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Professional Cover Letter Purdue

Academic Cover Letters

When you're applying for a faculty position with a college or university, the cover letter is your first chance to make a strong impression as a promising researcher and teacher. Below you'll find some strategies for presenting your qualifications effectively in an academic context.

Distinctions between Academic and Business Cover Letters

A cover letter for an academic job has a function similar to one for a business job, but the content differs significantly in quantity and kind. While the general advice for business cover letters—such as tailoring your letter for the specific job and selling your strengths—still applies, a cover letter for an academic position should be long enough to highlight in some detail your accomplishments during your graduate education in research, teaching, departmental service, and so on. The typical letter is thus usually one and a half to two pages long, but not more than two—roughly five to eight paragraphs.

The First Paragraph

In the opening of your letter you need to convey some basic information, such as what specific position you are applying for (using the title given in the job notice) and where you learned of the opening. Since a cover letter is a kind of persuasive writing (persuading a hiring committee to include you on a list of candidates for further review), the first paragraph of your letter should also make the initial claim as to why you are a strong candidate for the position.

Tailoring for Your Audience

In an academic context knowing your audience means reading the job notice carefully and knowing the type of institution to which you are applying. Most graduate students have studied a broad range of material within their discipline before specializing in a narrow field for the dissertation project. Since it is rare to find a job notice specifying your exact qualifications, you need to emphasize those aspects of your graduate training that seem particularly relevant to the position advertised.

  • Job notice: If you've written a political science dissertation on populism in early twentieth-century US national politics, you probably won't respond to a notice seeking a specialist in international politics during the Cold War. But you may wish to apply for a position teaching twentieth-century US political parties and movements. In this case you would want to stress the relevance of your dissertation to the broad context of twentieth-century US politics, even though the study focuses narrowly on the pre-World War I period. You might also highlight courses taken, presentations given, or other evidence of your expertise that corresponds to the job notice.
  • Type of institution: Often the job notice will provide a brief description of the college or university, indicating such factors as size, ownership (public, private), affiliation (religious, nonsectarian), geography (urban, suburban, rural), and so on. These factors will influence the kind of information emphasized in your letter. For example, for a job at a small liberal arts college that focuses on undergraduate teaching, you would emphasize your teaching experience and pedagogical philosophy early in the letter before mentioning your dissertation. On the other hand, for a job at a large research university you would provide at least one detailed paragraph describing your dissertation early in the letter, even indicating your plans for future research, before mentioning your teaching and other experience.

Other Advice

If you're still working on your dissertation, you should mention somewhere in the letter when you expect to be awarded the Ph.D., even being as specific as to mention how many chapters have been completed and accepted, how many are in draft version, and what your schedule for completion is. Last-paragraph tips include the following:

  • Mention your contact information, including a phone number where you can be reached if you will be away during a holiday break.
  • If you will be attending an upcoming major professional conference in your field, such as the MLA convention for language and literature professionals, indicate that you will be available for an interview there. Be sure to mention that you are available for telephone or campus-visit interviews as well.
  • If you have some special connection to the school, type of institution, or region, such as having attended the school as an undergraduate or having grown up in the area, you may wish to mention that information briefly at some point.
  • Mention your willingness to forward upon request additional materials such as writing samples, teaching evaluations, and letters of recommendation.

Job seekers at Purdue University may find value in the Purdue Career Wiki.

Cover Letter Workshop - Formatting and Organization

The cover letter is one of the most challenging documents you may ever write: you must write about yourself without sounding selfish and self-centered. The solution to this is to explain how your values and goals align with the prospective organization's and to discuss how your experience will fulfill the job requirements. Before we get to content, however, you need to know how to format your cover letter in a professional manner.

Formatting your cover letter

Your cover letter should convey a professional message. Of course, the particular expectations of a professional format depend on the organization you are looking to join. For example, an accounting position at a legal firm will require a more traditional document format. A position as an Imagineer at Disney might require a completely different approach. Again, a close audience analysis of the company and the position will yield important information about the document expectations. Let the organization's communications guide your work.

For this example, we are using a traditional approach to cover letters:

  • Single-space your cover letter
  • Leave a space between each paragraph
  • Leave three spaces between your closing (such as "Sincerely" or "Sincerely Yours") and typed name
  • Leave a space between your heading (contact information) and greeting (such as, "Dear Mr. Roberts")
  • Either align all paragraphs to the left of the page, or indent the first line of each paragraph to the right
  • Use standard margins for your cover letter, such as one-inch margins on all sides of the document
  • Center your letter in the middle of the page; in other words, make sure that the space at the top and bottom of the page is the same
  • Sign your name in ink between your salutation and typed name

Organizing your cover letter

A cover letter has four essential parts: heading, introduction, argument, and closing.

