What is a cover letter? A cover letter is a one-page professionally focused letter that is a part of a job or internship application. It provides additional information about you and your interest in the position for which you are applying. The most effective cover letters do not repeat the details from your resume; instead, the focus is to share more context or complementary information that cannot be easily integrated into a resume. A cover letter also demonstrates your writing ability as well as understanding of the job (or internship).

When do you need a cover letter? Unless the application specifically states, “Do NOT submit a cover letter.” – then you should take the time to write one. Some companies place more weight on a cover letter; others less so when evaluating applicants. However, as the applicant, you usually do not know which is which. Therefore, it is in your interest to take the time to write one customized for each application.

NOTE: A poorly written or organized cover letter can sink your application!

When addressing the letter:

• Write to a specific individual whenever possible.
• If you don’t know, direct the letter to someone with a specific job title, such as “Director of Human Resources” or “Hiring Manager” or to the position that supervises the position that is listed in the job description.
• Don’t forget the article (e.g., Mr. or Ms.) for the salutation (e.g., Dear Ms. ___). If the person’s sex is unknown from the name (e.g., Jamie or Taylor), try to ask someone or even call the company to confirm.
• Avoid using first names in the salutation, unless you have talked or emailed with the person and first names were used.
• NEVER address your letter “Dear Sir/Ma’am” or “To Whom It May Concern.”

Format of the letter:

• Limit to ONE (1) page.
• Aim for each paragraph to be 4-7 sentences in length, depending on your writing style.
• Margins should be the same as used for your resume.
• Use the same “header” from your resume on the top of your cover letter.
• Font type and size should generally be the same as used on your resume.
• Block paragraphs, left aligned, no indentions, blank space between paragraphs.
• When printing a hard copy, use the same high-quality paper as for your resume.
• Don’t forget the date at the top of the letter.
• Include a space for signing your name.
• If sending or submitting electronically, do so as a PDF; it better ensures your format will remain intact.

Cover letter structure:

About grammar and spelling:

• Do not overuse “I” at the start of sentences. If more than 50% of your sentences begin with “I” – you have too many!

• Use active verbs to write succinctly and with clarity.
• Avoid passive voice, which includes words like “would,” “should,” and “could.”
• Write confidently and share enough specific information to spark the interest of the reader to want to find out more about you on your resume.
• Watch your use of abbreviations. Spell out words that may be confused or unknown to the reader.

Sample Cover Letter