Whereas the resume may come in many formats, the cover letter you write will likely appear the same as all other cover letters a hiring manager sees. This is because the cover letter is structured as a business letter and thus has a rigid format. It consists of the following parts:
- Your contact information
- The date
- The contact information of the hiring manager
- The salutation
- The first paragraph (why you are applying)
- The second paragraph (how you can work for the company)
- The closing paragraph (your follow-up plan)
- Close and signature
- Final notes (enclosure)
The contact information is structured with your name, address, telephone number, and e-mail address. There is one blank space between this block of information and the date. Insert one more blank space before writing down the hiring manager’s name, the company he or she works for, and the address.
After inserting one more blank space, write down the salutation. This usually takes the form of Dear Mr./Mrs. Last Name. However, if you don’t know the actual name of the hiring manager, use “Dear Director of Hiring” or “Dear Hiring Manager for [Job Title]”. This salutation should always end with a colon (:) instead of a comma.
Next, you insert another blank space and write the first paragraph. This has information about the job you are applying for and why you are applying. This paragraph is not indented at all (not even on the first line). Business letter format uses block paragraphs rather than the indented paragraphs.
After another blank space, type the second paragraph without any indentation. This paragraph explains what you can do for the company. It should not be used to repeat all of the information on your resume, but it should highlight how your skills will help the company.
After another blank space, type your closing paragraph. This should reiterate your interest in the project. If you plan on following up with the hiring manager – calling them within a few days of sending your cover letter and resume – then explain this in your closing paragraph. This may catch their attention if you tell them you’ll follow up and then actually stick to that promise.
Finally, insert one more blank space and put the close. A good close is “sincerely”; don’t use anything personal such as “Yours truly”. Leave a few blank spaces for your signature and then type your name.
Since most cover letters are accompanied by a resume, type the abbreviation ENCL at the very bottom of your cover letter (on a line of its own). This final note lets the hiring manager know you have enclosed other documents with the cover letter.
For a sample of the cover letter format, please see the downloadable Word file attached here:
