Before Writing the Letter

1. Update your resume.

2. Research the organization or business

• What is the employer's mission? What do they promote as setting themselves apart from competitors?
• What kind of customer base does the employer cater to? What kinds of people are in their target market?
• What are the company or organization's values? Innovation? Service? Diversity? Sustainability?
• What is the history of the employer? Who was the founder? How has the business or organization evolved?

3. Look closely at the job description and responsibilities.

4. Find the name of the manager in charge of the department you want to work in.

• Use your network: Do you know someone who is in the company or industry?
• Can they help you?
• If not, call the HR department.

While Writing the Letter

1. Write the body of your letter with three or four paragraphs.

• In the first paragraph, tell the employer why you're writing to them in two or three sentences.
  • Design your opening to get the reader to sit up and pay attention to what you can do
• In the next one or two paragraphs, outline your qualifications and match them to the requirements of the position
• In the final paragraph, include a positive statement or question that will cause the employer to want to take action.

2. Conclude with "Yours sincerely," (if you have addressed the letter to a named person), "Yours faithfully," (if you have used a "Dear Sir" approach) or "Regards"

3. Proofread. This is essential. Some things to look out for are:

          * Spelling
          * Active voice
          * Break down any contractions (e.g. "I've" to "I have").
          * Avoid colloquial (informal) writing. You want to sound professional, objective, and educated.
          * Punctuation
          * One page
          * Upbeat, professional tone

Cover Letter Exercise – include the following

1. Identify the following

• Organization that is targeted
• Name of person you are addressing the contact letter to (if no name is available, address your letter to "Human Resources Director" or "Internship Coordinator")
  
• The position you would ideally like to fill.

2. Give a general description of your accomplishments/experiences in the field to which you are applying.

• "five years of customer service at Starbucks"
• "three years on the Dean's List and one year as the managing editor at The Orion"
• "a solid history of reporting and editing"

3. Mention a positive description of the employer.

• "what many consider to be the most progressive medical institution in the state of California"
  
• "a well-established company with a long history of journalistic excellence"
  
• Assets you can offer to the company. List one to three.

4. Key skill/experience/accomplishment, and how it can help the company achieve its mission.