This document provides guidance on writing effective cover letters and resumes. It recommends that cover letters should: 1) Get the reader's attention by directly addressing them and mentioning any inside connections; 2) State your interest in the position by highlighting relevant qualifications and knowledge of the company; 3) Build the reader's desire to hire you by answering why they should hire you and emphasizing your skills and accomplishments. It also advises to 4) Move the reader to action by requesting an interview and informing them you will follow up. The document outlines a typical 4 paragraph structure for cover letters.

1. COMPOSING
COVER
LETTERS
AND
RESUMES

2. COVER
LETTERS
Roebuck: Improving Business Communication, 4th edition. (c) 2006,
Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
PARAGRAPH PURPOSE
1 get his/her attention
2 state your interest
3 build his/her desire
4
move him/her to
action

3. GET
ATTENTION
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson
Education, Upper Saddle River, NJ 07458. All Rights Reserved.
•Direct your letter to a
specific person and/or
position
Direct
•Give your inside reference if
you have one
Give
•Use keywords from the
advertisement/website
Use
•Briefly state your
qualifications (degrees,
certifications, experience)
State

4. STATE YOUR
INTEREST
• Use information, such as more
keywords, quotes, or company
details, that show you know
something about the company
• Provide more details on
qualifications relevant to your
desired job
title/position/responsibilities
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

5. BUILD HIS/HER
DESIRE
• In some way, answer the
question, “Why should I hire
you?”
• Highlight your educational
background and personal traits.
• Use action verbs in describing
what you have accomplished.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

6. BUILD HIS/HER DESIRE
Roebuck: Improving Business Communication, 4th edition. (c) 2006,
Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Action verbs:
achieved critiqued operated
aided corrected prepared
arranged demonstrat
ed
presented
advised gained served
budgeted maintained trained

7. MOVE HIM/HER TO
ACTION
• Ask for an interview, suggest a
time to meet.
• Inform him/her that you will
call to make sure he/she
received your application.
Roebuck: Improving Business Communication, 4th edition. (c) 2006,
Pearson Education, Upper Saddle River, NJ 07458. All Rights
Reserved.

8. COVER
LETTER
OUTLIN
E
• Mention how you learned the vacancy and
your intention to apply and be considered
for such position.
1st Par.
• Mention your educational qualification
2nd Par.
• Provide more details on qualifications
relevant to your desired job title
/position/responsibilities
3rd Par.
• Express your desire to be interviewed, how
you can be contacted.
4th Par.