Writing your Cover Letter | Saturday Academy

Overview

When applying for an internship or a job, your cover letter is the first impression that you are making. This is your chance to communicate who you are, and why you are the best fit for the position. This guide is designed to help you write a cover letter that will capture the attention of your potential mentor or employer and let them know more about your experiences and interests.

The ASE application provides space for you to submit two different types of cover letters: a general cover letter and position-specific cover letters. PLEASE READ THIS GUIDE CAREFULLY to understand the role that each plays in your application. If you have not read the Application Guide, start there and then come back.

The general cover letter is required and is the default cover letter to be sent to all three of the internships that students select in their application. It is also useful to ASE staff when applying students to additional positions if we are in need of more applicants for some internships. The general cover letter should be applicable to any positions the student would be interested in - and should not reference any specific organizations or positions. Instead, it should be a general letter addressed to any hiring manager that may come across the student's application.

Students have the option of writing position-specific cover letters for one or more of their positions. When written, position-specific cover letters take the place of your general cover letter. They can be much more impactful because they are written to highlight how your skills match PERFECTLY with the skills required in the position for which you are applying.

When students write position-specific cover letters, general cover letters are still required as part of the application. The general cover letter is what determines whether you are eligible for additional positions that we need more applicants for. Submission of "N/A", or "See Position Specific Cover Letters" in place of a general cover letter is not permitted, and may be grounds for application denial.

If the general cover letter is specific to a single organization, and specific cover letters are NOT submitted for the applicants other choices, the student may be deemed ineligible for the positions for which they did not submit cover letters. This is why ASE staff requires all students to write general, non-specific cover letters in addition to the optional position specific cover letters.

The cover letter limit is 3,000 characters, not including spaces.

NOTE: Make sure that your position rankings are final before you enter any position-specific cover letters in the application. These rankings are used to correctly match each letter to the corresponding position.

General Information & FAQ

Select from the following:

ASE will send each student's application packet; which includes their cover letter, contact and demographic information, transcript and two recommendations; to the mentors of all three internships that they select on their application.

In addition to being sent to those three mentors, ASE staff may submit the general cover letter to additional mentors whose position descriptions align with the applicant's interests. ASE Staff will ask permission of applicants before forwarding their application to any additional mentors.

If students do not submit general cover letters, and write something such as "N/A", "See Position Specific Cover Letters", or only write to a specific organization such as "Dear OHSU," they will be ineligible for additional apprenticeship opportunities; in addition, it may be grounds for denial of application.

Students have the option of writing position-specific cover letters in addition to their general cover letter. The position-specific cover letter would take the place of the general cover letter, for that position only. A position-specific cover letter is the best way to demonstrate to a mentor why you are a great fit for their specific position.

Students can tailor position-specific cover letters to the specific needs or requirements of one or more of their selected positions. For example, if a student is applying for three engineering internships, but one of them requires more computer science experience than the rest, that student may decide to write a position-specific letter that expands on their computer skills. If a student is applying for three disparate types of internships that require completely different skills, they may decide to write position-specific cover letters for all of their positions.

Additionally, a student may wish to write position specific letters regardless of skill requirements (in addition to their general letter) so they can personalize each letter to help their application stand out. For example, a student may have had personal experience with a medical condition or other topic that a mentor is studying, which contributes to their motivation and dedication to work in that field.

Remember: even if a student writes position-specific cover letters for all three of their preferred positions, we still require that they write one general letter than can be submitted to other positions if needed.

When mentors join the program too close to the application deadline to post their position online, or they have too few applicants, ASE may send additional applications to the mentor. These are basically "choice 4" positions for these selected applicants. ASE staff will notify the students that their application will be submitted to additional positions, and students will have 24 hours to let ASE staff know if they are NOT interested in the additional positions. ASE staff makes determinations of who to add to these additional positions based upon the quality of the application's general cover letter, the student's interest level in the position's discipline, and the student's eligibility due to the position's specific requirements.

For this reason, it is extremely important that applicants write a general cover letter, even if they choose to write the position-specific cover letters.

Students typically write their general cover letter toward the needed professional and personal skills and requirements of either:
- their top three internship choices combined, or
- the disciplines that they marked with a "high" interest on their applications.
Students SHOULD NOT mention their specific position choices in their general cover letters. If specifics are mentioned, the students application may be deemed ineligible for review by their preferred mentors.
If you are writing position-specific cover letters in addition to your general cover letter, make sure that you customize each of your cover letters to the specific skills or needs of that particular position.
Do not put your contact information or the mentor's organization name at the top of your cover letter. ASE staff will include that information automatically in your application packet.
Your cover letter should include an introductory paragraph, supporting paragraphs, and a concluding paragraph.
The cover letter word limit is 3,000 characters, not including spaces.
Please do not include anything in your application beyond the required materials. If you include a link to an extra component such as a resume or LinkedIn profile, it will be deleted from your application.

