Your cover letter is more likely to land in the right place when it is addressed to the reader. Unfortunately, many job postings do not include a contact name. When this information is missing, you can use available resources to learn the name of the person responsible for the hiring process. If your search is unsuccessful, there are other effective methods of addressing a blind cover letter. The salutation may be different, but the content follows the standard format for cover letters.
1. Search for a contact name with any information you have. For instance, check the job posting for the company’s name and number, then call and ask for the name of the hiring manager. If the call is unsuccessful, use professional-networking websites, such as LinkedIn and Ryze, to connect with someone who works in the company’s human-resources department.
2. Type your name and contact information at the top of the letter or at the top left corner of the page. Provide the date on the left side of the page, one space beneath your contact information.
3. Leave a blank line beneath the date and type the contact’s name. If you were unable to learn the name, use a general title such as “Hiring Manager,” “Recruiting Representative” or “Human Resources Department.” Provide the company’s address under the name or title.
4. Begin the body of the letter with a salutation to the contact. If you don’t have a name, use a greeting such as “Dear Hiring Manager,” “Dear Recruiting Representative” or “Dear Human Resources Team.”
5. Follow the standard format for the body of your cover letter. In the first paragraph, state the position you are interested in, how you heard about it and why you qualify; briefly highlight relevant key accomplishments in the second paragraph; and indicate how and when you plan to follow up in the last paragraph.
6. End the letter with a closing statement such as “Sincerely” or “Regards.” Leave a blank space beneath the statement for your signature then type your name.
- Gender-specific salutations such as “Dear Sir” or “Dear Madam” display a lack of creativity and could be offensive if the greeting is not appropriate for the reader.
About the Author
Tina Amo has been writing business-related content since 2006. Her articles appear on various well-known websites. Amo holds a Bachelor of Science in business administration with a concentration in information systems.
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Cover Letter Tips
Like the resume, the cover letter is a sample of your written work and should be brief (preferably one page), persuasive, well reasoned, and grammatically perfect. Before crafting your cover letters, review the following tips.
A good cover letter
- Tells the employer who you are and what you are seeking;
- Shows that you know about the particular employer and the kind of work the employer does (i.e., civil or criminal work, direct client service, “impact” cases, antitrust litigation);
- Demonstrates your writing skills;
- Demonstrates your commitment to the work of that particular employer;
- Conveys that you have something to contribute to the employer;
- Shows that you and that employer are a good “fit;” and
- Tells the employer how to get in touch with you by email, telephone, and mail.
Hiring attorneys and recruiting administrators use cover letters to
- Eliminate applicants whose letters contain misspellings (especially of the firm name and the name of the contact person) or other errors;
- Eliminate applicants whose letters show a lack of research, knowledge about, or interest in the employer’s work;
- Eliminate applicants who are unable to exhibit the value they will bring to the employer; and
- See if there are geographic ties or other information to explain the applicant’s interest in that city or employer.
Cover Letter Format
Your current address should be aligned with the center of the page or the left margin. Under your address you should include a telephone number where you can most easily be reached (i.e., your cell phone) and email address. The date is included under that contact information.
Determine to whom you should address the cover letter. If you are applying to law firms, address your letter to the recruiting director, unless you have reason to do otherwise—for example, if you have been instructed to address the letter to a particular attorney at the firm. For NALP member firms, use www.nalpdirectory.com to obtain that contact information. For other firms and public interest employers, you can refer to their websites, or contact the office to determine to whom your materials should be directed. The name of the person to whom the letter is addressed, his or her title, the employer’s name, and address follow the date and are aligned with the left margin. If writing to an attorney, include Esq. after the person’s name. The greeting appears two lines below the employer’s address and should be “Dear Mr.,” “Dear Ms.,” or “Dear Judge.” Avoid addressing your letter generally, such as Dear Sir or Madam; instead take the time to find the contact person and address the letter to that individual.
The body of the cover letter ought to be single-spaced with a line between each paragraph. The closing of the letter (“Sincerely” and your signature) should be two lines below the last line of the letter and either in the center of the page or aligned with the left margin, consistent with how you set up the top of your letter.
Cover Letter Body
Although there are many ways to write a cover letter, the following general format has worked well for candidates in the past.
- In the first paragraph of your cover letter, explain why you are sending your application to the employer: “I am an experienced attorney admitted in New York and am seeking a position with the Trusts and Estates practice group at your organization.” Mention your education background very briefly. In addition, if you have been referred by a mutual contact, you should mention that contact in the first paragraph.
- Use the second paragraph to explain your interest in the employer, including your interest in the employer’s geographic location, reputation, specialty area, or public service.
- In the third paragraph, stress why this employer should hire you. Try not to reiterate what is already included on your resume. Elaborate on the qualifications and experience you have that make you an exceptional attorney. As a lateral candidate it is particularly important to show the value you will bring to the organization.
- The final paragraph should thank the employer for taking the time to review your application and inform the employer of how you can be reached to set up an interview. You may wish to state that you will contact the employer in a couple of weeks to follow up and then actually do so. This is especially true with public interest employers who are often understaffed and will appreciate your extra effort.
For additional general cover letter advice, consult CDO's Introduction to Career Development. You are welcome to schedule an appointment with a CDO counselor to review and discuss your cover letter draft.