Cover letter toolkit

Every employer is different and some will read your cover letter more closely than others. However, because some employers really do care about it, you will need to put time and effort into a cover letter for each job application you submit. This toolkit includes both the pre-work you can do before you start writing your cover letter, and strategies for writing the letter.

Before you actually write your cover letter, take at least 20-30 minutes to conduct an employer analysis. Review the job description, the employer’s website, and the LinkedIn profiles of employees of the company. Highlight keywords, phrases, and aspects of the company’s mission that align with your experience and interests. 

Use your research to answer these questions:

  • What are the top 2-3 job responsibilities and what experience do I have that can demonstrate at least one of them in my cover letter?
  • What keywords, phrases, skills, and abilities do I need to mention in my cover letter?
  • Which 1-2 accomplishments mentioned in my resume could I elaborate on in my cover letter?
  • What is the employer’s mission and how can demonstrate interest, enthusiasm, and experience with achieving that kind of mission?

Formatting considerations 

Email is the most common method of delivering a cover letter to an employer these days, but there may be times when you may need a pdf or hard-copy of the letter. The structure of your letter will change a small amount depending on the mode of delivery.

Your cover letter should be written in professional font with single spacing. Make sure to include some white space to keep a person’s eye moving through the document. Include a space between paragraphs and it is acceptable to use bold, bullet points, and other simple formatting enhancements to draw the reader’s attention. 

Date and Contact Information

This information should appear at the top of the page on the left. 

Email Format PDF or hard copy
Date
Name
City, State
Phone number
Email address
(Note: No need for employer’s address)
Date
Name
Address
City, State, Zip Code
Phone number
Email address
Hiring Manager’s Name
Company Name
Company City, State

Salutation

An ideal salutation would include the name of the hiring manager or recruiter. For example, if the hiring manager’s name was “Sarah Shepherd,” the salutation would be, “Dear Sarah Shepherd.” If you do not know the name of the person in charge of the hiring process, simply saying “Greetings” or “Dear Hiring Manager” will work nicely. 

Opening Paragraph

The opening paragraph allows you to introduce yourself and share your enthusiasm for the job opportunity. You should also convey how this job opportunity aligns with your career interests and vision for where you are headed. This paragraph should be written for the specific opportunity and should not feel formulaic. If you change one part of your cover letter every time, it needs to be this part.

Middle Paragraph(s)

The middle section of your cover letter should address one or two accomplishments noted on your resume that are highly relevant for the immediate job opportunity. However, do not repeat what is on your resume. Rather, include details and highlights of your accomplishments that emphasize the positive results of your work. Connect these accomplishments directly to the employer’s needs so that they can see the value you would bring to their workplace.

Closing Paragraph

You can use this paragraph to summarize the main points of the opening and middle paragraphs and also quickly address any gaps or concerns that might be on the employers mind. Mainly, this paragraph allows you to thank the employer for their time and consideration and express your hope to speak with them more about the opportunity. 

Closure and Signature

Choose a relatively formal closure such as:

Thank you
Sincerely
Best
Regards