Cover Letter Guide

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PURPOSE AND FORMAT

A cover letter should accompany your resume whenever you submit it in response to a known job opening or as part of broader-based canvassing. The cover letter is an important supplement to your resume. It should indicate your reasons for applying, the reasons the employer should hire you, some background information about yourself and your availability for interviews. In addition, it should cover any pertinent information not presented in your resume and/or highlight an aspect of your resume to which you wish to draw the readers attention. A cover letter allows for flexibility, tailoring, and amplification which are not always possible in a resume. Personalizing each cover letter and making reference to the recipients practice lends credibility to your request for consideration, reflects the time you have spent in analyzing the firms practice, and states how your skills fit into that practice. The letter itself should be no longer than one page and no more than three (3) or four (4) short paragraphs. A cover letter must be well-written and error-free. No letter that contains an error should ever be sent. Pay special attention to grammatical and spelling accuracy. If printing your letter, white resume paper is considered the most professional. A standard business format should be followed which means you need to use a colon to punctuate the salutation. Examples of cover letters are included at the end of this booklet. Whenever possible, avoid mass-producing your cover letters. Better results are achieved if a specific letter is written for each employer in which you are interested. Portions of both the first and second paragraph should change in order to make the letter specific to a particular employer. In the first paragraph, indicate why you are applying. In the second paragraph, indicate why the employer should hire you and why you are qualified for the job that is available. Elaborate on items in your resume. Emphasize important points. Add information that is not mentioned in your resume. Include information about yourself that is relevant to the specific employer and delete that which is irrelevant. Doing these things strengthens your message and distinguishes your cover letter from the literally hundreds of other cover letters the employer receives.

If multiple letters are sent using the same form, be certain that all the employers in a mailing practice the same type of law, have approximately the same number of attorneys and practice in the same geographic area. Write your letter to one specific employer and then make any minor adjustments necessary to make your letter appropriate for all other similarly-situated employers. Remember that mass-produced letters neither impress the employers nor encourage special consideration of your application. Every attempt should be made to make a targeted mailing to a group of homogenous employers appear as individualized as possible. Always address each cover letter to a specific person ideally to the individual who has the power to hire, to your contact, or to a Notre Dame (or college alma mater) graduate. If you are responding to a notice for an advertised opening, write to the person designated. When you are targeting your search to a specific geographic or practice area, consult directories that list the appropriate contact name. NALPs Directory of Legal Employers, together with other directory resources, can be found on our website in the Resource Center. Conducting a targeted search on Martindale-Hubbell via LEXIS is also useful. When obtaining information derived from a resource such as Martindale-Hubbell, be certain to check each firms website for the name of the hiring partner or recruiting contact. If you are unable to determine the appropriate contact person from an outside source, call the employers office and ask the name of the hiring partner or recruiting coordinator, the spelling of that name (even Smith can be spelled different ways) and ascertain whether the individual is a Mr. or Ms. Sending a copy of your application materials to a Notre Dame alum at the employer can also be helpful.

CONTENT
Cover letters should be brief and direct. Do not use flowery language, and do not simply restate information contained in your resume unless there is something in your background that would be of particular importance to the employer (e.g., if you grew up in that city, your family lives in the city, you have worked in the area). Your letter should supplement the information provided in your resume and highlight your particular skills and qualifications.

In your letter, state five important things in this order: (1) why you are writing (for a summer clerkship or associate position); (2) why you are interested in the employer; (3) why the employer should hire you; (4) when you will be available to interview; (5) your telephone number and e-mail address (remember to remove all hyperlinks).

