COVER LETTER GENERAL OUTLINE

Read many sample cover letters and follow the format they use. The body of the cover letter should only be three or four paragraphs of concise content as described below.  (For a PDF copy of this outline, please click here.)

 

Opening Paragraph

  • State why you are writing. (I am applying for the position of...)
  • Mention how you heard about the job opening.
  • State who you are in terms of your education status (student, graduate student, Ph.D., etc.), your professional status (an experienced writer, researcher, etc.) or someone with experience in a relevant area (fluent in Chinese, knowledgeable about issues of international trade, etc.).
  • Make the reader interested in you so they will continue reading past the first couple of sentences.
  • Indicate if you have a personal connection to the employer or if someone recommended that you write. 
  • Tell something you know about the organization. (I have been impressed with your contribution to the community during your seven years in business.) It is very important to let the employer know that you know something about their organization.

Middle Paragraph(s)

  • Tell a compelling story that focuses on what YOU can do for THEM. That's what they're interested in. 
  • Let the employer know why you are interested in the job.
  • Indicate why you are the best applicant.
  • List specific qualification you have based on the job description.
  • Emphasize additional skills or ability you have that relate directly to the job.
  • Keep everything on a positive note.
  • Avoid referring to qualifications the employer is seeking that you do NOT have.
  • If your qualifications don't seem obviously related to your careers choice, you should make your reasons clear.
  • You may want to refer to your resume, but be careful not to reiterate everything on it.
  • Be confident throughout the letter.
  • Your reader will view your cover letter as an example of your writing skills. Use spell check!

Closing Paragraph

  • Thank the employer for their time and consideration.
  • Indicate your interest in being interviewed for the position.
  • Use an assertive ending that lets the employer know you expect to be in contact with them soon. (It is appropriate to follow-up your cover letter and resume with a phone call in about three days.

Special Cover Letters

  • Inquiring about a field where you DO have experience, but you don't know of a specific job opening. This type of letter should use the same outline as described above, but do not refer to any current job opening.
  • Applying for a job (or inquiring about a field) when you do NOT have relevant experience. Present yourself as an interesting person, someone they should take even though you are not risk-free.  Focus on your transferable skills, exceptional academic achievements, and your ability to learn quickly and communicate well. Send these types of cover letters to the highest ranking employee you can.