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Cover Letters & Correspondence

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• Sample Cover Letters & Correspondence

One of the most common forms of professional correspondence is the cover letter, often requested with your resume when you apply for a position. This page provides guidance on writing a cover letter and introduces other important forms of correspondence.

OCS has numerous  cover letters and correspondence samples  that can be downloaded and personalized. Choose the one right for your area of interest!

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The Cover Letter: Format & Content

• What is the employer looking for in a candidate?
• What skills/attributes do you have that match the skills/attributes that an employer wants?
• Why do you want to work for them?
• Why this position?

Cover Letter Framework

Opening Paragraph : Introduce yourself. Who are you (e.g. rising senior at Yale studying Anthropology)? For what internship/job are you applying? Why do you want to work for that employer (e.g. draw a connection between who you are and why you are a good fit with this employer)? End your introduction with a short ‘thesis statement’ that highlights the 2-3 related skills that will enable you to contribute to this position (e.g. My experience conducting statistical analysis combined with my ability to take an initiative make me a strong fit for this position). Middle Paragraph(s) : Start each supporting paragraph with a topic sentence that highlights one of the 2-3 skills you have that relates to the position for which you are applying; use the rest of the paragraph to showcase examples of that skill. Where possible, show how that skill will help you accomplish what is required for the position. Do not simply restate your resume; use the cover letter to expand on your resume and help your prospective employer make sense of your skills. Concluding Paragraph : Summarize your qualifications and reiterate your interest in the employer. Invite them to speak with you further regarding how your qualifications align with their mission and purpose.

Frequently Asked Correspondence Questions

• How should I address the letter if I don’t have a contact name at the organization? Try to address a correspondence to a specific person rather than “To Whom It May Concern.” If you do not have a name,  check out the OCS Employer Directory within the Yale Career Link to see if OCS has a contact name. Be sure you have the person’s full name, correct spelling of their name, and current title. If you cannot find a name, consider using “Dear Hiring Manager”.
• How should I address the letter if I’m not sure of the recipient’s gender? Start each letter with a salutation (i.e., Dear Ms. Employer:). If you are unsure about the recipient’s gender, type out the full time (i.e., Dear Pat Pollen:).
• How much of my contact information should I include? Previous etiquette suggested that cover letters include your return address,  telephone number, e-mail address, the date, and the full name, title and address of the recipient. Given the shift towards electronic application materials instead of paper materials submitted through the post, current recommendations are to  include your email address, phone number, and LinkedIn URL if you have one (consider using the same header from your resume on the top of your cover letter), the date, and no contact information for the recipient.
• How long should the letter be? In general, your letter should contain no more than three to four paragraphs, with double space between paragraphs. The introductory and concluding paragraphs should be between one and three sentences, and the body paragraphs should be between three and five sentences. Vary the sentence length and structure throughout your letter to ensure a smoother flow.
• How should I close the letter? Close your letter with Sincerely, Yours truly, or Best regards, followed by your name. If you are submitting a hard copy, use resume-quality paper, and sign each letter individually (leave four returned blank lines before your typed name). Make sure the letter looks professional. Align all of your information to the left margin, and use a clear, easy to read font, such as Arial or Times New Roman.

Other Types of Professional Correspondence

• Acceptance Letter: Written to accept a job offer and confirm the terms of employment.
• Withdrawal Letter: Graciously informs an employer that you are withdrawing from further consideration.
• Informational Interviewing/Networking Letter: Attempts to expand your network and gain insight into a specific job function, industry, or company.
• Thank You Letter: Expresses appreciation to those who helped with your job search. After an interview, it is an opportunity to reinforce your interest or expand on something that you said during the interview.
• Statement of Purpose: If requested, a well-written statement will articulate your intent for applying, future aspirations, and learning objectives; it will also showcase your personality through its writing style.

Career Videos

Professional correspondence, cover letters, contact & location.

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Cover Letter Advice & Samples

Cover letter advice and samples.

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• Draft your cover letter knowing it is your first writing sample.
• Understand that a cover letter should persuade the reader.
• Use the cover letter to “connect the dots” of your experiences.
• Resist the temptation to restate your resume.
• Keep your cover letter to one page.
• Use the font style and point size that match your resume.
• Remember that the reader is busy: less is more.
• Ensure your cover letter is error free.

Cover Letter Construction

Address block and salutation.

• Address the cover letter to an actual person.
• Research websites or call employer to determine recipient’s name.
• If you cannot find the name of a hiring contact, address your letter to the head of the unit, department, or office.
• While this is the least-preferred option, you may address your letter to “Dear Hiring Committee” if you cannot locate the name of an actual person.
• For firms, address your letter to the recruiting director. For larger firms, contact information for recruiting directors is available at www.nalpdirectory.com in the Basic Information section.
• In the salutation, include the recipient’s title and last name (e.g., “Dear Ms. Raintree”) or write the recipient’s entire name (e.g., “Dear Jamie Morales”).

Paragraph One

• Tell the employer who you are and what you are seeking.
• Highlight (past, present, and future) geographic connections.
• Indicate if you have talked to students/faculty/friends/alumni who speak highly of the organization.

Paragraph Two

• Show that you understand the employer’s mission/practice, the work its attorneys do, and the clients it serves.
• Demonstrate your proven interest in and connection to that mission/practice, work, and clients.

Paragraph Three

• Describe skills you will contribute to support that mission/practice, work, and clients.
• Provide evidence from your experiences and coursework.

Paragraph Four

• List the documents included with the letter.
• Tell the employer how to get in touch with you by email, telephone, and mail.
• Convey your availability for a conversation, mentioning upcoming trips to the area.
• Thank the employer for considering you.
• Mention availability of Yale summer funding, if applicable.
• Optional: Promise that you will follow up in a few weeks if you think the employer would appreciate the diligence.

Sample Cover Letters (PDF)

First Year Student Examples | Second Year Student Examples | Third Year Student Examples

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Cover Letter Samples

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View cover letter samples to help you in creating your cover letter.