Cover Letters and Other Business Letters

1. Writing a Cover Letter

Cover letters are an essential component of the job-search process; however, many letters are poorly written, thus affecting the chances of obtaining a position.

Your resume provides a general summary and description of your experience to date, but it alone generally will not suffice as a personal statement of your interest in a specific job or field. Therefore, whenever you are inquiring about opportunities in an organization, it is important to write a letter of application or interest to accompany your resume. Although it is a good idea to direct each cover letter to a specific individual or organization, you may be able to develop one or two basic model letters that can be used for several different organizations within a general field. When writing a merge letter, make sure the test addresses the qualifications for the job. Many students err by sending inappropriate or "form" cover letters.

You will want to send cover letters and resumes to:

• people with whom you could talk informally, to learn more about a field, and who could assist you in your search, even if you are not interested in their particular organization;
• organizations recruiting on campus, to express particular interest prior to their visit;
• organizations not recruiting on campus for which you would like to work.

In most cases, cover letters should be brief and to the point - three to five paragraphs on one page. If you are serious about an organization and have done considerable research on it, you might want to make the letter longer. Although there is not one best format, you should include several basic points:

• introduce yourself, describing your student status and expressing your interest in internship and/or permanent positions;
• indicate, as specifically as possible, why that particular organization is of interest to you and why you think it should be interested in you;
• discuss aspects of your education and/or experience (referring to your enclosed resume) that you feel would be significant to that organization. Make specific reference to your follow-up ("I will call your office next week.").

Always direct your letter to a particular individual, such as the primary contact or to someone who has the authority to hire you. For private sector companies, look for a vice-president in the area in which you are interested; directories such as Standard & Poor's and annual reports will often provide a name. On the public and non-profit side, look for program managers, staff directors, and the like; use the Government Organization Manual and agency files, etc. Articles in periodicals can also provide names of key people as well as an indication of what departments of an organization are expanding, changing, merging, etc.

In general, it is not a good idea to write only to the personnel or college relations departments. Your letter is less likely to reach someone who would be interested in hiring you. The major exceptions to this statement are those organizations that have extensive recruitment programs coordinated through these offices, such as those that will be represented in campus interviews, or others that have advertised an internship program. Even in these areas, feel free to write another letter directly to someone in the office or department that interests you.

There are several general reference works in most libraries that contain sample cover letter formats that might be helpful. It is a good idea to get a friend, faculty member, or staff member to review your draft of a model letter before you send it out.

2. Tips on Writing a Cover Letter

• Each letter of application should be original, typed in business form on a standard-sized paper and directed to a particular individual by name and title, preferably to the person who has the authority to hire you.
• Your letter should serve as an introduction to your resume. Draw attention to a particular skill or accomplishment that has meaning to the organization. Its inclusion in the cover letter communicates that the writer has researched the organization, knows the organization's needs and can fulfill those needs. Limit your letter to a few paragraphs. If you have done considerable research on an organization, you may want to make the letter longer.
• Use simply, direct language and proper grammar. Clearly state why the organization is of interest to you. Let your letter reflect your personality, but avoid appearing too aggressive or humorous.
• Close with a statement that indicates some action - preferably yours. Your control the communication when you indicate that you will call the reader's office to set up an appointment at a convenient time rather than to wait for the reader to contact you.
• Proofread your letters for errors! Keep copies of all correspondence.

3. Tips for Writing a Letter Following an Interview

• Express your appreciation for the interviewer's time.
• Mention the position and the date on which you were interviewed.
• Reaffirm your interest in the position and state what in particular attracts you to the job and firm.
• Highlight the qualifications that you think particular suit you to the position.
• Indicate any further research you may have done since the interview, such as a discussion with alumni and faculty members or reading of periodicals.
• Close by stating your availability for further discussions.
• If you were interviewed by more than one person, letters ideally should be sent to all. If that is not feasible, write to the person who has the power to hire you. Indicate in that letter your appreciation of the time given you by the other interviewers.
• A letter should also be sent if, after the interview, you are no longer interested in the position. Be sure to express appreciation of the interviewer's time and explain why you are no longer interested in the position.

4. Examples

Proper Form for a Cover Letter

Letter Requesting Informational Interview

Letter Requesting Informational Interview

Thank-You Letter Following Informational Interview