Effective cover letter writing techniques are paramount. This is usually the first correspondence you have with a potential employer and it should always be professional and accompanied by your resume. For help getting started, please view this short webinar before you begin drafting your cover letter using this template.
The Basic Outline
City, ST Zip
Dear [Contact Name OR Hiring Manager],
- Briefly introduce yourself, your interest in the company, & the specific position/opening with a summary statement of who you are & why you are a strong fit for the position.
- Mention the names of individuals you have met from the company, and/or the event, or person who directed you to this position.
- Cite other research that prompted you to write, such as a recent article on the company or a positive networking interaction.
Body (Usually 1 or 2 paragraphs)
- Provide specific examples of your background that connect to the needs of the company and let the recruiter understand how you would “fit”.
- All skills need to include “evidence” (specific examples) that clearly demonstrate the how/why of development.
- Focus on your skills and accomplishments that match the job description.
- Show how your MBA adds to those skills.
- Make sure to show your knowledge of the industry and company.
- Restate & summarize your key skills & fit for this position.
- Let them know you are interested in further discussing the position with them.
- Provide all personal contact information.
- Always thank the reader for their time & consideration.
Enclosure(s) (If you send a resume or other materials)
Example Letter of Intent for Graduate School
A graduate school letter of intent sets the tone for your application. As such, you want to ensure you cover all the bases, from formatting to content. A sample letter of intent for graduate school could help get you started.
First, the basics. A graduate school letter of intent is, in essence, a cover letter for your application. It’s a formal letter that focuses on who you are, why you’re applying to that particular Master's or Doctoral program, and why that program should consider your application. However, there might be a few different ways to do this. You might focus your letter on specific achievements related to your application and goals. Or you could write in a more personal way, showing who you are and why you are committed to grad school. Whichever option you choose, it’s important to pay close attention to the style and mechanics of effective letter writing.
Letter of Intent Format
If you’ve ever written a business cover letter, the following information might seem a little familiar. That’s because the mechanics of writing a letter of interest are quite similar. In essence, a formal letter is comprised of a header, a salutation, the body, and the closing. Each of these needs to be present in your letter of intent and typically confined to a single printed page. Length requirements may vary, though, so make sure you’re familiar with the application requirements when you write.
The header should contain each of the following elements, separated by a line break.
- The sender’s full name, address, and contact information (phone and/or email)
- The date the letter is being sent
- The recipient’s name and address. (Note: It’s a good idea to personalize this as much as possible. If you can find out the name of the primary decision-maker who will be reading your application contents, address the letter to that person, unless instructed otherwise. If you can’t find this information, something more general like “Graduate Selection Committee” could be used instead.)
Here is an example letter of intent header:
Ms. Alice Henry
432 Bridge Street
March 3, 2017
Graduate Program Director
How to Write a Letter of Intent: Contents and Organization
The body of your letter of intent is where you could introduce yourself to the application committee and make your case for acceptance. You might take a few different approaches here, depending on your purpose in writing a letter of intent. While this could vary widely, most of the time it will alternate between two specific goals.
- Guiding the reader’s attention to specific elements of the application packet (i.e. certain accomplishments, experience, etc.)
- Personalizing the application, by giving the reader a more holistic view of who the applicant is and why they’re applying
Which one is appropriate for you depends, in many ways, on your background and the rest of your application. For example, if you’re applying with a stellar GPA, an impressive resume, and high test scores, you might not need that element of personalization to set you apart. Instead, it might be a good idea to emphasize your most impressive achievements.
In this case, the organization of your letter of intent body may be fairly straightforward, taking a note from business-oriented cover letters. For example, you might dedicate the first paragraph to the opportunity you’re pursuing. The second might be about your relevant skills and how you’ve demonstrated them. You could then end with your educational or career background related to your application.
But what if your CV is a little more average, or if you have struggled in the past? Then an alternate approach, like your personal story, might be a solid tactic. By giving an identity and context to your application, you could draw attention to who you are and your passion for your field.
In this case, how you organize the letter may vary widely, depending on what you’re trying to say and the story you have to tell. Often this could be chronological. But it might be a good idea to put some thought into how you’re planning to organize your letter. Then look back at your draft to make sure that strategy works.
Sample Letter of Intent for Graduate School
The following is an example letter of intent for graduate school, written by fictional school applicants. While your letter of interest should be entirely unique, this example may give you a few ideas to start. You can also use it as a letter of intent template to ensure you are following the correct format.
Example Letter of Intent
This writer chose to take a more personal approach with their content. So instead of organizing the paragraphs based on the type of achievement, they did it chronologically, telling the story behind why they want to study in that program.
Mr. Robert Smith
5 Main Street
February 11, 2017
University of Education
Graduate Program Director
Attn: Graduate Selection Committee
I am applying to your master’s program in elementary education for the Fall 2017 semester. After earning my undergraduate degree in elementary education from Teachers University, I worked for seven years as a fourth grade teacher ABC Elementary School in Anytown, Idaho.
I have wanted to be a teacher since third grade, inspired by my experience with my own teacher. As a student, I struggled to understand multiplication. I remember feeling frustrated, helpless, and sad. My teacher recognized my problem and spent months tutoring me in the subject after school. It took a lot of time and a great deal of patience on her part, but one day it clicked. Suddenly, I understood what I was doing. The joy and pride I felt was unmatched by any other moment in my preceding nine years.
I learned much more than multiplication during our study sessions. My teacher taught me to believe in myself. She taught me about the value of hard work, and the joy one experiences when helping others. Even at nine, I knew I wanted to share those lessons. For the past seven years, I have been fortunate enough to do so, with great success. Last year, I was selected from a pool of thirty teachers as the school’s “Most-Liked Teacher,” an award conferred by student opinion.
I have chosen to apply to the University of Education to pursue a master’s degree in elementary education because I am passionate about building upon the success and fulfillment I have already experienced as a teacher. My academic and career goals include exploring cutting-edge teaching techniques integrating the latest technology within my classroom. The University of Education’s reputation for excellence in developing new teaching technologies is the catalyst for my decision to attend graduate school in the first case. I am particularly interested in pursuing the New Teaching Models track, and I’m considering writing a thesis on the topic.
Thank you for your considering my application. It would be an honor to continue my studies and pursue my passion at the University of Education.
The Takeaways for Your Graduate School Letter of Intent
Hopefully the above sample letter of intent for graduate school helped you gain a clearer picture of what you need to write. Once you’ve finished, carefully review your draft for spelling errors, typos, grammar, and punctuation. It’s also important to ensure you have all the correct and complete information. Easy-to-miss details, like the wrong name of the recipient or school, could damage your chances of consideration. Check that these are correct, and that your main body content stays on-message. Finally, make sure your letter content is organized in a logical way for a reader.
Your letter of intent could be your first impression on the application committee. Follow these guidelines and use a sample letter of intent to make that impression count.