Business Letter Format
Professional written communication style is very important when communicating
with internship directors and future employers. For email messages,
the typical letter header can be omited, but the body of the message
should be well-organized and written using correct grammar and punctuation,
the same as a professional hard copy letter.
Tips for Letter Writing
Sample Letter Format
Tips for Letter Writing
- Analyze your audience by mentally placing yourself in the reader's
situation and considering what he/she needs or desires from a future
intern or employee. Then, compose your letter to include how yuor
background and talents will meet those needs.
- Always address the email message or letter to a specific individual
with his/her correct title (Dr., Mr., or Ms.) and work address.
- Tailor your letters for each situation, and list important items
first along with appropriate supportive information.
- Be honest and back up your claims with specific examples from your
experience.
- Use positive tone and word choice.
- Be clear and concise; show that you respect the reader's time by
being brief.
- Group similar items together in paragraphs, and organize text in
a logical order.
- Proof read all correspondence to produce error-free letters. Keep
letters professional and avoid abbreviations that might not be understood
by the reader.
- Show appreciation to the reader for considering your application,
granting you an internview, etc.
- Follow up appropriately to replies with a prompt thank you for
information received, or inquiry regarding further questions.
Sample Letter Format
Application/Cover Letter
(Center letter on the page from top to bottom)
Your Address
City, State, Zip
Current Date
(4 line spaces...2 line spaces if the letter is a full page)
Individual's Name
Title
Name of Organization
Address
City, State, Zip
(1 line space)
Dear Dr., Ms. or Mr. :
(1 space)
First Paragraph: State why you are writing, including the internship
program name or position or type of work for which you are applying.
Express why you are interested in the internship or work position.
(1 line space between each paragraph)
Follow-up Paragraph: Outline your strongest qualifications. Include
examples of previous experience that is directly related to the position.
Share with the reader what you can bring to the internship program,
organization, or company.
Concluding Paragraph: Refer the reader to the enclosed supportive
materials, if appropriate (resume or other enclosures). Provide your
phone number and email for follow-up contact information when applying
for a work position. Close with appreciation for the reader's time
and consideration.
(1 line space)
Sincerely,
(3 or 4 line spaces for signature: use black ink)
Your Typed Name
