CRC Cover Letter Guide

Address each letter to a specific individual. Call the company, check spelling of the contact name and get his/her current job title
Place emphasis on skills needed/requested for each particular job opportunity
Always avoid form letters

Use "You" vs. "I"
Place emphasis on the contributions you can make, not on how you would benefit from the position
Work on "closing the sale"

"Cold" letter to prospective employer
This is an unsolicited letter and typically not addressed to a specific contact, which receives little attention from a busy reader. Avoid this when possible and turn it into a "warm" letter by referencing a speaker, newspaper article, etc.
"Warm" letter (in relation to a advertisement or referral)
This type of letter is sent when someone known to the reader has suggested that you make contact, or when the reader has requested/invited candidates to respond. It is always addressed to a specific contact with the correct title.
        Newspaper ad
        Internet ad
        Personal referral
"Hot" letter
A decision maker within an organization or a close source has requested that you make contact.

A proper business letter heading information
An introductory paragraph
A statement of purpose
A summary of qualifications with evidence of demonstrated skills and accomplishments
A request for a response
A proper business letter closing

Return address
Date
Contact name (be sure to include Mr. /Ms. /Dr., etc.), title and address
Salutation
- Avoid generic salutations such as "To Whom it May Concern," "Dear Sir or Madam" and especially gender-specific assumptions such as "Gentlemen"
- If you have exhausted every possibility of getting the name of an individual and must use a generic salutation, use a simple "Dear Hiring Manager:", "Dear Prospective Employer:", or "Dear Recruiter:"
- Follow salutation with a colon (:). Commas are only for informal correspondence

Explain why you are writing
State what you hope to achieve

Explain your relevant qualifications
Show the similarity of your qualifications to those required for the position.
Explain how you can be a benefit to the employer
Include some evidence of how you demonstrated relevant skills and accomplishments

Affirm interest
Take responsibility for next contact
If this is not possible, as with a blind ad, for example, include information on how you can be contacted
Include your telephone number with the signature if it is not in the body or heading of the letter

Close letter with "Sincerely,"
Tab down four times
Type full name
Sign in blue or black in the space between the closing and your typed name

Open your letter with a strong statement.
Draw attention to your past experience and accomplishments and the possible benefits to the employer (show, don't tell)
- Example: Rather than "I can manage money..." write "As treasurer of my fraternity, I was responsible for a budget of $20,000..."
Quantify achievements whenever possible
- Give examples (in percentage or dollars) of situations where you increased sales or profits, improved productivity, decreased costs (or defects) or improved quality
Be concise. A one page maximum with three to four paragraphs is more than adequate.
Use clean language, be articulate--not pedantic.
- For example: Avoid saying "utilize" when "use" works. Say "read" not "peruse."
Avoid colloquialisms such as "touch base," or "keep in touch"
Avoid meaningless filler such as "at this point in time," "for whatever reason," "at the present moment" or "at a mutually convenient time and place"
Focus on statements, not feelings
- Examples:
  - Avoid: "I would like to thank you for..." Instead, say: "Thank you for..."
  - Avoid: "I feel that I am qualified..." Instead say: "As you can see, my skills make me an excellent candidate..."
Ask for an interview or at the very least a response
Be positive and confident
Make copies, and keep track, of all letters sent to make follow-up easier
Letter must be 100% error-free. Spell-check, grammar-check, proofread and ask others to proofread on your behalf
Use quality bond paper in white or buff. (Be sure to use matching paper for your résumé)
Use print attributes (bold, italics, underlining) wisely; do not overuse
Use a quality laser printer (minimum 300 DPI). Avoid ink jet, bubble jet and dot matrix printers

Thank you letter (after interview)
Networking letter
Acceptance letter
Rejection of offer letter
Thank you letter (after hire)
Resignation letter

This letter is sent to interviewer after interview
Should be sent as soon as possible after interview (1 or 2 days at most)
Be brief
Express gratitude for the person’s time and interest
Reinforce strengths
If necessary, negate weaknesses that may have appeared in the interview
Reaffirm interest
Take responsibility for next contact

Request an informational interview
Best approach: non-threatening

Accept offer of position
Confirm terms: salary, title, start date...
Express gratitude, enthusiasm

Politely decline offer of position
Give a positive reason for rejection
Make a favorable statement about organization
Always leave the door open for future opportunities

Ideal for keeping networks open. Can include: network contacts, career office personnel, professional contacts and others
Express appreciation for time and effort expended on your behalf
Offer reciprocal assistance, if ever needed

Express appreciation for time with organization
Acknowledge opportunities provided for personal growth
Inform of intention to leave; include final day, date
Assure smooth transition
Leave the door open for future opportunities

Career Resource Center Cover Letter Template

Once you read the guide above, use one of the appropriate CRC cover letter template links below for help in formatting your letter:

(Note: Each of the CRC's cover letter template styles above corresponds with a similarly styled résumé template for BS students, MBA students and MS Students)

CRC Cover Letter Guide

Personalize Each Letter

Focus on the Reader

Three Types of Résumé Cover Letters

A Cover Letter Should Include the Following Elements

Heading Information

Introduction/Statement of Purpose (First paragraph)

Summary of Qualifications (Should be limited to one or two paragraphs)

Request for Response (Final paragraph)

Closing

Cover Letter Tips

Other Types of Job Search-Related Letters

Thank You Letter (After Interview)

Networking Letter

Acceptance Letter

Rejection of Offer Letter

Thank You Letter (After hire as a follow-up to those who helped with job search)

Resignation Letter

Career Resource Center Cover Letter Template