Cover Letters

COVER LETTERS
COVER LETTERS
1. Always send a cover letter along with an application or resume to an
employer.
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employer.
2. Its purpose is to introduce you and show the prospective employer how
your background fits their particular job.
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employer.
3. Use the cover letter to expand on points from your resume that you feel
are especially noteworthy or relevant.
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employer.
4. You can also let the employer know that you are willing to relocate or
that you have a mutual acquaintance.
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employer.
5. You should demonstrate that you have done your homework on the
organization and know how you can be an asset to the employer.
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employer.
5. You should demonstrate that you have done your homework on the
organization and know how you can be an asset to the employer.
6. Prepare an original cover letter for each job – NOT a form letter
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Cover letters for advertised listings
1. Research the employer

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1. Research the prospective employer’s organization to see how your skills

and abilities meet the organization’s needs, and how well your values
match those promoted by the organization.
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2. In your cover letter, show why you are a good fit.

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2. In your cover letter, show why you are a good fit.
3. Send the letter to a specific person whenever possible; otherwise, use

“Dear Hiring Manager” or “Dear Human Resources Manager.”
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2. Analyze the job description
1. Take a good look at the job responsibilities and qualifications and

design your cover letter to match these as much as you can.
2. Often job listings are short and vague. In this case, draw from your
research of similar jobs to infer what skills and abilities might be
required. For instance, if you were looking for a job with a bank, it
would be appropriate to mention courses and past experience related to
finance.
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3. Analyze your background

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1. Think about your background in relation to the job responsibilities and

qualifications.
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qualifications.
2. Ask yourself, “What have I done that is similar to what this job entails?”
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qualifications.
2. Ask yourself, “What have I done that is similar to what this job entails?”
3. Consider courses taken, classroom projects, past work experience,

summer jobs, internships, volunteer experience, extracurricular
involvement (on- and offcampus), and travel.
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Beyond Advertised Listings
Networking and research leads

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1. You will also write cover letters to employers that you identify in your
independent job search.
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2. Through networking or research, you will learn of specific openings or job

titles that interest you.
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3. Be sure to indicate in the first paragraph what position you’re seeking. If a

specific person alerted you to the job opening, include that person’s name and
professional affiliation (e.g., “Professor Jane Seymore in Berkeley’s Civil
Engineering Department suggested I contact you about your Sanitary Engineer
opening”).
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3. Be sure to indicate in the first paragraph what position you’re seeking. If a

specific person alerted you to the job opening, include that person’s name and
professional affiliation (e.g., “Professor Jane Seymore in Berkeley’s Civil
Engineering Department suggested I contact you about your Sanitary Engineer
opening”).
4. Employers receive many letters and resumes. They are more likely to read
letters that mention specific people they know.
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Prospecting Letters
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Prospecting Letters
1. If you are inquiring about possible openings, you are sending an Inquiry
or Prospecting Letter. Address your letter to a specific individual,
usually the person who supervises the functional area where you’d like
to work.
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Prospecting Letters
to work.
2. Be as specific as possible about the type of position that interests you.

Ideally, your research will reveal the job titles used by this employer. If
not, use commonly understood generic job titles in the field.
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Prospecting Letters
to work.
2. Be as specific as possible about the type of position that interests you.

Ideally, your research will reveal the job titles used by this employer. If
not, use commonly understood generic job titles in the field.
3. The more specific you are, the clearer it will be that you’ve done your
homework and that you know what the employer needs and what you
have to offer.
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COVER LETTER DOS AND DON’TS
Do
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Do
1. Use paper that matches your resume
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Do
2. Write an original cover letter for each employer and position

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Do
3. State in the first sentence why you are writing

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Do
4. Show that you know your career goals and how they relate to the
position and the organization
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Do
5. Demonstrate originality and enthusiasm

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Do
5. Demonstrate originality and enthusiasm
6. Make your points succinctly; every point should support your

application
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7. Proofread for typos and accuracy of address and telephone numbers

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8. Run Spell Check on your computer before you print your final copy, but
remember that it cannot detect the wrong form of the word or a
homonym
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homonym
9. Print envelopes using a computer printer

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homonym
10. Keep copies of all materials for your records

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homonym
10. Keep copies of all materials for your records
11. Follow up with the employer if you hear nothing after a couple of
weeks. Inquire if any further information is needed and reiterate your
interest.
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Don’t
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Don’t
1. Make the letter more than one page

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Don’t
2. Use generic, all-purpose cover letters – never copy cover letters

