Writing a Cover Letter
A cover letter is your opportunity to introduce yourself and to demonstrate the match between an
employer’s job requirements and your skills and qualifications. It customizes your application for a
particular position, organization and industry and should always accompany your C.V.
A cover letter should add nuance to your C.V. by highlighting specific abilities, experiences and
talents that make you an ideal candidate for the job. It is also an opportunity for you to demonstrate
your ability to write, communicate and articulate your ideas effectively. A good cover letter will
show the employer why he/she would benefit from hiring you.

Step 1: Know Yourself
Self-assessment is the first and the most important step in choosing an occupation, planning your
career, and starting a job search. It is equally important when you are writing your C.V. and cover
letter.
Consider what interests/experiences, skills, achievements and values you want to showcase to a
potential employer in your cover letter. CaPS’ C.V. Writing Guide gives an in-depth explanation of
how to do this. Please consult it for more information.
Your cover letter should not simply reiterate information from your C.V., but should highlight your
most relevant activities and experiences for the position for which you are applying and add detail
where appropriate.

Step 2: Know the Employer
A cover letter is not only a tool to highlight your most notable qualifications, experiences and
achievements, but also for capturing the reader’s interest in you, your C.V. and your readiness to
work for the organization. It should motivate the employer to call you and schedule an interview.
Therefore, when writing your cover letter, keep the employer’s perspective in mind. He/she is inter-
ested in what value you would add to the organization (not in how the position would benefit you).
Research the industry, employer and position for which you are applying. Your cover letter should
demonstrate that you know something about the organization – and not just superficial details. Use
the job description as a starting point for writing your cover letter and draw as many connections as
possible between yourself and the position. You may want to consider making a chart like this one:

Step 3: Writing Your Cover Letter
Your cover letter should contain the following elements in the suggested order:

A) Your Contact Information
Your contact information includes:
Full name•
Current address•
Telephone number•
Email address•

B) Date

Place one line of space before the date.

C) Recipient’s Contact Information
Place two lines of space before the recipient’s contact information, which includes:
Recipient’s full name•
His/her title and/or department•
Organization’s name•
Organization’s address•

D) Reference Line
Place one line of space before the reference line. Including a reference line (ex. “Re:” or “Subject:”)
indicates the purpose of the letter. For a job application, your letter may include the job title or
the competition number. For a networking letter, it may include the position about which you are
inquirying or “Potential employment opportunities.”

E) Salutation
Place one line of space before the salutation. It is always preferable to address your application and
letter to a specific individual. If you have been in contact with someone who is in a position to hire
you, address it to him/her. Alternatively, if you have been referred to someone else in the organiza-
tion, be sure to ask for the person’s name, their title, mailing address, telephone number and email
address so you can address your letter appropriately.
If you do not have a contact in the organization, contact the receptionist or Human Resource de-
partment. They may be able to provide you with the name of the appropriate individual and his/her
contact information. Ask for the correct spelling of his/her name.
As a last resort, you may address your letter using “Dear Sir or Madam” or “Dear Hiring Commit-
tee” or “To Whom It May Concern.”

F) Introductory Paragraph
The opening paragraph of your cover letter should answer the question: who are you and why are
you sending the letter?
If you are applying to a specific position, refer to it here. Mention the job title or competi-•
tion number, if applicable, and how you learned about the opening. If someone referred
you to the posting or the organization, you may mention their name. For example, “Mr.
Owen Thomas in your department recommended I apply for the Graphic Designer position
for which I am extremely well qualified.”
If you are writing a letter of inquiry, indicate the position, department and/or industry you•
are seeking and inquire about its availability and information on the job description.

G) Body Paragraph(s)
The body of the cover letter should consist of one or two paragraphs. It should answer the ques-
tions: why are you a good candidate and why do you want to work for the employer?
In this section, select your key skills, experiences and achievements and convincingly illustrate how
they can be an asset to the employer. Be sure to draw connections between your background and
the job description. Throughout, incorporate references and information that reflects your knowl-
edge of the industry, the organization and pertinent issues.
Do not restate the content of your C.V. Pull out the most relevant information. For example, if
a job posting does not mention post-secondary education as a requirement, do not waste space
explaining your program of study, awards, etc. (after all, that information is still contained in your
C.V.). Instead, expand on the points the employer has identified as important (ex. customer sales
experience).

