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How can I learn what will impress prospective employers?

In order to impress prospective employers when writing a cover letter, you must first know what they are looking for in candidates. Learning more about the company itself—and what they value—can help you do this. Here are some suggestions:

  • Read the job advertisement carefully
  • Research the corporate website, read and try to understand their mission statement (sometimes an organization's mission may not be overtly stated)
  • Contact TSTC's Career Services offices.

What is a cover letter?

A cover letter introduces you and your resume to potential employers. It is the first document an employer sees, so it is often the first impression you will make. Cover letters allow for you to have more of a voice in your work, allowing the employer to see more of your personality.  It also allows you to go into more detail than your resume, making connections between the job posting requirements and your skills.

A cover letter is made up of usually three paragraphs that introduce yourself, reflect your strengths in regard to the employer's needs, and a conclusion.  

Parts of a cover letter.

Remember that the basic format of a cover letter follows that of a business letter.

Length

  • Keep it to one page.
  • Write one introductory paragraph, one to three paragraphs to highlight your skills, and one concluding paragraph.

Spacing

  • Single-space your cover letter.
  • Leave a space between addresses and dates in the heading.
  • Leave a space between your heading (contact info) and greeting ("Dear...:").
  • Leave a space between each paragraph.
  • Leave at least three spaces between your complimentary close ("Sincerely,") and typed name.
  • Sign your name in ink between your complimentary close and typed name.

Margins & Alignment

  • Use standard margins (one-inch margins, usually).
  • Can use smaller margins (to about 0.7-inch) as long as you are consistent on all sides.
  • Align all paragraphs to the left of the page. (You can also indent the first line of each paragraph, but that is not used as often.)

The heading provides your contact information, the date you are writing, and the address of the company to which you are applying.

Contact information

  • Your name
  • The address where you can be reached
    • If you live at college, will it be more accessible to include the local address or your permanent address?
  • Phone number
  • E-mail address

Date & recipient 

  • Date (month day, year) followed by a blank line.
  • Name of the specific person
  • Title of that person (if available)
  • Address of the company

Greeting

Whenever possible, address your letter to a specific individual, usually the person in charge of interviewing and hiring. Doing so will give you a greater chance of having your application packet read and not filed away automatically.

Here are some ideas on how to get the name of a specific person:

  • Look in the job ad for the contact person.
  • Call the company for more information.
  • Research the company's website for the person in charge of the department you are applying to, or a person in Human Resources.

If you cannot find the name of that person, you may address your letter to a group. For example:

  • Dear Hiring Professionals:
  • Dear Selection Committee:

The introduction of your cover letter should begin with a greeting to a specific person ("Dear Ms. Kincaid") or department ("To the Hiring Committee"), followed by a statement of who you are and why you are writing (why you are a good candidate). 

If you find the name, but cannot decipher the gender of the person, you may greet that person using their full name instead of their last name. For example:

  • Dear Ashe Willard
  • For Ashe Willard

How to catch the reader's attention.

  • As the purpose of your introduction is to catch the reader's attention and make you stand out, you need to be as specific as possible in this section. Here are some tips on how to start your introduction:

  • State the university you attend, your major, and what position you are applying for (if you are a student).
  • Mention where you heard about the job.
  • Mention the name of a professor or other contact who has a positive connection with the company.
  • Bring up any previous conversations you have had with your reader (i.e., at a job fair).
Sample attention catching statements As a TSTC student in Precision Machining Technology, I would like to fill the position of 2nd Shift Machinist advertised on General Electric's website.
Gene Smith speaks highly of General Electric, and he urged me to write directly to you.
I have been thinking about our conversation at TSTC's Job Fair on March 15. I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company.

How to make a strong claim for yourself.

  • After gaining the initial attention of the reader, you must make a strong claim about your candidacy and that you match the needs of the job and the company. Clearly state two-three qualifications you have that match the company/position. These qualifications will then be the focus of your body paragraphs and arguments.
Sample Claim Statements I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company.
I believe that my production experience, graphic arts skills, and enthusiasm for design make me a strong candidate for the Production/Design Internship.

In the body of your cover letter, you should describe the most important qualifications to show why you are a good match for the job and the company.

You should focus your cover letter's body around the two-three qualifications you mention in the introduction. In each paragraph you can concentrate on one quality, seeking to answer the following two questions

How can I show I am qualified for this position and that I am a good match for the organization?

You do not want to only mention the skills that you possess; you also have to show that you possess them! When writing about your skills, you can think of it as telling a story. You should describe the experiences of how you received and grew your skills, mentioning specific places you worked and positions you held. For example:

  • My communication skills in the workplace have grown because of my internships. When I was an intern at Newberry & Jones, I wrote memos and letters to customers and colleagues on a daily basis. This experience taught me to write professionally and to-the-point.

What have I done that illustrates these qualifications?

Along with explaining your skills, you want to describe how your experience with that skill is unique. Many people may have communication skills, but have you won an award or scholarship for technical writing? Be specific and match this information to your resume

Here are some ideas about what might set you apart:

Special Projects

Explain course work that gives you a type of professional experience.
Awards

Show that others have recognized the high quality of your work.

Include only those awards that relate to the position you desire.
Accomplishments

Demonstrate how you improved efficiency/productivity at work or school.

Include what you did at school that proves your skills.

Explain how you set a goal and reached it.

Example body paragraph

  • While at Texas State Technical College, I participated in a collaborative web-consulting project for a Technical Writing class. With two peers, I served as a web consultant for a local business, LR Plumbing. In order to make feasible recommendations for revisions, additions, and deletions to the LR Plumbing website, we conducted interviews, observed the workplace, and completed multiple web analyses. I believe these experiences match the requirements you outline in the job description.

A closing sums up your qualifications and reveals what you plan to do after your readers have receive your application packet (resume, cover letter, etc.)

Tips for closing your cover letter

  • Close with a strong reminder of why you are a good match for the job position and the organization.
  • Request an interview in some way.
  • Provide contact information.
  • Thank them!
  • Sign your name and print it underneath.

Example:

  • I am eager to speak with you and discuss my possible contribution to OrangeSoft, as I feel my experiences in programming and communication will be an asset to the company. I will be in touch with you within a week, and if you need to reach me, you can call 555-555-5555, or email me at anyone@email.com. Thank you for your time and consideration.

Following up

Stating that you will contact the potential employer will cause them to read your application materials with more interest. Therefore, you have a better chance that your materials will not be filed away. By following up, you can achieve three goals:

  • Inform the employers that you are still interested.
  • Prove you can take the initiative to call.
  • Discover where you are in the hiring process.

If you do not feel comfortable informing your readers when you will contact them, you may simply delete that part of the closing. For example:

Cover letter resources