Sitting down to write a cover letter can be overwhelming. We will keep it simple by dividing the letter into easy manageable sections. Keep in mind that it will not be possible to write a great cover letter in one sitting. Take frequent breaks and approach each section with a positive attitude and a clear head. It may take you several days to write your cover letter, don’t rush through it just to get it done. Cover letters that are written quickly are typically generic and lack personalization and passion. Remember the goal is to stand out among other applicants and this means you will need to spend the time to craft a unique cover letter that expresses you.

The sections of a cover letter include:

• Letterhead
• Date
• Address of receiver
• Greeting
• The introductory paragraph
• The body paragraphs
• The concluding paragraph
• Closing

The Format

A cover letter is formatted as a traditional letter. Although most cover letters are no longer sent through the mail, the traditional format is expected.  The letter should be left-aligned, in a 12-point font that is easy to read (I suggest Times New Roman), with lines skipped between paragraphs.

Letterhead

Getting started on your cover letter is easy. Simply copy and paste your letterhead (contact information including: name, city and state, phone number, email, LinkedIn) from your resume to the top of your cover letter. This looks very professional and clues readers in that your resume and cover letter are part of the same application package. The letterhead should be centered on the page, just as it is on your resume. Your name should stand out by being in a larger font, with the details below in a smaller font.

Date

Skip a line between your letterhead and your date. The date should be left aligned and written out in full, do not use abbreviations. For example: November 26, 2025.

Address of Receiver

This is the name and address of the person and company that will be reviewing your resume. You may need to check the company website to locate the company address if it is not included on the job posting.

Skip a line between the date and address. The address should be left aligned and written in the following format:

Notice that the name of the person who will be reviewing the resume is on the first line, the company/organization is on the second line, the number and street name on the third line, and the final line includes the city, state and zip code. Lines are not skipped between the lines of the full address, and abbreviations are not used.

Whenever possible it is best to address your cover letter to a real person. This demonstrates that you have a deeper understanding of the company, that you have put in extra research, and that you are looking to create- or have already created- a personal connection with the company. Job listings do not typically include the name of the person who will be reviewing your resume, so you will need to do a little research to figure it out. Here are a few suggestions on how to find the name of the person who will be reviewing your resume:

1. If a company recruiter has asked you to submit your resume, then use the recruiter’s name and send your materials to them directly. If they have asked you to submit to an online portal, it is still appropriate to address your materials to them. Even if this is not the name of the person who will actually review the resume, it demonstrates that you have a connection with someone who is involved in hiring at the company.
2. If you know someone who works at this company, reach out and ask them if they know who will be reviewing your resume or if they can find out for you. Typically resumes are reviewed by human resources departments, or possibly the head of the department you are applying for a position with.
3. Check the website and LinkedIn for the company’s Human Resources Director. If you can locate it, address your materials to this person.
4. Call the company directly, introduce yourself, and let them know you are applying for an open position, and you would like to know who to address your materials to. Typically, they will be very helpful and may even transfer you to the person reviewing the resumes for the position. Be prepared for a brief conversation and have one or two questions ready in case you are transferred.

If you locate the name of someone who is likely to review your resume but are unsure, use your best guess. Even if you end up being wrong, it demonstrates that you either have a connection with someone who is involved in hiring at the company or that you have put in extra effort to locate the person’s name. When you address your cover letter to a real person, it is far more likely to get noticed.

If you try these ideas but still can’t find a real person to address your cover letter to, do not include a name in the address section on your cover letter.

Greeting

If you have the name of the person who will be reviewing your resume you will want to begin your letter by greeting them. The standard professional greeting, or salutation, is Dear Mr. or Ms. followed by the person’s last name. It is best to remain formal in this situation even if you are on a first name basis with the person reviewing your resume.

If you do not have the person’s name who will be reviewing your materials, and you are unable to locate it, then the greeting, “Dear Hiring Committee,” is usually appropriate, though impersonal.

The greeting is left-aligned, and a line is skipped between the receiver address and the greeting.

The Introductory Paragraph

The purpose of the introductory paragraph is to lay out the purpose of your letter and to get the reader’s attention so that they keep reading. Typically, this paragraph includes standard information including the specific name of the position you are applying for and how you learned of the position.

For example, if you learned about the position at a career fair from a company representative you will want to refer to that person and the meeting in the first paragraph. If you are writing to the person you met with, be sure to reference the meeting including the date or general time you met, such as “last week.”

