Drafting Effective Cover Letters and Post-Interview Correspondence

Purpose of a Cover Letter

A cover letter informs an employer why you are interested in working for their organization and why they should hire you. It should highlight your credentials and background as tailored to that employer. An informative, error-free cover letter sets a positive tone for the person reviewing your resume and credentials. Be specific, but concise.

A cover letter should never sound like a form letter. Always take the time to write a cover letter tailored to the individual employer. If you are responding to a job announcement or posting, make sure that your letter details how your background or experience fits with the specific hiring criteria mentioned in the posting. Do not just reiterate issues already listed on the resume. If you are writing to the hiring partner or head of a specific group, make sure to explain how you believe you fit with that group.

A well-written cover letter should:

    • Detail your specific strengths and background that match the needs of the employer;

    • Add relevant information that is not on your resume; and

    • When appropriate, indicate your reasons for geographical preference, if not apparent from your resume.

Format

Cover letters should be written in general business letter style and printed on high quality bond paper that matches your resume paper and envelopes. A one-page cover letter is sufficient for any job. See information below regarding content of individual paragraphs. 

Also, please bear in mind that some non-profit organizations have started to ask for longer personal statements (or statements of interest). In this case, the one-page letter may take a different form as some of the information set out below will need to be included in the personal statement rather than in the cover letter.

Content

A cover letter should include the following sections:

    • Addresses (yours, then the employer’s);

    • Date;

    • Salutation;

    • Introduction;

    • Body;

    • Concluding paragraph; and

    • Closing.

Address and Employer Salutation

Your address should contain the following lines:

    • Your Name;

    • A two-line Address;

    • Your current phone number; and

    • Your e-mail address.


For example:

Your Name
207 P Street, NW
Washington, DC 20008
(202) 555-0000
yourname@law.georgetown.edu

You should then leave a couple of lines and add the current date in this format:

October 14, 2008

In the employer address area, you should include the name and the title of the person to receive the letter, followed by the employer’s name and address (please do not forget to include the zip code). Whenever possible, your cover letter should be addressed to a specific individual, such as the hiring attorney, recruitment administrator or intern coordinator. If you do not know the name of the particular individual, call the firm or organization and ask to whom you should address your cover letter. 

For example:

Ms. Wendy Collins Perdue
Hiring Partner
Perdue, Collins & Associates
600 New Jersey Avenue, NW
Suite 10
Washington, DC 20000
(202) 555-0000

Introduction

The introductory paragraph should be short and immediately inform the reader:

    • Who you are;

    • The position for which you are applying;

    • Why you are writing to him or her; and

    • Why you are writing to that particular firm or organization (optional and will apply in cases where you have a reference – e.g., a professor-that recommended them to you).

Ideally, the first line will indicate your particular contact or connection with that employer. For example, if someone gives you a contact name, address the letter to that person and mention your contact’s name. 

For Example:

    • "Mr./Ms. ___________ suggested that I contact you regarding an associate position with your ___________ group."

    • "I am an attorney in the Washington, D.C. area currently obtaining an LL.M. in Taxation at Georgetown University Law Center."

Next, briefly state your interest in that particular employer by indicating the match between your background and their practice area.

For Example:

    • "I am writing to express my interest in the [staff attorney] [tax associate] position posted on the Web site lawjobs.com."

Sometimes your circumstances may require that you add additional information such as a reference, or you may want to take the opportunity to discuss your reason for wanting to work in that particular city if your geographic ties are not evident from your resume.

For Example:

    • "I am an attorney in the Washington, D.C. area currently obtaining an LL.M. in Taxation at Georgetown University Law Center. Your colleague, Ms. Smith, recommended that I contact you regarding the [litigation associate] position posted in the Washingtonpost.com."

    • "I am an attorney licensed to practice in the District of Columbia and Virginia seeking to continue practicing locally and am in the process of completing an LL.M. in Securities and Financial Regulation at Georgetown University Law Center. Enclosed is my resume for consideration with regard to the securities associate position posted in the Legal Times."

Body of the Letter

The body of the cover letter should reflect your unique abilities and qualifications. It should be tailored to the employer and a specific job or practice group. Use the body to detail the relationship between the organization’s work and your experience or career interests. If the posting lists particular attributes or qualifications for employment, make sure you address each requirement in the body of the cover letter. The body will typically be one or two paragraphs.