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Don’t
2. Use generic, all-purpose cover letters – never copy cover letters
3. Exaggerate your skills or experience

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Inquiry Letter
After preparing a list of organizations which complement the position you are
seeking, as well as your interest and training, a letter of inquiry in which
you approach the employer requesting employment information is the
next step. It is important to research the organization as much as
possible to lend credibility and insight to your contact letter.
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Format Suggestions
1. Determine and state your exact interest in the employer and explain why
they, in turn, should be interested in you. The more you know about the
organization, the easier it will be for you to tailor your letter to their
needs and interests.
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Format Suggestions
1. Determine and state your exact interest in the employer and explain why
they, in turn, should be interested in you. The more you know about the
organization, the easier it will be for you to tailor your letter to their
needs and interests.
2. Emphasize your positive assets and skills. Be as specific as possible
about the type of position you are seeking and tie this to your knowledge
of the organization and its business.
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3. Identify a specific person within the organization to whom to send your

letter. As a general rule, in larger organizations, send the letter to the
Personnel or Human Resources Department - the Manager of
Employment, Recruitment or Personnel. Also, directing your letter to
the key executive or manager in the department to which you are
applying is advisable.
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4. If the contact person's name is not available, address your letter: "Dear
Madam or Sir" or "Dear Selection Committee Chair."
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4. If the contact person's name is not available, address your letter: "Dear
Madam or Sir" or "Dear Selection Committee Chair."
5. State when you would be available to meet for an interview and include
a phone number and/or e-mail where you can most easily be reached.
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Response Letter To Help Wanted

1. Thoroughly read and reread an advertisement to aid you in determining
what the potential employer is looking for. Try to speak to the “needs”
of the organization evidenced through the ad - some reading between the
lines may be necessary so that you can tailor your response.
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2. Answer the ad as soon as possible after it appears. However, make sure
that you allow yourself enough time to prepare adequately.
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2. Answer the ad as soon as possible after it appears. However, make sure
that you allow yourself enough time to prepare adequately.
3. Be as innovative as possible to aid your letter in standing out amidst the
wave of response letters the organization is sure to receive.
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4. Follow the advertisement’s instructions carefully regarding where the
response should be directed and what to include (i.e., resume, statement
of geographic preference, etc.). Answer all questions, with the exception
of responding to a request for salary requirements. In this case, it is
advisable to avoid a direct answer and simply indicate that it is open or
negotiable.
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negotiable.
5. Be brief! Letters should be individualized, concise and factual.
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negotiable.
6. Always consider the reaction of the employer by putting yourself in
his/her place. Try to determine what accomplishments and skills would
be most attractive to a particular employer.
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negotiable.
6. Always consider the reaction of the employer by putting yourself in
his/her place. Try to determine what accomplishments and skills would
be most attractive to a particular employer.
7. Be straightforward, professional and businesslike - remember you are
selling yourself. As with the resume, stick to the facts.
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4. Follow the advertisement’s instructions carefully regarding where the response
should be directed and what to include (i.e., resume, statement of geographic
preference, etc.). Answer all questions, with the exception of responding to a
request for salary requirements. In this case, it is advisable to avoid a direct
answer and simply indicate that it is open or negotiable.
6. Always consider the reaction of the employer by putting yourself in his/her
place. Try to determine what accomplishments and skills would be most
attractive to a particular employer.
7. Be straightforward, professional and businesslike - remember you are selling
yourself. As with the resume, stick to the facts.
8. Remember that the primary purpose of the letter is to get you in the door for the
interview - make sure the letter has impact.
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Interview Appreciation Letter

