WRITING PROFESSIONAL COVER LETTERS

What is a Cover Letter

A cover letter is an introduction letter most often accompanied by a resume for job searches, informational interviews and networking purposes. A cover letter conveys your interest in a particular position and/or company and highlights your qualications, skills, accomplishments and abilities related to your career objective. Just as the resume is a marketing tool to attract an initial interest, the cover letter serves the same purpose. A professional cover letter is essential because it is the employers rst glance and impression of you as a candidate. A cover letter allows you to introduce yourself and state your objective, personalize your resume and highlight information that addresses the needs and interest of the employer. A cover letter focuses on the needs of the employer, not just your own What is the employer looking for and in what ways do I meet these qualications. Highlights successes, contributions and accomplishments described in your resume but not an exact carbon copy of the resume Demonstrates your knowledge of the organization, position and eld A cover letter is a sample of you and your writing style If your cover letter is written sloppy with misspellings and errors an employer will take this as the type of work you will do if hired.

Getting Started
Have you had assignments or papers that were exceptionally difcult to write because you only had a limited amount of space to convey a large amount of detailed information? The same thing can be said about a cover letter. For most people, the most difcult task in writing a cover letter is conveying their interest in the position and unique skills in only a relatively small amount of space. The number one error in cover letter writing is making the letter too long and too boring. What you want is a letter an employer can read fairly quickly and get excited to ip the page to read more in a resume. Just as with a resume, the rst step in writing a cover letter is self-assessment and research. The more you know about yourself, the position and the company, the more you can tailor and streamline your cover letter to match what the employer is seeking, thus, saving you valuable space. See the UNM Career Services handout, Writing Professional Resumes, for more information.

Cover Letter Format

Heading:
A cover letter is a business letter, therefore, there are required elements to the heading as well as closing. For your heading, (1) include your name and complete address. Some people choose to add a phone number or e-mail address, which is ne, but optional. Next, (2) list the complete date (do not hyphenate such as 12/13/05). Following the date is, (3) the employers name and address. List the employers name, title (if known), department and/or organization (if known) and complete address of organization. The last component to the heading is a greeting. Try to always nd a specic name to put in the greeting (Dear Ms. Smith/Dear Mr. Richards). Sometimes it is impossible to nd a name, however, always try to personalize the greeting such as Dear Selection Committee. Never write To Whom it May Concern since this is too vague.

Opening Paragraph: Who You Are and What You Want

Briey Introduce Yourself: This can include your student status, college or university attended or attending, eld of interest and/or expected degree. State Why You Are Writing: Are you writing to submit a resume for a specic position? Are you writing for a company to consider your resume for future positions? Are you writing for an informational interview? Reference Your Information: If writing to be considered for a specic position, you can state where you found that listing such as a web classied ad or job posting from a career services center. If the position was referenced by a specic source, i.e., professional colleague, professor, alumni, then reference the particular person. Why That Company: State why you are choosing that particular company or organization. Does the mission of the organization match your values? Does it consistently hire graduates with your major and background? Even if the initial interest came from a personal reference source, a good candidate will do some background research on the organization to show a good t when submitting a cover letter and resume.

Middle Paragraph(s) - Summarization of Qualications

This paragraph can be one large paragraph or broken into smaller paragraphs. The purpose of this section is to showcase highlights from your resume that would be of great interest to the organization and create the idea of a good t. This section is not a carbon copy of your resume. However, this section can expand on content from your resume. For example, dont write down every single job listed on your resume, but focus on one or two listings that showcase your experience and knowledge of the eld. Include specic details or examples that demonstrate your abilities. If the job posting identied several essential skills and qualications, you can write how you meet them in this section. For example, if the job posting mentions a specic software program required, and you have experience in that software program, you can provide more detail about your experience and knowledge working with the software in your cover letter. You can also include Why That Company in this section rather than the rst paragraph depending how the information ows.