H) Concluding Paragraph
Conclude your cover letter by describing if and how you will follow up on your application, whether
by telephone or email to schedule an interview or to discuss your background. If you indicate you
will follow up, be sure to do so! This relieves the employer of the responsibility.
State where and when the employer can reach you and express your willingness to be interviewed.
Finally, thank the reader for his/her time and consideration.

I) Closing and Signature
Use “Sincerely,” “Truly,” or “Regards” to close your letter. Leave three lines of space and type your
name. If your letter is in hardcopy, sign neatly within the blank space.

J) Enclosure(s)
Indicate any enclosures by writing “Encl.” below your typed name if you are including other docu-
ments, such as a C.V., application form, letters of reference, etc.

Step 4: Formatting
Your cover letter should be no more than a page in length and be formatted like a typical•
business letter.
Text should be aligned to the left and be cleanly formatted. Use a common type face (ex.•
Verdana) that matches the type face of your C.V. Use a legible font size (preferably 11
point).
You may wish to include a stylized header that matches the one on your C.V.•

Step 5: Proofreading
It is critical your cover letter be error free. Review, review, review! Spelling, grammatical and for-
matting errors will make your cover letter stand out in a negative way and will not create a favour-
able impression. You may wish to have a friend, colleague or CaPS proofread your letter for errors.

Step 6: Sending Your Letter
Hardcopy
Print your cover letter on the same quality paper as your C.V. and use a laser printer.•
Do not staple your cover letter to your C.V.•
Do not fold your cover letter and C.V. Mail them in an 8 1/2” x 11” envelope.•
Electronically
Attach your cover letter and C.V. separetely in an email in Word or PDF format.•
Write a brief email indicating your cover letter and email are attached.

Example of an Email:
Subject: Graphic Designer Position

Dear Ms. Thomas:

Please find attached my application for the Graphic Designer position you advertised on the
McGill CaPS website. I have enclosed both my C.V. and cover letter.
If you encounter any difficulties, or require further information, please do not hesitate to contact
me at 514-987-6543.

Thank you for considering my application

Sincerely,

Max Richards

Step 7: Follow Up
Once you start to send out job applications, it is important you follow up with the organizations you
have contacted. You might want to devise a system for keeping track of what you have sent, when
you sent it, and when you indicated you would follow up. For example, if you indicated you would
contact an employer regarding an interview the week of April 11, it is critical you do so. Further-
more, you should keep track of what you said in each letter so your follow-up with the employer is
accurate.
You may need to follow up with an employer more than once: to thank him/her for an interview, to
accept a job offer, to decline an offer, or to follow up to a rejection letter.

Template of Standard Business Format
(Cover Letter)

Your street or box number
City, State, Zip

Date

Contact’s Name
Contact’s Title
Organization Name
Street Address
City, State, Zip

Re: Application for xxxxxxx position

Dear Mr. OR Ms. (person’s last name only):

Paragraph 1: Say what position you are interested in, and how you found out about it. If you found out
about the job through a friend or family member who works for the company, include that also. In one or
two sentences, say why you are interested in the position.

Paragraph 2: Explain what skills and experiences you have that would make you successful in this job. You
can include examples from classes you have taken, previous jobs, or other activities. Explain how these
experiences would make you good at this job. Do not just repeat your resume, but highlight interesting
things about you that will show the employer that you will be good at this job.

Paragraph 3: Show that you know something about the company you are applying to. It looks very
unprofessional to appear clueless about what kind of a place you might work for.

Paragraph 4: State that you would like a personal interview to further discuss this opportunity. If there is
something unusual about your resume, explain it here. Tell the employer how you should get in touch with
one another; for example, say that if you do not hear from them in two or three weeks, you will call them to
follow up on your application. Conclude by thanking them for their time and attention, and express the wish
to meet them in the near future.

Sincerely,

Your signature (leave 4 blank spaces for this)

Your name in print

Cover Letter: Example

5454 Clover Drive
Cincinnati, OH 12345

August 7, 2022

Mr. Mark Peterson
Owner
2233 Reading Road
Cincinnati, OH 69874

Re: Application for roofer

Dear Mr. Peterson:

I am writing in regard to the job opening as a roofer in your company. I was referred to you by Thomas
Jenkins, and employee of yours and an acquaintance of mine, and I feel that this is a job that I would be
well qualified for.

