Cover Letter Format and Layout

Layout

• Your letter should be 1 page with 3-5 paragraph maximum.
• Text should be aligned to the left and should be a legible font size.
• The font and overall style of your cover letter heading should match your resume contact header.

Your Contact Information

• The header should contain your name, phone number, and Ryerson email address (physical address is optional)

Date

• Include the date a couple of spaces below your contact information. 

Recipient Contact Information

• Commonly written in standard business format, the recipient contact information appears a couple of spaces below the date.

Try to Include

• Full Name of Recipient and Position/Title
• Company Name

Greeting

• Use “Dear Ms. Smith” or “Dear Angella”. Do NOT use both first and last name (Dear Ms Angella Smith).
• In the event that you are unable to secure the name, title, mailing address, telephone number and email address of a contact, you can phone the organization to speak with Reception or Human Resources to request this data.
• If you are still unable to generate such information, you can use:

        “Dear Hiring Manager”
“Dear Human Resources…”

Introductory Paragraph

• The key to this section is outlining why you are writing a cover letter in the first place.
• If applying to a particular opportunity, discuss the opportunity.
• Mention how you found out about the position; if someone referred you, include their name.
• If your cover letter is not for a specific job, identify the specific industry, department and role you are actively pursuing; inquire here about organizational information and job descriptions.

Body Paragraph

• This area of the cover letter highlights the reasons you are an excellent candidate for an upcoming position/company as well as your interest in the opportunity.
• Avoid simply repeating the components of your resume here. However, do mention and elaborate on points that you have noticed are a job requirement or are important to the employer/organization.
• Start with choosing key components of your educational and work background, your skills, competencies and values. It is essential to draw connections between your prior experiences and the upcoming opportunity. Also add valuable data concerning the upcoming role/organization/employer throughout.

Concluding Paragraph

• Finish your cover letter with an overview concerning your motivation to attend an upcoming interview, your interest in the particular role (if applicable) and employer/company.
• Include your plans to follow-up. A word of caution: if you specify a follow-up date, be sure to act on it!
• Lastly, thank the employer/organization for their consideration of your interest in an upcoming opportunity.

Closing and signature

• Finish your letter with a sign-off:
  • “Sincerely…”
  • “Kind Regards…”
  • “Yours Truly…”
• Type your full name below the sign-off and if possible, sign below your typed name.

Proofreading

• Prior to sending your cover letter (or any self-marketing job search documents, for that matter), check for spelling, grammatical and formatting errors. It can be helpful to have a friend, relative, or additional contact review this material as well.

Sending your Letter

• Include a short, professional email stating that your cover letter (and additional documentation as needed) is attached.