Cover
Letters
Developed by The Center for Communication Practices at Rensselaer Polytechnic Institute,
Troy, New York.
The
preliminary application for a professional position generally
consists of two documents: a cover letter and a resume.
This handout describes the cover letter; the resume is described
in a separate Writing Center handout.
While the resume is a somewhat generic advertisement
for yourself, the cover letter allows you to tailor your application
to each specific job. Although the thrust of your various
letters may remain the same, with the assorted text-processing
options available at RPI—options that include find-and-replace
and merging capabilities—there is really no reason to have
a single, generic cover letter.
Overview
Effective cover letters are constructed with close attention
to
Purpose
Your cover letter and resume usually provide all the information
which a prospective employer will use to decide whether or
not you will reach the next phase in the application process:
the interview.
While your goal is an interview and, ultimately,
a job offer, the more immediate purpose of your cover letter
in some cases may simply be to gain an attentive audience
for your resume.
Audience
A cover letter provides, in a very real sense, an opportunity
to let your prospective employer hear your voice. It reflects
your personality, your attention to detail, your communication
skills, your enthusiasm, your intellect, and your specific
interest in the company to which you are sending the letter.
Therefore, cover letters should be tailored
to each specific company you are applying to. You should conduct
enough research to know the interests, needs, values, and
goals of each company, and your letters should reflect that
knowledge.
Content
A cover letter should be addressed to the specific company
and the specific individual who will process your application.
You can usually find this through research or simply by calling
the company to find out who you should address your letter
to.
The letter should name the position for
which you are applying and also make specific references to
the company. Indicate your knowledge of and interest in the
work the company is currently doing, and your qualification
for the position. You want the reader to know:
- why you want to work at that specific
company,
- why you fit with that company
- how you qualify for the position to
which you applying.
In addition to tailoring your application to a specific job
with a specific company, the cover letter should also
- highlight the most important and relevant
accomplishments, skills, and experience listed in your resume
- point to the resume in some way (as
detailed in the enclosed resume")
- request specific follow up, such as
an interview.
Format
A cover letter should be in paragraph form (save bulleted
lists for your resume) with a conversational, though formal,
tone.
The first paragraph should be brief, perhaps
two or three sentences, stating
- what job you are applying for and how
you learned about it
- any personal contacts you have in or
with the company
- your general qualifications for the
job.
The body of your letter should consist of one to three longer
paragraphs in which you expand upon your qualifications for
the position. Pick out the most relevant qualifications listed
in your resume and discuss them in detail, demonstrating how
your background and experience qualify you for the job. Be
as specific as possible, and refer the reader to your resume
for additional details.
The concluding paragraph of your letter
should request an interview (or some other response, as appropriate).
State where and when you can be reached, and express your
willingness to come to an interview or supply further information.
Close by thanking your reader for his or her time and consideration.
Example: Cover
Letter 1
34 Second Street
Troy, New York 12180
October 4, 2001
Ms. Gail Roberts
Recruiting Coordinator
Department DRR 1201
Database Corporation
Princeton, New Jersey 05876
Dear Ms. Roberts:
Your advertisement for software engineers
in the January issue of the IEEE Spectrum caught my attention.
I was drawn to the ad by my strong interest in both software
design and Database.
I have worked with a CALMA system in developing
VLSI circuits, and I also have substantial experience in the
design of interactive CAD software. Because of this
experience, I can make a direct and immediate contribution
to your department. I have enclosed a copy of my resume,
which details my qualifications and suggests how I might be
of service to Database.
I would like very much to meet with you
to discuss your open positions for software engineers.
If you wish to arrange an interview, please contact me at
the above address or by telephone at (518) 271-9999.
Thank you for your time and consideration.
Sincerely yours,
Joseph Smith
Example: Cover
Letter 2
1234 15th Street
Troy, New York 12180
January 30, 2002
Mr. John M. Curtis
Recruiting Coordinator
HAL Corporation
55 Washington Avenue
New York, New York 10081
Dear Mr. Curtis:
As an experienced computer programmer who
is presently pursuing a master's degree in electrical engineering
at Rensselaer Polytechnic Institute, I am writing to request
information about possible summer employment opportunities
with HAL. I am interested in a position that will allow
me to combine the talents I have developed in both computer
programming and electrical engineering. However, as
you can see from the attached resume, I have extensive experience
in many related fields, and I always enjoy new challenges.
I feel that it is important for me to maintain
a practical, real-world perspective while developing my academic
abilities. I am proud of the fact that I have financed my
entire education through scholarships and summer jobs related
to my field of study. This work experience has enhanced
my appreciation for the education I am pursuing. I find
that I learn as much from my summer jobs as I do from my academic
studies. For example, during the summer of 1986, while
working for IBM in Boca Raton, Florida, I gained a great deal
of practical experience in the field of electronic circuit
logic and driver design. When I returned to school in
the fall and took Computer Hardware Design, I found that my
experience with IBM had thoroughly prepared me for the subject.
Having said all this, I realize that your
first consideration in hiring an applicant must not be the
potential educational experience HAL can provide, but the
skills and services the applicant has to offer. I hope
the experience and education described in my resume suggest
how I might be of service to HAL.
I welcome the opportunity to discuss with
you how I might best assist HAL in fulfilling its present
corporate needs. I will be available for employment
from May 14 through August 31, 2002. Please let me know
what summer employment opportunities are available at HAL
for someone with my education, experience, and interests.
You can reach me at the above address or by phone at (518)
271-0000.
Thank you for your consideration.
Sincerely yours,
Joan Doe
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