Guide to Writing

Letters of Application:

Cover Letters

Letters of Intent

Statements of Purpose

Personal Statements

2

Table of Contents

Differences between the Cover Letter, Letter of Intent, Statement of Purpose,

and Personal Statement ........................................................................................................... 3

Formatting Guidelines For Letters of Application ............................................................. 4

3 Tips for Writing a Convincing Letter of Application ..................................................... 5

Cover Letter Outline ................................................................................................................ 7

Cover Letter Sample ................................................................................................................. 8

Letter of Intent Outline ......................................................................................................... 10

Statement of Purpose Guidelines ........................................................................................ 12

Personal Statement Guidelines ............................................................................................ 14

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Differences between the Cover Letter, Letter of Intent,

Statement of Purpose, and Personal Statement While the terms cover letter, letter of intent, statement of purpose, and personal

statement are often used interchangeably, each document has unique qualities.

Despite differences, in writing all of these documents, the writer should: Refer to the company or program’s specific instructions for writing the document, if available, to best meet

requirements

Engage in deep self-reflection based on how one is prepared for each particular job or program

Conduct extensive research on the company or program and state why that particular company/program is a fit or

desired

Be sure to clearly answer all questions a program or organization asks the writer to answer within the document

Discuss skills and academic or career experiences that have prepared the individual for this particular opportunity

Format the document preferably in Times New Roman, single-spaced, 12 point font (11 is acceptable for cover letter)

Outline, draft, proofread, revise, and repeat!

Cover Letter Letter of Intent Statement of

Purpose

Personal Statement

Career

Goal

To obtain specific

position (job, internship)

in desired career field

To obtain entry into an

academic or professional

program or residency

To obtain entry into an

academic or professional

program

To obtain entry into an

academic or professional

program

Purpose

To explain:

Why you want this

position or to work for

this company

Past experiences or

professional skills that

have prepared you for

the position

How hiring you will

benefit the department/

organization/company

To explain:

How the program help

you develop as a

professional so that you

may reach goals set for

after your completion of

the program

How your past

experiences prepared

you for the program

To explain:

Your purpose for

applying for a degree/

career in this area

How the specific

program is a good fit for

you

Your academic and

career accomplishments

How the program will

help you accomplish

future goals

To explain:

Overall, as a person,

qualities and skills you

possess that make you a

promising candidate for

the program

Your academic, career

and personal

accomplishments

Obstacles you have

overcome and your

unique experiences

Style Formal business letter Formal business letter Essay format Essay format

Distinc-

tions

Very concise, brief

Focus only on

experiences, skills that

directly relate to the job

DOES NOT INCLUDE:

How the position will

help you accomplish your

own personal or

professional goals

Focus on short- and

long-term goals set for

after program

completion

DOES NOT INCLUDE:

Reflection on personal

life experiences prior to

beginning formal career

or academic preparation

Provides a narrative,

interweaving evidence

of preparation and

achievements related to

program, usually in a

chronological format

(from early to later

experiences)

Focus on how program

will help you grow as

professional

Emphasis on applicant’s

holistic qualities, such as

character, combined

with experience/skills

Provides a narrative,

interweaving evidence

of preparation and

achievements related to

program, usually in a

chronological format

(from early to later

experiences)

Language Formal; strictly

professional tone

Formal; strictly

professional tone

Formal, but with some

personal voice

Formal, but with some

personal voice

Length 1 page – do not exceed Determined by requestor

(often 1-2 pages)

Determined by

requestor (often 1-2

pages)

Determined by

requestor (often 1-2

pages)

4

Formatting Guidelines For Letters of Application Cover letters and letters of intent should be written and formatted in the formal

business-letter style. Personal statements and statements of purpose should be

written in essay format. Below are some guidelines for professionally formatted,

easy to read documents.

Cover Letters and Letters of Intent:

Text

Choose to use ‘serif’ fonts (Bookman Old Style, Cambria, Georgia, Times New Roman) or ‘sans

serif’ fonts (Arial, Lucida Sans, Tahoma, Verdana) – Times New Roman is preferred

Font size is 11 or 12 points

If you have a CV or resume, use the same font type on your cover letter for consistency

If you have a CV or resume, you may cut/paste your header (contact information) to your

cover letter for consistency instead of listing your address at the top left of the page

Page Layout

0.7 to 1-inch page margins are used

Text is justified to the left margin and is single-spaced

Paragraphs are NOT indented

Paragraphs are separated by a space

Cover letter is no more than 1 page in length

Personal Statements and Statements of Purpose:

Text

Times New Roman font preferred

Size 12 font

Single-spaced document

No document title is necessary

Page Layout

1-inch margins are used

Text is justified to the left margin and is single-spaced

Paragraphs start with an indent

Paragraphs may be separated by a space

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3 Tips for Writing a Convincing Letter of Application (Cover Letter, Letter of Intent, Statement of Purpose, or Personal Statement)

Writing a vague overview of your qualities will not capture the attention of employers or

admissions committees, and most application reviewers can tell if a letter has been written and

submitted for multiple positions. Here are some tips for writing a letter of application that will

increase your chances of securing an interview or gaining program acceptance.

