format for electronic cover letter

How to write an electronic cover letter

More in this section click to expose navigation links on mobile..

Other than your resume, your cover letter or e-letter (electronically sent cover letter) is the most important document that will impact your being selected for that all important interview. Just as with your resume, your electronic letter should contain the most important facts about you that are valued by the prospective employer. A properly written letter will cover at least the following: it should identify the position you are applying for, highlight your skills and qualifications, and show how you fit the employer's needs.

An electronic cover letter should be concise and paint an accurate picture. Keep it simple and on target. Your letter should use a standard business format. 

For specific details about writing resume and/or cover letters for government jobs - review guidelines posted at https://federalresumeguide.com . 

Electronic letters are sent via e-mail and tend to be very brief. It is important to include the position you are seeking in the SUBJECT of your e-mail. Then in the BODY of your letter, sell two to three points about yourself that will demonstrate that you have what the employer is looking for. Try to make your cover letter specific to the employer. The more targeted your letter is to an individual organization, the more effective it will be. Remember to research the organization you are applying to so that you can include relevant facts.

Be sure to include your cover letter at the top of your e-mail with your electronic resume following below. These documents are combined into one e-mail and then sent to a potential employer.

Electronic Cover Letter Tips

• Bold, underline, or italicize
• Use graphics or shading
• Tab, indent, or center text
• Insert symbols or use columns
• Use anything other than 12 point font
• Use any font except for Times New Roman (if you must use a different font, use Sans Serif)
• Include position title in the SUBJECT line of e-mail
• Align all text to the left
• Use spaces to separate paragraphs
• Use 12 point Times New Roman font
• Test letter before sending it to employers by mailing it to yourself or to a friend
• Mail a copy to your top employers

Sample Electronic Cover Letter

Your Current Address City, State Zip Code Date of Letter Person's Name, Title Organization Name Street Address City, State Zip Code

Dear Ms. or Mr. [last name]:

Opening Paragraph - Tell why you are writing; name the position, field, or type of work for which you are applying; mention how you heard about the opening or organization. Try to get the reader's attention.

Middle Paragraph (or two) - Describe your most important qualifications in relationship to the position, field, or organization for which you wish to be considered. Explain why you are interested in working for this employer, and specify your reasons for desiring this type of work. Emphasize skills or abilities you have that relate to the job for which you are applying.

Refer the reader to your resume below, but do not simply repeat the facts on the resume. Instead, interpret the facts on the resume from the employer's point-of-view. Help the reader see between the lines and draw conclusions. Be personable and enthusiastic, but also brief and specific. Remember that the reader will view your letter as an example of your writing skills.

Closing Paragraph - Use this paragraph to discuss what comes next. If references have been requested and the CDO has or will send your file, mention that fact. You can request an application or make yourself available for an interview. You can also make a specific request for an interview and indicate that you will phone after a specific amount of time to see if an interview can be arranged. Whichever approach you use, be sure that whatever action you are requesting of the reader is clear. Finally, thank the reader for his/her consideration.

Sincerely, Your Typewritten Name

Career Development Office

• Gregory Hall, 2nd floor State University of New York at Fredonia Fredonia, NY 14063
• 716-673-3327
• 716-673-3593 f
• [email protected]
• Academic-Year Hours: 8:00 am - 4:30 pm, Monday-Friday
• Summer Hours: 8:00 am - 4:00 pm, Monday-Friday

Campus Human Resources

Guidelines for preparing electronic cover letters & scanning.

The process of collecting and storing electronic cover letters into a database is straightforward. In general, you can send or post your cover letter in one of several ways:

• Email - you can simply append your cover letter directly into the body of an email that you're sending to company.
• Electronic Document - you can attach your cover letter to an email in the form of a word-processing document such as Microsoft's Word or OpenOffice's Writer.
• Online Forms - you might be asked to fill out an online form that is directly imported into the electronic database over the Web.
• US Mail - you can mail your cover letter and resume to a company and they will scan the hard copy directly into its job applicant database.
• There are many ways a cover letter can be imported into an electronic database - as long as you follow a couple of simple rules or guidelines when you're preparing the document, your cover letter will be properly reproduced.

Guidelines for Cover Letters Being Scanned

If you're submitting a paper cover letter to a company and you think the cover letter might be scanned into a database, it is strongly suggested that the following steps be taken:

• Remove any graphics or artwork on your cover letter including shading, vertical and horizontal lines.
• Bulleted items can confuse scanners, so convert them to simple hyphens or asterisks.
• Move all text to the left margin. Tabs, tables and centered text can sometimes confuse the scanning software.
• Restrict your use of fonts to Times New Roman, Arial or Helvetica.
• Use only one font size, preferably between 10 and 14 points.
• Remove all underlining, bolding and italics.
• Use 8.5" x 11" paper that is white with black ink and print your cover letter only on one side of the paper. This will improve the contrast of your text and help the scanner read your documents.
• If possible, do not fold or staple your cover letter or resume. That means mailing the documents in 9" x 12" envelope.

