MODULE THREE: WRITING A COVER LETTER

© 2025 by FHI 360. English for Career Development Module Three Packet for the Online
Professional English Network (OPEN), sponsored by the U.S. Department of State with funding
provided by the U.S. government and administered by FHI 360, is licensed under the Creative
Commons Attribution-Share Alike 4.0 License, except where noted.

Table of Contents
Module Overview .......................................................................................................................... 2
Module 3 Task 1: What is a Cover Letter and Why Do I Need One?.............................................. 3
Module 3 Task 2: Letter Format .................................................................................................... 6
Module 3 Quiz 1: Vocabulary Check: Letter Format ...................................................................... 9
Module 3 Task 3: Introducing Yourself ........................................................................................ 11
Module 2 Task 4: Highlighting Your Skills .................................................................................... 13
Module 3 Task 5: Closing............................................................................................................. 17
Module 3 Quiz 3: How Do I Write A Cover Letter? ...................................................................... 19
Module 3 Quiz 4: Simple Past and Present Perfect ..................................................................... 23
Module 3 Task 8: Level of Formality............................................................................................ 24
Module 3 Task 9: Using Modal Verbs to Write Politely ............................................................... 26
Module 3 Quiz 5: Direct or Polite Language ................................................................................ 29
Module 3 Task 10: Writing a Short Message to Apply for a Job Online ....................................... 30
Module 3 Task 11: Answering Supplemental Questions on Job Applications.............................. 33
Module 3 Task 12: Different Cultures, Different Communication Styles ..................................... 36
Module 3 Task 13: Using AI to Improve Your Writing ................................................................. 39
Module 3 Optional Task: Are You the Right Person for the Job? ................................................. 43
Module 3: Wrap-Up and Looking Ahead ..................................................................................... 46

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Module Overview
Welcome to Module 3 of English for Career Development! In this module, you will explore how to
write a strong, professional cover letter. You’ll watch videos, read sample letters, and practice
different writing tasks like introducing yourself, highlighting your skills, and closing with confidence.
You’ll also learn how to adjust your tone for different companies and platforms, and use AI writing
tools to review your message while keeping your personal voice. At the end of the module, you’ll
practice writing a cover letter.

Learning Objectives:
By the end of this module, you will be able to:

• Identify the structure and format of a professional cover letter

• Use vocabulary common in job applications
• Use past and present perfect tenses correctly
• Use modal verbs to express politeness and confidence
• Reflect on tone and audience across different communication styles
• Use AI tools to improve your writing without losing your voice

To-Do List
In order to successfully complete Module 3, please do the following:
1. Review: Module 3 videos, presentations, and articles. (1 - 2 hours)
2. Discuss: Optional: Join your colleagues in a group discussion on cover letters (60 minutes)
3. Check-In: Complete the following activities:
1. Match the Job Description with the Skills* (20 minutes)
2. Reading Practice: How Do I Write a Cover Letter (30 minutes)
3. Vocabulary Check: Letter Format* (20 minutes)
4. Grammar Review: Present Perfect vs Past Simple* (20 minutes)
5. Direct or Polite Language* (20 minutes)
6. Build Your Own Letter (20 minutes)
7. Module 3 Check* (5 minutes)
*You must score at least 70% on all graded quizzes to receive your digital badge and certificate.

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Module 3 Task 1: What is a Cover Letter and Why Do I
Need One?

Photo by Pavel Danilyuk is under the Pexels license.

Imagine you find a job that sounds perfect for you. You’ve prepared your resume, but how will the
employer know what makes you different from everyone else?
That’s what a cover letter is for.
A cover letter is a short, professional message that shows who you are, why you’re a good fit, and
why you want the job. It helps the employer understand your experience and your personality. That
is something your resume alone can’t always do.
These days, most job applications happen online. You might:

• Upload a separate document (PDF or Word)

• Write your message in an email
• Type a short answer in a form
No matter the format, the goal is to make a strong first impression.

Why Write a Cover Letter?

