what to include in a university cover letter

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Closeup on notebook over wood table background, focus on wooden blocks with letters making COVER LETTER words.

Cover Letter Writing Guide

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Write your first cover letter by downloading the template below and following the step-by-step guide for overall formatting and what to write in each paragraph.

Download the cover letter template in a Microsoft Word document

Step 1: Add Your Contact Information

Use the same heading as on your resume with your name and personal information below it. You can copy and paste the contact information portion of your resume into a new Word document and start from there.

Step 2: Add the Date, Employer Contact Information, & Greeting

Underneath your contact information, add the full date, the employer’s contact name and address, and your greeting
Examples : Dear Lorraine Jimenez, Dear Dr. Phillips, Dear Hiring Manager, Dear Hiring Committee

cover letter with a "1" near the contact information, a "2" near greeting, and a "3" near the intro paragraph

Step 3: The Intro Paragraph

The opening sentence should be an enthusiastic reference to your interest in the position. Talk about what led to your discovery of the position and your unique interest in the role. If someone referred you to the position, mention them by name in the first paragraph.

For a more personal or creative letter, you can add in a very brief (2-3 sentences) anecdote or explanation of why you’re interested in this particular employer or job or feel connected to their values. Regardless of how you organize it, your introductory paragraph should include these four things:

The specific position title
The organization name
Why you’re interested
Why you’d be a good fit

Step 4: Body Paragraph(s)

Cover letters typically include 1-2 body paragraphs that show employers examples of your previous experience or times when you’ve put your relevant skills to use. These examples should be specific, detailing actions you took, things you learned, and the impact of your work whenever possible.

Everyone’s writing style is unique, but each body paragraph generally includes:

An opening sentence that introduces what experience, skill, or qualification you’ll be explaining in this paragraph.
Clear example(s) of what you’ve done or accomplished–be specific! Show, don’t tell.
A sentence that connects what you’ve done with what you can contribute if hired.

Step 5: Closing Paragraph

Your closing paragraph will be shorter than your body paragraphs. It should be a concise wrap-up to your letter that…

Optional : You can include one more additional fact or expression of unique connection to the role or employer that you haven’t mentioned in the body paragraphs
Thanks them for their time and consideration of your application

That’s all there is to it! The process may seem overwhelming at first, but if you write to a specific job description and explain your skills and experience with detail, you’ll be off to a great start.

See Examples

View Cover Letter Examples
See more cover letter templates from The Muse

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Your cover letter is an important component of the application process. It serves as a way for you to summarize your qualifications, state your interest in a position, and stand out from other applicants.

Cover letters typically accompany each resume you submit, unless otherwise specified. It is customized to each opportunity you are pursuing.

Tips for Writing Your Cover Letter

How to ensure your content is concise, relevant, and appealing to potential employers.

While every cover letter is different, effective cover letters demonstrate you are a good fit for the position.
Convey your enthusiasm for the position and knowledge of the company.
Provide support and examples that showcase the skills and competencies that are being sought.
Focus on your accomplishments and measurable results.
Address your cover letter to a specific person whenever possible. It may take some resourcefulness on your part to identify the appropriate person, but the letter will be better received.
Write clearly and concisely.
Use proper grammar and check for misspelled words.
Limit your letter to one page.
Be sure to include the date, an appropriate salutation, and close with your signature.
Mass produced cover letters are a common mistake, and easy to detect. Be sure to relate your specific skills and experiences to each individual position.
Incorporate information that reflects your knowledge of the company, the industry, or the position.
Consider that employers are seeking to fill specific roles and are looking for applicants that have the skills and qualities to succeed in that role.

Structuring Your Cover Letter

Paragraph 1: capture attention .

In your first paragraph, capture the reader's attention.
Indicate the position you are applying for and how you learned of the vacancy, i.e. Did someone tell you about it? Did you see an ad or website?
Outline the specific reasons why you are ideal for the position.
Sell yourself in paragraph 1. Do not wait until the second paragraph to articulate why you are well qualified for the position.

Paragraph 2 & 3: Create Desire

Describe yourself as a serious candidate and one worth inviting for an interview. State the hard details including your specific skills, history of responsibility, success, etc.
Think about ways to reinforce an image of yourself that includes as many of the desired qualities as possible.
Show, don’t tell. Remember, your goal is to set yourself apart from other applicants. Do not just tell the employer you have a skill, provide evidence. For example, do not just state you are “detail oriented”. Give the reader an example of something in your work history that proves that you are detail oriented.
Refer to your resume, but do not simply list the contents of it.
Emphasize how your variety of experiences are connected to the position and will benefit the company.

Paragraph 4: Call for Action

Use a few lines to express your strong interest in the position and your desire to discuss your application further in an interview.
Give a brief summary of the key points in the letter, but avoid repetition.