Interviews should always be followed up with a thank-you letter expressing
appreciation for the interviewer’s time. Not only is this an accepted
courtesy, your letter can also serve to refresh your session in the mind of
the interviewer. When an on-site visit to the employer is involved, the
appreciation letter may accompany your expense account for the visit.
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Format Suggestions
1. Express appreciation for the interviewer’s consideration and
arrangement of meeting.
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Format Suggestions
2. State the date of the interview and name of the employer.
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Format Suggestions
3. Reiterate your interest in the employer by mentioning new points or
assets you may have failed or forgotten to address in the original
interview.
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Format Suggestions
interview.
4. Ask any questions you may have which were not answered in the
original interview.
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Format Suggestions
interview.
4. Ask any questions you may have which were not answered in the
original interview.
5. Express your anticipation to receive word regarding their decision.
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Letter Of Acknowledgement
Once you have received an offer from an employer or institution, it is
important to respond as soon as possible. While an immediate “yes” or
“no” is not essential, acknowledgement of the offer is expected.
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Format Suggestions
1. Acknowledge receipt of the offer.
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Format Suggestions
2. Express your appreciation for the offer.
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Format Suggestions
2. Express your appreciation for the offer.
3. Notify the employer of the date by which you expect to make your
decision.
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Letter of Acceptance
Once you have decided to accept the offer, the employer should be notified
immediately. It is not necessary to wait until the expiration date of the
offer before contacting the recruiter and hiring officer of the
organization selected. Employers will appreciate your promptness as it
will allow them to assess the status of their personnel selection process.
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Format Suggestions
1. Acknowledge the letter, verbal offer or telephone call of dated offer.
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Format Suggestions
2. Be as specific as possible, mentioning starting salary and supervisor’s
name. Be sure to list and detail all items (benefits, performance reviews,
moving expenses, etc.) agreed to in the offer.
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Format Suggestions
3. State when you will be able to report to work. Acknowledge if initiation
is contingent on any events, such as award of a degree, passing of
physical examination, certification, etc.
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Format Suggestions
4. Express appreciation to contact person and anyone else who has been
particularly helpful.
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Format Suggestions
4. Express appreciation to contact person and anyone else who has been
particularly helpful.
5. Ask if any other information is required or if additional details should be
attended to prior to reporting.
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Letter of Declination
As a matter of courtesy, a letter of declination is due to those organizations
whose offers you are rejecting. Despite the negative nature of the
correspondence, it is vital that other employers know your decisions.
Such a letter often follows a telephone call - making your decision a
matter of record and avoiding any confusion arising from verbal
communication.
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Format Suggestions
1. Express appreciation for the offer.
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Format Suggestions
2. Mention name of potential supervisor.
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Format Suggestions
3. State the exact position for which you were being considered.
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Format Suggestions
4. Decline graciously.
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Format Suggestions
5. Briefly explain reason for choice, sticking to the facts.
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Format Suggestions
5. Briefly explain reason for choice, sticking to the facts.
6. No profuse apology necessary - re-express appreciation.
Sample Cover Letter Outline
Your Present Address
City, province, post Code
Date Of Writing
Date Of Writing
Ms. Jane Blank

Title
Organization
Street Address
Date Of Writing
Ms. Jane Blank

Title
Organization
Street Address
Dear Ms. Blank:

Date Of Writing
Ms. Jane Blank

Title
Organization
Street Address
Dear Ms. Blank:
1st Paragraph •
Tell why you are writing; name the position, field, or general career area about
which you are asking. Tell how you heard of the opening or
organization.
2nd Paragraph •
Mention one or two of your qualifications you think would be of greatest
interest to the organization, slanting your remarks to their point of view.
Tell why you are particularly interested in the employer, location, or
type of work. If you have had related experience or specialized training,
be sure to point it out. Refer the reader to the enclosed application form,
resume or the fact that the XYZ Career Placement Office has or will
send full credentials to provide additional information concerning your
background and interests.
3rd Paragraph •
Close by making a request for an opportunity to visit the employer. Indicate

that you will follow up with a phone call about the possibility of a
meeting. If, instead of wanting an interview, your request is for further
information concerning openings, it would be polite to enclose a self-
addressed, stamped envelope. Make sure your closing is not vague, but
makes a specific action from the reader likely. Thank the employer for
his/her consideration of your application materials.
3rd Paragraph •
Close by making a request for an opportunity to visit the employer. Indicate

that you will follow up with a phone call about the possibility of a
meeting. If, instead of wanting an interview, your request is for further
information concerning openings, it would be polite to enclose a self-
addressed, stamped envelope. Make sure your closing is not vague, but
makes a specific action from the reader likely. Thank the employer for
Sincerely,
(Your Handwritten Signature)
Type Your Name

Date Of Writing
Ms. Jane Blank

Title
Organization
Street Address
Dear Ms. Blank:

