Cover Letter Template

About this template

Where this form sits

A two-page document for sending an introduction package as formal organization-to-organization correspondence rather than a free-form email. Page one is the transmittal letter; page two is a review-response form the recipient completes and returns. Unlike an ordinary cover letter, this is drafted, reviewed, approved and formally issued. The body sections are motivation, formative experience and job skills, so if an individual is applying for a job, change the signing name to your own and delete the approval and consulted-party rows first.

Page one, the letter

1. The organization name at the top uses widened letter spacing. Change the characters, leave the spacing alone.
2. The order is Recipient, (Via), Subject. With no intermediary, keep the empty parentheses. The subject ships as a transmittal and request for cooperation; change only the leading noun so the receiving office can classify it.
3. The body runs as numbered paragraphs 1 to 6: greeting, one line on what the document is, then lettered items a, b, c under paragraph 3, each with sub-points 1), 2), 3). Defaults: a. motivation, b. formative experience, c. job skills, each opening with a grey one-line note.
4. Paragraph 4 splits the discussion into first, second and third rounds; paragraph 5 carries the figures – five years of experience, three projects owned, 27% repeat-purchase improvement, two certifications. Replace all four with your own record.
5. List enclosures as 1., 2., 3. and close the last with the end marker after two spaces. The third default line is a cost breakdown; for a job application make it a career history instead.
6. Complete the signing authority, the drafter / reviewer / approver / consulted row, the issue number and date, and the address line.

Page two, the response form

Three columns – review item, comment, responsible person – with seven empty rows. Pre-filling the review-item column noticeably improves what comes back. Replace the date, method and phone number in the three lines beneath, and the returning organization, title and name lines at the bottom.

Examples

• Subject: transmittal of an application for the marketing team position and request for review.
• a. Motivation: 1) applied after seeing the 2024 rebrand, 2) why I chose data-led content operations, 3) recent disclosures and business direction I checked beforehand.
• c. Job skills: 1) CRM email operations and analytics tooling, 2) repeat purchases up 27% and churn down 12%, 3) limited paid-media experience and how I am closing it.
• Pre-filled review items: role fit, compensation band, available start date, nominated interviewer.

What gets caught at intake

• Listing three enclosures and attaching two; this is checked on receipt.
• Misplacing the end marker: it goes after the last enclosure line, or after the final body paragraph if there are none.
• Updating the issue number in only one place – the same number appears in the issue line on page one and in the page-two instruction.
• Leaving the grey guidance lines under a, b and c in place, so drafting instructions go out inside a formal letter.