WRITING COVER LETTERS & THANK YOU LETTERS
Cover letters are marketing tools used to create interest in you as a candidate for jobs and/or internships and
are an important part of the application process. Each cover letter you write must be unique. The goal is to
motivate the recipient to review your resume and ultimately invite you for an interview. A good letter will clearly
demonstrate how you fit with the particular organization and position to which you are applying.
When writing a cover letter, keep the following in mind:
1. Write it for the READER, and
2. Connect the Dots (Relate to that specific position)
The most common mistakes individuals make when writing cover letters is that they attempt to include every
skill or quality -- hoping that something, anything captures the reader’s attention -- and that they write it for
themselves rather than tailoring the message to the reader. Additionally, individuals fail to connect their
experiences and skill sets to what the employer has requested from applicants, as outlined in the job
description.
While it may be tempting to create a generic letter that you send to every employer, don’t -- each employer is
unique and your cover letter should convey your understanding of their organization and the position for which
you are applying. Remember -- the employer can find more than one person with the skills they need for the
job. What they have trouble finding, though, is someone who is truly interested in the company and the open
position. An easy way to demonstrate that kind of information is to tailor your cover letter to the audience who
will be reading your letter!
Main Types of Cover Letters
Letter of Application: Used when submitting your resume for a specific position opening.
Letter of Inquiry: Used to ask about vacancies, get your resume read, and network. It is similar to an
application letter, but begins with a statement such as “I am writing to inquire about employment” rather than “I
am applying for a position . . .”
General Formatting Guidelines
• Address the letter to an individual, not “to whom it may concern.” Make a phone call if necessary to get the
appropriate person’s name and title.
• Write in a professional, confident, and polite tone, but let your personality and enthusiasm for the employer
and position come through. Avoid negative phrases such as, “Although I never . . .” and “While I don’t . . .”
• Proofread carefully and check for grammar, spelling and typos. Do not rely on spell check alone!
• Use the same paper you used for your resume. If you are emailing your application, you may attach the
cover letter as a Word document, or (very carefully!) type it directly into the body of your email.
• Confine your letter to one page, single space.
• If mailing, remember to sign the original.
• Use 11-12 point simple font – the same style you chose for your resume.
Steps to Writing a Strong Cover Letter:
Step 1: Read and analyze the job description and highlight important words and phrases. Employers will
tell you exactly what they are seeking. These are your clues – use them wisely!
Most job descriptions provide the reader and/or applicant at least three qualities or experiences sought in an
attractive candidate.
*Practice*
Read the generic description of job requirements listed below and identify 3-4 things the employer is seeking:
Sample job description: Exceptional communication skills, ability to motivate self and others, history of
strong academic achievement, participation in school or extracurricular activities and experience in leadership
roles, organizational skills, problem-solving skills, team oriented, technical skills (related to the field.)
Step 2: Select two to four qualities to address in your letter
Consider skills you have relevant to the employer’s needs. These may be from a variety of experiences; it
is up to you to “connect the dots” so the employer sees how and why you meet their needs.
Identify the qualities or experiences you possess that you intend to focus on in your letter
Step 3: Identify experiences and/or achievements where you’ve demonstrated the qualities outlined in the job
description. Be specific and provide examples to support claims. Avoid the temptation to copy wording from
sample cover letters and don’t repeat verbatim what is on your resume! Be sure to highlight what you have
to offer, rather than what you have to gain! Also avoid beginning each sentence with “I” – it’s a sign of weak
writing skills!
Write down the qualities you’ve selected; next to each, write down where you’ve demonstrated that
quality. For example:
Communication skills
• Team member at work – XYZ project
Academic Achievement
• Dean’s List 2 semesters
Organization and Leadership
• Worked 20 hours, full course load, active in club
Learn about the organization. What are its goals and mission? Pay attention to the language used to
describe the organization and use similar language when talking about yourself.
Write a draft that clearly spells out how and why you should be considered for the position.
Additional Resources
• Discuss your draft with a counselor during Walk In Hours (view Walk In Hours on the Career Services
website: www.eastfalls.jefferson.edu/careerservices/index.html). It is best if you bring the position
description along with your printed draft.
Cover Letter Format
Your Local Street Address
City, State and Zip Code
Date
Mr./Ms. First and Last Name
Title
Name of Firm or Organization
Street Address
City, State and Zip Code
Dear Mr./Ms. Last Name:
First Paragraph: The opening paragraph of your cover letter should be a brief introduction of who you are and the opportunity to
which you are applying (or, in the case of a "cold cover letter", the opportunity you’re seeking). If a person who has some relevance to the
reader referred you, mention that person here (no name-dropping for the sake of name-dropping, please). In this paragraph, also
demonstrate knowledge of the company or industry, presented in a compelling manner. Stay away from communicating how your career
would benefit from being employed by the company – the employer assumes you’ll benefit by their employment. Instead, mention, in a
general manner, how your skills will benefit the company.
Sample:
As a recent graduate of Jefferson with a major in XYZ and two years of internship experience in the XYZ industry (or company name), I
was excited to see your recent advertisement online for XYZ (position title). As a result of my research, I understand that XYZ Corp. does
work in _____ area(s), which directly aligns with my interests in _____. I possess the skills you’ve outlined in the description and have a
strong interest in applying my skills to benefit the company.
2
nd
and 3
rd
Paragraphs:
In these body paragraphs, take the time to connect the dots between the job description and your experience. Analyze the description
and review the outline you've created of how you’ve demonstrated the sought-after skill. Use specific examples and show
accomplishments.
