Cover Letter Writing Guide

Make a Strong First Impression with a Tailored, Professional Cover Letter

A cover letter is your chance to speak directly to an employer, beyond your resume. A great cover letter shows your enthusiasm, demonstrates your fit, and makes it easy for the reader to see why you’re the right person for the role.

Every cover letter should be:

  • Customized to the specific role or program
  • Clear, confident, and error-free
  • Focused on how you can add value to the organization

When Should You Include a Cover Letter?

Cover letters are especially helpful when:

  • Responding to a job or internship posting
  • Applying to graduate or professional school
  • Following up on a networking conversation or referral
  • Sending a speculative letter to an organization of interest

Recommended Cover Letter Structure

Use the same header and formatting as your resume for a consistent, polished look.

1. Header

  • Use the same heading as your resume (name, contact info)
  • Include the date and employer contact information below

2. Opening Paragraph

  • State the position you’re applying for and how you found it
  • Share why you’re excited about the role or organization
  • Show that you’ve done your research by mentioning something specific (mission, values, recent work)

Example:
I’m writing to apply for the Marketing Intern position at XYZ Organization, as advertised on Handshake. I admire your commitment to community-centered outreach, and I’m excited about the chance to contribute to your innovative campaigns this summer.

3. Middle Paragraph(s)

  • Explain how your skills, experience, or education make you a strong fit
  • Focus on a few key strengths or accomplishments that align with the job
  • Don’t just repeat your resume, connect the dots

Example:
Through my coursework in digital communication and my role as social media coordinator for a campus organization, I’ve developed a strong foundation in content creation and analytics. Last semester, I led a campaign that increased engagement by 40%, and I’m eager to bring that energy and insight to your team.

4. Closing Paragraph

  • Restate your enthusiasm and interest
  • Refer to your resume and other attached materials
  • Include a call to action (“I would welcome the opportunity to discuss…”)
  • Provide your contact information

Example:
Thank you for considering my application. I’ve attached my resume for your review, and I would welcome the opportunity to speak further about how I could contribute to XYZ Organization. I can be reached at [email] or [phone number].

5. Closing & Signature

Design & Formatting Tips

  • Font: Use a standard font (10–12 pt) like Georgia, Garamond, or Arial
  • Margins: Keep margins between 0.5–1 inch
  • Length: Keep it to one page (typically 3–4 short paragraphs)
  • File Format: Save and send your cover letter as a PDF to preserve formatting

8 Tips for Writing a Great Cover Letter

  1. Keep it clear and direct: avoid overly formal or academic language
  2. Research the organization and show genuine interest
  3. Address your letter to a specific person if possible (“Hiring Manager” if unknown)
  4. Focus on how you can meet the organization’s needs: not just what you want
  5. Highlight 2–3 top accomplishments or strengths
  6. Ask for the next step (usually an interview or conversation)
  7. Add your electronic signature for a professional touch
  8. Always proofread: have at least two other people review your draft (including your career coach!)

Additional Resources

Note:
Writing a cover letter and having it reviewed by a Career Coach or Career Mentor is worth 4 points on your Viking Score!