In stating why the employer is of interest to you, give specific reasons why. Is it a substantive area of practice, the size of the organization, its location, someone who knows of your interest suggested you contact the employer, a job notice was posted on Symplicity, or some other reason? You want the letter to focus on them and why they should be interested in you. In telling why you are applying to a particular employer, include a reference to the person who recommended approaching them, especially if that person is known to the prospective employer. Such a statement implies that the person making the referral believes that you have qualities that merit consideration by the employer. End your letter by reiterating your interest in the employer and expressing your availability to interview. If the employer is some distance away, inform the employer that you will be in the area during a certain time frame and would be available to interview at that time. If after two weeks you have not heard from the employer, you may follow-up by telephone or e-mail to confirm your materials arrived and offer to provide any additional materials that may be needed to help them evaluate your credentials.

SUMMARY
The actual composition of the cover letter depends on the specifics of the job, the request you are making, your personality, and how well you convey messages about yourself in writing. Your cover letter should show that you are courteous, thoughtful, and that you know how to deal with an employment

application. The cover letter gives you the opportunity to convey that you are a distinct person who carefully chose this employer and that you deserve a closer look. Examples of letters follow to serve as guidelines, but you need to develop your own style. Read all of the examples. One sentence in any of the letters may be applicable to you and may help you form your own cover letter. If you incorporate phrasing from an example, be sure it flows naturally with the portions you composed.

Feel free to contact a CDO counselor at any time for assistance with cover letters.

OUTLINE OF A COVER LETTER

Your Address City, State Zip Date

Name of Contact Person Title of Contact Person Employer Name Address City, State Zip

Dear Mr. (Ms.) last name of contact person: First Paragraph: Tell why you are writing name the position for which you are applying and tell how you heard of the opening. If you have a personal referral or connection, mention it here. Indicate why you are interested in working for this employer. If you have ties to or lived in the area, mention it. Specify your interests in the type of work the firm does. Describe what is particularly appealing to you about the employer. Second Paragraph: If you have had experience, courses, publications or clinic experience, be sure to point out what particular achievements you have accomplished that relate to the employer's field or type of work. Indicate why you are qualified for the job. Focus on yourself, what you would bring to the employer. Emphasize pertinent items on your resume and supplement with other details. Tie experience to tangible, transferrable skills. Convince the employer that you would be an asset. Third Paragraph: Restate your interest in working for the employer. Have an appropriate closing to pave the way for an interview. Indicate your willingness to interview personally by stating when you will be in the area or by offering to make yourself available at the employer's convenience. Restate your contact information. Thank the employer for his/her consideration.

Sincerely,
(leave 4 blank lines for signature)

Your full typed name Enclosure

EXAMPLE OF LETTER FOR FIRST-YEAR STUDENT APPLYING FOR A SUMMER ASSOCIATE POSITION

456 Main Street Notre Dame, Indiana 46556 December 1

Ms. Zoe S. Employer Baker, Cook & Bottlewasher 123 "I" Street Chicago, Illinois 60606

Dear Ms. Employer: I wish to apply for a summer associate position with your firm and have enclosed my resume for your review. Having attended college in the Chicago area, I plan to practice in the city with a smaller-sized firm after I graduate in YEAR. Baker, Cook & Bottlewashers concentration in labor law meets my goal of pursuing a career in this field. Every summer throughout college, I worked in the offices of United States Steel and was promoted to a management position before my junior year. This experience allowed me to see the interplay between supervision and employees from the corporate viewpoint. I gained considerable experience in research and writing while serving as a research assistant for Professor Michael Jordan. Further, the legal writing program at Notre Dame is extensive. In addition to training in legal research, we prepare memoranda, complaints and an appellate brief. I am very interested in serving as a summer associate with Baker, Cook & Bottlewasher and would be pleased to discuss my qualifications in an interview scheduled at your convenience. I may be reached via telephone at 574-123-4567 or electronically at ssmith34@nd.edu. Thank you for your time and consideration. I look forward to hearing from you.

