Suggested Outline for Cover Letters

• Return address at the top of the page

Include your return address and phone number, without your name.

• Date
Include the date beneath your return address. Write out the date; do not use the abbreviated
format. Example: December 12, 2003.

• The Addressee
Try to find the name and proper title of the addressee before you send out a cover letter. Beneath
the date, list the full name of the address. On the next line, list the individual’s formal business title;
on the subsequent line, list the name of the organization. The organization’s address comes next on
the next two to three lines.

• The Salutation
Begin the salutation with “Dear Mr.” or “Dear Ms.,” following by the individual’s last name and a
colon. If you do not know the gender of the individual, then it is acceptable to begin the salutation of
“Dear {first name} {last name}.” If responding to a “blind” job posting, it may be necessary to use
a general salutation. In this circumstance, a salutation such as “Dear Hiring Manager” is appropriate.

• Paragraph 1: Why are you writing? Be direct and arouse the employer’s interest in you.
A) Are you applying to a specific job? If so, name the position and explain how you found out about
the job (i.e. advertisement/job board, F&ES CDO, F&ES faculty, F&ES alumni/ae, etc.).
B) Are you inquiring about potential (non-advertised) opportunities? If so, how did you become
interested in the organization and what type of position are you interested in (i.e. internship,
permanent, etc).
C) Were you referred to the employer via networking? If so, mention who referred you, why you are
interested in the organization, and what type of position are you interested in (i.e. internship,
permanent, etc).

• Paragraph 2: What do you have to offer the employer?

Mention your educational background (i.e. attending Yale F&ES and provide information about your
degree and advanced study area, relevant coursework, and research projects and/or internships
you’ve undertaken at F&ES). Select specific details/skills from relevant past work experience. Explain
your career objectives/goals/interests.

• Paragraph 3: Briefly convince the employer why you are qualified for the position?
Connect your skills & background with why you are interested in working for this organization and
how you would be a successful/valuable employee.

• Paragraph 4: Conclusion
Mention that you’ve attached your resume. Provide contact information (email and phone #).
Mention that you would be happy to provide additional information upon request. Thank the person
for their time and consideration and that you look forward to hearing from them soon.

• The closing
Have the closing be two or three lines beneath the body of the letter. Use a simple closing such as
“Sincerely” or “Best Regards.” About four lines underneath the closing, type your full name as it
appears on your resume, and sign above your typed name in black ink.

• The enclosure line

If you are enclosing a resume or materials {i.e. transcripts or writing samples} with your letter,
include an enclosure line at the bottom of the letter. Example: Enc. resume

Other Resources:

1. Rice University Guide to Cover Letters

2. Yale School of Management -Offering help on Cover Letters