Tell why you are writing; name the position, field, or general career area about which you are asking. Tell
how you heard of the opening or organization.
Mention one or two of your qualifications you think would be of greatest interest to the organization,
slanting your remarks to their point of view. Tell why you are particularly interested in the employer,
location, or type of work. If you have had related experience or specialized training, be sure to point it out.
Refer the reader to the enclosed application form, resume or the fact that the XYZ Career Placement Office
has or will send full credentials to provide additional information concerning your background and
interests.
Close by making a request for an opportunity to visit the employer. Indicate that you will follow up with a
phone call about the possibility of a meeting. If, instead of wanting an interview, your request is for further
information concerning openings, it would be polite to enclose a self-addressed, stamped envelope. Make
sure your closing is not vague, but makes a specific action from the reader likely. Thank the employer for
Sincerely,
(Your Handwritten Signature)
Cover Letter for existing opening
2121 Elm Street
Berkeley, CA 94541
maryjones@berkeley.edu
December 28, 2006
Ms. Susan Merrill

PricewaterhouseCoopers
100 Palm Street
Los Angeles, CA 90000
Dear Ms. Merrill:

As a Business Administration major at UC Berkeley with a strong background in economics, accounting, and finance, I am very
excited to hear of a staff consultant position with PricewaterhouseCoopers. For the past eight months, I have been working part-time
at Wells Fargo Bank. As part of the Investment Management Group, I participated in facilitating the merger process with First
Interstate Bank, creating monthly management reports, collecting and preparing financial information, and working alongside
management on a variety of projects. I am proficient at Excel, Access, Lotus 1-2-3, and other computer applications.
I believe the qualities you seek are well matched by my track record:
Your Needs My Qualifications

Accounting Experience Currently working with the Investment Management Group at Wells
Fargo.
Finance Experience Prepared income tax returns for retail businesses and low income
households
Strong Communication Skills Interact constantly with Wells Fargo managers and vendors
Solid Accounting and Finance Education Coursework in intermediate financial accounting, auditing, economics,
Education introductory finance, and investments.
Graduating Business Administration Major with 3.5 GPA.
Professional Accomplishments Independently created databases to facilitate expense tracking
for IMG Finance and Marketing.
Since a resume cannot take the place of an interview, may we set up a time to talk? I can be contacted at (555) 333-1111. I look
forward to talking to you soon.
Sincerely,

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COVER LETTERS

Cover letters for advertised listings

1. Research the employer

Cover letters for advertised listings

1. Research the employer

1. Research the prospective employer’s organization to see how your skills

Cover letters for advertised listings

1. Research the employer

1. Research the prospective employer’s organization to see how your skills

2. In your cover letter, show why you are a good fit.

Cover letters for advertised listings

1. Research the employer

1. Research the prospective employer’s organization to see how your skills

2. In your cover letter, show why you are a good fit.

3. Send the letter to a specific person whenever possible; otherwise, use

2. Analyze the job description

1. Take a good look at the job responsibilities and qualifications and

3. Analyze your background

3. Analyze your background

1. Think about your background in relation to the job responsibilities and

3. Analyze your background

1. Think about your background in relation to the job responsibilities and

3. Analyze your background

1. Think about your background in relation to the job responsibilities and

3. Consider courses taken, classroom projects, past work experience,

Networking and research leads

Networking and research leads

Networking and research leads

2. Through networking or research, you will learn of specific openings or job

Networking and research leads

2. Through networking or research, you will learn of specific openings or job

3. Be sure to indicate in the first paragraph what position you’re seeking. If a

Networking and research leads

2. Through networking or research, you will learn of specific openings or job

3. Be sure to indicate in the first paragraph what position you’re seeking. If a

2. Be as specific as possible about the type of position that interests you.

2. Be as specific as possible about the type of position that interests you.

2. Write an original cover letter for each employer and position

2. Write an original cover letter for each employer and position

3. State in the first sentence why you are writing

2. Write an original cover letter for each employer and position

3. State in the first sentence why you are writing

2. Write an original cover letter for each employer and position

3. State in the first sentence why you are writing

5. Demonstrate originality and enthusiasm

2. Write an original cover letter for each employer and position

3. State in the first sentence why you are writing

5. Demonstrate originality and enthusiasm

6. Make your points succinctly; every point should support your

7. Proofread for typos and accuracy of address and telephone numbers

7. Proofread for typos and accuracy of address and telephone numbers

7. Proofread for typos and accuracy of address and telephone numbers

9. Print envelopes using a computer printer

7. Proofread for typos and accuracy of address and telephone numbers

9. Print envelopes using a computer printer

10. Keep copies of all materials for your records

7. Proofread for typos and accuracy of address and telephone numbers

9. Print envelopes using a computer printer

10. Keep copies of all materials for your records

COVER LETTER DOS AND DON’TS

COVER LETTER DOS AND DON’TS

1. Make the letter more than one page

COVER LETTER DOS AND DON’TS

1. Make the letter more than one page