The heading

In your heading, include your contact information:

  • name
  • address
  • phone number
  • email address

The date and company contact information should directly follow your contact information. Use spacing effectively in order to keep this information more organized and readable. Use the link at the top of this resource to view a sample cover letter - please note the letter is double-spaced for readability purposes only.

Addressing your cover letter

Whenever possible, you should address your letter to a specific individual, the person in charge of interviewing and hiring (the hiring authority). Larger companies often have standard procedures for dealing with solicited and unsolicited resumes and cover letters. Sending your employment documents to a specific person increases the chances that they will be seriously reviewed by the company.

When a job advertisement does not provide you with the name of the hiring authority, call the company to ask for more information. Even if your contact cannot tell you the name of the hiring authority, you can use this time to find out more about the company.

If you cannot find out the name of the hiring authority, you may address your letter to "hiring professionals" - e.g., "Dear Hiring Professionals."

The introduction

The introduction should include a salutation, such as "Dear Mr. Roberts:" If you are uncertain of your contact's gender, avoid using Mr. or Mrs. by simply using the person's full name.

The body of your introduction can be organized in many ways. However, it is important to include, who you are and why you are writing. It can also state how you learned about the position and why you are interested in it. (This might be the right opportunity to briefly relate your education and/or experience to the requirements of the position.)

Many people hear of job openings from contacts associated with the company. If you wish to include a person's name in your cover letter, make certain that your reader has a positive relationship with the person.

In some instances, you may have previously met the reader of your cover letter. In these instances it is acceptable to use your introduction to remind your reader of who you are and briefly discuss a specific topic of your previous conversation(s).

Most important is to briefly overview why your values and goals align with the organization's and how you will help them. You should also touch on how you match the position requirements. By reviewing how you align with the organization and how your skills match what they're looking for, you can forecast the contents of your cover letter before you move into your argument.

The argument

Your argument is an important part of your cover letter, because it allows you to persuade your reader why you are a good fit for the company and the job. Carefully choose what to include in your argument. You want your argument to be as powerful as possible, but it shouldn't cloud your main points by including excessive or irrelevant details about your past. In addition, use your resume (and refer to it) as the source of "data" you will use and expand on in your cover letter.

In your argument, you should try to:

  • Show your reader you possess the most important skills s/he seeks (you're a good match for the organization's mission/goals and job requirements).
  • Convince your reader that the company will benefit from hiring you (how you will help them).
  • Include in each paragraph a strong reason why your employer should hire you and how they will benefit from the relationship.
  • Maintain an upbeat/personable tone.
  • Avoid explaining your entire resume but use your resume as a source of data to support your argument (the two documents should work together).

Reminder: When writing your argument, it is essential for you to learn as much as possible about the company and the job (see the Cover Letter Workshop - Introduction resource).

The closing

Your closing restates your main points and reveals what you plan to do after your readers have received your resume and cover letter. We recommend you do the following in your closing:

  • Restate why you align with the organization's mission/goals.
  • Restate why your skills match the position requirements and how your experience will help the organization.
  • Inform your readers when you will contact them.
  • Include your phone number and e-mail address.
  • Thank your readers for their consideration.

A sample closing:

I believe my coursework and work experience in electrical engineering will help your Baltimore division attain its goals, and I look forward to meeting with you to discuss the job position further. I will contact you before June 5th to discuss my application. If you wish to contact me, I may be reached at 765-555-6473, or by e-mail at jwillis3@e-mail-link.com. Thank you for your time and consideration.

Although this closing may seem bold, potential employers will read your documents with more interest if they know you will be calling them in the future. Also, many employment authorities prefer candidates who are willing to take the initiative to follow-up. Additionally, by following up, you are able to inform prospective employers that you're still interested in the position and determine where the company is in the hiring process. When you tell readers you will contact them, it is imperative that you do so. It will not reflect well on you if you forget to call a potential employer when you said you would. It's best to demonstrate your punctuality and interest in the company by calling when you say you will.

If you do not feel comfortable informing your readers when you will contact them, ask your readers to contact you, and thank them for their time. For example:

Please contact me at 765-555-6473, or by e-mail at jwillis3@e-mail-link.com. I look forward to speaking with you. Thank you for your time and consideration.

Before you send the cover letter

Always proofread your cover letter carefully. After you've finished, put it aside for a couple of days if time allows, and then reread it. More than likely, you will discover sentences that could be improved, or grammatical errors that could otherwise prove to be uncharacteristic of your writing abilities. Furthermore, we recommend giving your cover letter to friends and colleagues. Ask them for ways to improve it; listen to their suggestions and revise your document as you see fit.

If you are a Purdue student, you may go to the Writing Lab or CCO for assistance with your cover letter. You can make an appointment to talk about your letter, whether you need to begin drafting it or want help with revising and editing.

Click on the link at the top of this resource for a sample cover letter. Please note that this sample is double spaced for readability only. Unless requested otherwise, always single space your professional communication.

The following are additional Purdue OWL resources to help you write your cover letter:

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