Closing Paragraph - Next Step

Thank the employer for consideration and his or her time. Let the employer know what you would like to see as the next step. Typically, this is an interview. If you like, you can initiate the next step by letting the employer know when you will be in contact. For example, I will be in the Denver area the week of March 14th and will give you a call that Monday to arrange an interview. If you give a specic date and time you are obligated to that time. Not following up on a stated time shows a lack of professionalism. If you cant guarantee that you will follow-up, then dont write it in the cover letter. You can always end with, If you have any additional questions please feel free to contact me at ________, and give a phone number and/or e-mail.

Closing
First, (1) have a professional closing such as Sincerely or Thank You. Then, (2) type out your full name leaving space between the closing and your typed name for a handwritten signature. Also, dont forget to write, (3) Enclosure or Enc after your typed name. As a business document, anytime you are enclosing material, i.e., your resume, references, application, you need to add this piece at the end of the document.

Cover Letter Appearance Checklist

Page Length - Only one page. Adequate Margins Typically one inch, however, no smaller than 12 inch margins. Font Between 10 and 12 point for readability. Also use a traditional business font style such as Times, Times New Roman, Palatino, Arial and other book print fonts. It is best to keep the cover letter and resume font style the same. Absolutely No Misspellings - Proofread for spelling, grammar and typographical errors and dont rely only on a computer spell check system. Clear and Concise Delete unnecessary words, sentences and irrelevant information. Consistent - Review dates and numbers for accuracy on the cover letter but also against your resume. Also pay attention to paragraph transitions (think back to your writing classes). Explain Specic Information Departments, program names, acronyms or any type of information that only people familiar with the project or organization would understand.

Frequently Asked Questions

Do I really need to send a cover letter with my resume? YES! Every time you submit a resume, or any type of application materials, you should have a cover letter accompany it. A cover letter is another professional element to your application. Also, sending a cover letter is in your best interest since it provides another mechanism to convey your interest in a particular position and/or company, your qualications, skills, accomplishments and abilities related to your career objective than just submitting a resume alone. Do I have to address a cover letter to a specic person? YES! A cover letter addressed to Whom it May Concern automatically has a carbon copy feel. It is your responsibility as a professional candidate to make an effort to nd a personal contact. Even if you cant nd a specic person after you have done some research, still try to have a more specic general contact such as Dear Human Resource Manager, Dear Hiring Committee or Dear Search Committee.

Do I address salary or visa issues in the cover letter? NO! Just as with the resume, the cover letter is one of the rst samples of you and your work. You want an employer to get an initial interest, and preferably, do an interview, before sensitive questions or information are brought up. Is a cover letter the same as a personal statement or letter of intent? NO! Sometimes student confuse a cover letter with a letter of intent or personal statement, however, these are two separate documents. Remember, a cover letter is an introduction to your application package, which can include a personal statement, letter of intent or any additional materials requested. Are cover letters only used for job applications? NO! Anytime you submit professional materials you should attach a cover letter. Examples include applications for scholarships, fellowships, admittance into degree seeking programs, just to name a few.

Sample Cover Letter For a Scholarship Application

Doug Willard 4920 Summer Avenue SE Albuquerque, NM 87131

November 20, 2006 Selection Committee ABC Scholarship Foundation 235 8th Avenue New York, NY 29439 Selection Committee, This semester I will be completing my junior year at The University of New Mexico in Albuquerque, New Mexico with an expected degree in History, concentrating in Latin American studies. Through a websearch I discovered ABC Scholarship Foundation, and after a closer review of your organization, as well as the actual scholarship requirements, I am very excited to send you my application, resume, transcript, references and personal statement for consideration for the Achievement Travel Scholarship. The Achievement Travel Scholarship is a great match to my interests and personal background in Latin American Studies. I go into more detail in my personal statement, however, I see this as an excellent opportunity to enrich my history degree, as well as my personal experience, through the travel and research I am planning next summer in Peru studying indigenous cultures. I would welcome the opportunity for a personal interview with the selection committee. I will call your ofce next week to conrm that my materials were received and to see if there is any additional information needed. You can reach me through phone at 505-298-2019 or through e-mail at dwillard82048@aol.com. Thank You,

Doug Willard Enc.

