non academic cover letter

• Skip to primary navigation
• Skip to main content
• Skip to primary sidebar
• Skip to footer

The Professor Is In

Guidance for all things PhD: Graduate School, Job Market and Careers

The Post-Ac’s Guide to the Cover Letter

By Karen Kelsky | May 31, 2016

by TPII Post-ac Coach Darcy Hannibal

A cover letter for a non-academic job is nothing like what you’d write for an academic job. It has to be less about you and more about what you can do for the employer. And short, very short. I previously wrote that resumes get a mean of 6 second review in the first cut. There are no similar studies for cover letters (although you’ll find lots of commentary on whether anyone even reads them), but I can tell you from experience it is much less during that first round of elimination. If you make it past the initial culling, your goal with the cover letter is to show them how you can help them and that you understand how to communicate professionally.

Many PhDs considering the post-ac route worry that they are over-qualified and that this will result in automatic elimination. That is rarely the reason for elimination (in fact some employers have explicit policies against it), but PhDs do have a reputation for being insufferably self-involved. If an employer has any misgivings about hiring someone with a PhD, they will see an unnecessarily long cover letter and resume as proof you don’t get that this isn’t a dissertation and that you probably will make meetings longer and more painful than they already are, drag projects out longer than needed to get the most complicated outcomes, etc. This is your opportunity to show them you don’t fit that stereotype.

The most important part of the cover letter is to do your homework. Find out as much as you can about the employer and the hiring supervisor, using their website, news articles, your professional network, etc. The job ad alone probably won’t tell you what you really need to know—what does the employer most want from this hire? The niche the employer really wants filled by a hire is probably narrower than what is in the job ad, but just in case they can’t find the perfect candidate, the net is cast wider. Often there is one or a few key skills or qualifications among the many listed that are most valued. Once you know what the specific need is, it should be the center of the cover letter. Tell them, briefly and generally, how you can help, demonstrating your abilities with a few key examples of your accomplishments.

Basic formatting

Same as in “ The Post-Ac’s Guide to the Resume ,” with the following additions:

Letterhead and watermarks. It is usually not appropriate to use the letterhead of the company with which you are currently employed, unless you’re a grad student or post-doc applying to, for example, an industry or government research job. If you use letterhead, make sure to turn the final version of the CL into a .pdf to make sure there are no formatting issues. If there is any chance your application materials will be fed through a computer program (applicant tracking system) to evaluate applicants, don’t use letterhead.

1 page with breaks between short paragraphs. There are a few exceptions to the 1 page limit (industry post-doc or other research and publication jobs), but shorter is better. Absolutely no “wall of text” anywhere. Keep sentences and paragraphs brief. Detailed descriptions of your dissertation and research will not help you. You want them to be able to pick out essential information in that brief scan. If you bog down your letter with unessential, repetitive, or overly-detailed information, no one will read it.

The best cover letters are customized to each job and employer. There two general approaches that are most compelling.

Problem focused. What can you do to meet a specific need or problem facing the employer? In the business world, the overused phrase for an unsolved problem or unmet need is “pain point.” If you can identify what “pain” they need soothed and make this central to your cover letter, it is very compelling and can be accomplished in half a page. Liz Ryan of the “ The Human Workplace ” doesn’t even call these cover letters—she calls them “ pain letters ” and if you can make this work, I recommend her method.

Connect Your Resume to the Job Ad. With this approach, think of the resume as the evidence and your cover letter as the interpretation or discussion of that evidence. Write sentences that explicitly and succinctly connect your skills and accomplishments to the employer’s needs and qualifications in the job ad. For example, say something like “Most recently, as a Post-Doctoral Researcher managing the laboratory of a newly hired professor, I set up the entire lab, including recruiting and supervising a team of lab assistants. In addition to overseeing regular laboratory procedures, I can recruit, train, and supervise laboratory staff at Happy Pills Pharma.” Or, “My success obtaining $##K through X granting institution gives me the experience to fund Eco-Cool Nonprofit’s projects.” You don’t need to cover every qualification listed in the job ad, and in fact to keep it to a page you probably can’t, but prioritize the most advanced, talent-dependent, hard-to-train, or rare qualifications.

The Elements

Emails. If you are instructed to submit an application via email, the email is your cover letter and the resume is the only attachment. For email only submissions, It is highly unlikely an applicant tracking system is being used. This tends to flip the order in which your documents are scanned (by a human eye)—the email is typically scanned first and the resume second. If you attach a separate cover letter, it may not even get opened, so make your point in the email.