Sample:
During my recent internship with XYZ (company name) I worked closely with the Account Services team tasked with tracking customer
satisfaction. I developed strong communication skills through my direct interaction with customers, conducting face-to-face and phone
surveys. Additionally, I presented weekly updates to my manager and the team in both writing and during staff meetings. I received
positive feedback from both customers and my manager and was recognized by my employer for my strong contributions to the team.
While working 20 hours per week I carried a full-time course load at Jefferson and maintained a strong academic record, earning Deans
List for two semesters. I developed strong organizational skills while in school allowing me to excel in my academics, my internship and
participate in student organizations including A and B (organization names).
Final Paragraph: Close the letter with a summary of what you've discussed and ask for an interview. Provide contact information (in
case your resume and letter are separated) and mention how you plan to follow up.
Sample:
It is with great interest that I submit my resume for the position of XYZ and I would welcome the opportunity to discuss my experiences in
more detail during an interview. I can be reached at 215-555-1234 (cell phone) or at name@youremail.com. I look forward to hearing
from you in the coming weeks.
Sincerely,
(Written signature)
Your name typed here
LISA WATSON
120 Lark Street
Philadelphia, PA 19144
Manager of Human Resources
Citadel Broadcasting Company
PO Box 414
Philadelphia PA 19104
To Whom it May Concern:
My name is Lisa Watson and I am interested in the Sales/Marketing
Consultant position. I have a BA in business and I have been very
involved in my campus’s Relay for Life. I feel your position is a perfect
fit to help me meet my career goals.
As you can see on my resume, I have the skills necessary for this
position, including science coursework and interpersonal skills. I also
am a quick learner and am willing to go the extra mile to get things
done.
I believe I am a good fit for your company. If you wish to schedule an
interview, please call me at (215) 777-5555.
Sincerely,
Lisa
123 University Ave.
Philadelphia, PA 19144
September 10, 2015
Ms. Jennifer Smith
Title, XYZ Corporation
12 Company Address
Philadelphia, PA 19104
Dear Ms. Smith: (Do your absolute best to find the name of the hiring manager)
Bob Jones recommended that I contact you regarding the Merchandising Intern position at XYZ Corp. (Skip this
sentence if you do not have a connection to the organization.) I am a Fashion Merchandising and Management
student at Jefferson with experience at ABC Organization and leadership experience as the Secretary of the Fashion
Industry Association. I was excited to see your recent advertisement online for the Merchandising Intern position. As a
result of my research, I understand that XYZ Corp. does work in _____ area(s), which directly aligns with my interests.
My strong organizational and communication skills, coupled with my understanding of fashion trends, make me an
exceptional candidate for this position.
While working at ABC Organization I was responsible for assisting the owner with operations, sales and
merchandising. I maintained organized inventory control and order placement with suppliers resulting in storefront
efficiency. This experience allowed me to develop strong communication skills while directly interacting with
customers. I received positive feedback from both customers and my manager and was recognized by my employer
for my positive contributions to the team. Additionally, in my role as Secretary of the Fashion Industry Association, I
was responsible for taking notes during meetings and providing weekly updates to members.
In addition to working 20 hours per week I carried a full-time course load at Jefferson and maintained a strong
academic record, earning Dean’s List for two semesters. During this time I worked on _______ project in my _______
class where I _______. (This is where you can show knowledge of the company and connect it back to your
experience).
It is with great interest that I submit my resume for the position of Merchandising Intern and I would welcome the
opportunity to discuss my experiences in more detail during an interview. I can be reached at 215-999-9999 or at
first.last@youremail.com. Thank you for your consideration and I look forward to hearing from you.
Sincerely,
(signature here)
Lisa Watson
WEAK COVER LETTER
This letter is clearly not written
specifically for this position, is
not formatted properly, and is
generally BORING!
This properly formatted and targeted
letter lists examples that are relevant
to the position and demonstrates
interest in this specific
Thank-you Letters
The thank-you letter is an important part of the job search process that is frequently skipped. Omitting this step
can be detrimental to your job search. Employers have on more than one occasion, eliminated candidates
who neglected to thank the interviewer(s) for their time with a written thank-you. With that in mind, it is
important to send a thank-you within 48 hours of each of your interviews! Opinions on whether your letter
should be typed, hand-written, sent via snail-mail or email vary greatly, but all recruiters and career
professionals agree on one thing: THE THANK-YOU MUST BE SENT!
Your brief letter should thank the interviewer for his or her time, briefly recap part of your conversation, and
restate interest in the position for which you were interviewed.
Sample Thank-you Letter
Updated 5/16
1256 Murray Avenue
Philadelphia, PA 19144
November 2, 2015
Dr. Julia Edmonds, Director
Technical Design Group
Atlantic Engineering Systems, Inc.
1220 Warwick Avenue
Newport News, VA 23607
Dear Dr. Edmonds:
Thank you for taking the time to interview me for the Associate Engineer position on
November 1
st
. I enjoyed meeting you and learning more about your research and
design work.
My enthusiasm for the position and my interest in working for Atlantic Engineering
Systems were strengthened as a result of our conversation. I was pleased to learn
how well my senior design project relates to current initiatives of AES. I am
confident that I would make meaningful contributions to the position and the
company.
I would like to reiterate my strong interest in the position and in working with you
and your staff. Please contact me at 804-685-5555 if I can provide any additional
information.
Again, thank you for the interview and continued consideration.
Sincerely,
(signature here)
Frederick Bryan