A letter of application is in response to an advertised opening, whereas a letter of inquiry presents a job seeker's interests and qualifications as they relate to the employer's needs and potential job openings.

Guidelines for Writing Cover Letters

• The cover letter should be original (neither copied nor form letter) professional, confident, enthusiastic and personal.  The words you choose will say a lot about you and may serve as a deciding factor in whether or not you are selected for an interview.

• Address the cover letter to a specific person (by name and title,) preferably the person who should hire you.  Call the organization to determine the name and title of the individual in charge of the department you would like to work in or the individual who is in charge of reviewing resumes for the job opening.

• Be specific about why you are writing.

• Be brief and concise.  Keep your letter to one page with 3-5 short paragraphs, usually 2-3 sentences in each paragraph.

• Do your homework!  Before writing a cover letter, research the organization.  If there is a position available, obtain as much information as possible about the position.  This research will enable you to better relate your skills and qualifications to the organization's needs and the position.  In addition, incorporate information that illustrates your knowledge of the organization:  its industry, relevant issues, potential opportunities, etc.

• Present something unique about yourself.  Emphasize your accomplishments that are relevant to a particular position.  Avoid repeating the detailed information that is included in your resume.

• Try not to use the word 'I' more than four or five times in your letter.  Avoid over-using common, general descriptive words such as self-motivated, team player, well organized, strong communication and interpersonal skills.

• Avoid using overly complex sentences.  Keep the recipient's interest by varying sentence structure and length.

• Edit your cover letter and remove extraneous information (information that may be important to you, but unimportant to the intended recipient.)  Also, omit any negative information.  Ask yourself, does the cover letter 'sell' me as a candidate?

• Proofread each letter carefully for misspelling, grammar or typographical errors.

• Have someone else critique your letter.

• Use quality paper, preferably the same paper as used for your resume.

• Every resume and job application should be accompanied by a cover letter.

• Keep copies of all correspondence for follow-up purposes.

Cover Letter Format

Heading:  Your address belongs at the top of the cover letter.  Include your phone number in the heading of the letter or just below your signature.

Inside Address:  Following the date, include the name of the recipient, position title, company name and mailing address.

The Opening:  The first few lines are important in gaining the recipient's attention.  Most cover letters start out with very predictable and boring introductions.  Possible opening lines include following up a previous phone conversation with the recipient, mentioning a personal referral, or commenting on a recent news item.  Choose the opening that will work best for you.

Introduction (1st paragraph):  State the reason why you are contacting the recipient.  Initiate rapport and state why you are specifically interested in the potential employer.  Include information about some of the employer's major business activities, product lines/services, or current events to demonstrate that you are well informed about the organization.

Body (2-3 sales paragraphs):  Focus on why the recipient should be interested in speaking with you further.  Use the information that you obtained from your research, networking contacts with the company or job description in the classified ad to determine the qualifications sought by the employer.  Try to relate your skills, talents, education preparation, knowledge and experiences to the requirements and needs of the position.  Highlight your accomplishments which further demonstrate your qualifications.  Omit information not directly related to the position or organization.

Conclusion.  Stress your desire to have a meeting or interview with recipient, even if they are not hiring.  The paragraph may include phrases such as discuss this further, explore the potential for mutual interest, conversation, discussion or brief meeting.  Encourage the recipient to call you or to accept your phone call. Schedule your follow-up call close to the letter's arrival (2-5 days.)

Closing:  Use Sincerely or other appropriate salutation.  If appropriate, use the following notations:

• Enclosure:  Resume
• Sent via fax; hard copy to follow
• cc:  Jane Smith, Director of Human Resources
• Salary:  Negotiable

Avoid These Common Cover Letter Mistakes

• Cover letter is poorly organized, confusing, unclear and choppy.
• Cover letter focuses on what the candidate is looking for (i.e., salary, geographic preference, advancement, etc.) and not on how the candidate can benefit the employer.
• Cover letter states unrelated career goals.
• Cover letter includes information that calls attention to candidate's weaknesses. Avoid using statements such as 'Although I have no related experience, ...'
• Cover letter is a general form letter sent to a large number of employers.
• Cover letter includes erroneous information about the organization 9i.e. misquotes about recent events or information about wrong products.)  Be sure to verify the accuracy of any company information that you mention in your letter.
• Cover letter includes personal photographs or personal information such as age, weight, height, marital status, race or religion.  Cover letter lists personal interests and hobbies.  Include personal information only if it directly relates to the type of job you are seeking.
• Cover letter uses words like believe, hope, feel, should, know which may indicate a lack of self-confidence.

Sample Cover Letter

Sara A. Ryan
1000 Painter Avenue
Whittier, CA 90602
(562) 693-0000

March 3, 200X

Kristen Walberg
Internship Coordinator
American Enterprise Institute for Public Policy Research
1150 17th Street, N.W.
Washington D.C. 20036

Dear Ms. Walberg:

I am interested in applying for a summer internship within your organization.  Specifically I would like to apply for either the Economic Policy or Foreign Policy internships.  By participating in your organization's internship program, I hope to gain a better understanding of how policies are shaped and their influence on economic security, foreign aid and international trade.

Currently, I am a junior at Whittier College with a major in political science and a minor in Spanish.  I have taken various courses in international relations, American and comparative politics and economics.  In my position as research fellow, I assist an economics faculty member in conducting research on the relationship between international trade and the growth of small businesses specializing in manufacturing.  

This position has enabled me to strengthen my research and analytical skills by utilizing a variety of government publications and resources describing economic and business forecast trends. As indicated on my enclosed resume, I have also developed strong communication and organizational skills through my involvement in campus activities and other work experiences.

I am excited about your internship program and the opportunity to work for your organization.  In addition to my resume, I have enclosed a copy of my college transcript and a writing sample.  Please let me know if you need further information.  Thank you for your consideration.

Sincerely,

(signature)

Sara A. Ryan

Enclosures