COVER LETTER GUIDE - Writing and Formatting Tips

Sep 10, 2026

A cover letter guide explaining how to introduce yourself to a hiring manager and support your resume with targeted details. It covers identifying the right audience, addressing the letter correctly, and structuring opening, middle, and closing paragraphs to match the job description. Includes practical submission guidance such as digital signatures for online/email, typical length and paragraph count, and careful proofreading of names, contact information, and grammar. Also explains situations where cover letters are especially important and how to reference network connections or company-specific interests.

LanguageEnglish

CategoryLetters

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

COVER LETTER GUIDE

When a Cover Letter Is Even More Critical

Quick Tips for Submitting Cover Letters

1 COVER LETTER GUIDE A cover letter allows you to introduce: 1. Who you are. 2. Who is your primary audience and what do they need to know about you? 3. How will they receive the resume (i.e., the medium: paper, electronic, plain text, or modified via an online application system) and what do you need to do to make the most of the format employed. This is your opportunity to expand on points from your resume that are especially noteworthy or relevant and convey your interest in the position and company. Unless the job/internship description specifically states not to, you should always send an original cover letter when submitting a resume or application to an employer. Use the company website or Linked-Into find the name of the hiring manager. If you can’t find it, address the letter to the specific department or“Hiring Manager”. Avoid “To Whom It May Concern”. If uncertain whether“Mrs.” or “Miss” is preferred, use “Ms.” Align all text to the left side of the page. If submitting online or through email, remember to include a digital signature here. YOUR NAME Address | Phone Number | E-mail Date Full Name Formal Title Company Name Street Address City, State, Zip Code Dear Ms ./Mr. Name: OPENING PARAGRAPH: State that you are applying for a specific position and how you learned of the position, using a contact name when possible. Personalize the letter by saying why you want to work for this organization. Introduce your credentials, professional experiences skills, or relevant personality traits. MIDDLE PARAGRAPH(S): Succinctly outline your qualifications (e.g., academic background/training, work experience, skills) that make you a strong candidate. Relate your qualifications to the needs of the current job opening and show how you would be a good fit with the company. Specific examples can help in demonstrating your skills and experiences. CLOSING PARAGRAPH: Refer the reader to the enclosed resume or any additional application materials. Indicate that your resume summarizes your qualifications and background. Express your desire for an interview or the opportunity to meet them in person and let them know they can contact you by phone and/or email if they need additional information. Thank them for their time and consideration. Sincerely, (Signature) Your Name (Typed) Use the same heading that you use on your resume. Use either your SFSU email address or a professionalsounding personal email address. A cover letter is typically between ½ and 1 page long and 3-4 paragraphs. Do not exceed 1 page. Conduct a spell check and review very carefully fortypos, grammatical errors, and misspelling of names and contact information. 2 THREE SITUATIONS WHEN A COVER LETTER IS EVEN MORE CRITICAL 1. WHEN YOU NEED TO INCLUDE INFORMATION THAT SHOULD NOT GO INTO THE RESUME A resume is a business document with strict rules that must be followed. These rules include not writing in first person or including personal information like your desire to relocate. However, there are times when you need to communicate this type of information in order to demonstrate your fit for the position. Examples: Your cover letter can be used to communicate your intention to make a transition in your career or move to another city/state. Your cover letter can also explain away other aspects of your particular career situation that might not be appropriate to include on your resume. For example, if you took some time away from the work force, but have kept your skills and knowledge up-to-date. 2. WHEN YOU WANT TO REFERENCE A NETWORK CONNECTION There is no right way to include in your resume,“Our mutual associate John Smith referred me to this role and says he thinks I will make a great fit for the job opening.” That is a reference line reserved solely for the opening paragraph of a cover letter. There are multiple ways you can mention a network connection or mutual friend in a cover letter, but such

FAQs

What should a cover letter introduce to the hiring manager?

A cover letter introduces who you are, who the primary audience is and what they need to know, and how they will receive your resume along with actions needed for the chosen format. It also expands on resume points that are most relevant to the position and company.

How should the cover letter be structured into paragraphs?

The opening paragraph states the specific position you’re applying for and how you learned of it, then personalizes why you want to work for the organization and highlights relevant credentials. The middle paragraph(s) summarize qualifications linked to the job needs with specific examples when helpful. The closing paragraph directs the reader to the enclosed resume or materials, requests an interview or in-person meeting, and thanks them.

When is a cover letter especially critical?

It is especially critical when you need to include information not appropriate for a resume, when you want to reference a network connection, and when you want to emphasize why you’re interested in the company. The guide suggests keeping network reference lines for the cover letter opening paragraph.

Sep 10, 2026

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