Resumes, cover letters and networking

If you have not already started this process, now is the time to start drafting a cover letter template that you can use for applying for jobs. The HCAP Student Success Center staff and Peer Mentors can help you start drafting these based on your plans.  

A good cover letter can make a significant difference in your job application, helping you stand out and make a memorable impression on potential employers. A well-crafted cover letter complements your resume by highlighting your qualifications, enthusiasm, and fit for the position. Here’s a step-by-step guide to drafting an effective cover letter: 

• Research the Company and Job Role

Know the Job Requirements: Carefully read the job description to identify the key qualifications, skills, and experiences the employer is looking for. 

• Use a Professional Format

Header: Include your name, address, phone number, and email at the top of the letter. Follow this with the date and the employer’s contact information (name, title, company, and address). 

Salutation: Address the letter to a specific person if possible, such as the hiring manager. If you can’t find a name, use a general greeting like “Dear Hiring Manager.” 

• Write a Strong Opening Paragraph 

Introduce Yourself: Start by mentioning the position you’re applying for and how you found out about it. 

Grab Their Attention: Express your enthusiasm for the role and the company. You might mention a shared value or something you admire about the company. 

Briefly Highlight Your Fit: In one or two sentences, mention why you’re a strong candidate for the position. This can include relevant experience or a particular skill that matches the job description. 

• Use Paragraphs to Highlight Your Qualifications 

Focus on Key Qualifications: Discuss your most relevant experiences, skills, and accomplishments that make you a strong candidate. Use specific examples to demonstrate how your background aligns with the job requirements. 

Showcase Your Value: Explain how your contributions in previous roles have added value. Quantify your achievements where possible (e.g., "Increased sales by 20% in my previous role"). 

Align with the Company’s Needs: Make clear connections between your experience and the needs of the company. Show that you understand the challenges the company faces and how you can help address them. 

• Include a Closing Paragraph 

Reiterate Your Interest: Reaffirm your enthusiasm for the role and the company. 

Call to Action: Politely suggest the next steps, such as expressing your desire for an interview to discuss your application further. 

Express Gratitude: Thank the employer for considering your application. 

• Professional Closing 

Sign Off: Use a formal closing like “Sincerely,” “Best regards,” or “Thank you,” followed by your full name. 

Signature: If submitting a hard copy, leave space for your handwritten signature above your typed name. For an email, your typed name will suffice. 

• Proofread and Edit 

Check for Errors: Ensure your cover letter is free from spelling, grammar, and punctuation errors. A polished cover letter reflects attention to detail and professionalism. 

Keep It Concise: Aim for one page. Be succinct and focus on the most important points that demonstrate your fit for the role. 

• Tailor Each Cover Letter 

Customize for Each Job: Avoid using a generic cover letter. Tailor each cover letter to the specific job and company, highlighting how your skills and experiences uniquely qualify you for that particular role. 

• Final Tips:  

Avoid Repeating Your Resume: The cover letter should complement your resume, not duplicate it. Focus on explaining how your experiences make you a good fit for the specific role. 

Be Genuine: Let your personality and enthusiasm for the role and the company come through in your writing. This will help you stand out to the hiring manager. 

Applying to graduate school? A well-crafted letter of intent can significantly strengthen your graduate school application by showcasing your qualifications, enthusiasm, and fit for the program. A graduate school statement of purpose requires careful thought and planning. This letter is your opportunity to present yourself as a strong candidate for the program and to explain why you're interested in a particular program and how it aligns with your academic and career goals. Here’s how to approach writing a compelling graduate school letter of intent: 

• Understand the Purpose of the Letter 

Explain Your Motivation: Why are you interested in pursuing graduate studies in this field? What drives your passion for this subject? 

Highlight Your Qualifications: What academic and professional experiences have prepared you for this program? How do your experiences make you a strong candidate? 

Align with the Program: Why is this specific program a good fit for your goals? What unique aspects of the program appeal to you? 

