WRITING PROFESSIONAL COVER LETTERS
Presented by Career Services at the University of Wisconsin – Green Bay
SS 1916  (920) 465-2163  careers@uwgb.edu  www.uwgb.edu/careers
The need for strong oral and written communication skills is becoming increasingly important in the
work force. More employers are concerned with hiring entry-level employees who can write and speak
effectively... regardless of major or career field. Keeping this in mind, it is critical that a candidate for
employment write professional letters throughout her/his job search.
A survey by Reference Software International in San Francisco showed that 80 percent of executives
questioned won't interview a candidate who uses poor grammar, spelling or punctuation in a cover letter
or resume. A prospective employer will not only screen the letter and resume, but will view both pieces
as samples of the candidate's ability to write.
Structure of Effective Letters
Writing professional letters means that you follow an acceptable structure for the letters.
following items in order to use proper style.
Review the
 Your return address and the current date needs to be placed at the beginning of the letter - either top
left corner, tabbed or flushed right in the upper right-hand corner of the letter. Do not include your
name or telephone number here.
 The inside address should be placed at the left margin before the salutation. The inside address
includes the name, title, department, and complete address of the organization of the individual to
whom you are writing.
 The salutation is the formal greeting of the letter. Dear Mr. or Ms. preceding the individual's last
name is appropriate. The punctuation following the salutation can be a colon(:) or comma(,). Do
not use Mrs. unless you have seen this title used by the individual in question.
 The body of the letter comes after the salutation. The body can be three to five paragraphs in
length.
 Paragraphs can be indented five spaces or block style can be used. The text within each paragraph
is single-spaced with double-spacing between each paragraph.
 The closing follows the body of the letter. It is aligned with your return address and current date
that opened the letter. A formal closing, normally "Sincerely," followed by a comma is
appropriate. Three to four blank lines are inserted and then your formal name as it appears on
your resume is typed. Above your typed name, place your signature in blue or black ink. Other
colors of ink and pencils will not photocopy well.
 If information is to be enclosed, (i.e. a resume, transcript, etc.) then it is appropriate to place at the
left margin the word "Enclosure:" followed by the name(s) of the document(s) enclosed or simply
“Enclosures” alone.
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Tips for Writing High Impact Letters
 Letters should not exceed one page in length. Use a standard size 8 1/2 x 11 inch paper.
 Do not send "form letters". Even with the use of computers and word processing equipment, you
should make the effort to personalize and tailor the letter to each employer.
 Be sure to use a high quality paper. It is best to use the same paper on which your resume was
printed.
 All letters must be error-free. Be sure to proofread every letter for typographical errors and
grammatical errors. Have others read your letters as well for clarity and to check for errors.
 Hand-written letters or notes are unacceptable. All letters should be typed or completed using a
word processor. Neatness counts and so does attention to detail. Avoid excessive use of white-out.
 If you are concerned about damage to your documents, you may want to use a full size manila
envelope for mailing. Remember that a professional appearance is important. Be sure to type the
return and mailing address directly onto the envelope or onto a label.
Letter of Application
Whenever you send a resume to an employer it must be accompanied by a letter of application, also
known as a cover letter. This letter is essential. The purpose of the cover letter is to introduce yourself
to the employer. In the letter, you tell him/her why you are writing and what contributions you
believe you can make to the organization based on your qualifications. Since the cover letter is the
ideal place to focus on the specific skills you want to emphasize for a particular employer, a new,
individual cover letter must accompany each resume you send out.
 Be sure to introduce yourself, the position for which you are applying and
identify the source that listed or advertised the position opening. If referred
to the position by a specific individual, make note of that as well in your letter.
 The objective of this letter is to highlight your skills and experience in relationship
to the specific needs of the employer to whom you are writing. This letter should
be addressed specifically to the person (by name and title) who conducts the
interviews. You can generally find out this information by calling the human
resources department of the organization.
 Each letter of application you write will be slightly different. The content will focus
on what skills are important to the needs of the particular employer.
 Be sure to indicate your willingness to discuss the position further and to be
available for an interview.
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COVER LETTER FORMAT
Your present street address
City, State, Zip Code
Date of writing
Mr./Ms. First Name Last Name
Job Title
Organization/Company Name
Street Address
City, State Zip Code
Do not use
“Dear Sir/Madam:”
or
“To Whom It May
Concern”
Dear Mr./Ms. Last Name:
Opening Paragraph
· Describe the type of position for which you are applying.
· Mention how you learned about the position (name of contact, type of advertisement).
· If there is no specific opening, inquire about available or anticipated openings in a particular
area.
Middle Paragraph(s) (one to three)
· Expand upon the information stated in your resume, but do not repeat it.
· Be positive in content, tone, word choice, and expectations.
· Group similar items together in a paragraph. Examples of paragraph themes include: skills,
background, experience, education, personal traits, and philosophy of work.
· In each paragraph demonstrate one point with an example.
· Organize the paragraphs in an order that seems logical.
· If an advertisement has requested specific skills, describe those that you possess.
· Focus on your specific, related skills, education and experience! What can you do for this
organization? Don’t focus on how you will benefit from being accepted for this position.
Closing Paragraph
· End with an action statement requesting a personal interview.
· List how you can be reached for follow up. Note your telephone number (with area code).
· Thank the reader for his/her time and consideration.
Sincerely,
Your handwritten signature
Type your name
Enclosure
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