To whom it may concern:

The cover letter is regarded by many nowadays as a dated professional standard. And in many ways it is; in today’s fast-paced corporate world, the employer finds it less worthwhile to read through this more verbose cousin of the resume, and as a result, the candidate is less motivated to write one. Nevertheless, the cover letter is still a very important part of the application process, especially for the intern or recent college graduate. It’s often your first or only chance to demonstrate your communication skills, and for this reason, it can be a great way to set yourself apart.

Before beginning your cover letter, you should cope with the painful truth that you will definitely need to create an individual version for each company you’re applying to. Fortunately, this doesn’t mean completely re-writing it from scratch. Only certain chunks will need a full re-working, while most others will be able to be substituted in and out, or just slightly shifted in focus. To go through this customization process, you’ll need to know the structure of a good cover letter.

• First paragraph: State why you are applying. Indicate what position you’re applying for, and demonstrate a knowledge of the company’s background.
• Middle paragraphs: Explain your best qualifications as they relate to the position (draw a link between your resume and the job description)
• Last paragraph: Conclude, leaving the lines of communication open (“I look forward to hearing from you”).

The greeting

“To whom it may concern” is the absolute last resort for the greeting of your cover letter. Ideally, you should be able to figure out who is in a position to hire you, and address them directly, like “Dear Mr. Doe,” It is perfectly acceptable for you to seek this information online or, even just call the company and ask who you might write to. If this option is not available, then you probably haven’t tried hard enough. If it’s really not available, then you can fall back on a simple, less effective “Dear Human Resources,”

The first paragraph

The ultimate goal of the first paragraph is to summarize why you’re applying. This should include a demonstration of some background knowledge about the company, as well as why the company is right for you. Also included here should be the specific position for which you are applying. This works best at the end of your first paragraph, as it will lead into the second one, which is where you’ll go into why you’re the best candidate for that position.

The middle paragraphs

In one to three paragraphs, explain some of your qualifications as they relate to the opening and the company as a whole. You should not reiterate resume bullets in this section, but rather, explain them in the context of what you gained from each experience, and how exactly they make you the best fit for the position. Also, avoid a list of many brief explanations pertaining to most or all of your resume points. Instead, pick the two or three that you feel deserve special attention, or are underrepresented in the raw data of a resume. In these paragraphs, the meat of the cover letter, you are essentially drawing a link between your resume and the job description.

The last paragraph

Like in any letter, this paragraph is best treated as a conclusion. In our experience, the most effective way to end is by reemphasizing the mutual benefits of a relationship between you and the company. You may also choose to throw in a catchy remark that suggests the letter is tailored specifically to that company. For example, at the end of one of my cover letters, I worked in the phrase “change the world,” which was basically a trademark goal that they displayed proudly in their mission statement. Whatever you do in the conclusion, be sure to leave the lines of communication open at the end. The best way to do so, according to a recent survey of employers, is to say something to the effect of “I look forward to hearing from you.” Leave they ball in their court, they like it there.

Cover letter format

As far as how to format a cover letter, the same things are included as in a regular formal letter. If you need instructions to these ends, refer to any fourth grade teacher. With regards to length, just like resumes, the cardinal rule is to keep your cover letter under a page. In the same survey I mentioned above, 100% of the employers agreed that one page or less was their preferred length for a cover letter.

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