Cover Letter Guidelines printable pdf download

Cover Letter Guidelines

V A NG U A R D U NI V E R SI T Y C A R E ER S E R V I C E S

Always send a cover letter along with an application or resume to an employer. Its purpose is to

more specific you are, the clearer it will be that you’ve done your homework and that you know

introduce you and show the prospective employer how your background fits their particular job.

what the employer needs and what you have to offer.

Use the cover letter to expand on points from your resume that you feel are especially noteworthy or

Emailed Cover Letters

relevant. You can also let the employer know that you are willing to relocate or that you have a

mutual acquaintance. You should demonstrate that you have done your research on the organization

When applying for employment via email, write your cover letter in the body of an email message.

and know how you can be an asset to the employer. Prepare an original cover letter for each job –

Make sure you include a signature with your email address and phone number. Include the title of

NOT a form letter.

the position you are applying for in the subject line of your message. Use a simple font and remove

the fancy formatting. Send the message to yourself first to test that the formatting works. If everything

Cover Letters for Advertised Listings

looks good, resend to the employer. Make sure you spell check and check your grammar and

1. Research the Employer

capitalization. They are just as important in an email cover letter as in paper cover letters.

Research the prospective employer’s organization to see how your skills andabilities meet the

Cover Letter Dos & Dont’s

organization’s needs, and how well your values match those promoted by the organization. In your

cover letter, show why you are a good fit. Send the letter to a specific person whenever possible;

otherwise, use “Dear Hiring Manager” or “Dear Human Resources Manager.”

2. Analyze the Job Description

Take a good look at the job responsibilities and qualifications and design your cover letter to match these

Use paper that matches your resume

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as much as you can. Often job listings are short and vague. In this case, draw from your research of

Write an original cover letter for each employer and position

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similar jobs to infer what skills and abilities might be required. For instance, if you were looking for a job

State in the first sentence why you are writing

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with a bank, it would be appropriate to mention courses and past experience related to finance.

Show that you know your career goals and how they relate to the position and the

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3. Analyze Your Background

organization

Think about your background in relation to the job responsibilities and qualifications. Ask yourself,

Demonstrate originality and enthusiasm

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“What have I done that is similar to what this job entails?” Consider courses taken, classroom projects,

Make your points succinctly; every point should support your application

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past work experience, summer jobs, internships, volunteer experience, extracurricular involvement (on-

Proofread for typos and accuracy of address and telephone numbers

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and off-campus) and travel.

Run Spell Check on your computer before you print your final copy, but remember it

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Beyond Advertised Listings

cannot detect the wrong form of the word or a homonym

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Print envelopes using a computer printer, if physically mailing

Networking and Research Leads

Keep copies of all materials for your records

You will also write cover letters to employers that you identify in your independent job search. Through

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networking or research, you will learn of specific openings or job titles that interest you. Be sure to

Follow up with the employer - if you don’t hear back after a couple of weeks, inquire if

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indicate in the first paragraph what position you’re seeking. If a specific person alerted you to the

any further information is needed and reiterate your interest

job opening, include that person’s name and professional affiliation (e.g., “Professor Carl Rogers in

Don’t

Vanguard University’s psychology department suggested I contact you about your Sanitary Engineer

Make the letter more than one page

opening”). Employers receive many letters and resumes. They are more likely to read letters that mention

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specific people they know.

Use generic, all-purpose cover letters – never copy cover letters

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Exaggerate your skills or experience

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Letters of Inquiry

If you are asking about possible job opportunities, you are sending a letter of inquiry. Address your letter

to a specific individual, usually the person who supervises the functional area where you’d like to work.

Be as specific as possible about the type of position that interests you. Ideally, your research will reveal

the job titles used by this employer. If not, use commonly understood generic job titles in the field. The

Cover Letter Guidelines

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