Content and Structure of a Cover Letter
Although most cover letters follow a similar structure, you should tailor each one for the job to which you are applying. Research the organization or institution you are applying to, especially its philosophy and internal structure. Identify the areas you find most interesting and think about ways in which you could make a contribution to the department or the organization as a whole. Work this information into your letter. This research personalizes your letter and demonstrates your interest and initiative.
Prepare your opening paragraph with great care, since it sets the tone for the rest of the letter. Introduce yourself, mentioning the degree you are pursuing and the university you attend. Refer to the specific position for which you are applying, and indicate how you learned about the position or organization. If you have not yet finished your degree, you should state when you expect to receive your degree or defend your dissertation. You may also want to briefly mention what attracted you to the organization to which you are applying. If someone else has referred you, be certain to use that person's name.
The body of your letter should consist of one or two paragraphs that highlight your interest in the position, your strongest attributes and your strong qualifications. This is your opportunity to "sell" yourself. Use this opportunity to elaborate upon the distinctive strengths and qualifications you would bring to the position and attempt to persuade the reader that you are a highly qualified candidate deserving additional consideration. Many people find this type of self-promotion difficult, and are concerned that such comments sound arrogant. Modesty is not rewarded in the job search, and you may be the only voice articulating your qualifications.
Conclude your letter by reinforcing you interest in the position and in obtaining an interview. If you are applying to a position in another city and have planned a trip to that area, mention the dates you will be there. You may state that you will contact the employer by a particular date to follow up on your letter. Be realistic about how long it will take the letter to land on someone's desk and how long it will take them to read it when determining your deadline to follow up. Offer to provide extra materials or additional information if necessary, and thank the reader for his or her consideration.