Sample Cover Letter For a Post Graduate Position Found Through a Networking Source (Professor)

4502 Bluesky Place NW Albuquerque, NM 87131

Jane Smith

October 10, 2006 Darren Hill Clinical Coordinator Hope Hospital 2048 Green NE Albuquerque, NM 87131 Dear Mr. Hill, I am writing to express my interest in the Intake Coordinator position with Hope Hospital. Dr. Jim Right, a professor of mine at The University of New Mexico (UNM), made reference to the opening and suggested I speak with you in more detail. I am graduating this December with a BA in Psychology, and while my long term goal is to pursue a graduate degree in the mental health eld, I want to take some time off from my academic studies and gain further hands-on experience. I am attaching my resume for your review. I have worked on several grant funded projects here at UNM in the Psychology department doing work in data entry, data analysis and client interviews. I enjoy this work tremendously and would like an opportunity to further my experience. In addition, I possess numerous transferable skills gained from other work experiences including multi-tasking, attention to detail, ability to work under tight deadlines and experience working with diverse constituent groups. I also possess conversational Spanish uency. From what Dr. Right has mentioned, this position seems like a good mutual match in terms of the type of work and time frame. If you have any additional questions please do not hesitate to contact me at 505239-3498. I will also follow up with your ofce within the next few weeks. Thank you for your time and consideration. Sincerely,

Jane Smith Enclosure: Resume

Sample Cover Letter For an Internship Position Found Through a Company Website

997 Lakeview Road Apt #675 Albuquerque, NM 87131 (505) 333-1010 tlcloth@mymail.net

Terry L. Cloth

September 5, 2006 Mr. Gerard Smith, Internship Coordinator ABC Company, Inc. 4200 North Street Albuquerque, NM 87333 Dear Mr. Smith, Enclosed is my resume for review for the position of accounting intern with ABC Company, Inc. Currently, I am a student at The University of New Mexico (UNM), graduating next May with a BBA in Accounting. After reviewing this position from your web-site, I am very excited to apply as my qualications are a good match to what you are seeking. Since September of 2004, I have been working as a student intern with UNMs Student Activities Department assisting with accounting needs. My primary duties include tracking student groups nancial records through a university accounting software system. In addition, I have 15 academic credit hours in accounting from the Anderson Schools of Management at UNM. In combination with my accounting experience, I have had several student leadership positions in the past few years, including secretary of UNMs student accounting group. These leadership positions have given me solid experience and knowledge in teamwork, problem-solving and multi-tasking. Thank you very much for your consideration. I will follow up next week by calling your ofce. Until then, if I can provide any additional information, please do not hesitate to contact me at 505-299-4333 or through e-mail at tlcloth@mymail.net. Sincerely,

Terry L. Cloth Enc.

Sample Cover Letter For a Full-Time Teaching Position Found Through UNM Career Services eRecruiting
Gina Sample

1234 Sample Street Albuquerque, NM 87131 gns233@unm.edu 505-222-2222

April 15, 2006 Jim Sullivan, Principal Happy Elementary School 2599 Rio Street NE Albuquerque, NM 87131 Dear Mr. Sullivan, Please accept my resume and list of references in consideration for the elementary teacher position at Happy Elementary School. I recently viewed this job posting through The University of New Mexicos Career Services on-line job postings. I will be graduating this May with a BA in Education, with an Elementary Education Endorsement, and I am seeking a position in the Albuquerque area. I am currently nishing up my student teaching with a second grade class at Tenet Elementary School in Albuquerque. Through this experience, combined with my academic studies, I feel I have gained a solid understanding of elementary school teaching and practices. I have been involved in a wide variety of projects, from developing lesson plans, meeting with parents, analyzing academic performance and administrative duties, including, overseeing this years spelling bee championships. Happy Elementary School comes with great references from fellow student teachers who have worked at your school as well as professors from my department. After hearing about the school I feel that this would be a place I would very much like to work. I would like an opportunity to meet with you in person to discuss this position in more detail. I will call your ofce next week to arrange a possible time. However, please feel free to contact me as well if you have any additional questions or information I can provide at 222-2222 or through e-mail at gns233@unm. edu. Thank You,

Gina Sample Enclosure: Resume/References

NOTES

Student Services Center, Room 220 Albuquerque, NM 87131-2096 Phone: (505) 277-2531 Fax: (505) 277-9285 www.career.unm.edu