Career Development
Center
  Occidental College
 1600 Campus Road,
Coons 109
 Los Angeles, CA
 90041-3314

 Email: careers@oxy.edu
 Phone: 323.259.2623
 Fax: 323.341.4900

COVER LETTER FORMAT GUIDELINES

Your Name 
Your Address 
City, State, Zip Code 

Date 
 
 

Name of Contact Person, Title 
Organization/Company 
Street Address 
City, State, Zip 

Dear (Contact Person): 

Opening Paragraph: Opening salvo: make it good! 

• Establish tone in the first sentence to make the reader want to continue reading.
• Name the job for which you are applying. Tell how you learned about it.
• Mention the name of the person (if any) who referred you to the organization and vacancy.

Body Paragraph: This is the critical content section. 

• Knowledge of organization/company is important. Do research! (Why them?)
• Acknowledge the skills required by the open position.
• State the skills/strengths you will bring to the job and that parallel those needed to fulfill the position.
• Give examples of your skills and work experience - quantified results, accomplishments, achievements and how they will transfer to the job.
• You may want to build this section from several short paragraphs that separate and emphasize your skills and strengths.

Closing Paragraph: Push for personal contact - an interview. 

• Refer to documents enclosed or available, such as your portfolio with resume, reference letters, a reference sheet and, if applicable, writing samples.
• Assert yourself by telling the contact person you will call him/her on a designated date to set up an interview. Alternatively, state you are available for a personal interview at his/her convenience.
• Make it very easy for the person to contact you. List your best phone number and email as well as days and times when you can be reached. Yes, even though it's on the resume, state it again.

Sincerely, 

(Signature) 

Typed Name 

Enclosure(s)

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COVER LETTER SAMPLE 1 - Employment

John T. Smith 
1600 Campus Road, Box 123 
Los Angeles, CA 90041 

March 6, 20xx
 
 

Mr. John Bowman, Vice President 
California Federal Credit 
800 Travis Avenue, Suite 1404 
Houston, TX 77002 

Dear Mr. Bowman: 

I am interested in applying for a position within your organization's management training program, where I can strengthen my knowledge and exposure to the consumer finance industry. Your organization was represented at the Career Fair at Occidental College. 

I plan to pursue a career in financial management and would like to begin my career in banking and consumer finance. From looking at your site on the web, I feel your management program offers a wonderful opportunity to learn both banking and consumer finance. I was impressed by the organization's growth in the past five years, as well as how it is implementing new programs all the time. 

As current president of Occidental's Senate, I have had the opportunity to strengthen my leadership and organizational skills by planning and coordinating various fundraising and special event activities for the campus community. Through my academic coursework in English and the Liberal Arts, I have also developed strong communicative, analytical, and problem-solving skills which will be necessary not only as a management trainee, but also in a future role as a branch manager. Furthermore, while attending college, I gained experience in customer relations and sales through various part-time positions in retail sales and telemarketing. In addition to these experiences, my interpersonal skills, self-motivation, and willingness to learn will also enable me to be a strong candidate for your excellent management-training program. 

I have attached my resume for your consideration. I would appreciate the opportunity to meet with you to further discuss my qualifications. I plan to contact you within the next week to determine the possibility of arranging an interview time. However, if you have any questions, please feel free to contact me at (323) 456-7890 or jtsmith@oxy.edu  Thank you for your time and consideration. 

Sincerely, 

John T. Smith

John T. Smith 

Enclosure 
(If faxing, use Attachment instead)

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COVER LETTER SAMPLE 2 - Employment

Ray Johnson 
1567 California Avenue, #560 
Pasadena, CA 91101 

March 20, 20xx 
 
 

Mark Patterson, Section Manager 
Hewlett-Packard Company 
16399 W. Bennett Drive 
San Diego, CA 92717 

Dear Mr. Patterson: 

I am applying for the position of systems analyst in your San Diego office that was advertised on MonsterTRAK. My friend, John Brown, is employed in the Los Angeles office and highly recommends Hewlett-Packard. 

Early in my coursework in Physics and Mathematics at Occidental, I began seriously considering future employment with Hewlett-Packard Company. We use a number of your products in our laboratory work. The design, precision, and reliability of these products are impressive. More recently, I noted in a professional computing journal that you are undertaking a new project to apply microcomputers in automatic control systems. 

Many of my electives were in the fields of control systems and computers, and I worked for three summers in microcomputer applications. I believe that I am well qualified to begin my career employment on your new project; I know that it is directly related to my interests. 

