Writing a Great Cover Letter

Writing a cover letter doesn’t have to feel overwhelming. This page is here to help you approach it with confidence and clarity. Your cover letter is your chance to introduce yourself, explain your interest in the role, and show how your experience and strengths align with the position you’re applying for.

Best Practices

Always include a cover letter, if possible, it’s your chance to advocate for yourself and make a personal connection beyond your résumé.
Start strong. Open with enthusiasm and a clear reason why you’re excited about the role.
Do your homework. Learn about the department or program so you can tailor your letter to their needs and culture.
Look forward, not back. Use your letter to show where you’re headed and how your experience prepares you for that next step.
Show your value. Connect your skills and accomplishments to the department’s goals or challenges by highlighting one or two key examples that clearly show how your background has prepared you for the role and makes you a strong fit.
Keep it short and clear. Your cover letter should be concise without cutting important details. Write enough to clearly explain your interest in the position and the value you bring. This typically results in a short, focused page. Your cover letter should not exceed one page.
Be genuine. Let your personality and authentic interest show without overdoing flattery or humor.
Get feedback. Ask a trusted colleague or someone from the Staff Center to review your letter for tone and clarity.
Stay positive. Even if you’re making a career change or re-entering the job market, frame your story around growth and contribution.
If you can’t attach one, include a brief version in an “Additional Information” box or a short follow-up email.

Common Pitfalls

Repeating your résumé bullet points word for word instead of expanding on your experience
Making your letter too long or including unnecessary details
Using generic statements that could apply to any position
Over-explaining career gaps rather than focusing on your skills, growth, and readiness for the role

Do You Really Need a Cover Letter?

Yes. Whenever you can. Some online systems don’t make it easy to attach one, but if there’s an option (or a place to include one as part of your application), take it. A cover letter is your chance to show the hiring manager who you are beyond your résumé, and why you care about the role.

Think of it as a short personal introduction that connects your experience to what the department or program needs.

Step 1: Do a Little Homework

Before you start writing, learn more about the department or unit you’re applying to.

Read the job posting carefully to understand what they’re looking for.
Visit the department’s webpage to get a sense of their mission, values, and projects.
Ask around, if possible, maybe someone you know has worked with that team or can share insights.

If you’re able to reach out to the hiring manager or someone in the department with a brief, professional question, even better. You can then open your letter by referencing that conversation (“Thank you for taking a moment to share more about…”).

This extra step shows initiative and helps you tailor your tone and message.

Step 2: Focus on What’s Next

Your résumé lists what you’ve done. Your cover letter should highlight what you want to do next. Think of it as the bridge between your past and future. For example:

“After five years supporting campus events in Student Life, I’m eager to bring my organizational skills and customer service experience to a role that focuses more on student success.”

If you’re shifting fields, say from facilities operations to an administrative position, use your letter to explain how your skills transfer. Maybe your attention to detail, problem-solving, and reliability have prepared you for new types of challenges.

Step 3: Open Strong

Avoid starting with, “I’m applying for the Administrative Support Coordinator position I saw posted online.”

Instead, lead with what makes you excited about the role and what you bring. For example: “As someone who thrives on helping departments stay organized and connected, I’m excited by the opportunity to contribute to your team’s efforts to support faculty and students.”

If you know someone in the department or have a personal connection, mention that early. And whenever possible, address your letter to a specific person rather than “Dear Hiring Committee.”

Step 4: Show How You Add Value

Hiring managers want to know how you can make their work easier or more effective. Use your letter to show that you’ve thought about what they need and how you can help. Sharing brief examples of impact, such as what improved or worked better because of your efforts, can help show your value beyond a list of responsibilities.

For example:
“With experience managing multiple calendars, coordinating events, and navigating campus systems, I can help ensure your office runs smoothly during busy times like orientation and commencement.”

If you helped your office adapt to remote work, improved a workflow, or found creative ways to solve problems, include a short example. Concrete details make your letter memorable.

Tip: Adaptability and a willingness to learn are among the most valued skills right now. Show your value by highlighting specific accomplishments that demonstrate these qualities and explaining how they address the needs or goals of the department, connecting the results of your work to the impact you can make in the new role.

Step 5: Let Your Enthusiasm Show

Hiring managers want someone who wants the job. You don’t need to sound over-the-top just genuine.

“I’ve always admired how this department supports staff growth, and I’d be proud to contribute to that mission.”

Authenticity matters more than perfect phrasing. Be professional, but don’t be afraid to let a little of your personality shine through.

Step 6: Keep It Brief and Polished

Aim for half a page or about three short paragraphs. You want someone to be able to read it quickly and remember you.

After you’ve written a draft, ask a trusted colleague, mentor, or someone in the Staff Center to review it. Ask them:

Is my main point clear?
Does my tone sound confident and genuine?

Sometimes we don’t realize when we sound too formal, too casual, or even a bit unsure. A second pair of eyes helps.

When You Can’t Attach a Cover Letter

If the application system doesn’t allow one, you can:

Paste a short version in an “Additional Information” box.
Or, send a polite follow-up email after submitting your application:

“Thank you for the opportunity to apply for the IT Support Specialist position. I wanted to briefly share that my five years of experience supporting campus systems have given me a strong foundation in both technical troubleshooting and customer service.”

How Personalization Can Make a Difference

Imagine two candidates applying for the same Administrative Coordinator position on campus. Both have similar experience and strong résumés.

One sends a standard, one-size-fits-all cover letter that could have been written for almost any job. The other takes a few extra minutes to tailor their letter — referencing the department’s student mentorship program and sharing a short example of how they’ve supported students in their current role.

Which one is more likely to catch the hiring manager’s attention? Odds are, the one with the tailored cover letter. The personalized letter shows that the applicant understands the department’s priorities and can make an immediate impact.

Quick Takeaways

Do:

Start with a clear, engaging opening that connects to the role.
Be specific and keep it short.
Show how your skills meet the department’s needs.

�ٴǲ�’t:

Use generic language or copy-paste the same letter for every job.
Overdo the compliments.
Try to be funny. Keep it genuine and professional.

Bringing It All Together

A cover letter doesn’t have to be perfect. It just needs to sound like you. Use it to connect the dots between what you’ve done and what you want to do next. Keep it short, sincere, and focused on how you can make a difference.

And remember: the Staff Center is here to support you. If you’d like feedback on your cover letter or résumé, we can help you strengthen your materials and your confidence as you take your next career step.

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