A good cover letter gives you three important things:

1. Show Your Personality

A resume lists your experience. A cover letter shows your energy, interest, and voice. Compare
these examples:

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 • Tom: I am very interested in working with international students.
• Beth: I am very excited to meet and work with international students.
Beth’s sentence is more enthusiastic and friendly. A few word choices can change the whole feeling
of your message.

2. Explain Your Experience

Instead of just naming a job, a cover letter helps you connect your experience to the job you want:

• Tom: I have two years of experience as an activities director.

• Beth: As a Resident Advisor, I advised international students and organized events.
Beth’s sentence gives specific tasks and shows how her experience fits the new job.

3. Ask for an Interview

Your cover letter is also your chance to invite the next step: a conversation or interview. The way
you close your letter can leave a strong impression.

• Tom: I hope you have time to look at my resume.

• Beth: Thank you for your time. I would be happy to talk more about my experience in an
interview.
Tom’s sentence is polite, but it doesn’t clearly ask for a next step. It sounds passive and unsure.
Beth’s sentence is confident and clear. It invites the employer to continue the conversation.

Try It: Complete the Sentences

Try writing your own message using these sentence frames:

• I am excited to work as a __________ because I enjoy __________.

• I have experience in __________ and I believe I can help your team by __________.

Grammar Tip: What Kind of Words Should I Use?

Each blank in these sentences needs a specific kind of word:

Sentence Parts and Word Forms

Part of the Sentence Use This Type of Word Example

work as a… Job title (noun) teacher, assistant, cashier

because I enjoy… Activity (-ing verb) helping customers, working in teams

experience in… Field or skill (noun) customer service, marketing

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Sentence Parts and Word Forms

Part of the Sentence Use This Type of Word Example

help your team by… Action (-ing verb) organizing files, answering phones

Use "-ing" forms like "helping" or "organizing" after "enjoy" and "by." Use job titles (nouns) after
"work as."

What's Next?
In the next lessons, you’ll learn how to write each part of the cover letter, step by step. You’ll also
see how your writing can change depending on how and where you apply.

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Module 3 Task 2: Letter Format
In this video, we will look at how to format a professional letter. You’ll see how job seekers
organize their cover letters, step by step.
The video introduces:

• The four main parts of a formal letter

• What to include in the heading, salutation, body paragraphs, and closing
• Tips for formatting your letter clearly and professionally
You’ll also learn why formatting matters: a well-organized letter helps the reader focus on your
message, and makes a strong first impression.
As you watch, ask yourself: What parts of this letter format are new to me? What parts do I already
use when I write formal messages?

The video for this lesson is available online. Please find the transcript for the lesson below.
Hello, in this video we will introduce the parts of a professional letter and the format of a letter or
how it should look. In the United States, professional writing follows a standard format or order
and includes four parts. The first part is the heading which includes the writer's address and contact
information, the date, and the reader's name and address. The second part is the salutation. The
third part is the three body paragraphs, opening paragraph, middle paragraph, and closing
paragraph. And the fourth is the closing which includes a complimentary close, a signature, and a
typed name.

1. The Heading
First, the heading of a letter begins with the writer’s address and additional contact information
such as e-mail address or phone number in the top left corner.

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Notice how this job seeker, Beth Bradley, wrote her information here. The date follows the US
format of month, day, and then year. Don't forget the comma separates the two numbers. For
example, Beth wrote this letter on April 26th, 2016.
The next part includes the full name and address of the reader. In this example, Beth is sending the
letter to Jane Doe who is the Director of the Office of International Programs at the University of
Texas.
In addition to the first and last name of the reader, Beth also writes the title and the department
as Jane Doe is part of a large university. Since you may not know whether the reader is a man or
woman, it is acceptable to write the first and last name only followed by the job title. Nowadays,
many job applications are completed online, and job seekers may not know who the reader will be.
In this case, it is acceptable to leave the name off the reader’s address and simply put the
department and address of the organization.

2. The Salutation
The second part of the letter is the salutation, or official greeting, and always begins with the word
“dear”. Because this is a greeting, it is better to have a person's name. Following the word “dear”,
Beth uses the person’s full name and a comma.
Beth knows the name of her reader, but if she did not know she could write, “Dear Hiring
Manager,”. Generally, the salutation is better if you have a person's name. But sometimes job
advertisements do not provide the name of the employer.