The job listing will, more often than not, list particular qualifications and criteria for employment. Use these qualifications and criteria in structuring how you present your job skills. Do not place too much emphasis on skills that do not relate to the job. If space permits, note other skills not specifically related to the job, but do not focus on them.

For Example: 

    • "As my resume reflects, I have a strong background in transfer pricing and tax controversy. As an associate at Weil & Smith, I…etc., [explain your specific experiences as it relates to the job requirements]."

If the job description highlights additional required skills – for example, public speaking, presentations, excellent writing skills – then an additional sentence or maybe even an additional short paragraph may be necessary, if you have something special to add that is relevant to those skills. 

For Example: 

    • "Additionally, I have a great deal of public speaking experience. Most recently, I lectured at [the University of Chicago] on [international intellectual property enforcement issues], and I currently teach as an adjunct professor at George Mason University in Virginia."

Conclusion

Thank the employer for their consideration in reviewing your cover letter and materials submitted, and restate your interest in that employer, your eagerness to be considered for the job and/or your hope to meet with them. If you are applying to an organization outside the Washington metropolitan area, and you will be in that area in the near future, indicate when you would be available for an interview (and, if possible, give them a few dates and times as options).

Indicate in the conclusion that you are enclosing your resume and any additional supporting documents (i.e., your transcripts, writing sample, references, etc.) that have been requested. However, if you indicate in the cover letter that you will enclose certain items, ensure that you indeed enclose these items. Offer to send them more materials upon request.

Place the items in the envelope in the order in which they are specified in the cover letter. This adds to the employer’s convenience and conveys the message that you are an organized and efficient prospect.

For Example:

    • "Thank you for taking the time to consider my application. If you have any questions or would like to contact me, please do not hesitate to do so at the number provided below."

    • "I would greatly appreciate being considered for this position. Please do not hesitate to contact me at the number provided below."

    • "Please do not hesitate to contact me if I can provide you with additional information. I would be delighted to have the opportunity to meet with you at your convenience. Thank you for your time and consideration."

    • "Thank you for taking the time to consider my application. If you have any questions or would like to contact me, please do not hesitate to do so at the number provided below. I will be in Austin, Texas during the week of April 4th, and would greatly appreciate the opportunity to meet with you regarding an opportunity at your firm."

Closing

The closing should be aligned with your address and consistent in tone with a formal business letter. “Very truly yours” or "Sincerely” are the most appropriate closings. Leave four lines between the closing and your name so that you can sign the cover letter and send the original to the employer.

After typing your name in the closing, skip two spaces and type “Enclosure” at the left margin if only your resume accompanies the cover letter, or “Enclosure(s)," with the number of such enclosures in parentheses if other documents are enclosed as well.

Suggested Spacing Guidelines For Cover Letters

    • Date Line: 2 hard returns below the last line of the heading or letterhead

    • Inside Address: 4 hard returns below the date line

    • Salutation: 2 hard returns below the last line of the inside address

    • Body of the Letter: 2 hard returns below the salutation (single-space within paragraphs; double-space between paragraphs)

    • Complimentary Closing: 2 hard returns below the last line of the body

    • Signature Line: 4 hard returns below the complimentary closing

    • Enclosure Notation: 2 hard returns below the signature line

What Not To Put In a Cover Letter

Do NOT repeat everything that is already in your resume. Just pull out a few important facts that the employer should know as if he or she will not be thoroughly reading your resume. 

Do NOT discuss a bar exam that you intend to take. If you have not passed a bar exam, but intend to take one, do not highlight this in your cover letter. It does nothing for the employer and will place you in an uncomfortable position if you fail the bar exam. However, if you are eligible to waive into a state without examination, this is something that you may want to note. Remember that any future plans or intentions (other than your expected date of graduation from the LL.M. program) do NOT belong in the cover letter unless it is directly related to the specifics of the job. For example, if you are currently enrolled in, or going to enroll in specific coursework related to this job and you want to demonstrate a strong interest and commitment in this area of the law, then you could point out enrollment in such courses. 

