FORMAT OF COVER LETTER

Return Address

Your return address should appear in the top right hand corner, without your name. As a general rule, you should avoid abbreviations in the addresses of your cover letters, although abbreviating the state is common in all business correspondence.

The Date

The date should appear two lines beneath your return address on the right hand side of the page. Write out the date; do not use the abbreviated format. Example: May 12, 1995

The Addressee

Always try to find the name and proper title of the addressee before you send out a cover letter. Two lines beneath the date ON THE LEFT MARGIN OF THE LETTER, list the full name of the addressee preceded by Mr. or Ms. (Do not use Miss or Mrs., even if you happen to know the marital status of the addressee). On the next line, list the individual's formal title; on the subsequent line, list the name of the company. This is followed by the company's address, which generally takes two lines.

**Occasionally, the individual's full title or the company name and address will be very long, and can appear awkward on the usual number of lines allocated. In this case, you may prefer using an extra line.

The Salutation

The salutation should be typed two lines beneath the company's address. It should begin with "Dear Mr." or "Dear Ms.," followed by the individual's last name and a colon. A colon appears more business-like than a comma. Even if you have previously spoken with an addressee who has asked to be called by first name, you should never use a first name in the salutation.

First Paragraph

State immediately and concisely which position you wish to be considered for and what makes you the best candidate for that position. If you are responding to a classified ad, be sure to reference the name of the publication and the date the ad appeared. Keep the first paragraph short and hard-hitting. Example: Having majored in Mathematics at Boston University, where I also worked as a research assistant, I am confident that I would make a very successful research trainee in your Economics Research Department.

Second Paragraph

Detail what you could contribute to this company, and show how your qualifications will benefit this firm. If you're responding to a classified ad, specifically discuss how your skills relate to the job's requirements. Remember, be brief! Few recruiters will read a cover letter longer than half a page. Example: In addition to my strong background in mathematics, I also offer significant business experience, having worked in a data processing firm, a bookstore, and a restaurant. I am sure that my courses in statistics and computer programming would prove particularly useful in the position of research trainee.

Third Paragraph

Describe your interest in the corporation. Subtly emphasize your knowledge about this firm (the result of your research effort) and your familiarity with the industry. It is common courtesy to act extremely eager to work for any company where you apply for a position. Example: I am attracted to City Bank by your recent rapid growth and the superior reputation of your Economic Research Department. After studying different commercial banks, I have concluded that City Bank will be in a strong competitive position and positioned to benefit from upcoming changes in the industry, such as the phasing out of Regulation Q.

Final Paragraph

In the closing paragraph, specifically request an interview. Include your phone number and the hours when you can be reached or mention that you will follow up with a phone call within the next several days to arrange an interview at a mutually convenient time.

If you are responding to a newspaper ad that asks for your salary requirements, you may decide that you would rather discuss such matters at the job offer stage. However, not stating your salary requirements when asked to do so may jeopardize your chances of even getting to an interview. (This is particularly true of entry-level positions). If you decide to state your salary requirements, do so in a range. For example, your cover letter may read, "I seek a starting salary between $18,000 and $22,000."

Example: I would like to interview with you at your earliest convenience. I am best reached between 3:00 and 5:00 P.M at (617)555-1483

The Closing

The closing should begin two lines beneath the body of the letter and should be aligned with your return address and the date (toward the right of the page).

Keep the closing simple--"Sincerely" suffices. Four lines underneath this, and aligned with the word Sincerely, type in your full name, preferably with a middle name or middle initial. Sign above your typed name in black ink. Don't forget to sign the letter! As silly as it sounds, people often forget to sign their cover letters. This creates the impression that you don't take care with your work.

The Enclosure Line

You will help the employer to see you as a meticulous, detail-oriented professional if you include an enclosure line at the bottom of the letter

Comparisons and Clichés

Avoid obvious comparisons and overused cliches; such expressions distract from your letter's purpose: to highlight your most impressive skills and accomplishments.

Here are a few real-life blunders we encountered:

So, remember to adopt a formal, professional writing style.

Don't Forget to Proofread!

It's very easy to make mistakes on your cover letters, particularly when you're writing many in succession. But it is also very easy for a corporate recruiter to reject out of hand any cover letter that contains errors. Why hire someone who doesn't appear to take care with such an important piece of correspondence? As with your resume, you must proofread your cover letters carefully--and have a friend proofread them as well.

Writing Follow-up Letters

Thank-you note, also called follow-up letters, should be sent 24 hours of the interview, if possible - in order to make sure that you stay in the forefront of the recruiter's mind. Express your appreciation for the opportunity to interview with the recruiter. Express your continued enthusiasm about the position and the company. Recap your strengths, being careful to relate them to the requirements of the job and the company. Request to meet again. The letter should be typewritten and no longer than one page. Make sure that the letter is personalized--don't send out a form letter!