The salutation. Find out who is the supervisor for this hire so you can address the letter to that person and contact them to learn more about the job.

The opening paragraph. Tell them very simply and succinctly: Who you are professionally, what you can do for them, why you are interested in the job and/or employer. If there is some recent event or success the employer had that you can incorporate into why you are interested in the job, this can be very compelling. Limit to 3-4 sentences at most.

The second paragraph . If you have identified either through your conversations with the hiring supervisor or a careful read of the job description what the most critical duty or qualification is for this hire, then make this the subject of the second paragraph. How will you meet this need?

Paragraphs 3, possibly 4. Point them to the evidence in your resume that you have the experience to get the major duties of the job done. If you can cover it in just one paragraph, then don’t add a fourth. If there are two broad areas (e.g., data analysis and reporting or grant writing and project implementation), then making each area the subject of the each paragraph is reasonable, but keep them short.

Closing paragraph. Keep this very short, 2-3 sentences. If you have nothing more to cover that wasn’t in the previous paragraphs, then simply say how it would be a pleasure to join their team and you look forward to learning more about the position and their organization. Close with “Sincerely,” (or similar) and then type your name. Do not print, sign, and scan—the employer needs to be able to do a keyword search on your letter and that is impossible with a signed and scanned letter. They don’t need your hand written signature.

A final word about choosing your words: Facts, not feelings or opinions.

Avoid saying things like: “I feel that I am highly qualified…,” “I am very enthusiastic about…” “I am a perfect fit for this job.” Everyone says this, yet most applicants have few, if any, qualifications for the job or a remarkable level of enthusiasm. Using these phrases make it sound as if all you have to offer is opinion and emotion, with no facts to back it up because you don’t even think you are qualified or interested enough for the job.

If you find yourself saying such nonsense, check that: 1) you have some skills and qualifications for the job somewhere in your life experience, and 2) that you have documented these in your resume. If so, you are probably letting impostor syndrome seep into your cover letter where it blocks you from saying anything meaningful.

The skills and expertise you gained while earning your PhD are invaluable, you just have to find a place to work that values what you have to offer.

Similar Posts:

• ASK THE #POST-ACS – How do I describe my academic work experience in post-ac interviews?
• The One Body Problem, Part 2: Resumes Aren’t CVs!-Cardozo
• The Alt/Post-Ac Makeover: From Field to Function and New Forms – Cardozo
• You Have an Interview. Now What? — Fruscione #3
• Breaking Into Government: The Pathways Program – Fanetti 1

Reader Interactions

December 4, 2017 at 1:55 am

Hi, If one cannot find the name of the hiring supervisor in time and all goes through an application system is it an issue? and in this case who should the letter be addressed to? Thanks

December 18, 2017 at 9:49 am

As a trailing spouse (doctoral candidate) looking to transition into administration, do I mention that my husband teaches at the university I’m applying to? My own institution is across the country so the question as to why I”m living in this small university town may come up as they read my application. Furthermore, how much should I do to communicate my desire to make this switch? Or should I let my (I think sufficient) qualifications stand on their own? I”m worried they will think I am just biding time while on the academic job market.

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed .

• Who Is Dr. Karen?
• Who Is On the TPII Team?
• In The News
• Why Trust Me?
• Testimonials
• Peer Editing
• PhD Debt Survey
• Support Fund
• I Help With Custody Cases for Academics

• Appointments

• Resume Reviews

• Undergraduates
• PhDs & Postdocs
• Faculty & Staff
• Prospective Students
• Online Students
• Career Champions
• I’m Exploring
• Architecture & Design
• Education & Academia
• Engineering
• Fashion, Retail & Consumer Products
• Fellowships & Gap Year
• Fine Arts, Performing Arts, & Music
• Government, Law & Public Policy
• Healthcare & Public Health
• International Relations & NGOs
• Life & Physical Sciences
• Marketing, Advertising & Public Relations
• Media, Journalism & Entertainment
• Non-Profits
• Pre-Health, Pre-Law and Pre-Grad
• Real Estate, Accounting, & Insurance
• Social Work & Human Services
• Sports & Hospitality
• Startups, Entrepreneurship & Freelancing
• Sustainability, Energy & Conservation
• Technology, Data & Analytics
• DACA and Undocumented Students
• First Generation and Low Income Students
• International Students
• LGBTQ+ Students
• Transfer Students
• Students of Color
• Students with Disabilities
• Explore Careers & Industries
• Make Connections & Network
• Search for a Job or Internship
• Write a Resume/CV

