OFFICE OF CAREER & LEADERSHIP DEVELOPMENT

Writing a Cover Letter  
 
 
Why do you have to write cover letters?
Cover letters serve several purposes. They are NOT simply a paragraph version of your
resume. In your cover letter, you are matching your experience, knowledge and skills to the
needs of the employer, and conveying your interest in working for them.
This portrays your understanding of their needs and how you can address them.
Form cover letters do not accomplish this goal, so take the time to tailor each cover letter to the
specific employer. Secondly, the cover letter serves as a sample of your writing ability. Hence,
having a well-written and free of typographical and grammatical errors is essential.

When do I send one?

Your cover letter should accompany your resume whenever you do not. If you are attending a
career fair, a cover letter is not necessary. Instead, a follow up email is recommended.

Is there a set length?

With the exception of faculty positions, cover letters should never exceed one page. Cover
letters for faculty positions can exceed that limitation if it includes your research areas and
teaching interests.

What is the typical format?

A cover letter is a professional correspondence, so it should be formatted as such.
It should lead with your address (or your header), the date, recipient title, name and address.
Your salutation should be followed with a colon rather than a comma. Standard professional
letter format also includes the word Enclosure (if mailing) or Attachment (if emailing) at the
bottom of the letter to indicate that your resume is included.

Who do I make the letter out to?

Do your homework. If no contact person is included in the job listing, do research online to
determine who the position reports to or telephone the main line of the employer and ask who
you should direct the letter to. (Do not call the employer if they state no phone calls) If you are
unable to find a specific person’s name, address your letter to a relevant title (i.e. Dear Human
Resources Manager: or Dear Search Committee: or Dear Clinical Director:).

What’s the best way to submit my resume and cover letter?

Follow the employer’s instructions. If the employer provides several options
(i.e. email, hard mail, fax, etc.), select the one that is best for you. Keep in mind email and fax
arrive immediately, so these are the best modalities. If emailing, you have two options - you can
place your cover letter in the body of the email or include a brief email message with your cover
letter and resume attached. If an employer requests no attachments and you want to email your
materials, copy and paste both into the body of your email. If attachments are permitted, often
times, attaching your cover letter and your resume as PDFs is a better approach.
It enables you to keep the email message brief, but professional.
A sample message with documents attached may be written as:
Dear Ms. Smith:

Updated 8/14
 
Columbia School of Social Work
OFFICE OF CAREER & LEADERSHIP DEVELOPMENT
nWriting a Cover Lettern  
 
I have attached my resume and cover letter in regards to the xyz position posted on your
website. If you have difficulty opening the attachments, please contact me via email or
phone at 212-555-5555. Thank you for your time and consideration.

Sincerely,

Mary Clark

Should you choose to fax and/or email your application, you may also submit a hard copy if
desired. If you do, indicate you are doing so on the fax cover sheet or in the email message.
For example, if faxing:

Dear Ms. Smith:

I am submitting my resume and cover letter in regards to the xyz position. If you do not
receive all pages, please contact me at 212-555-5555. A hard copy is also in the mail.
Thank you for your time and consideration.

Sincerely,

Mary Clark
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
2
Columbia School of Social Work
OFFICE OF CAREER & LEADERSHIP DEVELOPMENT
nWriting a Cover Lettern  
 
 
Name  
Address  
City,  State,  Zip  Code  
Date  
 
Name  (Dr.,  Mr.,  Mrs.,  Ms.)    
Title  
Organization  
Street  Address  or  PO  Box  #  
City,  State,  Zip  Code  
 
Dear  Mr./Ms________:  
First  Paragraph:    State  specifically  why  you  are  writing  by  identifying  the  position,  field  or  
general  area  of  your  inquiry.    Tell  how  you  heard  of  the  opening  or  organization  and  the  
central  reason  why  you  would  like  to  work  for  that  organization  (e.g.  its  mission  or  
philosophy)  and/or  why  you  are  well  suited  for  this  opportunity.  This  is  also  where    
you  include  salary  requirements,  (in  the  last  sentence)  but  only  if  they  request  them.      
 
