Cover Letter Guidelines

• Page length: One page
• Software: Create in Microsoft Word
• Page size: 8.5” x 11”
• Font style: Times New Roman, Arial, Calibri, Garamond, or Tahoma
• Font size: Size 10 to 12
• Consistency: Use one font throughout, no bold or italics
• Maximum paragraphs: four to five brief paragraphs
• Language: Set proofing language on Word to match the dominant language used by the company you're applying to. For example, if the company is based in the U.S., set the proofing language to "U.S. English".

Header:

Your name, address, phone number and email.

Greeting:

"To Human Resources and Hiring Manager:" or "Dear Mr. Riley:" Whenever possible, write to a specific person.

Paragraph 1 – Introduction: 

Include the position you are applying for, how you heard about the position, why this position interests you and a statement about what you can do for the company.

Example sentence: “Based on my graduate education and previous internship experience, I will add value to this role in X way."

Paragraphs 2-4 – Specific example(s): 

Include the main competencies and responsibilities listed in the job description and relate them to your personal experience and skill set. Ensure you make clear connections between your skills and experiences and the position you’re applying for. You want the employer to see that you understand the job, their needs and how you fit the role.

For example: "In my current role/graduate program I manage/take classes (in) Z where I strengthened my X skills.”

Note: If you are a career changer, you should provide a statement about how your previous career led you to transition back to school and seek a job opportunity in a new field or industry. 

Paragraph 5 – Summary: 

Sum up your cover letter by explaining what you bring to the company, why you will succeed in the role and why you are enthusiastic about this potential opportunity.

Closing: 

"Sincerely", "Kind Regards", "Best", "Respectfully", followed by exact name on your resume.

• Always avoid clichés ("I am a hard worker").
• Highlight your strengths ("I have advanced technical skills"), but always follow up statements about your competencies with a specific example. Show, don't tell.
• Always avoid common unprofessional phrases such as “My name is" or “I am,” “I am willing to work at your firm…”
• Proofread for spelling, grammar and tenses! Make sure to set your computer language to the correct language for the company you're applying to.
• Use the job description and company/team description as a guide for what to focus on in your cover letter. Everything should be relevant to the job and company.
• Tailor your cover letter to each job you apply for.
• It is important to mention your specific interest in the company.
• A cover letter is not a resume. It's an opportunity to focus on a few relevant things you think the employer must know about you (in the tens of seconds that you have their attention).
• Remember Context—Action—Results. Highlight these stages for each project and demonstrate how you adapted your plans and overcame problems to achieve the main objective.
• Even if the project wasn’t a success, highlight how you reflected upon your mistakes and implemented changes to improve.
• Make sure to demonstrate exactly how you are the right fit for the job and how you will add value to your company.

Your cover letter is an opportunity to introduce yourself in full sentences. It explains why you are interested and qualified for the role and the company.

In comparison, a resume is a summary of your work experience, educational background, key skills, additional qualifications and contact details.

Also note, there is a difference between a formal three-to-four paragraph cover letter and an email introduction to the prospective employer. The email should be a brief one paragraph note that pulls from the first and last paragraph of your formal cover letter and should be edited and reviewed thoroughly for errors before hitting send!