If you located the position originally on a job search website, I would encourage you to check the company website to see if the position is listed there. If so, I advise saying you located the position on their website, as this shows that you are drawn to this specific employer, rather than just searching for any open position.

In the final sentence of the first paragraph, you will summarize why you are interested/qualified in the job opening. Include three specific reasons that will grab your reader’s attention and keep them reading to learn more about you.

Here is a strong example of an introductory paragraph:

The Body Paragraphs

While much of the cover letter is standard, the body paragraphs give you the opportunity to tell the company why you are a fit for this position, and to express your unique personality and qualifications, along with your passion and personal interest in both the position and in your field.

This area of the cover letter is unique to every individual, and this is where you have the opportunity to stand out among other applicants. The best cover letters provide the reader with a strong impression of the candidate by revealing unique details and using positive, vivid, and persuasive language.

A good cover letter should include three body paragraphs. In the first two, provide additional Information about your qualifications and experiences, and match them to the job description as much as possible. Remember to include keywords and phrases from the job posting to match your qualifications to the company’s expressed needs. You may also use this section of the letter to demonstrate that you understand the needs of the company and trends in the industry. Use research and describe what the company needs and how you can fulfill these needs.

Use two paragraphs to describe your education, experiences, and skills, and focus on the areas in which you are the strongest. Organize your first two paragraphs to highlight your strongest features. Group things logically, for example fully address your education before moving on to your experience and skills. Another option for organization is to use time order, by presenting the events that have prepared you for this position in chronological order. The final option would be to address individual job requirements as they are laid out in the job posting. For example, if the employer is looking for experience selling, communicating, and managing, describe each of these in detail in the order they are listed in the posting. Use language that shows what you can do and include the data and details that demonstrate your accomplishments.

Here is an example of body paragraphs that focuses on experience and skills:

In one paragraph of your cover letter body section, tell the employer specifically why you want to work for them and why you want this specific position. This section really enables you to get personal, show your passion, and reveal your personality. If you have a personal story that demonstrates your connection to the company or the industry, be sure to include in in your cover letter. The best cover letters I have seen have demonstrated passion and a unique interest in the company and/or the field.

Here is a strong example:

Concluding Paragraph

The concluding paragraph of the cover letter is typically very standard. The rest of the letter should lead the reader to want to contact you for an interview, so the purpose of this paragraph is to directly request an interview and to provide your contact information. Many students express the feeling that it seems redundant to include their contact information again, when it can be found at the top of the cover letter and likely within the application materials in several places. However, it is traditionally included in the concluding paragraph, and it is best practice to do so.

Here is an example of a strong concluding paragraph:

Closing

A cover letter uses the traditional formal letter rules for closing. Left-align the closing, “Sincerely,”, skip a line, and then type your name. Traditionally the cover letter was signed with a real signature, you may or may not select to do this. If you do, the signature is located above your typed name.

Here is an example of an appropriate closing for a cover letter:

Expert Tip

If there is not an open position that you are specifically applying for, you can use a version of your cover letter to job prospect. In this case, your cover letter’s introductory paragraph should serve to introduce yourself, to let them know that you are interested in learning more about the company, and to demonstrate that you understand the company and their needs. Try asking a question or using an attention-grabbing statement to gain the reader’s interest. It will be important that your first paragraph is relevant and tailored to your audience. See the job prospecting and informational interview sections of this book for more information.

Things to Remember About the Cover Letter

• The format of the cover letter is very important and rules for a traditional letter should be followed
• The introductory paragraph
  • Tell how you heard about the position
  • Include the specific job title
  • Demonstrate enthusiasm and keep the reader interested
• The middle paragraphs
  • Provide examples and details to demonstrate you meet the position’s qualifications as listed on the job opening
  • Focus paragraphs on one main point, add supporting details
  • Demonstrate that you understand the company and their needs and relate these to your experience
  • Talk about why you like the company and why you are drawn to the company and to the specific position
• The closing paragraph
  • Ask for an interview directly and politely
  • Include contact information
  • Thank them for reviewing your application materials
  • Express enthusiasm
• A cover letter should be error-free; proofread it and get feedback from others
• Include data and numbers to prove your accomplishments
• Use the job posting to demonstrate that you meet the company’s needs