Body  of  letter  (typically  one  or  two  paragraphs):    Elaborate  on  why  you  are  particularly  
suited  for  THIS  organization  and  THIS  job  by  reviewing  the  job  description,  conducting  
online  research,  and  specifically  connecting  the  qualifications  needed  with  your  skills.    
Highlight  your  particularly  relevant  achievements.    Elaborate  on  key  points  from  your  
resume  without  repeating  your  resume  word-­‐for-­‐word.    This  is  not  a  paragraph  version  of  
your  resume.  Communicate  clearly  to  the  employer  that  you  understand  what  is  required  
of  the  position  and  the  ways  in  which  you  have  developed  the  skills  the  employer  seeks.  
 
Final  Paragraph:    Refer  the  employer  to  an  enclosed  resume  and/or  application  form.    
Reiterate  your  interest  in  the  specific  position  and  restate  the  name  of  the  organization.    
Request  to  meet  with  them  to  discuss  this  opportunity  and  your  qualifications.    Indicate  
how  you  can  be  contacted.    If  the  position  requires  any  level  of  “organizational”  skills  
(development,  etc.)  state  that  you  will  follow  up  (this  demonstrates  your  comfort  in  doing  
this  type  of  marketing  outreach).    But,  if  you  state  you  will  contact  them,  be  sure  to  do  so  in  
the  time  you  indicated!    This  is  also  the  place  where  you  include  information  that  may  be  
important  but  where  you  haven’t  included  elsewhere  -­‐  for  example  if  applying  for  a  
position  out  of  town  and  you  will  be  in  the  area  at  a  certain  time,  or  if  you  will  be  out  of  the  
country  and  inaccessible  for  a  period  of  time,  etc.      
Sincerely,    
 
(insert  signature)   3  spaces  
 
Your  Name  Typed  
Enclosure  (or  Attachment  if  emailing)  
 
 
3
Columbia School of Social Work
OFFICE OF CAREER & LEADERSHIP DEVELOPMENT
nWriting a Cover Lettern  
 
555  W.  55th  Street,  #4D  
New  York,  NY  10023  
March  10,  2013  
 
Ms.  Susan  Smith  
Director  of  The  Division  of  Adolescent  Medicine  
Children’s  Hospital  
111  Main  Street,  5th  Floor  
Indianapolis,  IN  46666    
 
Dear  Ms.  Smith:  
 
I  am  writing  in  response  to  the  Post-­‐Graduate  Social  Work  Fellowship  at  Children’s  
Hospital  which  was  posted  on  the  Columbia  University  School  of  Social  Work’s  online  job  
board.    I  am  presently  exploring  career  opportunities  in  clinical  social  work,  particularly  
associated  with  the  health  and  mental  health  of  adolescents  and  young  adults.    Throughout  
my  graduate  school  education,  I  have  gained  experience  working  with  adolescents  and  
young  adults  dealing  with  a  variety  of  health  and  mental  health  concerns,  including:  
chronic  mental  illness,  teenage  pregnancy,  physical  and  sexual  abuse,  and  eating  disorders.      
 
Of  particular  relevance,  with  respect  to  my  qualifications  for  the  Post-­‐Graduate  Fellowship  
position,  is  my  work  at  Harlem  Mental  Health  Center’s  Adult  Outpatient  Department,  where  
I  provide  intake  assessments  and  long-­‐term  treatment  for  individuals  with  mental  illness.    I  
have  gained  the  knowledge  and  clinical  experience  essential  for  working  with  culturally  
diverse  populations  with  varying  types  and  severities  of  mental  illness,  as  well  as  
effectively  functioning  on  a  multi-­‐disciplinary  team  of  professionals.    Additionally,  my  
experiences  working  at  Queens  Community  Center  have  enhanced  my  desire  to  work  with  
adolescents  and  young  adults  and  furthered  my  interest  in  women’s  health,  such  as  eating  
disorders  and  reproductive  health  issues.      
 
I  am  able  to  forge  excellent  working  relationships  and  collaborate  with  other  staff  and  
community  agencies  to  assist  clients  in  meeting  their  treatment  and  life  goals,  and  am  
committed  to  working  creatively  and  collaboratively  with  clients.    I  believe  that  with  my  
educational  and  professional  experiences,  as  well  as  my  motivation,  enthusiasm,  empathy  
and  compassion  for  others,  I  would  be  a  valuable  and  productive  member  of  your  team.  
 
