Use of a business letter format is imperative for a professional letter. The following styles are acceptable:
- Block Style – justify every line along the left-hand margin (recommended)
- Modified Block – justify the employer’s address and the letter along the left-hand margin, but align your return address, the date and your signature off to the right
- Semi-Block – Indent only the first sentence of each paragraph within the letter, all other content is left-justified
Using any of the above styles, you may also choose to use the same header that you have on your resume.
Your present address
City, State Zip Code
City, State Zip Code
Date of Letter
Name of Contact
Title of Contact
Name of Organization
Street Address
City, State Zip Code
Dear Ms./Mr./Dr. (Name): If you do not have the person's name, do your best to get it. Call the organization and inquire to whom you should address you letter. Do not write "Dear Sir or Madam," or "Gentlemen." If necessary, you might address the person by title, "Dear Human Resources Manager" or by organization, "Dear (Name of Organization) Representative."
Opening Paragraph. This paragraph is intended to express your interest and fit with the position, organization, and/or field. Include a sentence or two summarizing this interest and fit. Stimulate your audience to continue reading. If applicable, tell how you heard of this opening or internship. If a person referred you to the organization, mention the person’s name and connection to the organization.
Body. This section consists of one or two paragraphs in which you tell the employer why you are a strong candidate for the position. Emphasize the employer’s needs – not your own. Demonstrate your ability and desire to perform the functions of the position by providing examples drawn from your work, academic, and/or extracurricular experiences.
In this section, you may also want to expand on your interest in the position and/or career field drawing from specific academic and work experiences. It is also appropriate in this section to identify a couple of personal qualities that you believe relate to the job and add to your specific skills to make you a strong candidate (i.e., responsible, hard-working, inquisitive). If possible, give specific examples of where these qualities have been demonstrated.
Closing Paragraph. Indicate your desire to arrange a mutually convenient time to interview and state when and how you will contact the employer, as well as how he/she may contact you. Mention any intentions of visiting the city where the organization is located because employers may be more apt to meet with you. Re-emphasize your interest in the position, thank the individual, and mention that you are looking forward to meeting him or her.
Sincerely,
Type Your Name