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Letters - Cover & Thank You

View PDF This is a link to a PDF version of the webpage with identical content Career Exploration and Development 261 Schwartz Center 330-672-2360 www.kent.edu/career

Cover Letter - Structure and Content

The cover letter, or letter of application, always accompanies a resume that is mailed. A cover letter may or may not be required for an online posting, so adhere to application guidelines. 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 through Adobe Acrobat Writer.

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. • Indicate that you will call in one – two weeks to confirm that your materials have been received, or 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 [email protected] . 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

Have your letters reviewed by a Career Advisor during daily drop-in hours. For more information, visit www.kent.edu/career .

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  • Cover Letters & Thank You Letters How to guide on formatting and what to put in a cover letter.

Getting Started

The cover letter, or letter of application, always accompanies a resume that is mailed. A cover letter may or may not be required for an online posting, so adhere to application guidelines. 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.

General Guidelines

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 through Adobe Acrobat Writer.

Source: KSU's Career Services Website

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Covering letters: tips and hints

When applying for a job you want to make a great impact, with a stand out CV. But before employers even read your CV, they will generally be greeted with a covering letter. They are going to be reading your covering letter before your CV, so it’s important to keep them interested from the first page. You typically only get 30 seconds to grab the attention of an employer! In order to make a good first impression, your covering letter needs to be well structured, grammatically correct and support your CV.

Take a look at our useful tips for creating a successful letter below, and some links for further information.

  • Introduce yourself and inform the employer which vacancy you are applying for Begin with a clear indication of the job you’re applying for and where you heard about it. If you have the name of a direct contact or referral, this is the place to mention it.
  • Highlight your relevant skills and how they can be used in this role Relate your skills and experience to those outlined in the job description, making sure you tailor the covering letter for each application. Explain why you are applying for this particular role, at this specific company.
  • Mention any additional skills over and above the job advert Add any supporting information you feel is necessary, such as applied aspects of the role or what additional skills you can bring over and above the job specification.
  • Personalise each letter Try to find out the name of the person responsible for recruiting the role and some key company information can also show that you’ve done your research.
  • Research the company you are applying to , and include information about them in your covering letter, detailing what attracts you to work for them. This will demonstrate that you have taken the time to research their work, and you are enthusiastic to work for them, rather than just sending a generic letter.
  • Keep it clear and concise One A4 page will be enough for a covering letter. you want to grab the employer’s attention in the first few lines, as you would with your CV. However, don’t rewrite your CV, just include key statements that will impress a prospective employer.
  • Spell Check Ensure your letter is free of spelling mistakes and grammatical errors! Employers may be put off if your application consists of lots of grammar mistakes, especially if the role requires attention to detail!
  • Contact Details Where ever possible send your letter and CV to a named individual, rather than using sir/madam. Research using websites or contact their HR department and get yourself a name of who to address your letter to.

If you need further advice, or you would like a staff member to look over your covering letter, the  Careers and Employability Service  Drop Ins (daily, 10.30am – 12.30pm and 2pm – 4pm in the Careers Building) are a great place to start, where qualified employability and careers advisers are on hand with support and advice.

Useful sites for further information:

CV and cover letter advice

Top ten tips for writing cover letters

Cover letters advice from Prospects

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Making an application

Featured story, your application.

How to write a CV, application form and covering letter

The majority of employers now use online application forms, rather than, or in addition to, a CV and cover letter.

Common questions

  • Why do you want to work for this organisation?
  • What relevant work experience do you have for this role?
  • What relevant skills do you have for this role?

Always refer back to the job description, and relate your answers to the role, and organisation, you are applying for.

Competency-Based Questions

These questions look for evidence a particular skill or competency, for example:

  • Describe a time when you had to work in a group to accomplish a task
  • Describe a time when you were faced with a challenging situation, and how you responded to it
  • Describe a situation when you had to influence other people

Competency-based selection methods are based on the assumption that past behaviour is the best predictor for future behaviour. It's not enough to just say what you can offer; you need to do this by giving evidence. Selectors are less interested in what you've done than how you've done it.

The best way to prepare for a competency based question is to

  • Read the employer's web site and/or job description, and note the skills and competencies they require.
  • Note down any examples you can think of, when you have put these competencies into practice. These could come from vacation or part-time work, clubs and societies, voluntary work, holidays and travel or personal and family experiences.
  • Compose a paragraph or so for each situation, outlining what happened, how you approached it and what the outcome was.
  • Think about the underlying question. What is it that they want you to tell them about yourself?

