COVER LETTER

A cover letter is an introductory letter that typically accompanies a resume being sent to a potential
employer. It is sometimes called an application letter or letter of inquiry, whether it is sent in response
to a job opening or proactively mailed/emailed to a company for which you would like to work.
Employers receive hundreds of letters and resumes for each advertised position vacancy. Your letter,
therefore, will have to be well-written and designed to attract attention in a positive way in order to
receive a favorable response.
Your cover letter should communicate something personal (yet professional) about yourself, along
with information that is specific to the position and organization to which the letter is being sent. This
shows the employer that you have taken the time to research the organization and position in
advance. Generic form letters elicit a negative reaction, if not a toss into the trash can.
To receive a positive response, it is imperative that you research every company to which you apply
in order to give knowledgeable and specific reasons for your interest in that company and how you
can meet their needs through your qualifications, experiences, and personal qualities. Do not repeat
your resume; use the cover letter to interpret and expand upon your resume, stressing relevant details
in a more personalized fashion. Communicate your ability to assist and support the organization.
State explicitly how your background relates to the specific job, emphasizing your strongest and most
pertinent characteristics. The cover letter should demonstrate that you know both the company and
yourself.
Cover letters should never be duplicated. Each should be individually written and tailored to the
company/position to which you are applying. If you are sending a hard-copy version (more rare in
the world of electronic submissions), it should be single-spaced and printed on good-quality paper
matching the paper used for your resume. Otherwise, like your resume, we recommend converting
the document to PDF and labeling it with your name and the position to which you are applying.
You can then attach both the cover letter and resume to an email with a specific subject header
and brief message in the email indicating your interest in the organization and position at hand,
referencing your attached application materials and thanking them for their time and consideration.
The cover letter should be one page in length and addressed to Human Resources or, better yet, a
specific individual in charge of hiring in the department in which you would like to work (follow the
application instructions listed in the job posting as far as who to send your materials to). Personnel
Departments typically will not handle applications unless there is a posted opening, but it is advisable
to send them a resume as well for them to keep in their records. Department heads are always
interested in potential employees, and they are in the best position to know when vacancies occur
or new positions will be available.
There are several formats that may be used when writing your cover letter. If you are not familiar with
them, then check the references in the Career Services Library. Use simple, direct language and get
right to the point of the letter. Triple-check the letter to be absolutely sure there are no spelling,
typographical, or grammatical errors. REMEMBER: the letter and the resume are examples of your
written communication skills and organizational abilities.
A sample format for the cover letter follows.
Essentially, your letter of application should
communicate your ambition and enthusiasm in the position and company in a unique manner that
will stand out to prospective employers. Use the guidelines to write your own letter applicable to the
position and company to which you are applying, and personalize it by tying in your own
background and abilities.
Used and adapted by permission Dr. Robert Greenberg Univ. of Tenn. Knoxville

200 Campus Drive, Box 1111

Grove City College
Grove City, PA 16127-2197
February 17, 20__
Mr. Fred Eisenhower
Vice President of National Sales
Drexel Furnishings
Drexel, NC 28619
Dear Mr. Eisenhower:
First Paragraph. In the initial paragraph, approach the prospective employer uniquely, state
the reason for writing the letter, specify the position or type of work for which you are
applying, and indicate from which resource (friend, online job board, organization website,
career center) you learned of the opening or received his/her name.
Second Paragraph. State why you are interested in the position, the company, and its
products or services. Above all, indicate what you can do for the employer. This is an
opportunity to market your skills, abilities, qualities, characteristics, and achievements. Sell
yourself! If you are completing a degree or are a recent graduate, explain how your
academic background qualifies you for the position. If you have had some practical work
experience, point out specific achievements or unique qualifications. Highlight your
strengths and achievements and state how they qualify you for the position. Provide details
and explanations that are not found in your resume. Indicate what you can do for the
organization; do not inquire what the organization can offer you. Refer the reader to the
enclosed resume or employment application that summarizes your qualifications, training,
experiences, and the like. Assure the employer that you are the person for the job.
Concluding Paragraph. In the closing paragraph, indicate that you will be contacting them
within seven to ten days (which can be done via phone or email; just be sure not to call if
they specifically say that they accept no phone calls) to confirm that that have received
your letter and resume. Let them know that you would greatly appreciate the opportunity to
do a personal interview at their convenience. Indicate your flexibility; repeat a phone
number (or add a different number where you can be reached during certain hours, if
appropriate), and offer any assistance necessary to assist with a speedy response. Consider
closing the letter with a statement or question that will encourage their interest and a
response. For example, state that you will be in the city where the company is located on a
certain date and that you would like to arrange a meeting. Or, ask if the company will be
recruiting in your area, or if any additional information or references would be helpful. If you
will be relocating to the city in which the job/company is located, mention this information in
this final paragraph. Finally, thank them for their time and consideration.
Sincerely,
Jane H. Smith
Enclosure