3. The Body Paragraphs

Next, come the three body paragraphs of the letter. This is where you introduce yourself, explain
your qualifications, and ask for an interview. We will discuss each paragraph in detail in later
videos.
The opening paragraph tells the reader that you are applying for a specific job. We will talk about
different ways job seekers write this information in the next video.
The middle paragraph is where job seekers explain their skills and how they are qualified for the
specific job. We will look at examples and discuss how to write this paragraph in a later video.
The last paragraph is important because the closing should make a positive impression of the
candidate. We will talk about how to write the closing paragraph in a later video.

4. The Closing
The end of the letter includes a complimentary close, a signature, and the applicant's typed name.
The complimentary close that is used most often is “sincerely” followed by a comma. The signature
is usually handwritten by the applicant followed by the typed name.

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Formatting the Letter
As for the format, all parts of the letter should be along the left side of the paper. The lines should
be single-spaced, with extra spaces between each of the parts. Writers should try to fit all the parts
onto one page.

Summary
Let's review the parts of a professional letter. The heading includes the writer's address and contact
information, the date and the reader’s name and address. The second part is the salutation. The
third part includes the body paragraphs. The closing part of the letter includes a complimentary
close, a signature, and a typed name.

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Module 3 Quiz 1: Vocabulary Check: Letter Format
Use this sample letter to answer the questions below. Identify each part (1 - 4) and choose the best
name for each part.
You need 7 out of 10 correct answers to pass the quiz and move forward to your digital badge in
English for Career Development. You can take the quiz more than once. Only your highest score will
be saved.
>>>> Please note that this quiz can only be completed in Canvas. <<<<

123 East Main Street

Philadelphia, PA 19119
(215) 898-4381
bethbradley@[Link]
April 26, 2010
Jane Doe, Director
Office of International Programs
University of Texas
P.O. Box 112
Austin, TX 99999
Dear Ms. Doe:
I was interested to read the article in the Austin Times which addressed the growing international
student population at your university and noticed an opening for an International Student Advisor. I
am writing to apply for the position of International Student Advisor at the University of Texas. As
you can see in my resume, I will graduate this May from the University of Pennsylvania with an
M.S> Ed., with a specialization in Intercultural Communications.
For the past year, I have worked as a Resident Advisor at the International House in Philadelphia. I
have been responsible for 40 international students who have recently moved to the United States.
In this position, I advise students on personal, cultural, and immigration issues, as well as organize
professional, social, and cultural programs. Combining interpersonal and organizational skills, I have
been successful at assisting these students in beginning their life in the United States. Additionally,
last summer I assisted with International Orientation at the University of Pennsylvania. Both of
these positions have helped me to understand international student issues and concerns My
graduate course work has increased my knowledge of international cultures, customs, and
communication styles.

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 These experiences have formed an excellent foundation on which to build my international
student advising career and I would be most interested in continuing my career at the University of
Texas. Thank you for taking the time to review my resume. I will be moving to Austin at the end of
May and would be delighted to meet with you shortly thereafter. I look forward to speaking with
you soon.
Sincerely,
Beth Bradley
Beth Bradley

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Module 3 Task 3: Introducing Yourself
In this video, you’ll learn how to write the first paragraph of your cover letter. This is your chance to
introduce yourself to an employer and show why you’re interested in the job.

You’ll see examples from real job seekers and learn how to:
• Say which job you’re applying for
• Share where you found the job posting
• Make a strong first impression with one or two key details about your background

Some applicants choose a direct approach, while others begin with a connection or insight about
the company. You’ll learn how both styles work and how to choose a tone that fits your voice.

As you watch, think about this: How can you introduce yourself in a way that feels both
professional and personal?

The video for this lesson is available online. Please find the transcript for the lesson below.

