
Date
Name of Person at Organization
Title of Person
Name of Organization
Street Address
City, State ZIP Code
Dear Ms./Mr. Last name of person:
In the first paragraph of the cover letter, state your interest in a particular position available or future position.
If anyone referred you to the organization, the first paragraph is a good place to mention this connection. If
you have recently completed a degree program and it is related to the position, mention it. State your reason
for applying for the position by explaining how your experience and skills are well matched to the position
and/or organization. For example, you may want to explain how the mission of the organization is aligned
with your values and/or how the responsibilities of the position match your career goals.
In the second and perhaps third paragraph(s), state how the specific skills you possess match the needs of the
position. Give the reader insights into your accomplishments and your enthusiasm for your chosen profession.
Illustrate the skills you have developed by giving specific examples of instances where your talents produced
desirable results. Do not just state you are a team player, but rather describe an example of that skill. For
example, you might discuss how you successfully taught complex concepts to your students or increased
membership in an organization as a result of your marketing strategies. It is important to write using the
language of your profession and to demonstrate that you are both knowledgeable and current. Consider
describing your philosophy of education, counseling, management, or the field you are in to help the reader
grasp your values and understand how you think.
The last paragraph needs to close by giving the reader the sense that they should indeed meet you in person.
Express your interest in meeting with them. Be positive in tone and indicate your genuine interest in the
position. Thank the reader for his/her consideration of your application.
Sincerely,
(signature here)
Melanie Ambition
Note: Be sure to include a one-inch margin on all sides of the page. With the full block format, the paragraphs
are not indented.