Write a Cover Letter

• Engage with Employers
• Research Salaries & Negotiate Offers
• Find Funding
• Develop Professional and Leadership Skills
• Apply to Graduate School
• Apply to Health Professions School
• Apply to Law School
• Self-Assessment
• Experiences
• Post-Graduate
• Jobs & Internships
• Career Fairs
• For Employers
• Meet the Team
• Peer Career Advisors
• Career Services Policies
• Walk-Ins & Pop-Ins
• Strategic Plan 2022-2025

Effective Cover Letters

A cover letter quickly summarizes 1) why you are applying to an organization or for a particular position, and 2) what skills and knowledge you bring that make you a strong candidate for that position. It’s an opportunity to create a narrative that emphasizes & demonstrates the skills you’ve used or are developing.

Cover letters are often viewed as a demonstration of your writing abilities, so make certain that it is free of spelling mistakes, grammar issues, and typos.

• Tailor your cover letter to the specific organization & role. Generic form cover letters are easy to spot and can indicate a lack of interest.
• Use a standard size font (11 to 12 point)
• Use standard margins (1 to .65)
• Stay on 1 page (for non-academic position applications).
• Use the same header (with your name & contact information) as used on your resume.
• If it’s unclear, you can say “Dear Name & Hiring Committee” or just “Dear Hiring Committee”.

Don’t:

• Write more than 1 page
• Write “My name is…”
• Address it with “To Whom It May Concern”

How to Address the Letter:

Your Name & Contact Info ( tip: use the same format as your resume )

Today’s Date

Hiring Manager/Recruiter’s Name Title / Organization

Dear ______:

Content + Structure

Opening Paragraph: Briefly introduce why you are applying to this organization / for this role specifically. What about them or this opportunity specifically made you excited to apply? This shows that 1) this is not a generic form letter, and 2) you did a little extra research & are familiar with the organization & their work. It is also helpful to include an overall summary of the key skills, knowledge areas, or experiences that you are bring to this role right here in the first paragraph.

Middle paragraph(s): Use specific stories, examples, or anecdotes from your background to show the kinds of relevant and/or transferable skills the employer is seeking. It’s always more effective and persuasive if you can demonstrate skills in the context in which you’ve used them; how have your experiences from your resume honed these particular skills? Are there stories or examples that would show times you’ve used or developed specific skills?

Remember, they also have your resume, so your cover letter doesn’t need to include all your experiences. Try to avoid restating what’s already in your resume. Rather than saying, “ I can make a uniquely valuable contribution to your organization ,” give the employer enough relevant, targeted information to allow the reader to reach that conclusion independently.

Be specific and tell stories that have a touch of drama: “ When I was working as the president of X student group, one of the challenges that we faced was XYZ “. Then describe how you used your skills to overcome it: “ Building relationships with administrators on campus allowed us to create X event or enabled us to take on Y  initiative “. You can also reflect on how this is relevant for the reader: “ I really enjoyed being placed in a position where I had to reach out to contact and bring them all together by creating a shared vision for everyone to buy into. I would be excited to bring this combination of strong marketing skills and relationship building to the role of Advertising Associate “.

Closing Paragraph: Explain why the position and the particular organization is attractive to you. Provide an authentic reason why you are exited about bring your skills to the role. Speaking with former or current employees at the organization as part of your networking can also help in this regards. You can end by thanking them for their consideration or stating that you look forward to hearing from them.