Hello, in this video we will talk about ways to use your cover letter to introduce yourself to an
employer.
The first paragraph of a cover letter must include:
1) a statement of application (applying for a job),
2) the specific title of the job opening, and
3) your source of information.
This is the part of the letter in which applicants show their interest in the position. Remember that
the opening paragraph also needs to get the employer's attention.
Let's look at an example job seeker, Beth, who is applying for a position as an International Student
Advisor.
In the opening paragraph of her cover letter, Beth starts by explaining that she read an article and
the job advertisement in a newspaper, the Austin Times. She puts this information in the first
sentence. After mentioning where she saw the advertisement, her second sentence gives a clear
statement of application with the title of the job opening. In the last sentence of this paragraph,
Beth highlights or focuses on her education and area of specialization. This is a short paragraph, but

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it tells an employer some important information about her. She knows about the student
population, and her education makes her a good match for the position.
There are many ways to write an opening paragraph. Each writer organizes and explains ideas
differently with their personal style.
Let's look at another example from reading one. Tomoko's cover letter.
Like Beth, Tomoko begins with the source of her information. She read about the job opening for
an Administrative Assistant in the Seattle Times. Tomoko chooses a more indirect approach. By
saying that she read about a job opening, and then gives the job title.
The next sentence expresses her interest in the position because she shows that she understands
the company's needs and that she is qualified to help them.
In her last sentence, she chooses to highlight her language skills, work experience, and office
skills.
Again, this is a short paragraph, but it tells the employer that the applicant knows something about
the company and that she has the skills to help the company.
Job postings are not only found in newspapers nowadays. Sometimes job seekers mention the
source of information in the first sentence of the opening paragraph, especially if it is through a
personal reference. If the source of information is a person or a website, the job applicant might
write something like this:
1. “At the XYZ regional conference, your colleague, Jannie Qin, told me about
the job opening for an Executive Assistant. “
2. “I am applying for the position of Administrative Assistant announced on the
[Link] website.”

Summary
In summary, we've looked at the opening paragraph or a cover letter. This paragraph serves as the
introduction to the applicant and must include a statement of application, the specific title of the
job opening, and the source of information. Some job seekers choose to briefly write about their
education, skills, or experience at the end as a connection to the next paragraph.

What’s Next?
In the next video, we'll look at cover letter paragraph two, highlighting your skills in the cover
letter.

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Module 2 Task 4: Highlighting Your Skills

Photo by Marcus Aurelius is under the Pexels license

In this lesson, we will talk about ways to highlight your skills and qualifications in the cover letter. In
paragraph two in the body of the cover letter, you will summarize two or three examples from your
education, experience, and interests to show a future employer how you are qualified for the job.
The examples that you choose will explain or support the information in your resume not just
repeat what's in your resume. This paragraph is your chance to really stand out from all of the
other applicants. Remember that employers are looking for people who can help their business or
organization be successful. Focus on how your skills and qualifications will help them.

When you are applying for a specific position, it is a good idea to use the job description or
advertisement as a guide. The job description is very useful because it has key words about the
skills and experience needed to do the job.

Sample Job Description:

International Student Advisor

Provide support to international students.

Must have two years of experience working with international students and excellent
communication skills.

Send resume and cover letter to janedoe@[Link]

Our applicant, Beth, read a job description for an International Student Advisor, with the key words
“international students”, “two years of experience”, and “excellent communication skills”. Using

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the sample cover letters from Reading One, let's look and how Beth focused on her skills in the
second paragraph of her cover letter.

For the past year, I have worked as a Resident Advisor at the International House in
Philadelphia. I have been responsible for 40 international students who have recently moved
to the United States. In this position, I advise students on personal, cultural and immigration
issues, as well as organize professional, social, and cultural programs. Combining
interpersonal, and organizational skills. I have been successful at assisting these students in
beginning their life in the United States.
Additionally, last summer I assisted with International Student Orientation at the University of
Pennsylvania. Both of these positions have helped me to understand international student
issues and concerns. My graduate course work has increased my knowledge of international
cultures, customs, and communication styles.

In the beginning sentences, she writes about her current job as a resident advisor. She gives very
specific information about the students she helps and the interpersonal and organizational skills
she uses. In her first example, she explains that she works with 40 students, advises them, and
organizes programs. The last three sentences of this paragraph focus on her experience as a
student when she assisted with international student orientation and learned more about
international cultures and communications.
Now, let's see how Tomoko shows her skills and qualifications in the cover letter.

