11.4 Cover Letters

PRELIMINARIES

In the era of social media, the idea of writing a cover letter to introduce your résumé may seem outdated. However, the cover letter serves critical functions. The resume is characterized by breadth (giving a broad overview of your qualifications); the cover letter is characterized by depth (choosing a few significant qualifications to highlight). Written in paragraphs rather than bullet points, the cover letter is the first writing sample your employer will see from you. In paragraphed prose, it is easier to market your unique qualifications and demonstrate how you will fit in with the culture of the company. An effective cover letter will create a picture of you as a potential employee, and inspire a potential employer to learn more about you. This document calls for concise writing: aim for a single-page cover letter.

Keep the following tips in mind as you write your cover letter:

  • Your cover letter is essentially an argument for why you should be granted an interview. Make sure to support the claim that you are qualified for the position with evidence. Demonstrate your authority by speaking in detail about your qualifications; show the reader that you have the skills and abilities necessary to do the job at hand. The more detail you offer and the more precise your language is, the more the reader will be able to picture you doing the job.
  • Use your audience analysis research to help you choose the appropriate tone, level of formality, and level of technicality to connect with the company.
  • Follow the format for a standard business letter.

LETTER OUTLINE

Salutation: Make your best attempt to find a specific name (or at least the job title) of the person to whom you should address the letter. If you cannot find the name, you can use “Dear Hiring Manager,” or “Dear Human Resources,” as appropriate.

Opening Paragraph: State why you are writing, specifically naming the position to which you are applying. Indicate how you learned about the position. In one sentence, use your audience analysis research to establish a connection with the company. Finally, also in a single sentence, summarize your strongest qualifications for the job. (This is similar to the three-point thesis statement you may have learned in an English composition course.)

Body Paragraph(s): Build each paragraph around a key qualification or professional strength that relates to the job for which you are applying (as listed in your opening paragraph). Open the paragraph with a claim about this qualification, and then illustrate with an example from your work or academic history when you used this skill. For example, if the job requires excellent customer service skills, you might discuss a time in which you used your customer service skills to diffuse a conflict or increase your company’s profits. It can be effective to conclude your middle paragraphs with sentences that express how these past experiences prepare you for the potential job.

Closing Paragraph: Thank the reader for his or her time and consideration. Gesture towards an interview. You may explicitly request an interview, or you may wish to include a phrase like “I look forward to discussing my qualifications with you in person.” You may want to refer the reader to your enclosed resume. Finally, even though your phone number and email address are included in your return address or letterhead, restate them here.

EXAMPLE COVER LETTER

John Ice
12248 SE Wilderness Dr.
Portland, OR 97214

______________________________________________________________________________

April 29, 20XX

 

Mr. Doug Jones, Director of Human Resources
EVZ
600 Minnow Lane
Seattle, WA 12345

 

Dear Mr. Jones:

At Portland State University’s computer science job fair on April 9, 20XX, I met with your representative, Ms. Karen Lincoln, regarding your entry-level Database Administrator opening. Not only am I a DBA and SQA certified CIS specialist, but I also have over a decade of experience in the steel and manufacturing industry. My strong manufacturing and technological background prepares me to help EVZ continue its already impressive track record of safety improvements.[1]

 

From my conversation with Ms. Lincoln and your online information, it’s clear you are looking for someone who not only has technical skills, but understands the steel industry. Within six months at United Steel Mill, I was promoted from Clerk to Machine Operator, largely as a result of my attention to detail and ability to collaborate. In three years, I worked my way up to Plant Safety Coordinator, Quality Control Database Administrator, and Floor Trainer. While in those roles, I implemented a plant-wide safety program, saving my company roughly $15 million in recovered product and reducing accidents by over twenty-five percent. In addition to demonstrating my understanding of the steel industry, this experience demonstrates the kinds of skills EVZ seeks: accuracy, integrity, and strong problem-solving skills.[2]

 

I have a BA degree in Computer Information Systems and an AAS in Network Administration and I am very familiar with all aspects of database administration. In my position as database intern for Work Inc., I enrolled users, maintained system security, and monitored user access to a database with 30-40 concurrent users at any given time. At Portland State, I maintained a 4.0 GPA, was admitted to Phi Theta Kappa, and was placed on the President’s List every term – a standard I will bring to EVZ.[3]

 

I look forward to meeting with you to discuss how my experience can aid your commitment to improving safety, quality and processes at EVZ. My resume is enclosed, and you can reach me at 503-555-6237 or johnice@email.com. Thank you for your time and consideration.[4]

 

Sincerely,

 

 

John Ice

“Example cover letter” is adapted from the online OER textbook, “Technical Writing,” by Allison Gross, Annemarie Hamlin, Billy Merck, Chris Rubio, Jodi Nass, Megan Savage, and Michele DeSilva, and is licensed under CC BY-NC 4.0 (Note: the line spacing in the letter above is slightly distorted due to text-box line-spacing constraints in the Lumen Learning application. To view the actual document, click the link below.)

Example Cover Letter

Writing an effective cover letter can be a challenge. You may find that you’ll have to go back in to revise and edit several times to get rid of word baggage and cut your letter down to the essentials. If at all possible, keep your cover letter to a single page. The easier you make it for your reader to take an action, the more likely they are to take it. If your contact information is right there at the bottom of a single-page letter, they can call you or send a quick email without even having to turn a page.

  1. The introductory paragraph references the job title, where you heard about it, a connection with the organization and its goals, and how your experience can benefit the organization. ↵
  2. Body paragraph supports your claim that your experience can benefit the company and offers a specific illustration through example. ↵
  3. Body paragraph offers more detail supporting your claim and an example based on your résumé information. ↵
  4. Closing paragraph asks for an interview and provides easy access to contact information. ↵