Elements of a Strong Cover Letter

• Tailor your cover letter. Employers can tell when they receive a generic cover letter. The fastest way to stand out is to be specific to them and to you. What skills or qualifications are they looking for? What related or transferable skills & experiences could you highlight from your background?
• Show the reader your skills in context. Avoid simply listing your skills (i.e. “I have strong skills in communication, collaboration, and teamwork.”) or stating your qualifications (i.e. “I am an innovative thinker.”) Instead, demonstrate that you are those things by talking about accomplishments and experiences that show it. Can you use a brief story or example that would show times you’ve used or developed those skills?
• Go beyond restating your resume. It’s better to go in depth on two or three experiences than just restating what’s already on your resume. How have your experiences from your resume honed skills that are related to what you’re applying for?
• Focus on why you’re a strong candidate. Don’t exclusively focus on why this opportunity would be a good fit for your development or career. Instead, take some of the space where you’re talking about your interest and focus it on your aptitude. How do some of your experiences demonstrate the kind of skills they’re looking for?
• Strike the right tone. Avoid saying “I’m the perfect candidate” or “I’m the best person for this role” or words like unparalleled/overjoyed – it can easily come across too strong or even as arrogant. It’s also good to avoid the word ‘passion/passionate’, which can easily be overused and come across as disingenuous in cover letters. Instead, show that you’re a strong candidate, or excellent candidate, or that you’d be excited to bring (or further hone) your skills & experience to this opportunity.

Questions to Ask Yourself

Ask yourself 2 questions:

• This may require you to do some background research on the employer’s website, or else talk to someone you know (or don’t yet know) who already works there. Briefly explain why you want to work at that particular organization and/or doing that particular job.
• This is the majority of a cover letter. Go through the job/internship description and pay attention to any requirements and skills the employer is looking for. Pick out a couple of the most important skills that the employer is looking for. You want your cover letter to illustrate that you have these skills and show examples of when you’ve used them effectively (whether that was through academics, extracurriculars, jobs, internships, etc.). For many jobs/internships, you may want to focus on transferable skills or skills that you used in a different context to the one you’re applying for.

What's New?

Perspectives from a biosciences recruiter – q&a session.

• Share This: Share Perspectives from a BioSciences Recruiter – Q&A Session on Facebook Share Perspectives from a BioSciences Recruiter – Q&A Session on LinkedIn Share Perspectives from a BioSciences Recruiter – Q&A Session on X

As a part of Career Services’ Career Insights Series for Penn graduate students and postdocs, we hosted a recruiter from Calico Labs to learn more about the ins and outs of recruiting.  Below is a snapshot of the advice offered …

How graduate students can best use AI in job searches

• Share This: Share How graduate students can best use AI in job searches on Facebook Share How graduate students can best use AI in job searches on LinkedIn Share How graduate students can best use AI in job searches on X

Check out this post from the Carpe Careers blog published on the Inside Higher Ed website – written by graduate student/postdoc career advisors specifically for the graduate students and postdoc population:

CS Radio – Episode 187: “What Is A Cover Letter?”

• Share This: Share CS Radio – Episode 187: “What Is A Cover Letter?” on Facebook Share CS Radio – Episode 187: “What Is A Cover Letter?” on LinkedIn Share CS Radio – Episode 187: “What Is A Cover Letter?” on X

To Whom It May Concern,

It’s Episode 187 – and we’re talking all about Cover Letters! Cover Letters are opportunities to showcase YOU to employers – join us as we discuss everything you need to know about Cover Letters, including:

Career Resources

Weingarten center.

• Share This: Share Weingarten Center on Facebook Share Weingarten Center on LinkedIn Share Weingarten Center on X

The Weingarten Center provides academic support services and programs for undergraduate, graduate, and professional students at the University of Pennsylvania …

PhD Career Training Platform

• Share This: Share PhD Career Training Platform on Facebook Share PhD Career Training Platform on LinkedIn Share PhD Career Training Platform on X

The PhD Career Training Platform is an eLearning platform with on-demand, self-paced modules that allow PhDs and postdocs to discover …

Beyond Graduate School

• Share This: Share Beyond Graduate School on Facebook Share Beyond Graduate School on LinkedIn Share Beyond Graduate School on X

Beyond Graduate School’s mission is to empower graduate students to build impactful careers and engaged lives, wherever smart people are …

Cover Letter Guide for Design Graduate Students

• Share This: Share Cover Letter Guide for Design Graduate Students on Facebook Share Cover Letter Guide for Design Graduate Students on LinkedIn Share Cover Letter Guide for Design Graduate Students on X

Interested in learning more about how to write a cover letter and see some examples?  Check out the Cover Letter …

Career Services Resume Action Verbs

• Share This: Share Career Services Resume Action Verbs on Facebook Share Career Services Resume Action Verbs on LinkedIn Share Career Services Resume Action Verbs on X

Career Services’ Action Verbs for Resumes and Professional Profiles.