As my resume shows, I have the skills and experience to work in any administrative position. I
have used Microsoft Office software for 10 years, and I have experience with several web-
based programs.

As a result of my study abroad experience in Spain and my volunteer experience at the

University of California, I have developed proficiency in other language and interacted with
many other diverse cultures. I would welcome the opportunity to use my interpersonal skills in
representing the Port of Seattle to visitors.

She begins with her administrative skills and says that she has ten years of experience with
Microsoft Office as well as several web-based programs. Her next example focuses on her language
skills. She writes about her experience studying in Spain and her volunteer experience with people
of diverse cultures. Tomiko ends the paragraph well by connecting those skills to the company's
needs. The job posting says that they need an administrative assistant with strong computer skills
and interpersonal skills. Tomiko does a good job of explaining that she has those skills.

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Summary
As you can see, there are many ways for job seekers to focus on their skills and qualifications in
paragraph two of the cover letter. Some choose to use two or three examples from their education,
work experience, or their interests. In their descriptions, they are always trying to show future
employers how they are qualified for the job.

What’s Next?
Now, let's move on to a quiz, so you can practice matching the job description with skills and
examples.

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Module 3 Quiz 2: Match the Job Description with the
Skills
For each question in this game, choose the skill that best matches the job description.

To pass this quiz and earn your English for Career Development digital badge, you must score 7
out of 10 (70%).

You can take the quiz as many times as you like. Only the highest score will be saved.

>>>> Please note that this quiz can only be completed in Canvas. <<<<

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Module 3 Task 5: Closing

In this video, you’ll learn how to write the final paragraph of your cover letter. This is your last
chance to leave a strong impression and invite the employer to take the next step.

You’ll see how real job seekers use this paragraph to:
• Politely ask for an interview
• Show interest and confidence
• Explain how and when they will follow up
• End with a professional and positive tone

You’ll also learn what to include after the closing paragraph: your complimentary
close and signature.

As you watch, ask yourself: What language do these job seekers use to show interest and
professionalism? Which phrases might you want to use in your own letter?

The video for this lesson is available online. Please find the transcript for the lesson below.

Hello. In this video, we will talk about ways to close or end the cover letter. In this paragraph, job
seekers make a request to interview for the job, tell how they will follow up with the application,
and leave the reader with a positive impression. These items can be written in any order. The goal
of this paragraph is to summarize your interest in the job and show the employer that you are
ready for the next step, a job interview. Although job seekers do not make the decision about the
interview or schedule, they should plan to call or email the employer soon after sending the
application. This shows that the applicant is serious about the job and may lead to an interview.

Let's look at our example applicant in the United States, Beth, and see how she wrote the closing
paragraph of her cover letter.

She begins this paragraph by summarizing her experience and showing her interest in working at
the University of Texas.

She then leaves a positive impression by thanking the reader when she says, “thank you for taking
the time to review my resume.”

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 She also tells the reader that she plans to move to Austin at the end of May and that she will be
available for an interview at any time. This information is only necessary if you do not live in the
same location as the employer.

You can see that Beth continues to make her positive impression with phrases like “would be
delighted to meet with you” and “I look forward to speaking with you soon”. Because of her
positive impression, her summary of qualifications, and her interest, Beth's closing paragraph is
very effective.

Let's look at another example with Tomoko's closing paragraph.

Tomoko begins the paragraph with a very polite request for an interview by saying, “I would
appreciate the opportunity to discuss my qualifications in an interview.” Her request is very
indirect or polite but both applicants are clearly asking for a chance to meet the employer in
person.

In the next sentence, Tomoko says, “I will contact your office your office next week.” We don't
know if this will be a phone call or email, but she can do one or both. Like Beth, she also gave a
specific time by saying next week.

Tomoko also leaves a positive impression by thanking the reader and expressing her interest in
meeting in person when she says, “thank you for your consideration of my application” and, “I look
forward to meeting with you.”

