CNS Career Resources: Cover Letter F.A.Q.

If I email my resume, do I need a cover letter?
YES. A cover letter must always accompany your resume and/or application to an employer. When emailing your resume, you may choose to incorporate your cover letter into the email document. If you choose to attach and send the cover letter to be printed, be sure to include a brief introduction in the actual email document as well. Put a specific subject line and a brief message within your email document, to let the recipient know the attached files aren’t viruses.

How do I open the letter?
A good standard opening sentence is: "I am writing to apply for the position of ______” then indicate where you saw the position posted or who referred you to the position. For example: "I am writing to apply for the position of Natural Resources Technician II (Position Reference No. 23548.1) that was recently posted on your company’s web site."

How should I structure the paragraphs?
Your letter should be composed of three or four short paragraphs. Here's a printable example.

Paragraph 1 should:

Inform the reader of what position you are seeking. Be specific! Don't just say "an entry level job". If you are not applying for a specific position, then drop a reference to the business ("a position in a biochemistry laboratory working in soil contaminant analysis").

Paragraph 2 should:

List your specific skills that apply to the job

Describe length and type of work history that applies to the job

Address how you meet specific requirements listed in the job posting

Demonstrate that you understand what the employer's business is and how your qualifications are a match for that business.

Be specific. Don't just say you would be "a valuable addition to the team" without explaining why.

Paragraph 3 (the final paragraph) should:

Tell the employer that you would like an opportunity to meet with them to see if your skills are a match for their needs. Be polite and humble.

Indicate any action you will take (e.g. if you plan to call)

If you are applying for a job that is far away, indicate when you can/will be in the area for an interview.

Refer them to your resume or any attached items such as writing samples or transcripts.

Ask them to contact you if they have any questions; include your phone number and e-mail address.

How do I close the letter?

Skip a line and write a single sentence thanking them, for example: "Thank you for taking the time to consider my application."

Close with "Sincerely,"

Leave space to sign your name with ink.

Type your name under this space.

If you have enclosed a resume and/or other documents, skip 2 lines and write "Enclosure" or "Attachment" on the left margin.

What do I do if I don’t have the name of a person to address my cover letter to?
If at all possible, try to find the name of a person to address your cover letter. You may be able to locate the contact person’s information through the company’s website and/or by telephoning the company directly for the appropriate person to address your cover letter and resume. See the cover letter do’s and don’ts list for tips on what to do if you still can’t find out a name.

Can I get someone to help me with my letter?
Career advisors are available to help you with composing and proofreading cover letters and resumes. First review the cover letter FAQ; if you still have questions you may schedule an appointment with an advisor.