Administrative specialist/ graduating in May 2025 with a bachelors in supervision and management with focus in Human Resources.? Resume part not needed.

COVER LETTER FORMAT GUIDELINES

Contact Information

There are two ways to list contact information on your cover letter, depending on whether you’re providing a digital or hard copy. If you’re submitting a digital copy online, feel free to leave off your specific address and just use your city and state, phone number and email—and leave off the company and hiring manager’s contact information altogether:

• Date • Your Name • City, State • Phone Number • Email Address

Salutation/Greeting

Start your cover letter off on the right foot by addressing the hiring manager. If you can, find out the name of the hiring manager for the role you’re applying for. Reread the job description to see if it’s listed there or check the company website. It’s also an option to call the company and ask for the hiring manager’s name. Explain that you are applying for a job and would like to address your cover letter to the correct person. It’s not necessary to add Mr., Mrs. or Ms. since it may require some guesswork about gender and marital status on your part—just use their first and last name: “Dear Alex Johnson.”. If you can’t find the hiring manager’s name, you can use “Dear Hiring Manager” or “Dear Sir/Madam” or “To Whom It May Concern.”

Opening Paragraph

The opening paragraph is your chance to catch the hiring manager’s attention, introduce yourself and enthusiastically tell the employer why you’re applying for the job. You’ll want to make this paragraph specific to each job listing you apply for. Include why you’re excited about the job and the company, and how the job lines up with your career goals. Avoid making this paragraph sound formulaic by including keywords from the job posting and matching your skills to the employer’s requirements.

If you were referred to this job by someone who knows the hiring manager or already works at this company, you may want to mention this referral in your opening paragraph.

Middle Paragraphs

Now that you’ve introduced yourself and established your enthusiasm, it’s time to dig into your most relevant experience and talk about the specific qualifications and skills that make you the perfect candidate. In one or two paragraphs, make the connection between your previous accomplishments and your readiness for this new role. Think of these paragraphs as a way to pitch yourself as the ideal match for the role. Employers will likely have read your resume already, so avoid repeating the bullet points. Instead, include details that more deeply illustrate those highlights.

Closing Paragraph

The main goal of your closing paragraph is to thank the employer for their time and consideration. You also have the option of making any clarifications. For example, you can justify any major gaps in your employment history. You can also use this space to sum up your qualifications for the role and express an interest in continuing to the next stage in the hiring process.

Complimentary Close and Signature

Choose a complimentary closing that is friendly yet formal, followed by your first and last name. Closings you might consider include:

• Sincerely • Regards • Best • Respectfully • Thank you • Thank you for your consideration

Avoid closings like Cheers, Warm regards, Thanks a ton or Yours truly, as these may be considered too casual or affectionate.

If you’re providing a hard copy of your cover letter, make sure to handwrite your signature, plus your full typed name.

Font Size

When it comes to font, keep it simple and professional. Choose a basic, clear font like Arial, Calibri, Verdana or something similar. Avoid using fancy or decorative fonts.

Many employers use applicant tracking systems—software that allows automated sorting of job applications based on specific keywords, skills, job titles or other fields. Complicated fonts can make it harder for the software to read your letter, which might prevent your application from moving forward.

Use 10- and 12-point size for easy reading. Anything smaller will leave the hiring manager squinting, and anything larger will make your letter look unprofessional. In general, you should use the same font and font size that you used in your resume.

Length Guidelines

Keep your cover letter to a single page made up of three paragraphs. You can add an extra middle paragraph if absolutely necessary. Before doing this, however, always ask yourself if you can communicate the essential information in fewer words.

Margins and Alignment

Align your text to the left and use standard 1-inch margins all the way around. If your letter is spilling off onto a second page, first reread it and see if there’s anything you can cut. If you can’t cut anything, you can consider shrinking the margins to ¾” or ½”, but avoid going smaller than that so your cover letter doesn’t look squished on the page.

File Format

Since an applicant tracking system may be parsing your cover letter, make sure you save your document in a compatible file format preferably PDF. PDFs are also useful for keeping your document from losing your intended format. It’s also a good idea to rename your file to something specific, especially since hiring managers can see the file name of your online submission. Follow the format of First Name-Last Name-Cover- Letter (e.g. Jade-Young_Cover-Letter.doc) to make it more convenient for the person downloading it.

FOLLOW-UP/THANK YOU LETTER FORMAT GUIDELINES

Contact Information

Sending any thank you email after a job interview puts you ahead of over half of the competition. A great, personalized interview thank you email? That’s what will make you the frontrunner. The bottom line: yes, you always need to send a “thank you for an interview” email.

Here’s how to write a perfect thank you email after an interview in 7 easy steps:

1. Create a clear subject line

No puns, no jokes, go straight to the point. It’s the only way to make sure your thank you email gets opened. Sample subject lines for a thank you email:

• Thank you, [Interviewer’s Name]! • Thank you for your time and advice • Thanks for the interview yesterday • I enjoyed learning more about [Company Name] • Thank you!

Simple as that!

2. Open with a personal greeting

Address the hiring manager directly, by name. If you’ve interviewed with more than one person, send personalized thank-you notes to each of them.

3. Express your appreciation

Since it’s a “thank you email” open with a “thank you!” Be sincere and authentic when expressing gratitude or appreciation. Show that you care about the time the interviewers spent with you describing the details of your position.

(To see what I mean, check out the wrong example above again. See how many personal pronouns the candidate used. It doesn’t read like a sincere “thank you,” more like “I know I’m awesome.”)

4. Restate that you’re interested in the job

During the interview, your future employer wants to make sure you’re the right fit for the company. They also want to know you’re genuinely eager to join. Make sure to mention that in your thank you email.

If the interview made you realize the job is not right for you, clearly state that in your thank-you email. The hiring manager will appreciate your honesty, plus, you’ll help them save time.

5. Refer to something specific you discussed during an interview and make an offer

Identify what’s particularly interesting to you about the position and explain why. This way, you’ll make your email after an interview feel personalized. Refer to your skills and experience and show how you’re going to use them to help your future employer get what they want.

6. Say you can provide additional information and remind them about the established response deadline

How to end a thank you email after an interview? The golden rule is, be brief and polite. A succinct paragraph such as the one below will do:

Should you need any additional information from me that could assist with the decision- making process, feel free to contact me. I look forward to our call next week as discussed.

7. Close with a professional sign-off

Thank them again. Sign off with a “sincerely” synonym followed by your full name. Below, put your basic contact details: telephone number and email address. Optionally, add extra links (e.g. your LinkedIn, Twitter, or a personal website).

By the way… You probably have some more interviews ahead, right? Make sure you’ll come out on top! Read our complete job interview guide: Common Interview Questions and Sample Answers

Alright. Enough theory. See our customizable examples of thank you notes after an interview, choose one that fits your situation best, fill in the gaps with details, and hit “Send!”