Hand holding a pen signing a piece of paper

Parts of a Cover Letter

Cover letters all follow a similar structure with tailored information depending on the position you’re applying for. Use the following tips to help you draft your cover letter. Don’t forget: you can always make an appointment on Handshake with one of our Career Coaches if you’re feeling stuck.

Formatting

Use letter formatting. Include your contact information, the employer’s contact information, a salutation, body paragraphs, and a signature.

Try to address a specific person. Look for the hiring manager on the job posting, website, or on LinkedIn. Including titles (e.g. Mr., Dr., etc.) is traditional, but this also assumes the recipient’s gender. If you aren’t sure of the recipient’s gender, you can skip using a title and instead address them by their full name in the letter’s salutation (e.g. “Dear Sandra Kreisman,”).

Keep your cover letter to one page.

Always proofread before submitting.

Heading

The heading at the top of your cover letter should include the following:

  • Your Contact Information: Name, email address, and phone number. Optional: address or city/state of residence, pronouns, LinkedIn URL, eportfolio.
    • Note: To create a cohesive brand for yourself, use the same heading as the one on your resume.
  • Employer’s Contact Information: List the hiring manager’s name and title, organization name, and address information of the employer
  • Salutation: Address your letter to a specific person (Use Mr./Ms./Mrs./Mx. if you know the person’s preferred pronouns/gender identity).

Opening

This paragraph should answer the question: “Why are you interested in [specific job]?” This is your chance to make a good first impression.

Sentence One: “Hook” the reader into the letter without straying too far off topic. Think about a mutual connection, a belief statement, or express passion for what you do.

Example: “As a nurse practitioner who specializes in pediatric care, I see the importance of taking time to make connections with each patient.”

Sentence Two: Purpose of writing the cover letter (e.g. what job are you applying for? At what company?). Integrate reasons why you’re interested in the organization or position.

Example: “I hope to be able to enhance your company’s innovative human resource services in the Employee Advocate position at Amazon.”

Sentence Three: This is your thesis statement/main points. What qualities/experiences do you uniquely bring to the position? Try to encapsulate 2-3 required or preferred qualifications for the position.

Example: “My work experience, coupled with my academic preparation, makes me an excellent candidate for a Brokerage Operations position.”

Body Paragraph(s)

This section should answer the question: “How are you qualified for this job?” With your body paragraphs, you want to list not only qualifications, but also specific instances where you demonstrated those skills. Additionally, you want to explain how that skill is relevant to the job you’re applying for.

Sentence One: State the main idea of your paragraph. What skill or quality are you focusing on? Ensure that this skill or quality aligns with the required or preferred qualifications in the job description.

Example: “I have spent the last year as the Graphic Design Intern at St. Catherine University, where I specialized in social media content creation.”

Middle Sentences: Provide evidence for your claim. How have you used that quality or experience previously?

Example: “In this role, I was able to harness my knowledge of organizational life cycle theory in a large corporate setting in order to maximize our team’s productivity. I personally designed and implemented a new system of interdepartmental communication. As a result of this work, our location reported the highest monthly sales numbers in the company for three months in a row.”

Final Sentence: Connect your examples to a specific requirement for the position you are applying for.

Example: “Working as a Fashion Merchandising Intern at Evine would allow me to continue to apply my knowledge of advanced construction methods and sustainable product development at a company that I value and respect.”

Closing

This paragraph should answer the question: “Why you (over another qualified applicant)?”  The last paragraph is meant to summarize your main points in a way that demonstrates that you are the best candidate for the position. How do you uniquely stand out from other applicants?

Sentence One: Reiterate your qualifications and interest in the company.

Example: “I am confident that my skills and drive fit this position well, and I would bring positive and professional energy to Greenspring Media.”

Sentence Two: State your interest in an interview or in next steps of the job application process.Example:

“I’d value the opportunity to meet with you to discuss how my qualifications and experience would be an asset to your team.”

Sentence Three: Thank them for their time and consideration.

Example: “Thank you for your time and consideration.”

Signature

The signature is at the bottom of the cover letter. It should include a sign off (e.g. “Sincerely,” “Best regards,” etc.) and your name. You can include a handwritten signature, but that is optional.