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Cover Letter - Structure and Content

The cover letter, or letter of application, always accompanies a resume that is mailed. A cover letter is NOT needed when handing your resume directly to an employer. In general, although a cover letter may not be formally requested, an assumption should be made that it is required.

• Your letter must be free of errors and grammatically correct. Do not over use the word “I”.
• If the employer asks you to include salary requirements in the letter, always state your requirements in a range, and that you are open to negotiation.
• Customize your letter to each organization and match your skills, experience, and personality traits to the position.
• Read your letter out loud to ensure that your ideas flow and to catch any awkward sentences or overuse of words or phrases.
• Use a business letter format with left-justified margins, and center the letter vertically on the page.
• The letter should be no more than one page in length and printed on the same paper as your resume.
• For electronic transmission of your letter, employers often prefer certain formats. One of the easiest and most reliable
• methods is to convert your cover letter to a PDF. This will preserve the formatting of your document. 

Cover Letter -- Sample Structure and Content

Your Present Street Address
City, State Zip Code
------------------------------------- 1 Line Space
Today’s Date
------------------------------------- 2 Line Spaces

Individual’s First and Last Name (If no name available, try to identify the organization if possible).
Title
Organization
Street Address
City, State, Zip Code
------------------------------------- 1 Line Space
Dear Mr./Ms. Last Name: (Use “Dear Hiring Manager” if specific contact information is not available).
------------------------------------- 1 Line Space
Introduction. (First paragraph) 
• Indicate the position for which you are applying and how you learned of the opening (name of publication or website, career center, employment service, etc.).
• Specify your major, degree, institution. 
• State basic reasons for applying and why interested in the position in a way that will capture the attention of the prospective employer.
------------------------------------- 1 Line Space
Body. (One to two paragraphs.)
• Highlight your qualifications specific to the position. 
• State why you wish to work for this particular company, and how you can contribute to their products or services 
• If you are a recent graduate, explain how your academic background makes you a qualified candidate for the position.
• If you have practical work experience or an internship, indicate specific achievements or unique qualifications. 
• Provide evidence of skills. 
• If asked to include “salary requirements,” always state a range and that you are open to negotiation.
------------------------------------- 1 Line Space
Conclusion. (Closing paragraph)
• Express the fact that you are qualified for the position.
• Indicate your desire for a personal interview to discuss your qualifications.
• List your phone number and email in the letter and offer any assistance to help in a speedy response.
• Advise the employer of your flexibility as to the time and place. If necessary, specify a certain time to call.
• Close with a statement or question that will encourage a response.
------------------------------------- 1 Line Space
Sincerely,
------------------------------------- 3 Line Spaces
*Place your neatly handwritten signature here.*

Your Name Typed
------------------------------------- 1 Line Space
Enclosures (ONLY needed if enclosing several documents.)

Thank You Letter - Structure and Content

The thank you letter can make a critical difference in your candidacy and help you stand out among other candidates.

• Prepare your letter using a business letter format on high quality paper. Depending on your relationship with the person who
• interviewed you, a handwritten note on professional stationary or note card may also be appropriate.
• If you previously corresponded with the employer by email, it is acceptable to send your thank you "letter" via email.
• However, post mail often conveys a more personal touch.
• The letter should be addressed to the person with whom you interviewed. Ask for your interviewers' business cards, or write
• down the interviewers' titles and the proper spelling of their names before leaving the interview site. If there were a number of
• interviewers, send a customized thank you letter to each individual.
• Keep your letter brief and concise. Mention the date of your interview and affirm your continued interest in both the position
• for which you interviewed and the organization.
• Reiterate your most important skills and qualifications, how you expect to contribute to the organization, and any unique
• points of interest discussed during the interview. You may also add any details or skills you forgot in the interview, and you
• can also attempt to ease any reservations you heard from them.
• Express your appreciation for the opportunity to interview, tour the facilities, meet other employees, etc., and confirm follow up
• procedures.
• Supply any additional information that was requested at the time of the interview.
• Mail your thank you letter in a matching envelope within 24 – 48 hours following the interview.
   

Thank You Letter -- Sample Structure and Content

1234 Main Street
Kent, Ohio 44240
------------------------------------- 1 Line Space
Date
------------------------------------- 2 Line Spaces

Susan Smith
ABC Pharmaceutical Company
543 Main Street
City, Ohio 44444
------------------------------------- 1 Line Space
Dear Ms. Smith:
------------------------------------- 1 Line Space
Thank you for the opportunity to interview with you on Friday, March 2XXX. I appreciated the company tour and an opportunity to meet a number of your staff. The Account Representative position we discussed is an excellent opportunity for which I feel uniquely qualified.
------------------------------------- 1 Line Space
As we discussed, my background in the sciences as well as business will enable me to interact effectively with both physicians and pharmacists. Not only would I be able to discuss the technical aspects of your products, I understand first hand from my internship experience the importance of marketing strategies and building relationships, while also meeting the bottom line.
------------------------------------- 1 Line Space
If you need any additional information, please do not hesitate to contact me by phone at (330) 333-3333, or via email at jjones@kent.edu. Again, thank you for the opportunity to interview for this exciting position. I look forward to hearing from you soon.
------------------------------------- 1 Line Space
Sincerely,
------------------------------------- 3 Line Spaces

Jill Jones