Cover Letters: Format and Style

Cover letters can come in many different varieties, but if you master the basic format and style of a good cover letter, you should be in good shape.

The basic layout of a cover letter is as follows: in the upper left-hand corner you should write your name and address. Then you skip four lines and write the date; use the date of the day you actually will submit the cover letter. Then you leave four more lines blank and write "Dear Dr./Mr./Ms. __________," (and be sure to use the name of the contact person given in the job posting). Don't write "To Whom it May Concern," because chances are, anyone who reads that won't be concerned about you at all.

Now it's time for the body of the cover letter. The first paragraph should be two, maybe three, sentences long. You should say, in clear language, which position you're applying for. Use language that's professional and inoffensive, but that also stands out. Make sure that you vary your sentence length, and make all of your points as concisely as you can. Don't ramble on and on, and don't make your words too ornate or flowery, because that can come across as phony.

The next couple of paragraphs are probably the most important. Here's where you will detail why you'd be a good fit for this position. You will want to demonstrate that you know exactly what this position entails, and you will have to explain what professional experiences and which college course make you able to handle these requirements. Be specific, positive and sound confident that you will be an asset to the company. Also provide a few specific details about the company itself to prove that you're familiar with this organization and have done basic research. Try to sound natural in your writing, too; don't be stiff or wordy. The third and final paragraph should contain two or three sentences in which you mention the resume you've enclosed, give your contact info and say when you'd be available for a job interview. Thank the person reading the cover letter for their time. Then skip two lines, and end with "Regards," "Sincerely," "Yours sincerely," or some other closing that is friendly but not too intimate. Skip four lines and then type your full legal name. Print the letter and sign in the blank space at the bottom, or if you're planning to email the cover letter, attach your digital signature. Make sure you proofread this document carefully, and ask at least one other person you trust to proofread it as well. It's easy to miss mistakes in a piece of your own writing.

The cover letter is crucial. If it's substandard, a human resources agent will never contact you back, you can be sure of that. The cover letter is usually the very first introduction you make to a company, before they meet you in person, before they even look at your resume, so make it a good one.