Cover Letters & Letters of Inquiry
When you send a resume to a potential employer, you will almost always want to send an accompanying cover letter to introduce yourself and your intent. If you are writing to an organization without a particular position in mind, then you will be sending a modified cover letter, otherwise known as a “letter of inquiry”. A good cover letter will communicate interest, motivation, and self-confidence, as well as some understanding of the position. Below are some tips to keep in mind as you review what goes in a cover letter:
1. Adhere to business standards for letters and email. Your cover letter should be 1 page and follow business letter format, which includes margins that are about 1” around, a standard font between 10-12 point, and correct grammar and spelling. For hard copies, print letters on good quality paper, preferably paper that matches your resume. For applications sent via email, you can either write a brief email that introduces your full cover letter and resume which are attached, or write a modified cover letter as the body of the email with only the resume attached. Both are equally acceptable. If you are not attaching your cover letter, you do not have to include your mailing address, the date, or the recipient's mailing address.
2. Address your letter to a specific person if possible. It’s always best if you can find the proper individual to whom the letter can be addressed. Use TigerTracks or CareerSearch to find this information for select organizations. You can also call organizations directly and ask for the name of the appropriate contact, such as the internship coordinator or hiring manager for a department. If this is not possible, consider using “Dear Hiring Manager” or “Dear Recruiter” rather than “To whom it may concern” or “Dear Sir/Madam”.
3. Tailor your letter to each position or organization. Make clear reference to the skills and/or experience that the organization is seeking, and make mention of the particular aspects of the organization that appeal to you. Avoid overly generic or trite expressions in talking about your interest or qualifications. You will also want to focus more on what you have to offer the employer rather than what they have to offer you.
4. Allow your personality to come through in your writing. While you will want to keep your language and tone professional, don’t feel you need to write in a way that seems unnatural to you. This will make it harder for an employer to gauge your interest and enthusiasm for the position. You should, however, use a concise, direct approach in your writing.
5. Proofread your letters and have them critiqued. Read your letters out loud to catch any typos or awkward phrasing. Double-check that you have not inadvertently left details pertaining to another position in your cover letter. Remember that a cover letter is often the first piece of written text that an employer will receive from you, so it is imperative that you make the effort to put forth your best writing. You can also have them critiqued by a career counselor.
6. Keep track of your letters. Create a file that holds copies of all your cover letters, and make notes outlining further correspondence between you and the employer. It can be both confusing and embarrassing to receive a reply from a company (particularly a request for an interview) and not be certain of what you sent them.
7. Use the cover letter format if an employer requests a statement of interest. Sometimes employers will ask for a statement of interest to be included on a job or internship application, in which case a well-tailored cover letter is appropriate.