At the end of the cover letters, both job applicants add a complimentary close, “sincerely”,
followed by a comma, their signature, or handwritten name, and then their typed names. Your
signature shows your personal style, so be sure to write neatly and clearly so that the reader can
understand your name.

Summary
To summarize, we've learned how to end the cover letter with a closing paragraph that makes a
request for
an interview, tells the reader how you plan to follow up, and leaves the reader with a positive
impression. We also learned about the complimentary close, signature, and the typed name.

What’s Next?
Now let's move on to another video that talks about present perfect and past tenses.

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Module 3 Quiz 3: How Do I Write A Cover Letter?
All questions in this quiz refer to the reading, “How Do I Write A Cover Letter?” You are allowed to
refer to this reading as you answer these questions.
Note: This reading comprehension activity is an OPTIONAL practice quiz. You do not have to take
this quiz to receive your digital badge and certificate.
>>>> Please note that this quiz can only be completed in Canvas. <<<<

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Module 3 Task 7: Present Perfect vs. Past Tense
In this video, we will discuss how to talk about your past experience in a way that is clear,
professional, and easy to understand. To do this, you need to choose the right verb tense,
especially when describing your work history or education.

We’ll focus on two common tenses in English:

• Simple Past – for things that are finished
• Present Perfect – for things that started in the past and continue now

You’ll learn:
• The difference between these two tenses
• How to form them (including regular and irregular verbs)
• How to use them in your cover letter to describe experience with confidence

This lesson will help you sound more accurate and professional when you write about your
background.

As you watch, think about this: Which parts of your experience are finished? Which ones are still
true today? How will you show that in your writing?

The video for this lesson is available online. Please find the transcript for the lesson below.
Hello. In this video, we're going to look at two tenses in English: Simple Past and Present Perfect.
We will first examine one use of each tense and how we form them.

When writing your cover letter, it is very important that you can understand how to use both
tenses correctly.

To begin, let's look at these sentences. They are taken from a sample cover letter.
I have worked in my current job for the past three years.
I began here in 2013.
Before my current job, I studied in college for four years.

In which of these sentences is the action complete or finished? In which of these sentences is the
action continuing to now? What do you think?

That's right.

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The correct answer is, “I began here in 2013” and “I studied in college” are complete or finished
actions. “I have worked in my current job for the past three years,” is still continuing. So, we can
see there is an important difference in use between these two tenses.

Do you know what tense “I began” and “I studied” is?

It's called the simple past.

And do you know what tense “I have worked” is?

It's called the present perfect.

So, to sum up, we use the simple past tense to describe a complete or finished action in the past.
We use the present perfect tense to describe an action that began in the past but continues to
now.

Now, let's look at how we form each of these two tenses.

Forming the Simple Past

In the simple past, there are two types of verbs, regular and irregular verbs. “I studied in college for
four years,” is an example of a regular verb.

In this case, we simply add -ed or -ied. If the verb ends in y like study, add -ied to the base form of
the verb. So, I studied, you studied, he studied, she studied, etc.

“I began here in 2013,” is an example of an irregular verb. We call it irregular or not regular because
its form changes from the present to the past tense in an irregular way. So, in the case of, “I began
in 2013”, the present form is I begin as in, “I begin work each day at 9 AM.” These verbs do not
follow a regular pattern like regular verbs do. So, you should try and study the forms of each verb.
Many English grammar books have a list of past tense irregular verbs.

We usually use the simple past for the time phrase. Do you know what the time phrase is in this
sentence? “I began here in 2013.” That's right, “in 2013.” Other examples of popular time phrases
used with the simple past are “ago”, as in, “I finished college 3 years ago.” “I began at my present
job in 2013.”

Forming the Present Perfect

Next, let's look at the present perfect.

Like the simple past, there are regular and irregular verbs. In the example, “I have worked in my
current job for the past three years,” the verb “worked” is a regular verb. We use the verb, “have”

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or “has”, plus what we call the past participle, to form the present perfect. In this case, the past
participle is “worked”. So, we could say, I have worked, you have worked, he has worked, Mary has
worked, etc.

