Easy Steps for Cover Letter Completion

Use the same heading on the cover letter, resume, and references.


Street Address, City, State Zip Code

(555) 555-5555

Email Address      LinkedIn Profile/Customized URL

Place date one double space

Format: August 1, 2020


Spacing between date and inside address is adjustable

to create a balanced look for the letter.

Contact Person’s Name (* See Note #2 below)

Contact Person’s Job Title

Company Name

Company Street Address

City, State Zip Code

Salutation is one double space below inside address.

Dear Mr./Ms. Contact Person’s Last Name:

     Body is one double space below salutation.

In the opening paragraph, state what position you are applying for and where you saw the job posting. Mention the company’s name, and if you learned about the job from someone connected to the company, make sure you mention it at this point. It is important to catch the reader’s attention by checking the requirements mentioned in the job posting and briefly stating one or two specific reasons why you are a good fit for the position.

Use single line spacing and no indentation for paragraphs and one double space between.

In the second paragraph, give examples of your skills and accomplishments which correspond to the qualities the employer expects in a candidate; be sure to highlight specific work experience, education or skills you possess that specifically relate to these qualities. Because Applicant Tracking Systems are often used to screen applicants’ documents, be sure to include key words and phrases from the job description.

In a third, optional paragraph, after doing some research about what the company is currently doing and why, explain how you could help the company achieve its goals.

In the last paragraph, include action items:  Mention your résumé, demonstrate your sincere interest in the position, request an interview, and give contact information.  Be sure to thank the employer for his/her consideration, and set a time when you will follow up on your résumé.    

Closing is one double-space below body.


Three blank lines between closing and name

Type name on the fourth line.

Student A. Name     

One double space between name and Enclosure: Résumé

Enclosure: Résumé        Use Alt 0233 to create accented é.

NOTE #1: If you send a printed copy of the cover letter or bring one to an interview, be sure to sign your name in the blank space below the closing.

NOTE #2: Be sure you research to find out the contact person’s name for each job posting. Don’t ever use “Dear Hiring Manager” or some generic term like that. If you are unable to discover the name, substitute a subject line for the salutation with the word “Subject:” and the name of the job position like this:  Subject: Game Developer.

How to Find the Name of a Hiring Manager

It is worth your time to discover the name of the hiring manager or other company contact person who will be reviewing your employment documents. Sometimes this name is provided in the job posting, other times it will take a concerted effort to find it. Here are a few tactics you can use to find the contact person’s name:

Call and ask

Find the phone number of the company or company branch and speak to a receptionist. Explain the purpose of your call. For example, “I saw your company’s job posting for a new salesperson. Can you tell me the name of the person I should address my cover letter to?”

Ask for Human Resources

If the person who receives your call is unable to help, ask to be directed to H.R. Someone in this department will likely have the answer.

Check the Company Website

You may find the name you need on the company website. Often, the company will have a listing of senior management. If not, you could discover other ways to get the information such as emailing someone in the department where you hope to work and asking who you should address your letter to.

Try Social Media

In the unlikely event you are unable to discover the contact person’s name by phone or on the company website, you may be able to find it via social media. LinkedIn in particular can be a help in discovering the name of a hiring manager. Do you have connections on LinkedIn with someone at the target company? Check with them. This kind of networking is beneficial if someone involved in the hiring process looks at your LinkedIn account—having connections in common is helpful. Don’t have connections there? Reach out to someone and ask to be in their network! 



 Request Assistance



Article ID: 114493
Fri 8/21/20 1:48 PM
Fri 7/28/23 7:16 AM