Cover Letter Writing Steps

Step 1: Pre-writing

The prewriting stage is when you prepare your ideas for your cover letter before you begin writing. You will find it easier to write your cover letter if you jot down your ideas first.

Important note: We recommend that you brainstorm and draft your cover letter(s) in a word processor such as Microsoft Word or Google Docs, not within the ASE application. You will want a saved copy of your letter for future use, or in case of a technical error on the ASE website.

Start by writing out your answers to the following prompts:

Your letter should demonstrate your enthusiasm for this opportunity and why you want an internship. Mentors participate in ASE to make a difference and encourage a young scientist or engineer. Explain why this program is important to you and what it will mean for your personal or professional development.
- WHY am I interested in these disciplines/positions? What motivates me?
- What do I hope to learn from an ASE internship?
- What will these internships give me that will help me accomplish my future goals?
Find the main idea of your cover letter. Choose 1-3 specific skills, personality traits or background experiences that you possess that match what the disciplines/positions you are interested in are looking for. "Hardworking" or "detail-oriented" are too broad; try to emphasize specific skills and an eagerness to improve on a skillset of choice. Then, write your cover letter emphasizing what you can contribute to an internship, drawing on your past successes in these areas. Be assertive about your qualifications without being egotistical.
- What are my top personality traits, skills or background experiences that I can bring to a workplace and how do those fit with the needs of the positions I am interested in?
- Why should they select me over other applicants?
Organize your cover letter in a way that develops your main idea. Once you have chosen the most important point(s) of your cover letter, you must find the best way to tell the mentor about it. Look at the examples and other information that you want to include about yourself. Decide what information will best support the main idea of your cover letter and get rid of the rest. Then, decide how to organize the information to make it understandable and readable.
- How have my past experiences led me to be interested in these disciplines/positions?
- What experiences or "stories" can I use to illustrate my interest and qualifications for these internships?
Customize your letter. The more specific and personable you are, the more of a bond your mentor will feel when considering your application. The tone of your cover letter should be professional, but sound as if a real person wrote it. If you are writing position-specific cover letters, collect facts related to the position. Look for information about the organization, and how you can apply position requirements to your own past experiences. Be sure to research the organization and what it is currently working on improving, and how you may be able to help this organization grow.
- Who is my audience? How can I connect with them?
- (Position-specific) Why do you want this position at this organization instead of somewhere else?

Step 2: Writing

The writing stage is when you turn your ideas into sentences.

Introductory paragraph: this paragraph should be brief, perhaps two or three sentences.

Introductory hook.
Share some background information on yourself and what led you to apply to the ASE internship program.
State your general qualifications for an internship.

Supporting paragraphs: this is the body of your cover letter; include one to three longer paragraphs. Supporting paragraphs typically have a topic statement, several supporting sentences, and a concluding statement.

Expand upon your qualifications.
Expand on why you are applying to ASE.
Discuss your most relevant qualifications in detail, telling a short story showcasing the use of these skills in previous experiences. Be as specific as possible.
Write clear and simple sentences to express your meaning.

Concluding paragraph: this paragraph should be brief, perhaps two or three sentences.

Be sure to express your excitement in having the opportunity to meet with them and discuss the possibility of working alongside them.
Express your willingness to come to an interview or supply further information.
Mention that you look forward to hearing from them.
Close by thanking your reader for his or her time and consideration.

Step 3: Editing

The editing stage is when you check your cover letter for mistakes and correct them.

Check your spelling and grammar. The online form DOES NOT perform a spelling/grammar check (another great reason to use a word processor).
Make sure each sentence has a subject and make sure your subjects and verbs agree with each other.
Check the verb tenses of each sentence.
Read your cover letter out loud. Does each sentence makes sense? Do you trip over the words? If so, work on it until it flows naturally and has a conversational tone.
Have another person read over your cover letter to proof it for grammar, spelling, style, organization and readability. Teachers, counselors, and friends of the family are usually happy to help.

Style and Organization

Make sure your cover letter has an introductory paragraph, supporting paragraphs, and a concluding paragraph.
Check that you clearly state why you would be a good match for the position.
Check that all your paragraphs follow the proper paragraph format.
See if your cover letter is interesting. A good cover letter needs to stand out among 50 other applicants. Are you relatable in your letter? Do you come across as a hard working and passionate employee?

When editing is complete, you are ready to paste your letter(s) into the ASE application!