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Agnes Scott College > Career Exploration Center > Career Resources For Current Students > Cover Letter Writing Guide

Cover Letter Writing Guide

What is a cover letter?

A cover letter is a one-page letter used to state your interest in a particular position, why you are a great fit for it and request an interview. In contrast to a personal statement, a cover letter should be focused mostly on how your skills, knowledge and experiences relate to the needs for the position ( more than 90%), rather than how the opportunity would benefit you. The cover letter:

  • Should be positive, clear, succinct, error-free and relevant to the requirements of desired position or opportunity
  • Serves as a writing sample, so proper formatting, grammar, spelling and punctuation are critical
  • Should motivate and persuade the reader to reach out for an interview to learn more about you

Is a cover letter required?

The only time you should not include a cover letter is when a job or internship posting specifically states not to, which is rare.

Even if the posting does not specifically require one, a cover letter is a good way to distinguish yourself from other applicants.

It is imperative that you tailor each cover letter to the position/opportunity you are seeking. By relating your knowledge and experiences to the qualifications of the position, you indicate respect for the organization and the reader’s time.

Cover Letter Basics

As professional correspondence, a cover letter needs to conform to an appropriate block style format – left justified and single-spaced, except for a double space between paragraphs.

  • Create a “letterhead template” with your name and contact information.
    • Use an easy-to-read font that matches your resume in 11 or 12 point.
    • Set margins to .8 to 1 inch wide.
  • Use accurate contact information. List an email and phone that you check and use regularly. Make sure you have a professional email and voicemail greeting and that you answer your phone professionally.
  • Use a professional salutation: “Dear Dr. Last Name, Mr. ___, or Ms. ____:” If the posting says “send resumes to tdavis@company” or “apply to “HR Director”, visit the organization’s website or search LinkedIn to identify their full name. If you still cannot find a name, use “Dear Hiring Manager,” or “Dear Selection Committee.”
  • Vary sentence structure so every sentence doesn’t begin with “I.”
  • Proof, proof and proof again. Use grammarly.com or another service if you are not a good proofreader.
  • PDF your documents to preserve the formatting in transit (unless the application specifically asks for a Word document).
  • Include your cover letter with your resume (in the same attachment or as the body of the email).

Preparing to Write Your Cover Letter 

  • Thoroughly review the position description and take note of top qualifications and preferred ones. If there are terms you don’t understand, check reputable sources online or ask the Career Development office.
  • Make a list of times when you gained and demonstrated these qualifications in courses, clubs, internships, etc.
  • Visit the organization’s website to better understand their goals, products, services, staffing structure, etc.

Don'ts

Don’t mention any experience you feel you are lacking.

  • Avoid overused phrases/words like “passion,” “at your earliest convenience” or “I desire to join your team.”
  • Avoid exclamation marks, humor, slang, exaggeration, abbreviations or smiley faces.
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