Cover Letters

The following is a basic structure of a cover letter that you can use to guide writing your own.

Month Day, Year

[Contact information of recipient]
Mr./Ms./Dr. [First Name Last Name of Recipient]
Title
Name of Organization
Street or P.O. Box Address
City, State Zip Code

Dear Mr./Ms./Dr. [Last Name]:

Opening Paragraph: Introduce yourself in a way that is unique to you. This should include why you are interested in this position, how you are uniquely qualified, how you learned about the organization and position, and some basic information about yourself.

Body Paragraph(s): Typically, cover letters will have 1 to 2 body paragraphs. This is your opportunity to explain exactly how you match a few of the qualifications mentioned in the job posting. Use previous experiences and stories to demonstrate a good match between you and the employer or the job duties this position requires. Select 2 to 3 relevant items from your resume/C.V. to expand on. Make a direct, explicit connection between your past experiences and what the employer is seeking to show them you are a great fit.

Closing Paragraph: Connect back to the employer’s mission or values in some way to reiterate your interest in working with them. This last paragraph should only be a few sentences where you thank them for their time and consideration. You may mention next steps you will take to follow up (unless the timeline for hearing back or another statement saying not to contact them is included in the job posting). You may also express interest in talking about the position and your qualifications further in an interview.

Sincerely,
[Optional to leave space for your handwritten signature for a personalized touch]
[Your name typed]

The following is a written sample of a completed cover letter.

March 25, 20XX

Mr. John Smith
Executive Director
Virginia Tech
870 Washington Street SW
Blacksburg, VA 24061

Dear Mr. Smith,

With my interest in spreading awareness of higher education in rural areas, I was excited to see the position of Marketing Manager at Virginia Tech posted on Indeed. I will be graduating this May with a degree in Marketing Management from Virginia Tech’s Pamplin College of Business, and the culmination of my related experiences and the knowledge I’ve gained from my academic program have made me a well-qualified candidate for this role. I am particularly keen on applying and furthering my skills in people leadership, client relationship management, and design.

For the past three years, I have been actively involved in the American Marketing Association at Virginia Tech, where I rose to a leadership position in my senior year, as I currently serve the organization as President. My experience in this often outwardly facing role has prepared me to serve as the primary contact for project requests and to manage a cross-functional team. I have spent this year organizing and evaluating the work of a team consisting of ten members in roles ranging from finance to graphic design. The past two summers, I also interned as a Marketing Associate for HokieDesigns, LLC. This internship provided me with experience designing professional materials and building a portfolio of clients. During my second summer there, I managed a caseload of six new start-ups, providing marketing materials that I created using Adobe Photoshop, Illustrator, and InDesign. I am confident that the knowledge and skills I gained from this experience will be beneficial in developing creative briefs and connecting with clients in the Marketing Manager role.

Being from a rural area myself and knowing how life-changing a degree from Virginia Tech can be, I am thrilled at the prospect of joining a team working toward elevating outreach efforts to this population and beyond. You can contact me at PID@vt.edu or (540) 231-6241. I look forward to the opportunity to discuss my qualifications with you further. Thank you for your consideration.

Sincerely,

Hyer A. Hokie

(540) 231-6241
PID@vt.edu

• Q: Where should I include my own contact information?
• A: Common options include copying the header from your resume, listing your information in a block above the recipient’s information, or including your phone number and email underneath your salutation.
  
• Q: If I don’t know who to address the cover letter to, what should I do?
• A: Do your best to research and find a specific name, but if one is unclear, some options could include addressing to the name of the team/unit the position is a member of, or phrases such as “hiring manager” or “hiring/selection committee.” We recommend avoiding the phrase “To whom it may concern.”
  
• Q: What if I’m instructed to send my materials over email instead of through an online job portal?
• A: If you are told to email your cover letter and resume, you may chose to include the cover letter as the body of the email and then your resume as an attachment.