1. Thoroughly review the target position/program and align your qualifications. Consider:

Which responsibilities are communicated as most important for the person to accomplish once offered this

position or program?

What overarching skills and experiences is the employer or program seeking in candidates?

Which aspects of the position or program do you, the candidate, particularly have?

For those aspects of the position or program you are less experienced or inexperienced with, do you have

transferable skills that you can bring attention to?

In the document: Pick at least 3 aspects of the position or program in which you have skills or past experience,

and provide evidence of your experience in those areas in the body paragraph(s) of your document. For those areas

that seem important but you do not have direct experience, you may wish to describe how previous work or

academic experiences have given you the preparation to tackle those responsibilities or expectations.

Example: “Patient education is a crucial aspect of this position. I gained experience with providing patient

education while working as…, where I counseled patients on… ”

____________________

2. Research the employer, program, institution, or organization.

Review the website and be up to date on any recent news (even on their social media sites). Be sure you know and

understand their services or products; their values and mission statement; details on the size and location; and any

other relevant data or information about the setting.

In the document: Emphasize your understanding of the employer or organization’s services or products. Identify

and verbalize mutual values, particular areas of interest, and any expertise you can bring to the position and

organization if hired or accepted.

Example: “As a professional with past experience in creating and following regulatory standards, I admire that your

organization holds ethical decision-making to a high standard...”

____________________

3. Elaborate— do not restate—on the information on your resume or CV by describing the relevance of

those experiences to the opportunity you are applying for.

You do not want the employer to read the same information twice. Expand on your unique relevant experiences,

share the impact of your work (or how your work has impacted you), and make strong connections between your

qualifications and this position or program.

In the document: DON’T simply write the information on your resume in sentence form. DO identify a job title

or experience as a talking point, and tie how that job/experience ties to the position in which you are applying.

Examples:

DON’T: “I earned my Bachelor of Science in Health and Human Sciences in 2014.”

DO: “While pursuing my Bachelor of Science in Health and Human Sciences, I took on several internships in the

area of public health that have prepared me for this position. For example, my internship with the Department of

Health provided me with the opportunity to…”

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Cover Letters

7

Cover Letter Outline

Your Street Address

City, State Zip

Today’s Date

Mr./Ms./Dr. First and Last name of Employer Contact

Name of Employer/Company

Street Address

City, State Zip

Dear Mr./Ms./Dr. Last Name of Employer Contact:

In your opening paragraph and sentence, tell the reader why you are writing your letter by stating the exact

title of the position you are applying for. If there is a job number or ID, be sure to include it in your letter.

State where you heard about the position (“on your company’s website”; “on Monster.com”; etc.). If someone

referred you to the position and you feel mentioning their name will be an asset to your application, ask that

person if they are comfortable with you including their name in your cover letter. State why you are

interested in the position and working for this particular employer and/or mention why and how the position

and employer are a fit for your skills and credentials.

In your body paragraph(s), provide specific examples for how you are a qualified candidate for the position.

Connect relevant education, experiences, and accomplishments to the position you are applying for. Do not

restate information that is on your resume; instead, identify information on your resume that is relevant and

elaborate on your skills gained, experiences had, and accomplishments earned. Emphasize your attributes

which most directly relate to qualities the employer seeks in a candidate for the position.

You may wish to add additional paragraphs to highlight further qualifications or experiences you have had that

relate to the position.

In your closing paragraph, restate why you are interested in the position and/or how you are a highly qualified

candidate. Restate your contact information (“You may contact me at <phone number> and <e-mail address>

if you need any additional information”). If you choose to follow up, indicate a time range in which you will be

following up with a call or e-mail— be sure to follow up in that time period. Thank the employer contact for their

time and consideration.