• Research the Program Thoroughly 

Know the Program: Understand the program’s structure, faculty, research opportunities, and any unique features that attract you. 

Identify Faculty: If possible, identify specific faculty members whose research interests align with yours. Mentioning them in your letter can demonstrate that you’ve done your homework and are genuinely interested in the program. 

• Organize Your Thoughts 

Introduction: Start with a strong opening that grabs the reader’s attention. Briefly introduce yourself and your academic background, and state your purpose for applying. 

Academic and Professional Background: Discuss your academic journey, including any relevant coursework, research, or projects. Highlight any professional experiences that have contributed to your preparation for graduate study. 

Research Interests and Goals: Clearly articulate your research interests and how they align with the program. Explain what you hope to achieve during your studies and how it fits into your long-term career goals. 

Why This Program: Explain why you’ve chosen this specific program. Mention any faculty members you’re interested in working with, as well as any unique aspects of the program that appeal to you. 

Conclusion: Summarize your intent to join the program and express your enthusiasm. Reiterate your commitment to the field and your readiness for the challenges of graduate study. 

• Be Specific and Personal 

Use Specific Examples: Rather than making general statements, use specific examples from your academic and professional experiences to illustrate your points. 

Show Your Passion: Graduate programs are looking for candidates who are passionate and committed. Make sure your enthusiasm for the subject comes through in your writing. 

• Demonstrate Fit 

Match Your Goals with the Program’s Strengths: Make it clear how the program’s strengths align with your academic and career objectives. 

Highlight Mutual Benefits: While focusing on how the program can benefit you, also consider how you can contribute to the program, whether through research, teaching, or other means. 

• Maintain a Professional Tone 

Formal Writing Style: Use a professional and academic tone, avoiding overly casual language. 

Positive and Confident: Write confidently about your achievements and goals, but avoid arrogance. Be honest about your strengths and how you plan to address any weaknesses. 

• Proofread and Revise 

Edit for Clarity and Precision: Ensure your letter is clear, concise, and free of jargon. Each sentence should serve a purpose. 

Check for Grammar and Spelling: A well-written letter should be free of typos and grammatical errors. Consider having a mentor, advisor, or peer review your letter before submitting it. 

• Tailor Each Letter 

Customize for Each Program: Don’t use a generic letter for all applications. Tailor each letter to the specific program, addressing the unique aspects of each one. 

Avoid Clichés: Avoid overused phrases and focus on providing original, thoughtful content. 

• Stay Within Guidelines 

Follow Instructions: Adhere to any length or formatting guidelines provided by the program. If they specify a word count or particular questions to address, make sure you follow these instructions. 

• Final Tips 

Start Early: Give yourself plenty of time to write, revise, and seek feedback on your letter. 

Be Authentic: Let your genuine interest and passion for the field shine through. Admissions committees can tell when applicants are sincere. 

Practicing for interviews is an important part of preparing students for success once they have secured in-person meetings in the interview process. Interview preparation is crucial for employment because it significantly increases your chances of making a strong, positive impression on potential employers. Here are several reasons why interview prep is important:

