Writing Cover Letters and

Other Correspondence

Copyright 2012, Wellesley College Center for Work and Service

Types of Letters• Cover letter

• Thank You Letter

• Networking Letter

• Follow-Up Letter

• E-mail correspondence

Copyright 2012, Wellesley College Center for Work and Service

Cover Letter: Purpose• To introduce yourself, your resume, and get an interview (not necessarily the job)

• To persuade, while resume presents facts

• To connect to an employer or a position via field of interest, mutual acquaintances

• To highlight how your skills and experience meet the employer’s needs

• Often viewed as a writing sample

Copyright 2012, Wellesley College Center for Work and Service

Sample Cover Letter FormatWellesley College21 Wellesley College Road, Unit 1122Wellesley, MA 02481

February 14, 20XX

Contact Name, TitleOrganization NameStreet AddressCity, State Zipcode

Dear Ms./Mr./Dr.:

Opening paragraph: Why are you writing?

2nd paragraph: Why do you want to work there?

3rd paragraph: Why should the organization hire you? What are your goals and qualifications?

Closing paragraph: What happens next? Request an interview.

Sincerely,Your SignatureYour name

EnclosureCopyright 2012, Wellesley College Center for Work and

Service

Opening Paragraph• Explain who you are and why you are writing

• Mention a mutual acquaintance, or name of a person who referred you to the employer

• If you attended an information session, open house, or career fair, state so

• Express where you learned of the opportunity

Copyright 2012, Wellesley College Center for Work and Service

Copyright 2012, Wellesley College Center for Work and Service

2nd Paragraph• Communicate your desire to work for this employer.

• Consider:• Potential employer’s reputation• Information from their web site, an information session, or from an alumna/other contacts

• Articles read, experience using their products, etc.

Copyright 2012, Wellesley College Center for Work and Service

3rd Paragraph• Explain the employer why they should hire you

• Include long-term/short-term goals

• Highlight your qualifications without repeating your resume verbatim

• Address job/internship requirements stated in the job description

Closing ParagraphNext steps:

• Communicate how the employer can reach you and clarify any special dates or ways you can be reached

• If you want to follow up in a week, state the date of the week and do so

• Respect employer’s hiring process when following up

• Thank the reader

Copyright 2012, Wellesley College Center for Work and Service

Cover Letter Tips• Check your spelling and grammar

• Research the company and industry before writing

• Each cover letter should be tailored to its recipient

• Be concise and to the point: how do you want the reader to remember you?

• Be aware of run-on sentences

Copyright 2012, Wellesley College Center for Work and Service

Cover Letter Tips - Continued• Do not start every sentence or paragraph with “I”

• Avoid the passive voice, such as “this opportunity allowed me to gain analytical skills…”

• The first letter you write will be the hardest

Copyright 2012, Wellesley College Center for Work and Service

Cover Letter Checklist• Be sure the letter is dated

• Proofread. Grammar and spelling must be perfect.

• Limit letter to one page

• Read letter aloud and have others read it

• Stationery and font should match resume and envelope

• Sign your letterCopyright 2012, Wellesley College Center for Work and

Service

Worksheet: Preparing Your Cover Letter• What is the main message you want to convey to an employer or internship sponsor?

• Why you do want to gain experience in this field and/or work for this employer or internship sponsor?

• Why should the employer/internship sponsor interview you? Name three adjectives that best describe you as a candidate. List relevant, concrete examples from your resume or background.

• Discuss your answers with a friend or CWS counselor to get started.

Copyright 2012, Wellesley College Center for Work and Service

Thank You Letter• Thank the interviewer for the opportunity to discuss your qualificationsCan include:• Any new or follow-up information• Reminder of your qualifications and your continued interest

• An interesting or helpful statement you made during the meeting

• Send a separate letter or e-mail to each interviewer within 24 hours

• Check your spelling, especially of the interviewer’s name, and grammar

Copyright 2012, Wellesley College Center for Work and Service

Networking Letter• Relay your career interest to those who can offer contacts or industry information for your job or internship search

• Provide context of your letter. Specify what you may have in common with the reader, i.e., Wellesley College, name of person who made the referral and her relationship to you

• State what you need from the reader, e.g., advice on gaining entry to the industry or type of organization, list of local organizations or contacts in the field

• Enclose your resume for the reader’s information

• May end with an action statement to initiate personal contact

Copyright 2012, Wellesley College Center for Work and Service

Follow-Up Letter• To be sent if some time has lapsed since you last heard from a potential employer

• Written to express your continued interest

• A reminder of your qualifications

• An inquiry about the status of the search

• A brief discussion of any new ideas you have had since the interview

Copyright 2012, Wellesley College Center for Work and Service

Email as Cover Letter• Insert job title in the “Subject” line• In the salutation, use the contact person’s title and last name (e.g. “Dear Ms. Jones:”), not first name

• Keep length to the size of one screen • Summarize your interest and skills for the position

• Use traditional, formal language, not txt msg’ing words

• Make sure you attach your resume• You can also attach a formal cover letter with your resume. In that case the email serves as a short introduction to your cover letter and resume

• The cover letter and resume file names should contain your name and the position desiredCopyright 2012, Wellesley College Center for Work and

Service

Help from CWS• A CWS counselor can help you think through what you want to include in your letters and answer your questions

• Come to the CWS Drop-Ins for a 10-minute cover letter review (Monday-Friday 12:30 pm-2 pm when classes are in session)

• For in-depth help with writing skills, go to Writing Tutors at the Pforzheimer Learning and Teaching Center

Copyright 2012, Wellesley College Center for Work and Service