You can use the  S.T.A.R Approach  to answer these questions:

  • Situation – set the scene
  • Task – what were you asked to do?
  • Action – what did you do?
  • Result – what was the outcome?

When answering these types of questions:

  • Try to give quantifiable results if possible. This gives a much better impression of your achievement.
  • "during my time as Chairman, membership rose by 20"
  • "we raised £200 for charity"
  • "my marks improved from 55% to 65%"
  • Sometimes, interviewers will ask you about a situation where you were unsuccessful. This is an excellent opportunity to demonstrate how well you learn lessons from failure, but also to demonstrate qualities such as resilience; determination; strength of character; flexibility; initiative; and lateral thinking.
  • The examples you give can be from work, study or personal life – but try to give a variety.
  • Don't go into too much background detail - keep to the point!
  • Think of the most relevant examples, rather than the most impressive. If you are asked to describe a time when you had to give a presentation in front of the public, a seminar paper which involved research and planning will carry more weight than "presenting a bouquet to the Queen when I was four years old"!

Any other information

Sometimes, an application form has an “any other information” section. What you put here is entirely up to you. You could use it to cover anything you have not included in previous sections, to expand on your skills and experience, or your interest in the company, or to give more detail about your degree, such as projects or dissertations. Use this space - don't waste an opportunity to make a good impression!

  • Read the instructions carefully and make sure you follow them.
  • Read the Job Description and Person Specification, to understand what the job entails.
  • Research the company and role beforehand and find out as much as possible.
  • Be clear and concise in your answers, and check your spelling and grammar. Don't use informal language.
  • Cut and paste from your CV or other applications. Save your work, so you can reuse these answers in other applications, and refresh your memory before interview.
  • Answer Competency Based Questions with concise but specific details, using the S.T.A.R. method.

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  • Resume and Cover Letter Guide
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Our Resume and Cover Letter guides are available  here  and in the document library in Symplicity. These guides provide advice on drafting a strong legal resume and writing carefully thought out cover letters. They should be your go-to guides when drafting application materials

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Writing Your Cover Letter

What is a cover letter.

A cover letter is a document that serves as an introduction to your résumé and provides the reader with additional context about your skills and qualifications when considering your application. Not only does it reiterate your enthusiasm and qualifications for the opportunity, but it also serves as mini writing sample which can be extremely helpful when applying for a position that requires strong written communication skills.

Constructing A Cover Letter

Much like your position-specific résumé, a cover letter should be uniquely tailored for each opportunity you apply to. Researching the organization and position prior to writing your letter will provide helpful guidance on content to include and attributes to draw attention to. In addition, here are a few other general rules you should follow when formatting your cover letter.

Contact Section

There are two options for arranging the contact section on your cover letter: using formal business letter formatting or mirroring the contact section of your résumé.

1 . Formal business-style cover letters should follow a standard block format which aligns all text to the left margin and includes an outgoing address (your contact information), the date, an incoming address (your recipient’s contact information), followed by the salutation.

kent cover letter

2. If mirroring the contact section of your résumé, your contact information should be centered on the page (or however it appears on your résumé) with the date, recipient’s contact information, and salutation aligned to the left margin.

kent cover letter

Organizing Content

When constructing the body of your cover letter, the content should be separated into four main paragraphs based on the skills and/or experiences you wish to highlight to your reader. These paragraphs should be written without indentation and contain the sentiments outlined below.

Introduction Paragraph

  • Why are you writing this cover letter? Specifically mention the position and company to which you are applying
  • Make a connection with the reader by mentioning a common professional acquaintance, sharing the name of the company representative you spoke with at a career fair, or expressing how a certain aspect of the position or organization related to you personally
  • Conclude the paragraph with a statement that identifies the skills, knowledge, and/or experience(s) you plan to discuss in the next two paragraphs

Body Paragraphs

Focus on one skill or experience you want to write about in each paragraph, then make sure that each one…

  • Explains why you are a strong fit for the position and organization
  • Shows that you possess the skills/qualifications listed in the position description by providing specific examples of past work, internship, classroom, volunteer, or leadership experiences
  • Illustrates why/how your past experiences and skills can add value to the organization