• Familiarity with the Process: Preparing for an interview helps you become familiar with the types of questions that might be asked, the format of the interview, and what the employer is looking for. This familiarity can boost your confidence and reduce anxiety. 
• Interview Practice: Through mock interviews and rehearsing your answers, you can refine your responses and become more comfortable discussing your skills and experiences. 
• Tailoring Your Responses: Preparation allows you to tailor your answers to highlight the qualifications and experiences that are most relevant to the job. This helps you present yourself as the ideal candidate. 
• Articulating Your Value: Being prepared ensures that you can clearly and effectively communicate the value you bring to the company, including specific examples of your achievements and how they align with the job requirements. 
• Researching the Company: Effective interview prep includes researching the company’s mission, values, culture, and recent developments. This knowledge allows you to answer questions in a way that shows you understand and are genuinely interested in the company. 
• Aligning with the Job: Understanding the job description and responsibilities allows you to align your answers with what the employer is looking for, demonstrating that you are a good fit for the role. 
• Anticipating Difficult Questions: Preparing for potential tough questions allows you to craft thoughtful responses and avoid being caught off guard. 
• Minimizing Mistakes: Preparation helps you avoid common interview mistakes, such as giving vague answers, speaking too much or too little, or failing to provide specific examples. 
• Clarity and Conciseness: Preparation helps you organize your thoughts, ensuring that your answers are clear, concise, and focused. This makes it easier for the interviewer to follow your responses and understand your qualifications. 
• Non-Verbal Communication: Practicing your interview technique allows you to work on your non-verbal communication, such as maintaining eye contact, using appropriate body language, and projecting confidence. 
• Showing Initiative: Preparing for an interview demonstrates to the employer that you are serious about the opportunity and have taken the initiative to learn about the company and the role. 
• Expressing Enthusiasm: Being well-prepared allows you to express genuine enthusiasm for the position, which can set you apart from other candidates. 
• Standing Out: In a competitive job market, well-prepared candidates stand out. Employers are more likely to remember and favor candidates who are articulate, knowledgeable, and confident. 
• Handling Unexpected Situations: Preparation helps you think on your feet and handle unexpected questions or situations that may arise during the interview. 
• Iterative Improvement: If you engage in mock interviews or seek feedback on your performance, you can identify areas for improvement and refine your approach for future interviews. 
• Preparation for Negotiation: If the interview goes well and you receive an offer, being prepared means you are ready to negotiate terms confidently, understanding your worth and the industry standards. 
• Effective Follow-Up: Interview prep also includes planning how you will follow up after the interview, reinforcing your interest in the role and leaving a lasting positive impression. 

What is an elevator pitch and why do I need one?  

An elevator pitch is a brief (30-60 seconds) way of introducing yourself, getting across a key point or two, and making a connection with someone. It’s called an elevator pitch because it takes roughly the amount of time you’d spend riding an elevator with someone. If you happen to bump into someone you’ve been dying to meet in an elevator, how will you introduce yourself, get your point across, and ask to stay connected? 

Elevator pitches are handy to have in mind any time you’re at an event where you might meet prospective job or networking connections.  

As with most aspects of career planning, reflection is a critical part of creating an effective elevator pitch. To introduce yourself, you need to know yourself and be able to talk about yourself. The following components are important parts of a good elevator pitch.  

1. Who am I? Write a brief list of ways you describe yourself. Try to create a tailored list, appropriate to the audience you expect to be addressing. Focus on items such as your major and why you are interested in a field within your major, co-curricular activities you participate in, your hometown, etc.
2. What do I do? This is the part where you get to focus on an item or two that you want the person to remember. What are the skills or experiences you have that drive your career focus? How can you make a connection with the person that will help them understand what your career goals and priorities are? Specific items to address might include 1) what skills will you bring to a job or internship, and how did you gain them, 2) what you really care about related to your career goals and what drives your interests?
3. What’s my ask? It’s important to end by asking a question. The question might be as simple as a request for advice or sharing information. It might also include a request to keep connected. Sometimes it’s helpful to include context on why you attended this event.

Tips: Keep it brief—remember, you’ve just got a few seconds to deliver your message. There will be time for sharing more information when you follow up. Target your pitch to the event you’re attending. If you’re attending an HCAP alumni event, for example, you can focus more on HCAP and UTSA activities and jargon. If you’re meeting with hiring managers at a career fair, you might need to decode some of the school-specific language.  

Practice: It will probably feel awkward the first few times you introduce yourself this way. The only way to get better and to feel more comfortable is to practice.  

Have an ask: Always give the person you’re talking with a way to be helpful. Whether it’s through sharing information or making a professional contact, let them know how they can help you.  

Follow up: Use email, LinkedIn, or other networking platforms to follow up. Remind the person of the context in which you met, thank them for speaking with you, and find a way to continue the conversation. 