With regular verbs, the past participle will be the same as the simple past form. However, with
irregular verbs, it will usually be different. Again, good English grammar books will list the past
participle of irregular verbs. You should become familiar with them.

The verb “be” is an example of an irregular verb. The simple past form is “was” or “were” and the
past participle is “been”. So, we might say, “I have been a receptionist for six years.”

Am I still a receptionist? Is Patricia a doctor now?

The answer to both questions is yes.

Summary
To sum up, we have discussed in this unit the simple past and the present perfect, two important
tenses that you can use in your cover letter. We use the simple past to talk about complete or
finished actions and the present perfect to talk about actions that began in the past but are still
continuing in the present.

What’s Next?
Next, you will take a short quiz to check your understanding of these two tenses.

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Module 3 Quiz 4: Simple Past and Present Perfect
For each sentence, decide if the sentence should use the simple past or the present perfect form of
the verb. Choose one for each sentence.
You can take this quiz as many times as you want, and your highest score will be kept. You must
score at least 70% to pass this quiz.
>>>> Please note that this quiz can only be completed in Canvas. <<<<

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Module 3 Task 8: Level of Formality
In this video, you’ll learn how to use a formal writing style in your cover letter. This helps you make
a good impression and show that you are serious about the job.

You’ll learn:
• What “formality” means in professional writing
• How to choose polite greetings and closings
• Why it’s better to avoid contractions (like I’m, you’re) and casual words
• How to rewrite informal sentences in a more professional way

Even if you are writing your cover letter in an email, the tone should still be formal, not like texting
a friend!

As you watch, think about this: What changes when you write to a friend vs. a future employer?
How does your tone show respect and professionalism?

The video for this lesson is available online. Please find the transcript for the lesson below.

Hello, in this video we're going to talk about the level of formality in your cover letter. We'll discuss
why we need to think about formality as we write it and look at some of the differences between
formal and informal tone or style in a cover letter.

Why is formality important?

To begin, let's define what we mean by level of formality. In English, as in many other languages,
we use different words and grammar forms depending on the situation we're communicating in.
So, for example, if I am speaking with my close friend, I would probably use more informal language
such as, “what's up, Tony?” or “how's it going? You gonna watch the game tonight?”

However, if I am speaking or writing to someone I don't know personally and the context is more
professional, then I should choose a more formal style of language. Therefore, expressions such as,
“what's up, Tony?” or “how's it going?” could be incorrect or rude in that situation. If the person
who reads my cover letter were to see such expressions they might be surprised, shocked, or even
offended by my level of informality. With this in mind, it is important that you use formal words or
phrases in your cover letter.

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Nowadays, many employers request that you send your resume and cover letter by email rather
than by traditional mail. However, just because you are writing your cover letter in an email does
not mean you should write in an informal way, as if you are speaking with a friend or a family
member.

Formal Greetings and Salutations

For example, how should you address the person you are writing to? Should you say, “Hi Mary,” or
“Hi Mr. Smith, “both of these greetings or salutations are too informal. A more appropriate one is,
“Dear Mr. Smith,” if the person is a man, or “Dear Ms. Smith,” if the person is a woman. If you don't
know the sex of the person you are addressing then, “Dear Sir or Madam,” is a better choice.

Formal Closings
Likewise, in your closing, it would be interpreted as too informal if you were to write, “Bye,” or
“Take care,” or “Goodbye.” A more formal alternative is “Sincerely,” or “Yours sincerely,” and then
you should follow this with your full name.

Formal language in Body Paragraphs

In the body of your cover letter or email try to avoid using informal language. It's best not to use
contractions such as I'm, you're, it's etc. Use the longer forms, I am, you are, it is. While these
things might seem small to you, they will contribute to the overall professional tone of your writing
and help with creating a good first impression.

Finally, let's look at an example of the opening of a cover letter. This one is written too informally.
See what you think.

Clearly, this is too informal. In the United States, this would not be acceptable and an employer
who reads it might interpret the writer as not being serious or professional enough for the job. So,
the message is, always try and be professional in any communication with an employer.