Whether you're sending your cover letter by email or via the post office, keep in mind that you can always submit two copies of your resume and cover letter. One copy can be in a simple format that can be readily scanned into a database and a second copy can be elegantly designed using all of the appropriate word-processing features to produce a professional-looking resume and cover letter.

Keywords in Cover Letters

We mentioned earlier the importance of keywords or key phrases in cover letters, as well as resumes. Typically, the hiring manger will describe the skills and even former job titles that apply to his or her current job opening, and the human resources person will query the job applicant database for those same terms or keywords. Applicants are then screened out and/or ranked based on a simple matching algorithm.

If you want to increase your chances of success in making it through this screening and ranking process, then you need to make sure you have the right keywords or key phrases in the body of your electronic documents. The "Guidelines for Preparing Electronic Resumes," located in the resume advice section, is an excellent resource that provides guidance on both the selection and use of these types of words.

Campus Human Resources, Employment Services Phone: (310) 79 4-0890  | Fax: (310) 79 4-0895

Box 951465, Suite 200

10920 Wilshire Boulevard Los Angeles, CA 90095-1465

Mail Code: 146548

(310) 794-0800 [email protected]

Office Hours

Monday – Friday 8 a.m. to 5 p.m. Saturday and Sunday Closed

© 2024 Regents of the University of California

• Accessibility
• Report Misconduct
• Privacy & Terms of Use

• Sub Cat Link

How to Format a Cover Letter (with Examples)

Despite what some may say, cover letters remain an important part of the job application process.  While resumes may provide a summary of skills and timeline of work experience, the cover letter allows an applicant to demonstrate his or her personality, written communications skills, and interest in the job.

But knowing how to professionally organize the contents of your cover letter can be just as important as the contents themselves.  Here are some general formatting tips and rules to remember as you put together your next cover letter.

1.  The Header

Before you start getting into the meat of your writing, a cover letter should include your contact information at the very top.  And right beneath that, you should include the recipient’s contact information.

Something like this:

2. The Greeting

Greet the person to whom you are addressing your cover letter in a professional, yet simple way.  A generic salutation like “Dear Mrs. Manager” or “Mr. Supervisor” are more than sufficient.

If you do not know who the hiring manager is, do a little digging so you are not left addressing your cover letter “To Whom It May Concern”.

3.  The Body Paragraphs

Once you have put together your heading and greeting, it is time to start drafting the substance of your cover letter .  As a general rule, cover letters should only be a few paragraphs long and fit within a single page.

• First Paragraph: This should serve as an introduction . Here you can briefly introduce yourself and which position you are applying for.
• Middle Paragraphs:  These paragraphs are where you describe your relevant work experience, any gaps in your resume, and perhaps why you have an interest in working for the company.
• Concluding Paragraph:  The final paragraph in your cover letter should briefly thank the recipient for their time and consideration, as well as briefly summarize your qualifications and why they fit with the role.

After your concluding paragraph, close your cover letter with one of the following complimentary closings:

Respectfully

Unless you have a close relationship with the person to whom you are addressing your letter, it is best to avoid casual closings like “Warm Regards” or “Yours Truly”.   And finally, if you are submitting a hard copy of your cover letter, handwrite your signature and type your full name right below, like this:

Jane Somebody

 5.  The Final Formatting Reminders

Proper formatting is more than just organizing the words into a proper layout on the page.  You also need to be mindful of fonts, sizing, and spacing.

Regarding font, stick to a timeless, professional font like Times New Roman or Arial. Be mindful if you are mailing or emailing your resume, as some fonts read better on screen than they do offscreen.  You should also stick to a font size between 10 and 12.  Size 12 is most common, and if you are keeping your cover letter brief, there should not be a reason to reduce the font size to fit everything on a single page.

Finally, regarding spacing, consistency matters most.  But in terms of visual appeal, single spaced writing broken out into several paragraphs is probably best.

Are you looking for a new job? See who is hiring at CyberCoders.com .

Looking for jobs hiring?

Thousands of full-time and remote jobs in every industry. Search jobs.

Are you hiring for your team?

We'll find you the right candidate, fast. Get started.

Want to join our team?

Our recruiters connect people with great opportunities and help our clients build amazing teams. Learn more.

Recent Articles

• Browse Jobs
• Browse Skills
• Browse Locations

Upgrade your career

Submit your application, login to cybercoders, personalized job alerts, 10 applies with 1 click.

7 Features Of Effective E-Cover Letters

1. Targeted subject line.

Subject: Business and Financial IT Director: Initiative-driven Growth and Process Improvement

2. Opening statement.

“Under my leadership, our operations department processed a 250% increase in claims volume last quarter – without an hour of overtime – through process improvements, greater team collaboration, and technology implementation. It's with this track record of creating streamlined operations and amplified profitability that I would like to be considered for your V.P. of Operations position."