There are many reasons why you will need to ask for a letter of recommendation while you are a college student. The nature of the reason you are asking is critical to who you ask:

Scholarship Applications: Scholarship committees request letters of recommendation to evaluate a student's qualifications, leadership skills, community involvement, and suitability for the award. For scholarship applications, you will want to ask someone who knows you and can speak to the kind of person you are, how serious you are about college/your program, what your goals are, etc. and how this warrants the scholarship.   

You will need to consider these letters during the application period for scholarships throughout your college degree to meet specific scholarship deadlines.  

Graduate School Applications: Graduate schools require letters of recommendation from individuals who can attest to the student’s academic achievements, research potential, and readiness for advanced study. These letters should come from someone who has evaluated your academic work and can speak to your academic performance – this could be a professor who has taught a class or classes you have taken in the discipline of your major and/or the graduate program you are applying to. This also might be a faculty member who has overseen your performance in a research experience that you have participated in, especially if it is relevant to the discipline of the graduate program to which you intend to apply. In essence, the person writing your letter would need to know about and be able to easily speak to the strength of your academic performance, readiness to start a graduate program, and knowledge of the discipline/program for which you are applying. 

Most often, students need to consider letters of recommendation during the senior year of undergraduate studies or while applying to graduate programs after completing a bachelor's degree. 

Employment and Internship Applications: Employers may request letters of recommendation to get an external perspective on the candidate’s work ethic, skills, and professional demeanor. If you are applying for an internship or a job, typically you will not need a letter of recommendation to be submitted with your application materials (though this sometimes is the case) but, almost always, the application will need to be sent with a list of references, their relationship to you, and their contact information.  

You will want to select people to put on your list who have some experience with you in a professional setting. This could be a former manager, co-worker, and/or someone you know who can speak to your applied performance and skills/knowledge – individuals employed at the company you are applying to, well-respected community members or a supervisor you worked for at a past job who especially respected your work. The kinds of things you would want a reference to say about you: 

• What you know how to do/are good at
• That you are a good colleague 
• That you are you reliable 
• What your strengths are 

Whoever you pick, you should also let these people know in advance that you are applying for jobs and ask if you can list them as references so they can prepare. 

You will want to consider asking for letters of recommendation anytime during college (this is especially true for internship applications during your college career) or upon or shortly after graduation when applying for jobs or other professional opportunities. 

Study Abroad Programs: These programs may require recommendations where individuals are asked for letters of recommendation to evaluate a student’s ability to adapt to new environments, academic preparedness, and cultural sensitivity.  

Letters of recommendation for these programs are usually needed during the application process for study abroad programs. 

Fellowships and Research Opportunities: Organizations offering these opportunities seek letters that highlight a student’s research capabilities, academic integrity, and potential to contribute to the field. They are needed during the application process for fellowships, research positions, or grants, during the college experience. 

Overall, students should seek recommendations from individuals who are familiar with their work, character, and achievements, and who can provide detailed, positive endorsements tailored to the specific application or opportunity.  

Consider who your references will be early on in the process, as the person you select might be getting asked by many people asking around common deadlines for things like graduate school applications, scholarships, etc. Make a list of people who could be potential references and base this list on the individuals who can best speak to the things that would strongly support what you are asking them to be a reference for (see “Types of References” above). 

Make the request politely and be aware of how your request is received. If the person you ask shows any hesitation, take that cue and move to the next person on your list as the next option. It’s important to remember that you are not “owed” a letter of recommendation simply by asking, and asking well in advance of a deadline shows respect to the person you are asking and it serves to benefit you in the process. 

If your recommender agrees to write a letter or serve as a reference, you want to make it as easy as possible for them to do this by providing any and all information that person might need to write the letter:  

• A current resume that includes your GPA  
• Your year in college (freshman, sophomore, junior, etc.) 
• Your goals as related to the reason for which you are asking for a letter of recommendation  
• Any and all information that instructs where (website link, address, email address) and when (submission deadline) the letter needs to go and be received, and any additional details from the entity requiring the letters (for example, if the letter is being used for graduate school application, provide a document or the link to the website with the details and deadlines; if there are specific ways in which the letter needs to be sent – hard copy/via web portal/email, etc., those instructions also need to be included, etc.) 