SAMPLE COVER LETTERS

Leah Vough
200 Campus Drive, Box 1352
Grove City College
Grove City, PA 16127
November 24, 2010
Mr. Bill Jones
Human Resources
Procter & Gamble
1 Procter & Gamble Plaza
Cincinnati, OH 45202
Dear Mr. Jones:
After spending my undergraduate career studying marketing, I can now pinpoint exactly what interests
me most about my major branding. The psychology of how it works, the strategies that make it work,
and the long-term mindset that determines its direction fascinates me. Becoming a brand manager is
my ultimate career goal. To achieve this goal at Procter & Gamble would make it that much better.
Confident that my skill set, experiences, and passions would make me a great fit as an Assistant Brand
Manager at your company, I am extremely interested in this position.
At Grove City College, I excel as a student, campus leader, and a part-time marketing consultant for
Bayer Corporation. Maintaining a long-term consumer perspective is a point of emphasis in every
marketing class I have taken, which has helped to shape my branding capabilities. Semester-long group
projects have also sharpened my teamwork and leadership abilities. While I have always possessed a
good work ethic and an ability to learn quickly, those skills were taken to the next level through my
position as a marketing consultant at Bayer Corporation. In very little time, I was able to take what I
learned and exceed the goals and expectations of my superiors. Extremely organized and motivated, I
am also responsible for many organizations and initiatives on campus. Eager to leave my mark on
every commitment by bringing it to its full potential, I am excited to do the same at Procter & Gamble.
Well-respected for its brilliant marketing and impressive collection of top brands, Procter & Gamble is
more than just a great name to add to my resume. Your company is honest, intelligent, and intuitive
the type of place that I want to make a long-term investment of my time and effort; a place where I
would like to build my career. By investing in me, I can assure you that your investment will not be
lost.
I am determined to build my branding career at Procter & Gamble and would ask that you give me the
opportunity to prove myself as an Assistant Brand Manager. I am available for a personal interview at
your convenience, and I may be reached at (xxx) xxx-xxxx. Thank you for your time and
consideration. I look forward to hearing from you.
Sincerely,

Leah E. Vough

Ann Healing
Director of Interns and Fellows Program
International Justice Mission
PO Box 58147
Washington, DC 20037-8147

Shamina Christian
15A Loop Road
Lititz, PA 17543
April 3, 2009

Dear Ms. Healing,

As a soon-to-be college graduate who is passionate about international human rights issues, I am highly drawn
to the opportunity to work with International Justice Mission in its International Internship Program. I am
thrilled about the prospect of ministering on the frontlines to serve victims of human rights abuses with an
organization completely committed to Christian principles. I believe that an internship with International
Justice Mission would afford me the ability to live out my deep conviction that God desires to use His church to
help victims of injustice.
I first heard about International Justice Mission last fall in my Issues in Global Politics: Human Rights course at
Grove City College. Through recent speaking engagements and research of International Justice Missions
website, I have been profoundly moved by the mission of this organization. I believe that my international
experience coupled with my passion to relieve victims of injustice make me a strong candidate for your
International Internship Program. I am applying for your Administrative Intern and Communications and
Community Relations Intern positions. Some of my applicable experiences which I believe are beneficial to the
qualities you look for in an International Intern include:

Serving as the leader of a mission trip to Chennai, India As the organizer of eight students, I learned
how to effectively lead, delegate tasks, and communicate with team members. I worked faithfully to
make sure that all paperwork for visas, fundraising, etc. was completed in a timely and efficient
manner. In addition, I worked diligently to ensure the unity of the team through implementing group
activities, along with faithfully praying for team members and our time in India.
Living in France during the fall of my junior year Through this experience I gained the invaluable skills
necessary to adapt to and appreciate a new culture and a different people. I obtained a wealth of
knowledge in how to live independently in a foreign environment, and I developed a greater
understanding of how to appreciate different cultures.