Sincerely,

(Sign your name if submitting hard copy of cover letter)

Your Name (typed)

Enclosure (if submitting hard copy of cover letter with resume via mail)

Remember: Purpose

• To explain why you want this positon or to work

for this company

• To describe past experiences or professional skills

that have prepared you for the position

• To explain how hiring you will benefit the

office/organization/ company

Style

• Formal business letter; strictly professional tone

Distinctions

• Very concise, brief

• Focus on experiences, skills that directly relate to

the job

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Cover Letter Sample 1 True Lane

Hannaville, VT 01234

December 9, 2014

Janelle Smith, PharmD

Target Pharmacy

1234 Main Street

New Mountain, VT 12345

Dear Dr. Smith:

I am writing to express my great interest in the position of Staff Pharmacist (Job Number PH02345) as listed on the

Target Careers website. While pursuing my Doctor of Pharmacy degree at Albany College of Pharmacy and Health

Sciences, I took the initiative to gain community pharmacy experience beyond the required rotations by engaging in

employment and internship opportunities in community pharmacy settings. Further, completing an Advanced Pharmacy

Practice Experience with this Target pharmacy location gave me insight on the collaborative and professional nature of

this particular pharmacy environment, as well as direct experience in working with your processes, technology

and client base. It would be an honor to be a member of your team on a full-time basis.

My combination of pharmacy practice and employment experiences have prepared me to deliver well-rounded,

customer-centered care and service. At my recent internship with Bearstone Memorial Hospital, I gained experience

compounding and dispensing medications with meticulous attention to accuracy. My counseling skills

have been honed through serving individuals in a wide array of settings, from gaining years of experience providing

patient recommendations as a Pharmacy Technician to directly meeting the needs of underserved

community members through free clinics and healthcare drives. Additionally, while completing my pharmacy

practice experience with this Target location, I was able to take a large role in organizing a flu shot clinic that was

attended by over 100 community members. Planning and implementing new initiatives that create

awareness of healthy practices and meet the needs of community members is an undertaking I am not only prepared

for but also genuinely excited to continue throughout my pharmacy career.

Along with my ability to effectively carry out the day-to-day operations of a pharmacy, I will bring experience in

leadership, mentoring, and supervising that I can apply to my supervision at Target Pharmacy. As a peer

mentor and tutor at Albany College of Pharmacy and Health Sciences, I learned to provide constructive, sensitive

feedback and to clearly explain complex processes to help individuals gain and apply new, challenging skills and

knowledge. Holding officer positions within Vermont Pharmacists Association and Class of 2015 office enhanced my

ability to delegate and oversee others’ activity while also getting fully involved in the implementation of an

organization’s events. I am eager to apply my skills in instructing, training, and supporting others through the

supervisory role in this position.

I would be grateful for the opportunity to further discuss my skills and qualifications with the pharmacy I most desire

working for. If you need any additional information, please feel free to contact me at (123) 456-7890 or

Frances.Pharmacy@acphs.edu. Thank you for your time and consideration, I look forward to hearing from you.

Sincerely,

Frances L. Pharmacy

(Refer to the Sample CV on page 13 of our Resume/CV Guide to see how CV information is tied into the

cover letter)

Responsibilities Listed on Job Description (colors correspond to related text in the cover letter):

Compounding and dispensing medication

accurately and providing patient counseling; including

clinical pharmacy services

Supervise day-to-day operations of the Pharmacy team

Execute common store processes and implement

new company initiatives

Uphold service standards for counseling, dispensing,

pricing, licensing, managing inventory and record keeping

Ensure all work processes are performed efficiently and

effectively at each work station by performing quality

assurance steps and providing coaching, training and honest feedback to team members

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Letters of Intent

10

Letter of Intent Outline

Your Street Address

City, State Zip

Today’s Date

Mr./Ms./Dr. First and Last name of Program/Organization Contact

Name of Organization/Institution

Street Address

City, State Zip

Dear Mr./Ms./Dr. Last Name of Program/Organization Contact:

In your opening paragraph and sentence, tell the reader why you are writing your letter by stating the exact title of the program you are applying for. State briefly why you are interested in the program at this particular

location and/or mention why and how the program is a fit for your skills and credentials. A letter should be

written for every individual organization or company of interest, with explicit references to why you desire

obtaining entrance to that particular program or company.

In your body paragraph(s), describe your academic or career experiences that shaped your interest in this

program or area. Provide detailed information on your short and long term goals, and how the program will

help you to accomplish them through gaining professional skills or experiences. Provide concise examples of

your academic and career accomplishments that have prepared you for the program of interest and

demonstrate that you will be a successful addition if accepted. For example, describe relevant research, course

projects, written and published works, honors and awards, teaching and mentoring, study abroad, volunteer or

campus/community service, or professional development experiences.

In concluding your letter, restate your interest in the particular program and express confidence in your past

preparation and future success. Thank the reader(s) for their time and consideration of your application.