Follow up 7-10 days before the deadline, making sure that they have everything they need – this serves as a “reminder” about what they have agreed to do. 

Once you know that they have submitted the letter, make sure to thank them with an email, a handwritten card or note, or other thoughtful ways of showing your gratitude. 

Asking for Letter of Reference 

Sometimes a phone call or in-person meeting is a good idea for requesting a personal reference, but you can also start out with an email. Below are example email templates you can easily adapt that cover several stages of the activities: 

Initial Ask 

Subject line: Reference request for [Your Name] 

Dear [Recipient Name – if it is a faculty member, you always want to formally address them – “Dr. X” or “Professor Z.” If it is not a faculty member or someone outside of the university, address them as “Mr. X” or “Ms. Z”], 

Include a pleasant opening, (example: “I hope you are well” or reference seeing or talking to them at an event/class, “It was nice to see you at the college awards event” etc.).  

I am currently seeking/applying for (insert reason for asking for a letter of rec) and am wondering if you’d be comfortable providing a letter of recommendation for me. (Here, you want to say why you are asking them, in particular. For example, “I believe you can provide a strong assessment of my academic performance for my graduate school application to [school/program], which will support my chances of being admitted, etc.)  

Attached is my current resume and additional information about the program/job/etc. that will be helpful should you agree to provide a letter of recommendation for me. My goal for this program/job/internship/scholarship is… [provide some description of why it is that you want to do this particular thing].  

If you agree to write a letter for me and you need any additional information to support me as reference, I would be very grateful. Also, if you decline, please don’t hesitate in letting me know.  

Thank you so much for considering my request.  

[Your name] 
[Your phone number] 
[Your email] 

Follow-up Reminder and Thank You 

Once your recommender agrees to write a letter for you, it is recommended that you send a friendly reminder a week to ten days ahead of the due date: 

Subject Line: Reference Request for [Your Name] – Checking In 

Dear [Reference’s Name], 

I am writing to thank you once again for agreeing to provide a letter of recommendation for me in my (insert reason for the request, for example: “application to the graduate program in [program] at [school]”). As a reminder, the deadline for submission is [DATE], so I also wanted to check in to see if there are is any additional information you might need for the letter. If so, I’ll be happy to provide it to you.  

Sincerely, 

[Your name] 
[Your phone number] 
[Your email] 

Once you know that they have submitted their letter, send a follow-up to thank your recommender. You can do this through a hand-written letter or email.  

Subject line: Reference Request – Thank you 

Dear [Reference Name], 

I wanted to thank you for the recommendation letter you provided as part of my application for the (…) Scholarship. Your support has helped me in obtaining the financial aid I needed for my studies. 

I truly appreciate the time and effort you invested in supporting me. I look forward to keeping in touch and updating you on my progress. 

Sincerely, 

[Your name] 
[Your phone number] 
[Your email] 

Then, if you are accepted for the opportunity you had applied for, take a moment to celebrate by sending a quick email to your reference to let them know you’ve accepted a position and that you’re grateful for their help on your behalf. You might consider letting your reference know that you’re willing to return the favor if ever needed. An example of this sort of email: 

Subject line: Reference Request – Update 

Dear [Reference’s name],  

I am writing to update you that I received my letter of acceptance in the graduate program in [program] at [school]. Your support has been invaluable to me and I know that your letter greatly strengthened my application and it also reinforced my confidence in pursuing this (opportunity).  

Thanks again, 
[Your name] 

Following good etiquette, making polite and timely requests, and providing all of the information you can to the person(s) you are asking to write a letter of recommendation will help make this process much more comfortable and successful in working toward your goals.