Business
Letters
The example shown below explains a cover letter that might be submitted with a resume for a job application. The same basic formatting is used for most business communication, although company communication may have a logo and/or special header.
[Use 1" margins. Obviously, the small numbers are just footnotes on this page and should not be included in a real letter.]
Steve Student
1111 Blue Street
Junctionville, VA 00001
800-555-1212 1
steve@student.com 1
April 21, 2014 2
Mortimer Miller
Darnell Web Solutions
345 Park Avenue
Mountain, Kansas 99999
Dear Mr. Miller: 3
In the first paragraph, first explain the reason you are writing (be specific), and mention any people's names that help connect you to the company. All writing should be formal. 4
In the next paragraph or two, write about what you have to offer the company. This is an overview of the most relevant knowledge and skills for the job, perhaps with some examples of your experiences. Do not simply list what is on your resume, but mention that there is more detail there. Make sure you include somewhere in your letter why you are interested in this particular company. Some resume experts say this middle section is a great place to "tell a story" about what you can do, but the writing must still be formal.
In the last paragraph, thank the recipient for taking the time to consider your application. Request an interview and give specific methods for how they may contact you, or inform them that you will be contacting them shortly.
Sincerely yours, 5
Steve Student 6
Encl: Resume
Notes:
1 Instead of placing your phone number and email with your name and address, you have the option of including these in the last paragraph, or typed below your signature name at the bottom. Even if you plan to follow up with contacting the company yourself, always include these crucial contact elements.
2 For the date, use the format shown, in which the month is written as a word.
3 If you do not have a person's name, write To Whom It May Concern: in the salutation line.
4 For more about formal writing, check the link above.
5 There are several closure lines that are acceptable, including Sincerely yours, Sincerely, Respectfully, and Best regards. Do not use abbreviations such as v/r.
6 If the letter is to be sent by email, you do not need to leave more than one blank line between the closure and your typed name (since you cannot handwrite your signature).
Disclaimer: It takes practice to write a great letter! Each must be unique to the situation and speak for your professionalism and your value to the company. Do some research, read some examples, take your time, and of course, make sure you proofread. While first person is logical in letter, it is still good to minimize the use of "I," "me," and "my" (or "myself") and to focus on the action requested or information shared.
Originally created spontaneously on April 19, 2014.
Updated a little on February 18, 2024.
Spontaneous Fudge pages © Prof. Tamara Fudge