MSU Extension 4-H Careers & Entrepreneurship

Add personality and value to your job search by including a cover letter. It might get you noticed! This document will explain what to include and provide tips on writing one.

What’s the Purpose of a Cover Letter?

A cover letter is your introduction to a possible employer when you’re unable to meet face to face. When sending a resume to a potential employer, a cover letter goes along with it to explain why you are sending your resume, what position you are interested in, and what makes you the best candidate for the job. From your cover letter, employers will learn about your writing and communication skills so take your time working on a great letter. Ask someone to help you proofread your letter and help you improve it. A winning cover letter catches the reader’s attention and makes he or she want to review your resume and call you for an interview.

Parts Of a Cover Letter

A Format for Success

A cover letter is formatted like a business letter and matches the font and style of your resume. Key pieces included in a cover letter are:

• Header: Use the same header (your name, contact information) that you use on your resume. Make sure to include a method for the employer to reach you (phone number, a professional email address, LinkedIn address, and/or website)
• Date: One space after the header include the date you wrote the letter with the month written out, the day, and the year, for example: April 16,
• Recipient: Contact information for the recipient of your letter and resume. This includes the person’s name (if you know it) and title, the organization’s name and the complete mailing
• Salutation: A greeting to the person receiving the letter. Try to address the letter to the name of the person you are contacting. If you don’t have this information, address it to “Dear Recruitment Manager:” Be sure to use a colon after the greeting instead of a comma since it’s a business
• Body: The body of the letter includes three to four paragraphs that are not indented with a blank line between each
• Closing: Close the letter using a closing that is friendly yet formal such as: Sincerely, Regards, Respectfully, followed by a
• Signature: Electronic cover letters do not require a signature. It is fine to include your typed name at the end. If you have an electronic signature, you could include it between the closing and the typed signature.

Putting Your Best Letter Forward: The Body of Your Cover Letter

The body of your letter will include three to four paragraphs, each with specific kinds of information. Remember to keep things short and sweet. Employers don’t have a lot of time to read all the cover letters and resumes they receive, so your letter needs to catch their attention early and make them want to keep reading!

The Introduction Paragraph

Here you are setting the stage and creating a first impression. Make sure to show interest and enthusiasm for the company and the position. If you are applying for a specific position, list it by the name the employer gives the job. If you are not applying for a specific position or do not know what to call the position, then explain the type of work you’re interested and skilled in. Tell the employer how you heard about the position, In this paragraph you need to tell the reader where you learned about the employment opportunity (such as, from a referral, an online web posting or their website).

The Second Paragraph

In the second paragraph you want to impress the employer with your qualifications for the position you are interested in. Briefly summarize some of your experiences and technical qualifications. Three or four good, clear sentences that describe your greatest strengths are all you need. Take information from your resume and elaborate on it, or include new information. The skills and attributes need to relate directly to the job description and job requirements. This paragraph tells the employer what you can do for them and why you would be a good candidate for the tasks they need to accomplish.

The Third Paragraph

In this paragraph you will dazzle the employer with your amazing personal attributes. Briefly describe the strengths you possess that make you a great addition to the organization. Here you can list some of your experiences that have helped you develop skills and characteristics such as leadership, time management and organizational skills or a strong work ethic. Take information from your resume and elaborate on it, or include new information. You only need three or four good, clear sentences that demonstrate your greatest strengths. This paragraph will show the employer why you are the best person for the job.

The Conclusion Paragraph

The last paragraph thanks the reader for their time and consideration and tells how and when you can be contacted. Include your phone number and email address here and let the employer know that you will provide more information if needed.

The Finishing Touches

• Proof, proof and proof again before sending or
• Customize your cover letter to the position you are applying for.
• Do your research! Draw connections to your skills and experience and show, how the company will benefit.
• Do Not repeat your resume but expand on it.
• Show your personality, demonstrate professionalism and share the skills and accomplishments that illustrate you are a great fit for the position.
• If mailing the cover letters:
• Don’t staple the cover letter and resume together in case the employer wants to scan them into a computer or make copies for
• Don’t fold the cover letter or resume. Lay them flat in a large envelope so they arrive at the employer’s office looking neat and
• The cover letter should be printed on the same paper as your resume.

Additional Resources

MSU Career Network Cover Letters

Ask and Expert: Cover Letters 101