How to write and publish a scientific paper - Barbara Gastel, Robert A. Day 2022

Preparing a cover letter
How to prepare a curriculum vitae, cover letter, and personal statement
Other topics in scientific communication

If you are applying for a job, you probably will need to accompany your CV with a cover letter. This letter provides further opportunity to introduce yourself, and it can help demonstrate your communication skills. Commonly, such a letter runs a single page. Rarely should it exceed two pages.

If possible, address the recipient of the letter by name. Be sure to spell the name properly. If you are unsure what courtesy title to use before the recipient’s surname, try to find out (for example, by checking online whether the person has a doctorate), so you can address the person appropriately. If this information is unavailable, address the person by full name (for example, “Dear Kelly Jones”) rather than using a courtesy title (as in “Dear Mr. Jones”). If the name of the recipient is not available, you may use “To Whom It May Concern” or, if applicable, a more specific salutation such as “Dear Selection Committee.” Do not use “Dear Sir” unless you are sure the recipient is male. In a formal letter, normally a colon rather than a comma follows the salutation.

At the beginning of the letter, make clear what you are applying for. Do not use general wording such as “the opening in your department,” lest your application end up with those for the wrong position. Also, consider including in the opening sentence your main qualifications. For example, you might say, “As a recent recipient of a Ph.D. in molecular ABCology from XYZ University, I am applying for the postdoctoral position in DEF research that was announced in Science last week.”

In the middle of the cover letter, discuss your qualifications. You may introduce them by referring to your CV (“As noted in the accompanying curriculum vitae …”). Show how your qualifications match those requested in the position description. Doing so can provide a chance to elaborate on items listed in your CV. For example, you may summarize research you have done or identify techniques with which you are adept, or you may specify duties you had as a teaching assistant.

Do not discuss salary in your cover letter. Any such discussion should come later, once the employer expresses a desire to offer you a position.

End the letter positively, but not overconfidently. Avoid overly assertive statements such as “Thus, I am the ideal candidate for the assistant professorship in molecular ABCology. I look forward to receiving an interview.” An example of more appropriate wording: “Thus, I believe that my background qualifies me well for the assistant professorship in ABCology. I hope to hear from you soon about the possibility of an interview.”