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Cover Letters and Thank-You Letters
Why write a cover letter?
A cover letter is a much more important document
than many people suspect. A well-written letter will give the reader a favorable first
impression, present the reader with a clear sense of the nature of your inquiry, and guide the
reader to view and understand your résumé as you intend it to be understood.
Tips on writing a cover letter
The following tips may be helpful in
writing a successful cover letter:
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Make sure your contact
information is easy to find.
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If possible, address the letter, using the
name and title, to the person who will make the hiring decision.
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Be brief (not even a full page), but do
not omit important information.
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Avoid passive voice, complex sentence structure, and obscure jargon.
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Use a professional format and friendly tone. Avoid unusual fonts or paper.
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If you submit an electronic copy, make it very easy to access and read.
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Proofread thoroughly!
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Keep a
copy for yourself, as the letter may be used in the interview.
Content
of your cover letter
Since cover letters can be used for different
purposes, and since writing styles are diverse,
content can vary. However, the following
approach is very frequently appropriate and
effective.
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Use three to five short paragraphs, making
slight adjustments to the following sequence as you see
fit.
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Identify your purpose early, clearly, and
concisely. Be enthusiastic. Use one or two clear and carefully crafted lines to explain your
objective. Try to
address the question of how you might meet their
needs, even if implicitly.
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If applying for a specific position, you
might include your source. If you mention the
name of a person, try to make sure the person you
name
knows you are doing so. If you want to apply more generally to an organization,
give an indication of the type of work you are
seeking within the organization.
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Share what it is about the organization and/or
position that most interests you.
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Briefly mention specific qualifications or
skills that make you a good match for the
organization or position. Provide specific,
quantified evidence or concrete examples when
possible, and connect these to what you know
about the organization. Do not rehash what's in your résumé or other
materials. Rather, make
explicit what you believe the résumé
or CV implies about you that makes you well suited for the position. Always mention
any enclosed application materials in order to draw your reader's attention to them.
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Ask explicitly for a meeting or response,
or offer to make a follow-up call yourself.
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Thank the reader.
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Use "sincerely" or a similar professional closing. Sign the letter with a pen. Type your name below the signature. Use
"Enclosure: Résumé" or something similar at the bottom left of the page.
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Although a writing sample or profile is
sometimes acceptable, generally avoid enclosing too much in the initial
inquiry. Talk with people in your specific field
about what is typically included in the application.
Thank-You Letters
A
thank-you letter should be sent immediately after any meeting or interview, whether it is an informational interview or a job interview.
Email may be used; or you may choose to send a hard copy. Use a professional
style and format.
If possible, send a
personalized letter to everyone with whom you interviewed; if not, send one to
the chair or point person. You might also include a thank-you note to
anyone else who assisted you during the interview process.
When thanking persons with whom you interviewed for a position, it
is a good idea to include a few reminders of key issues or themes that came up in the
meeting. You might mention something you appreciated learning about the
organization or the position. Unless this is not the case, also remind the reader of
your belief in the quality of the match between yourself and the
organization or position.
In thank-you letters following an informational interview, you may also include
questions that did not get addressed at the time of the interview.
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