Do NOT highlight any issues or problems in your resume such as poor grades, poor GPA or lack of bar admittance. 

POST-INTERVIEW CORRESPONDENCE

Thank You Letters

Always send prompt thank you letters. Thank you letters provide an excellent opportunity to succinctly:

    • Reassert your interest in that employer;

    • Provide additional information that was not mentioned during the interview;

    • Provide material (e.g., transcripts or a writing sample) requested during your interview;

    • Re-address a question that you did not answer to your satisfaction;

    • Mention a new development (e.g., a new court decision) in an area you discussed with the interviewer; and

    • Update your resume with any pertinent information since the interview.

If you met with several different people during one day of interviewing, you should send a thank you letter to each person with whom you met. Do not send the same note to all interviewers, but vary each note with a reference to specific information discussed with that individual. If there were a large number of people involved in your interview, you can address the thank you letter to one of the following and ask that person to extend your appreciation to the others (mention each interviewer by name):

    • The person responsible for your callback interview schedule;

    • An interviewer with whom you had a particularly good rapport;

    • The on-campus interviewer;

    • The recruitment coordinator; or

    • The hiring partner.

Thank you letters may be typed, handwritten or sent via e-mail. Use your discretion as to which form is the best. One advantage of e-mail is that it enables you to communicate rapidly with an employer–the day after your interview, if at all possible. The thank you letter should not be so general that it could be used for all interviews or all employers. In closing your thank you letter, indicate a willingness to provide additional information that might be helpful in their decision-making process. 

Prepare this letter carefully; a well-organized, well-written letter reinforces the positive impression you made during the interview. Make sure you check the letter thoroughly for any grammatical or spelling errors.

Sample Thank You and Call-Back Interview Letter

2345 Taylor Street
Arlington, VA 22305
(202) 555-0000
student@law.georgetown.edu

October 29, 2008

Ms. Mary Recruiter
Hernández, Jackson & Dingledine
0000 K Street, NW
Washington, DC 20000

Dear Ms. Recruiter:

Thank you for taking the time to talk with me on Friday, October 27, 2002. I enjoyed meeting with you to discuss the foreign associate program at Hernández, Jackson & Dingledine. Please extend my appreciation to Jessica Hernández, Mary Jackson and Indira Dingledine, with whom I also met that day, and to John Stephens for talking to me during my initial interview.

I am very enthusiastic about the possibility of a foreign associate position with Hernández, Jackson & Dingledine because of my strong interest in international law. I enjoyed discussing international trade issues with you and was interested to learn about your work with several Japanese companies. I believe that I possess the research and writing skills that you are seeking in a foreign associate, and that I would be an asset to your program.

If I may provide you with any additional information, please do not hesitate to contact me. I look forward to hearing from you in the near future.

Sincerely,

 

Perfect Candidate

Sample Acceptance and Rejection Letters

Note that whether you are accepting or rejecting an employer's offer of employment, it is still important to follow the appropriate business letter format and to maintain a professional tone.

2345 Taylor Street
Arlington, VA 22305
(202) 555-0000
student@law.georgetown.edu

October 29, 2008

Ms. Mary Recruiter
Hernández, Jackson & Dingledine
0000 K Street, NW
Washington, DC 20000

Dear Ms. Recruiter:

I am pleased to accept your offer of employment as a summer associate with Hernández, Jackson & Dingledine. I am looking forward to working with you.

I will be in contact with you in the near future to discuss additional details, including a starting date. In the meantime, should you need any additional information, please do not hesitate to contact me. 

Thank you for all your assistance during the interview process. 

Sincerely,

 

Michael G. Tax

Sample Job Rejection Letter

2345 Taylor Street
Arlington, VA 22305
(202) 555-0000
student@law.georgetown.edu

December 4, 2008

Ms. Mary Recruiter
Hernández, Jackson & Dingledine
0000 K Street, NW
Washington, DC 20000

Dear Ms. Recruiter:

As you know from our telephone conversation today, I am writing to advise you that I am unable to accept your firm's offer of employment. It was an extremely difficult decision, made even more difficult because I was so impressed with Hernández, Jackson & Dingledine.

I would like to express my appreciation to you and your firm for the consideration that I received.

Sincerely,

 

Student Applicant