Sincerely,

(Sign your name if submitting hard copy of cover letter)

Your Name (typed)

Remember: Purpose

To explain how the program help you develop as a

professional so that you may reach goals set for

after your completion of the program

How your past experiences prepared you for the

program

Style

Formal business letter format; strictly professional

tone

Distinctions

Focus on short- and long-term goals set for after

program completion

11

Statements of Purpose

12

Statement of Purpose

Guidelines

Writing your Introduction:

In your introduction, clearly state your purpose for writing.

You may wish to make an introductory reference to your overall skills, qualifications, goals, and/or

qualities that will pique the interest of the admissions committee.

You may also wish to mention why you are interested in this opportunity at/with this particular location/institution.

Recommended Topics to Discuss in Body Paragraph(s):

Summarize your academic preparation and accomplishments. Persuade the admissions committee that you

have matured as a student and professional and are mentally and physically prepared for the demands of

this program.

If you earned any special awards, held a high GPA, or have taken coursework that relates to and has prepared you for this opportunity, make mention of them.

Describe obstacles in your personal or professional life that have impacted your ability to attain or

perform academically, discuss the ways you have overcome or are working to overcome them. You will

want to make it clear how your academic and professional interests have developed through your efforts.

Summarize your professional positions, experiences, and development over time.

If there are specific experiences or instances that have contributed to your knowledge and skill set in

relation to this program, briefly describe them.

While your future goals after your intended program may not be completely clear at this point, provide

insight into prospective goals you wish to explore and possibly reach as a result of the program. Illustrate

to the admissions committee that you are goal-oriented; if one applicant has clear-cut goals they want to

accomplish through completion of this program, and another applicant is not able to articulate how this

program will help them to reach their future goals, the admissions committee is likely to select the applicant with a specific plan in mind.

Articulate why you are interested in this specific program and how it will help you to bridge the gap

between your path thus far and your desired career/academic/personal goals. Conduct research on the

employees or professors and their areas of specialty or research. Review the curriculum, services, and

other offerings of this employer, institution or organization and indicate areas of interest or value to you.

Read the mission statement and values statement of the organization, and articulate how those beliefs and

goals align with your own.

Concluding your Statement of Purpose:

Briefly summarize your qualifications, intentions, and fit for this opportunity. End on a confident note.

Adapted from: William G. Marx, Social Science Interdisciplinary Studies Program, MSU, East Lansing, MI

https://www.uvm.edu/~psych/graduate/personal_statement.pdf

Remember: Purpose

To explain your purpose for applying for a degree/career in

this area

How the program is a good fit for you

Your academic and career accomplishments

How the program will help you accomplish future goals

Style

Essay format, with formal language but some personal voice

Distinctions

Provides a narrative, interweaving evidence of preparation

and achievements related to program, usually in a

chronological format (from early to later experiences)

Focus on how program will help you grow as professional

13

Personal Statements

14

Personal Statement Guidelines

Writing your Introduction:

You may wish to start with an exciting, attention-grabbing introductory story that allows you to

portray your personal voice. Pick a central theme or topic that ties together all of your examples and

explanations in the document. Some possible options you may decide to explore for your personal

statement include:

A specific obstacle or challenge you experienced in your personal life or your career that

directly applies, or indirectly can be applied, to the area of interest

How your chosen path was influenced by a childhood, adolescent, young adult, or adult

experience

A personal experience you had as an individual, or with a family member or friend, and how

that experience influenced your decision to pursue this area of interest

Your relationship with a mentor or other individual that impacted your life or decision to

pursue this area of interest

Recommended topics to Discuss in Body Paragraph(s):

Provide illustrative examples that tie in with the central theme or topic of your personal statement

Describe the evolution of your life, your career, your thoughts or experiences with your area of interest over time

Mention how your academics and career experiences coupled with your personal experiences have

furthered the evolution of your interests, skills, and understanding of your chosen field

Describe some more recent events that have influenced you to apply for area or field within your

larger area of interest

Use active voice and passionate, confident language throughout your document

Concluding your Personal Statement:

Bring closure to your central theme or topic

Summarize the series of events, experiences, and ideas described throughout

Adapted from: The Staff of the Princeton Review, Medical School Essays That Made a Difference, 2006. Published by

Random House, Inc.

Remember: Purpose

To explain overall, as a person, qualities and skills you possess

that make you a promising candidate for the program

Your academic, career and personal accomplishments

Obstacles you have overcome and your unique experiences

Style

Essay format, with formal language but some personal voice

Distinctions

Emphasis on applicant’s holistic qualities, such as character,

combined with experience/skills

Provides a narrative, interweaving evidence of preparation and

achievements related to program, usually in a chronological

format (from early to later experiences)