I have enclosed my resume for your consideration. I would appreciate the opportunity to meet with you to discuss how my education and experience would be consistent with your needs. I will contact you by phone within five to seven days to discuss the possibility of an interview. If you need to reach me, my phone number is (626) 359-1234 and my email is rjohnson@oxy.edu

Sincerely, 

(Signature) 

Ray Johnson 

Enclosure 
(If faxing, use Attachment instead)

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COVER LETTER SAMPLE - Internship

Amy Jones 
1600 Campus Road, Box 123 
Los Angeles, CA 90041 

March 6, 20xx
 
 

Intern Coordinator, Personnel Department 
U.S. Chamber of Commerce 
1615 H Street, NW 
Washington, DC 20062 

Dear Intern Coordinator: 

I am interested in applying for an internship within the Policy Group of the U.S. Chamber of Commerce for the summer of 20xx. I would like the opportunity to apply my knowledge and interests in economics, international relations, and public policy through an internship in one of the following divisions: International Policy, Economic Policy, or Domestic Policy. By participating in your organization's internship program, I will gain a better understanding of how policies addressing the concerns of the business community are developed and implemented. 

I have taken various courses in international relations, American and comparative politics, and economics. In addition, in my current position as a research fellow, I assist an economics faculty member in conducting research on the relationship between international trade and the growth of small businesses specializing in manufacturing. This position has enabled me to strengthen my research and analytical skills by utilizing a variety of government publications and resources describing economic and business forecast trends. Furthermore, I have increased my understanding of the interrelationship among international relations, the types of services/products provided by the small-business market, and the fluctuation in international trade. As indicated on my enclosed resume, I have also developed communication and organizational skills through my involvement in campus activities and other work experiences. 

I am excited about your internship program and the opportunity to work for your organization. I would like to work full-time as an intern, from approximately June 4 through August 31, 20xx. I plan to call you within the next week to further discuss your internship program and possible openings for this summer. If you have any questions, please do not hesitate to contact me at (987) 654-3210 or ajones@oxy.edu. Thank you for your time and consideration. 

Sincerely, 

Amy Jones

Amy Jones 

Enclosure
(If faxing, use Attachment instead)

 

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THANK YOU LETTER SAMPLE - Following a Job Interview

Your Name 
Street Address 
City, State, Zip Code 

Date 
 

Name of Interviewer(s) 
Position/Title of Interviewer 
Name of Company/Organization 
Street Address 
City, State, Zip Code 

Dear Mr./Ms. Interviewer: 

I appreciated the opportunity to talk with you on (date). The information you shared with me about (company name) was excellent, and I am excited about the possibility of applying my education to the position (identify the position) we discussed. 

I am confident that my education, skills, and experience provide me with a solid foundation for the position of (identify the position). I feel I can be an asset to your organization. 

Thank you once again for the opportunity to hear about your organization. If I can provide you with any additional information, please let me know. I look forward to hearing from you soon. 

Sincerely, 

(Signature)

Typed Name 

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THANK YOU LETTER SAMPLE - Following an Informational Interview

Your Name 
Street Address 
City, State, Zip Code 

Date 
 

Name of Individual Interviewed 
Position/Title 
Name of Company/Organization 
Street Address 
City, State, Zip Code 

Dear Mr./Ms. Individual: 

Thank you very much for the opportunity to discuss the field of physical therapy with you yesterday. Your enthusiasm for your work and career has encouraged me to pursue this field further. 

Also, thank you for referring me to Ms. Sheila Garcia. I have contacted her and will be working in her office as an aide during my final semester of school. 

Again, I appreciate your time, honesty, and encouragement. 

Sincerely, 

(Signature) 

Typed Name 

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ACCEPTANCE LETTER SAMPLE

Your Name 
Street Address 
City, State, Zip Code 

Date 
 
 

Name of Individual Offering You Employment 
Company Address 
City, State, Zip 

Dear Mr./Ms.: 

I am very pleased to accept your offer (state offer) as outlined in your letter of (date). (Include all details of offer-location, starting salary, starting date, etc.). 

(Mention enclosures, applications, employee forms, and other information, if applicable.) 

I have been very impressed with your organization throughout the interview process and in discussions with your colleagues. I am looking forward to joining (the company name). 

Thank you for all you have done. 

Sincerely, 

(Signature) 

Typed name