I have worked in various types of home repair, including painting and refinishing woodwork, as well as dry-
walling and carpeting. As such, I know how to use the tools for all those trades, including sanding
machines, drills etc., and I quickly master new ones. Furthermore, I am accustomed to working with toxic
chemicals, and understand the importance of work safety on any construction site, large or small. Also, I
speak a little Spanish, and am used to working on construction teams where many languages are involved.
Attached, I have included my application for further reference.

I understand that your company is small and local, and that because of this it is especially important to
deliver quality results, most businesses growing as a result of word of mouth, and I am committed to that
goal.

Thank you for taking the time to consider my application, and I look forward to speaking with you further. If I have not heard from you in two weeks, I will contact you to follow up on this application. Thank you again,
and I hope to hear from you soon.

Sincerely,

Joseph Hamilton

Look at the cover letter and do the exercises to improve your writing skills.
Preparation

 
Match the vocabulary with the correct definition and write a–h next to the numbers 1–8.

1…….. an insight                                                           a. connected with taking care of the health of animals
2…….. hands-on                                                           b. a clear, deep understanding of a difficult problem or situation
3…….. a sanctuary                                                        c. extremely useful
4…….. expertise                                                           d. to make stronger
5…….. veterinary                                                          e.practical, that involves doing rather than just                                                                                                       reading or learning or about something
6…….. to reinforce                                                       f. not shared with anyone else
7…….. sole                                                                   g. high level of knowledge or skill
8…….. invaluable                                                          h. a safe place where animals can be protected

 Check your understanding: true, false or not given
Read the sentences and answer ‘true’ if the information can be found in the text, ‘false’ if the information
says the opposite to the text or ‘not given’ if the information cannot be found in the text.

1. Emily was told about the work placement by a friend.
a. True b. False c. Not given

2. Emily will study veterinary science at university if she passes all her A levels.
a. True b. False c. Not given

3. Emily has worked mainly with wild animals.
a. True b. False c. Not given

4. Emily has worked on her uncle’s farm at different times of the year.
a. True b. False c. Not given

5. Students who apply to veterinary science at university are expected to do work experience before
starting the course.
a. True b. False c. Not given

6. Emily is clear about the type of career she wants to have.
a. True b. False c. Not given

2. Check your understanding: gap fill
Complete the sentences with a preposition from the box.

at    at     for    from     in
in    in      In     in      into     of     on
to    to     to      with

1. I am writing _______________ you with regard _______________ the voluntary work placement.
2. I am planning _______________ doing a degree _______________ veterinary science
_______________ university.
3. As you will see _______________ my CV, I have always shown an interest _______________
working _______________ animals.
4. _______________ this position I was responsible _______________ taking care
_______________ the dogs’ daily needs.
5. Undertaking a degree _______________ veterinary science confirms my interest
_______________ and commitment _______________ the field.
6. Working _______________ your animal sanctuary will provide an invaluable insight
_______________ working with animals.

3. Check your understanding: gap fill
Complete the sentences with the correct form of the word in brackets.

1. There are several _______________ online for a variety of work placements. (advertise)
2. She’s always known that she wants to work as a _______________ after university. (science)
3. He has an _______________ offer from medical school, which means he’s definitely got a place,
whatever his exam results. (condition)
4.
Learning music is interesting, but it’s _______________ to what I want to do at university.
(relevant)
5. At the animal sanctuary I had sole _______________ for looking after the birds. (responsible)
6. She _______________ spends time helping out on her uncle’s farm. (regular)
7. My time helping out at the animal sanctuary _______________ my decision to become a vet.
(reinforcement)
8. Hands-on experience provides an _______________ insight into any profession. (value)
9. It was a unique opportunity to acquire new skills and _______________. (expert)
10. My previous employers would be willing to provide _______________ to support my application.
(refer)

4. Check your understanding: multiple selection,

Choose the six things you should include in a cover letter. Tick (?) all the correct answers.

…………. Which job you are applying for and how you found out about the vacancy
…………. Brief biographical details
…………. Your experience and personal qualities related to the job
…………. Your negative personal qualities
…………. Your motivation for applying
…………. Why you left your previous job
…………. Your salary expectations
…………. A complete list of your exam results and qualifications
…………. What you can offer the company if they give you the job
…………. What other documents you are attaching or enclosing with the letter.