3. Bulleted body.

Proof of my impact on operational efficiency and corporate bottom line: PROCESS IMPROVEMENTS – Slashed time to release new policies in half during first 6 months as V.P. of Operations. TEAM ENGAGEMENT – Boosted attendance of operations center staff by 75% within first 6 months with recognition and collaborative programs. TECHNOLOGY IMPLEMENTATION – Improved production 40% in billing department through modernization of technology and transitioning to paperless environment.

4. Conclusion.

“I welcome confidential discussions of how I may add additional value to MetLife. I will contact your executive assistant early next week to schedule a meeting. In the meantime, please see my enclosed résumé."

5. Closing.

7. signature block., related posts, 5 tips for getting a job during the holidays.

Finding a job during the holidays is no easy task. You have to navigate vacations, slow hiring processes, and increased competition. Yet with the right strategy, it can be done.

This time of year offers special opportunities for job seekers . Holiday networking events , for example, can be great chances to meet professionals you might not encounter otherwise. Additionally, some employers are still eager to fill positions before budgets reset or headcount is finalized in the new year, making it a prime time to stand out with a strategic approach.

Here are five ways you can stand out from the competition this holiday season and find a job before the end of the year.

1. Showcase The Right Skills On Your Resume

When updating your resume , focus on aligning your experience with the specific demands of the industry. Go beyond just listing responsibilities; dig into job descriptions to identify the core skills that consistently appear for your target roles. By tailoring your resume with these keywords, you not only capture the attention of hiring managers but also boost your chances of passing applicant tracking systems (ATS) , which are often programmed to scan for these key terms. It's all about keywords!

During the holiday season, hiring managers are often managing tight timelines and high demands, making it crucial for candidates to demonstrate that they’re ready to hit the ground running. Highlighting industry-relevant skills shows you're not only familiar with the landscape but also equipped to make an immediate impact. Be sure to include examples of how you've leveraged these core strengths in previous roles to support team goals or tackle challenges (aka quantify your work experience ). The holidays are hectic, so share with the potential employer how you'll be a positive addition to the team by leveraging your strengths and emphasizing your value as a business-of-one.

2. Dress The Part

Don't underestimate the power of a great first impression. Dress for the interview in professional attire. Even if the job description mentions a casual dress code, such as jeans and a sweatshirt, it’s essential to show respect for the employer by dressing in a way that demonstrates your commitment to making a positive impression. Wearing attire that reflects your professionalism shows you care about how you're perceived and the impression you leave on others.

Not sure what to wear? We recommend dressing conservatively in clothing one level above what the current employees at the company are wearing. You want to look professional, but not like you don't fit in with the workplace culture.

3. Show Your Connection To The Company

Employers like to hire candidates who have a passion for what they do. Why? Because when people are passionate about their work, that enthusiasm often translates into a higher level of commitment, creativity, and productivity. This intrinsic motivation can lead to consistently strong performance and a positive impact on the team and company as a whole.

In your disruptive cover letter (and during your job interview ), demonstrate how and why you admire the company. Highlight what you love most about their products and services. Give examples of how you have personally used them in your own life with success. The more you can show them you understand and respect the business, the more likely you'll impress the hiring manager and move forward in the interview process.

4. Demonstrate Your Value

It's important to remember that you're a business-of-one, and you're trying to sell the service you provide as a business-of-one to employers (the customers who will be paying you for the service).

To find a job during the holidays, you must adequately demonstrate your value as a business-of-one and highlight your strengths and the specific benefits you bring as a potential employee throughout the hiring process. How do you do this? Well, make sure to quantify your work experience on your resume. Use numbers to showcase your accomplishments. Clearly state how you'll make or save the company money with your employment. Do this, and you'll easily become one of the top candidates for the position.

5. Express Gratitude

The holidays are busy for everyone. When you're applying for jobs during the holiday season, keep gratitude in mind. This positive mindset not only helps you stay resilient but also shines through in your applications and interviews, leaving a memorable impression on potential employers.

After every job interview, always send a thank-you note . It's just the polite thing to do, and you'll score more points with the hiring manager. Even if you get rejected, or never hear back about a position, make sure you send an email thanking the employer for the opportunity and wish them the best of luck with finding the right job candidate.

Don't be bitter. Be gracious. You never know what will happen in the future. You might want to apply for another job at the company down the line. So, don't let your frustration get the best of you. Remember: If you get rejected, they didn't say, "No, not ever." They just said, "No, not today."

A successful holiday job search depends on a solid strategy. Follow the guidelines above and land a job this holiday season!

Need more help with your job search?

Become a member to learn how to land a job and UNLEASH your true potential to get what you want from work!

5 Career Questions To Ask Yourself In The New Year

Now hiring: remote sysops engineer, 3 important career lessons learned on and off the field, how ex-nfl player, chris gronkowski, is using social media to change careers.