Inspiration for writing strong resume bullet points, crafting cover letters, and …

Career Services Anatomy of a Cover Letter

• Share This: Share Career Services Anatomy of a Cover Letter on Facebook Share Career Services Anatomy of a Cover Letter on LinkedIn Share Career Services Anatomy of a Cover Letter on X

Career Services’ Anatomy of a Cover Letter Guide.

LinkedIn Learning

Writing a Cover Letter

Featured videos, career kick-off 2024, prep series: job & internship essentials, livestream prep workshop: resume, interview and search strategy, mastering the cover letter in 10 steps, telling stories – give your cover letters an energy and emotional boost, telling your story in cover letters for phds/postdocs.

McNeil Building Suite 20 3718 Locust Walk Philadelphia, PA 19104

Service Hours

Career center team.

• Student Life
• Campus Jobs

Cover Letter Resources

Cover letters introduce your story and create a first impression for employers. They link your resume to the position, showcasing your knowledge of the organization and highlighting relevant skills. Start by researching the organization, considering what intrigues you and what you have to offer.

WHAT TO INCLUDE

• AI & COVER LETTERS

ONLINE COVER LETTER BUILDER

Quick formatting tips.

Your cover letter should include 3-4 paragraphs with the following information:

• The main purpose of the first paragraph is to introduce yourself and tell why you are writing. You want to grab the employer’s attention: why you are interested in this position and/or why this organization. Use your community: if someone has referred you to the organization (a current employee, friend, family member) include his or her name in the first sentence.
• Tell the employer your story: describe your qualifications for the type of position you seek using specific examples from academic, work, volunteer, and/or co-curricular experiences. Connect your accomplishments, skills and knowledge directly to the type of position, organization and/or field. Avoid repeating facts outlined on your resume by focusing on key concepts.
• Summarize or give a final statement of interest/qualifications. Thank the employer for his/her time and consideration. Plan to follow up with the employer with a phone call or email.

Need help getting started?

Answer some of these questions to help you consider what you want to say in each paragraph.

• Paragraph 1: Why are you interested in this position/this organization? What in the posting made you say “I’ve got to apply!”?
• Paragraphs 2-3: What 2-3 experiences connect your skills to those listed in the position? What made you say “I can do that!”?
• Paragraph 4: What final point do you want to make?

CONSIDERATIONS FOR INCORPORATING AI INTO COVER LETTERS

Using AI for cover letters offers benefits like saving time, providing writing guidance, tailoring content to specific jobs, and ensuring grammar and style correctness. AI boosts consistency, boosts confidence, and reduces writer's block, giving you a competitive edge in the job market. Remember, while AI helps, personalization and creativity remain important for a successful cover letter.

Check out these resources 

• ChatGPT, AI, and the Job Search

Looking for a little help to get you started typing up your cover letter? Consider using  Lettersmith : an online tool developed by U-M's Center for Academic Innovation to help you get started with a checklist of what to include and example letters.

• Use LinkedIn/Facebook and the organization’s website to gather information for your cover letter. Focus on skills and attributes the employer is seeking in applicants. Discuss these skills in the body of your cover letter.
• Try to find the name of the person you want to read the letter.  It demonstrates a higher level of investment and enthusiasm for the position.  If you can't find a name use a title (eg: Internship Coordinator, Human Resources Director)
• Cover letters also showcase your writing abilities. Therefore, it is imperative that your cover letters be error-free and grammatically sound. Avoid beginning every sentence with an “I” statement.
• Underline the verbs in the job posting to identify key skills.
• Avoid cover letter clichés (e.g. ...make me an outstanding candidate).

For more cover letter tips check out these websites:

• Cover Letter Examples for Students and Recent Graduates
• 11 Essential Cover Letter Tips
• Font:  10 to 12 point, in the same font as your resume.
• Paper:  The same as your resume — a quality bond.
• Margins:  1 or 1.25 inches.
• Layout:  Left justified, beginning no more than 2 inches from the top.
• Style:  Positive language, confident but not imposing, concise with supporting detail, written in active verb voice.
• E-mail:  Use body of e-mail as cover letter starting with salutation.

Choose a thumbnail to access the full view

Career Center

Cover letter samples.

• STEM Cover Letter Sample with Position Description
• STDT Cover Letter.pdf
• Environmental Scientist Resume and Cover Letter Matching.pdf
• Writing Intern Cover Letter.pdf
• HR Analyst Cover Letter Sample with Resume and Position Description