This is an unsolicited letter and typically not addressed to a specific contact, which receives little attention from a busy reader. Avoid this when possible and turn it into a "warm" letter by referencing a speaker, newspaper article, etc.
"Warm" letter (in relation to a advertisement or referral)
This type of letter is sent when someone known to the reader has suggested that you make contact, or when the reader has requested/invited candidates to respond. It is always addressed to a specific contact with the correct title.
Newspaper Ad
Internet Ad
Personal Referral
"Hot" letter
A decision maker within an organization or a close source has requested that you make contact.
A Cover Letter Should Include the Following Elements
A proper business letter heading information
An introductory paragraph
A statement of purpose
A summary of qualifications with evidence of demonstrated skills and accomplishments
A request for a response
A proper business letter closing
Heading Information
Return address
Date
Contact name (be sure to include Mr. /Ms. /Dr., etc.), title and address
Salutation
Avoid generic salutations such as "To Whom it May Concern," "Dear Sir or Madam" and especially gender-specific assumptions such as "Gentlemen"
If you have exhausted every possibility of getting the name of an individual and must use a generic salutation, use a simple "Dear Hiring Manager:", "Dear Prospective Employer:", or "Dear Recruiter:"
Follow salutation with a colon (:). Commas are only for informal correspondence
Introduction/Statement of Purpose (First paragraph)
Explain why you are writing
State what you hope to achieve
Summary of Qualifications (Should be limited to one or two paragraphs)
Explain your relevant qualifications
Show the similarity of your qualifications to those required for the position.
Explain how you can be a benefit to the employer
Include some evidence of how you demonstrated relevant skills and accomplishments
Request for Response (Final paragraph)
Affirm interest
Take responsibility for next contact
If this is not possible, as with a blind ad, for example, include information on how you can be contacted
Include your telephone number with the signature if it is not in the body or heading of the letter
Closing
Close letter with "Sincerely,"
Tab down four times
Type full name
Sign in blue or black in the space between the closing and your typed name
Draw attention to your past experience and accomplishments and the possible benefits to the employer (show, don't tell)
Example: Rather than "I can manage money..." write "As treasurer of my fraternity, I was responsible for a budget of $20,000..."
Quantify achievements whenever possible
Give examples (in percentage or dollars) of situations where you increased sales or profits, improved productivity, decreased costs (or defects) or improved quality
Be concise. A one page maximum with three to four paragraphs is more than adequate.
Use clean language, be articulate--not pedantic .
For example: Avoid saying "utilize" when "use" works. Say "read" not "peruse."
Avoid colloquialisms such as "touch base," or "keep in touch"
Avoid meaningless filler such as "at this point in time," "for whatever reason," "at the present moment" or "at a mutually convenient time and place"
Focus on statements, not feelings
Examples:
Avoid: "I would like to thank you for..." Instead, say: "Thank you for..."
Avoid: "I feel that I am qualified..." Instead say: "As you can see, my skills make me an excellent candidate..."
Ask for an interview or at the very least a response
Be positive and confident
Make copies, and keep track, of all letters sent to make follow-up easier
Letter must be 100 percent error-free. Spell-check, grammar-check, proofread and ask others to proofread on your behalf
Use quality bond paper in white or buff. (Be sure to use matching paper for your résumé)
Use print attributes (bold, italics, underlining) wisely; do not overuse
Use a quality laser printer (minimum 300 DPI). Avoid ink jet, bubble jet and dot matrix printers
(Note: Each of the CRC's Cover Letter Template styles above corresponds with a similarly styled Résumé Template for BS students, MBA students and MS Students)
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