Tip: Proofread Carefully - Errors can be “Deal-Breakers.”
Address the letter to a specific person rather than “To Whom It May Concern.” If you do not have a name, call the organization to try to get one. Be sure you have the person’s full name, correct spelling of their name, and current title.
All letters require your return address, including telephone number and e-mail address, the date, and the full name, title and address of the recipient. Start each letter with a salutation (i.e., Dear Ms. Employer:). If you are unsure about the recipient’s gender, type out the full time (i.e., Dear Pat Pollen:). Close your letter with Sincerely, Yours truly, or Best regards, followed by four returned blank lines and your typed name. If you are submitting a hard copy use resume-quality paper, and sign each letter individually. Make sure the letter looks professional. Align all of your information to the left margin, and use a clear, easy to read font (Arial or Times New Roman).
In general, your letter should contain no more than three to four paragraphs, with double space between paragraphs. The introductory and concluding paragraphs should be between one and three sentences, and the body paragraphs should be between three and five sentences. Vary the sentence length and structure throughout your letter to ensure a smoother flow.