I  have  attached  my  resume  for  your  review  and  would  welcome  the  opportunity  to  meet  
with  you  to  discuss  your  employment  needs  and  my  qualifications  in  further  detail.    Thank  
you  in  advance  for  your  time  and  consideration.      
Sincerely,  
 
 
Mary  Clark  
 
4
Columbia School of Social Work
OFFICE OF CAREER & LEADERSHIP DEVELOPMENT
nWriting a Cover Lettern  
 
 
555  W.  55th  Street,  #4D  
New  York,  NY  10023  
March  10,  2013  
 
Ms.  Kris  Stackman  
Executive  Director  
Forum  at  the  Crossing  
555  Woodside  
Chicago,  IL  60666  
 
Dear  Ms.  Stackman:  
 
Susan  Alcott,  Superintendent  of  the  League  for  the  Protection  of  Immigrants,  recommended  
I  submit  my  resume  regarding  the  Development  Director  position    
with  the  Forum  at  the  Crossing.    With  my  graduate  education  from  the  Columbia  University  
School  of  Social  Work,  proven  abilities  to  motivate  staff,  and  extensive  fundraising  
experience,  I  am  confident  in  my  abilities  to  excel  as  Director  of  Development.    
 
I  believe  Ms.  Abbott  has  already  spoken  to  you  about  my  speech  writing  and  fundraising  
skills.  My  five-­‐year  community  service  background  also  includes  program  development  
experience  in  providing  health,  education,  and  psychological  services  for  immigrants  and  
women  entering  the  work  force  at  an  organization  called  Immigrants  First.  In  addition  to  
providing  these  vital  social  services,  I  supervised  junior  staff,  interns,  and  volunteers,  and  
successfully  designed  and  implemented  several  projects  which  increased  funding  by  45%  
over  a  two-­‐year  period.  
 
Given  my  skills  and  our  areas  of  mutual  interest,  I  believe  I  could  be  an  invaluable  resource  
to  you  in  the  growth  and  expansion  of  the  Forum.  I  will  contact  you  next  week  for  an  
appointment  to  further  discuss  ways  I  can  contribute  to  your  development  initiatives.    I  can  
also  be  contacted  at  your  convenience  at  212-­‐555-­‐5555.      
 
I  look  forward  to  meeting  with  you  in  the  near  future.      
 
Thank  you  for  your  time  and  consideration.  
 
Sincerely,  
 
 
Mary  Clark  
 
Enclosure  
 
 

5
Columbia School of Social Work
OFFICE OF CAREER & LEADERSHIP DEVELOPMENT
nWriting a Cover Lettern  
 
 
555  W.  55th  Street,  #4D  
New  York,  NY  10023  
March  10,  2013  

Mr. Robert Burns

Director
Brooklyn Community Healthcare
37 West 14th Street
2nd Floor
New York, NY 10014

Dear Mr. Burns:

I would like to express my interest in applying my relevant experience to a position at Brooklyn

Community Healthcare. I am a second year graduate student completing my Master of Science
degree at Columbia University School of Social Work.
My concentration is in Advanced Clinical Social Work with a focus on Family, Youth and
Children’s Services. I am graduating in May and currently in the job search process.
I believe that my skills and experience in the mental healthcare field make me an excellent
candidate for a position in your organization.

My  education,  internships  and  past  work  experiences  have  provided  me  with  the  necessary  
skills  to  be  successful  in  a  community  healthcare  organization.    As  an  intern  at  the  
Northeast  Counseling  Center,  I  conducted  psychosocial  assessments  and  treatment  of  
children,  adolescents,  adults  and  families.    I  referred  clients  to  community  resources  as  
needed.    I  also  worked  collaboratively  with  a  team  of  psychologists,  nurses  and  clinical  
social  workers  to  set  the  Center’s  overall  strategy  and  goals.    As  a  social  work  intern  at  the  
Sisters  Institute,  I  provided  diagnostic  evaluation  and  offered  feedback  to  staff.    I  also  
developed  and  facilitated  outreach  to  the  surrounding  community.    Additionally,  I  have  
experience  working  as  a  crisis  counselor  on  a  suicide  hotline  where  I  provided  help  to  adult  
and  adolescent  callers.    
 
Attached please find my resume which includes specifics about my experiences.
I would greatly welcome the opportunity to meet with you to further discuss potential
opportunities within your organization. Thank you for you time and consideration.

Sincerely,

Mary Clark