I am greatly inspired by the mission and work of International Justice Mission and its strong adherence to
Christian moral values, and I fully support its purpose and objectives. God has lain upon my heart a deep
passion and desire to serve those who are victims of poverty and injustice, and it excites me to think about
how God uses an organization like International Justice Mission to carry out His purposes in the world. I desire
to be a part of this organizations efforts to bring hope and freedom in Jesus name to the nations. Thank you
for considering me for a position with your International Internship Program. Enclosed is my resume for your
review. I look forward to hearing from you in the future.
Sincerely,
Shamina Christian

200 Campus Drive, Box 2035

Grove City College
Grove City, PA 16127
January 27, 2010
Jane Smith, Chief of Staff
Congressman Joe Pitts Office
420 Cannon House Office Building
Washington, DC 20515

Dear Ms. Smith:

A recent conversation with my political science professor, Dr. Paul Kengor, prompted me to look into
the Staff Assistant position which has recently opened up in your office. After doing some research of
my own, I became truly excited about the opportunity to work for Congressman Pitts. His dedication to
American foundational principles and conservative social values immediately piqued my interest.
I believe that the combination of my educational and life experiences lend themselves well to the Staff
Assistant position in your office. An exposure to political activism and the American political process
from an early age instilled in me a desire to keep such freedoms alive. Over the years I have
volunteered on numerous Republican campaigns, both in Pennsylvania and in my home state of
Missouri. In addition, I have contributed to the governing process of my college by serving as Junior
Representative for Student Affairs. Both my campaign experience and my involvement with student
government gave me valuable organizational and communication skills. Working with individuals in
situations both amicable and antagonistic has prepared me for work in the public sector, where grace
and poise are essential.
In addition to the skills gained through political involvement, my vocational and academic experiences
have provided me with ample opportunity to develop my writing skills. The demanding, upper level
courses I have taken at Grove City College have taught me how to make efficient and effective use of
the written word. My successes in these courses and my experience as a research assistant are a
testament to my mastery in this area. Furthermore, my internship with Shared Hope International, an
international anti-trafficking organization, allowed me to continue honing these skills through written
and editorial work done for Shared Hope staff.
I am confident that my combination of skills and experiences will be a valuable asset to the work that
Congressman Pitts is doing for his constituents in Pennsylvanias 16th district. I ask that you consider
me for the position of Staff Assistant. If I can be of any assistance to you in the application process,
please contact me via email (thurstonec1@gmail.com) or telephone (xxx.xxx.xxxx). I appreciate your
willingness to consider me for this opportunity, and look forward to hearing from you.

Sincerely,
Eliza C. Thurston

COVER LETTER CHECKLIST

Cover Letter Checklist to Evaluate and Avoid Mistakes
Is it addressed to a particular person? If not, try to find a specific person to address
it to in the organization (there is a lot of information on websites today or sites like
LinkedIn to help you track down individuals). Dear Mr. _____ or Dear Ms. _____.
Otherwise, you can list Dear Human Resources Representative, Dear Hiring
Manager, or To Whom It May Concern.
Is the name of the person to whom you are sending the letter spelled correctly?
Does a colon follow the salutation?
Have you indicated exactly what position you are applying for and how you found
out about the opening in the first paragraph?
Have you clearly stated why you are interested in the position and the
organization?
Did you give specific examples of skills related to the position?
Is the cover letter neat and attractive?
Have you avoided re-writing your resume?
Have you limited the use of I and My at the beginning of each sentence and
varied your sentence structures?
Did you express appreciation for the employer considering your application?
Have you told the employer what you can do for the organization rather than
what they can do for you?
Is it an original letter rather than a mass-produced copy?
Is every word spelled correctly?
Have you verified for correct grammar, syntax, punctuation and capitalization?
Have you signed your name (which you can do electronically or just leave a
space if sending an electronic document)?
Is it printed on resume paper using a high-quality printer?
Have you checked the format to ensure you used a 10-12 pt. standard font (Times
New Roman, Arial) with a one-inch margin that is single-spaced with a double
space between paragraphs?