Sincerely,

Sylvia A. Smith

Enclosure

EXAMPLE OF LETTER FOR SECOND-YEAR STUDENT APPLYING FOR A SUMMER ASSOCIATE POSITION
456 Main Street Notre Dame, Indiana 46556 August 15

Ms. Erin C. Contact Thunder & Lightning 1987 Grand Avenue Kalamazoo, Michigan 48909

Dear Ms. Contact: Please accept the enclosed resume as an application for a summer clerkship position. My family resides in Kalamazoo, and I wish to practice in the city after I graduate in YEAR. After talking with attorney John Thompson, he suggested that I write to you because the range of areas practiced by attorneys in your firm aligns with my interests. Having variety in my work is important to me and is exemplified in my pursuit of a liberal arts education. I am taking a broad range of courses in law school in order to provide greater assistance to clients with diverse problems. Last summer, I clerked for a solo practitioner and worked on family law, bankruptcy, criminal, real estate and estate planning issues. That experience reaffirmed my interest in a general practice firm. I travel to Kalamazoo on a regular basis and would be pleased to schedule an interview at your convenience. I can be reached via telephone at 123-456-7890 or electronically at mayajones@nd.edu. I look forward to hearing from you. Thank you for considering my application.

Sincerely,

Maya Z. Jones

Enclosure

EXAMPLE OF LETTER FOR THIRD YEAR ASSOCIATE POSITION APPLICATION

456 Main Street Notre Dame, Indiana 46556 February 19

Mr. Richard A. Mortar Wood, Brick and Mortar 923 Market Street San Francisco, California 94111

Dear Mr. Mortar: I understand through our Career Development Office that you are seeking an associate to begin work this June, and I am enclosing my resume for your review. After reviewing the information you provided the office, I was pleased to learn that a substantial amount of your practice involves products liability. I have had some exposure to this area of law and would welcome the opportunity to practice with your firm. I am writing my third-year seminar paper on the products liability system and have represented clients through the law school clinic. Through the clinic, I managed my own caseload, prepared complaints and argued motions. My course work in complex civil litigation, torts and medical malpractice may also be of particular interest to you. I welcome an opportunity to interview with you. I will be in San Francisco over break, March 7-14, and can interview with you at any time during that week or any other time that may be convenient for you. I can be reached via telephone at 574-123-4789 or electronically at leighwilson@nd.edu. I look forward to hearing from you. Thank you for your consideration.

Sincerely,

Leigh D. Wilson

Enclosure

EXAMPLE OF LETTER FOR FIRST-YEAR STUDENT APPLYING FOR A JUDICIAL INTERNSHIP 1234 Eddy Street South Bend, IN 12345 December 1, 2012 The Honorable John Smith U.S. District Court for the Eastern District of Michigan Theodore Levin U.S. District Courthouse 231 West Lafayette Blvd Detroit, MI 48226

Dear Judge Smith: I wish to apply for a judicial internship in your chambers for the summer of 2013. I am a first-year student at Notre Dame Law School and a native of the Detroit area, having earned my undergraduate degree in Political Science at the University of Michigan. I hope to practice in my home state after I graduate in 2015. Jim Jones, your former clerk, suggested that I contact you regarding a possible summer internship. I am confident that my professional experiences, academic background, and strong work ethic would contribute greatly to your chambers this summer. As an intern for the Washtenaw County Public Defenders Office, I had the opportunity to observe courtroom proceedings on a daily basis, as well as prepare clients extensively before they pled their cases. The experience piqued my interest in the inner workings of the judicial system and in a career as a litigator. Additionally, I have been able to refine my research and writing skills immensely through my senior thesis coursework at the University of Michigan and through Notre Dames comprehensive legal research and writing program. I hope to have the opportunity to use these varied experiences to assist your court. I would be honored to serve as a 2013 judicial intern in your chambers and would be pleased to discuss my qualifications in an interview. I will be home in the Detroit area January 25-28, 2013 and am available at your convenience. Thank you for your consideration, and I look forward to hearing from you in the near future.

Respectfully,

Mary K. Jones

Enclosure

NOTE: Unless otherwise instructed, applications for judicial internships should be printed out and mailed in hardcopy to the judges chambers.
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