Closing Paragraph

  • Thank the reader for reviewing your application materials
  • Reiterate your interest in the position/organization by referring to them by name
  • Express your willingness to follow up with more information if needed
  • Provide your phone number and email address for contact if your contact section does not mirror your résumé

Valediction (signature line)

  • Leave a paragraph space after your closing paragraph for your valediction; sentiments such as “Sincerely”, “Kind regards”, “With appreciation”, and “Respectfully” can all be used and should be followed with a comma
  • Leave at least two to three paragraph spaces between your valediction and your typed name to include a printed signature – even if you are not physically printing and signing the letter

Cover Letter Sample

kent cover letter

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COMMENTS

  1. Cover Letters

    The cover letter, or letter of application, accompanies your resume when applying for positions to let employers know why you are interested in their opportunity and organization. ... Schwartz Center - Suite 261; 800 East Summit Street, Kent, OH 44242 Mailing Address 800 E. Summit St. Kent, OH 44242. Contact Us 330-672-2360 [email protected] ...

  2. Letters

    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 through Adobe Acrobat Writer. Cover Letter -- Sample Structure and Content

  3. PDF Cover Letter Writing

    Print each cover letter, hand sign and scan as a PDF file. ... Kent Flash . 123 Main Street . Kent, OH 44242 . 123-555-9876. [email protected]. October 30, 2021 . Mr. Erik Dell . Human Resource Director , Kohl's Corporation . 1700 Ridgewood Dr. Menomonee Falls, WI 53051 . Dear Mr. Dell:

  4. Radiologic Technology: Cover Letter Basics

    The cover letter, or letter of application, always accompanies a resume that is mailed. A cover letter may or may not be required for an online posting, so adhere to application guidelines. 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 ...

  5. PDF VOLUME 1, ISSUE 2 THE CAREER MONTHLY

    Always send a cover letter with your resume unless advised not to. A cover letter should be customized for each job you are applying for. COVER LETTER EDITION VOLUME 1, ISSUE 2 THE CAREER MONTHLY INSIDE THIS ISSUE: Introduction 1 Cover letter 101 1 Cover letter format 2 The guidelines 3 KSUT office of career services 3 POSITIVE

  6. Cover letters

    Put your covering letter as the body of your email, and add your CV as an attachment. You could save your CV as a PDF, as the formatting cannot be changed, and it will appear exactly as you want it to on the employer's screen. Stick to simple text with short paragraphs and plenty of spacing. The covering letter is vital to your CV.

  7. Covering letters: tips and hints

    If you need further advice, or you would like a staff member to look over your covering letter, the Careers and Employability Service Drop Ins (daily, 10.30am - 12.30pm and 2pm - 4pm in the Careers Building) are a great place to start, where qualified employability and careers advisers are on hand with support and advice.

  8. Writing a CV

    Your degree subject and university, plus A-levels and GCSEs or equivalents. You can simply say the number of GCSEs (or equivalent) and the grades. For example, 10 GCSEs at A-C grade, including English (AA) and Maths (B). Include the official title of your qualification, where you achieved the award and when. It can be good to mention specific ...

  9. Careers and employability service

    Book an advice session for application forms check. Making applications (PDF) Your first step in getting any job, placement or internship is your application. We're here to show you what employers are looking for, how to present yourself effectively and what makes a great CV, covering letter or application form.

  10. CareerSet

    Improve your CV Receive expert feedback in an instant. Target your CV Address employer needs and increase your chances of success. Enhance your cover letter

  11. Resume and Cover Letter Guide

    April 7, 2021. Announcements. Resume and Cover Letter Guide. Our Resume and Cover Letter guides are available here and in the document library in Symplicity. These guides provide advice on drafting a strong legal resume and writing carefully thought out cover letters. They should be your go-to guides when drafting application materials.

  12. How To Write a Cover Letter (With Examples and Tips)

    Middle paragraph (s) Closing paragraph. Letter ending and signature. Your cover letter should be one page long and use a simple, professional font, such as Arial or Helvetica, 10 to 12 points in size. Your letter should be left-aligned with single spacing and one-inch margins. Show Transcript.

  13. Cover Letter Samples and Templates

    A cover letter should include the following parts: Header; Salutation; Introduction; Body paragraph; Closing paragraph; Letter ending and signature; The following cover letter samples and examples will show you how to write a cover letter for many employment circumstances. Browse cover letters by job title for inspiration.

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  16. Writing Your Cover Letter

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