Summary
We have looked at levels of formality in a cover letter and discussed the differences between
formal and informal styles. I hope you can see that using a more formal style in your cover letter is
what's expected from an employer.

What’s Next?
Next, we'll look at controlling tone with modal verbs.

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Module 3 Task 9: Using Modal Verbs to Write Politely
In this video, you’ll learn how to use modal verbs to control your tone and show respect when
writing a cover letter. Modal verbs like could, would, and might help you sound confident—but
also polite and professional.

You’ll explore:
• What modal verbs are and how to use them
• The difference between direct and polite tone (e.g., can vs. could, will vs. would)
• How to express interest or ability without sounding too strong or informal
• Phrases like “I would like…” or “I could assist…” that help you make a good impression

As you watch, think about this: Which polite expressions would you like to use in your own letter?

The video for this lesson is available online. Please find the transcript for the lesson below.

Hello, in this video we're going to talk about using modal verbs to be more polite. When applying
for a job in the United States, it is important that job seekers are direct and honest, but also
respectful and polite. Modal verbs help the writer to control the tone or feeling. This is how you will
leave a positive impression on your reader.

We will begin with the definition of modal verbs, the grammar structure and the meaning or
reasons why we use them. Then we will look at example sentences with and without modal verbs
to show how the same message is given in different ways.

What is a modal verb?

Let's begin with a definition. Modal verbs are helping verbs such as “can”, “will”, “could”, “would”,
or “might”.

These modal verbs show a speaker's attitude or feeling that something is possible or probable.

Modal verbs are helping verbs that are immediately followed by the simple form of a verb.

“Could” and “would” are very common modal verbs used in cover letters, emails, and
conversations during the job search.

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When you use a modal verb in a sentence, it must be followed by another verb in the simple form.
Look at this example.

Direct Modals vs. Indirect (“Polite”) Modals

Now, let's talk about the meaning of “can” and “will”, along with “could” and “would”. When a
writer uses “can” or “will”, it is very direct. “Can” means that the writer has the ability to do
something. And “will” shows that the writer is making a future promise or prediction. “Could” or
“would” show that something is possible, probable, or very likely. These are more polite forms of
“can” and “will”.

Let's look at some examples from a cover letter.

1. I can assist your company in international markets.
2. I could assist your company in international markets.

No. 1 just shows that the person has the ability, but No. 2 is more polite and shows the possibility
of using that ability to help the company.

Here's another example with “will” and “would”.

1. I will assist your company in international markets.
2. I would assist your company in international markets.

It is rude for him to say, “I will assist your company in international markets”, because only the
employer gets to make that decision. If the applicant is too direct, it changes the tone or feeling of
the message.

Another meaning of the modal verb “would” is a polite form of want. “Want” is often too direct
and can sometimes be rude. “Would like” is more indirect and polite.

In a cover letter, applicants want to have a job interview but need to politely say what they want.
The way to do that is by saying,
• I would like to discuss the job in an interview.
• I would like to learn more about the company in an interview.

It is very important that job seekers communicate what they could do for a company and clearly
say what they
want the company to do for them, respectfully and politely.

Summary
Let's review what we've learned about modal verbs. Using modal verbs in writing and speaking is
the best way to be direct, but also polite. Job seekers can control their tone and leave a positive
impression. We now know that modal verbs would and could are used with other verbs to describe

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things that are possible or likely. We can also use would like to clearly show what we want in a
polite and respectful way.

What’s Next?
Next go on to a quiz to check your understanding of using modal verbs in polite language.

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Module 3 Quiz 5: Direct or Polite Language
For each of the sentences below, choose the most polite option. There is only one correct answer
for each sentence.

You can take this quiz as many times as you want, and your highest score will be kept. You must
score at least 70% to pass this quiz.

>>>> Please note that this quiz can only be completed in Canvas. <<<<

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Module 3 Task 10: Writing a Short Message to Apply for
a Job Online

Photo by cottonbro studio is under the Pexels license.

In the last lesson, you learned how to write a full cover letter. A cover letter is a longer, formal
document that explains your skills and experience in detail. But not all job applications ask for a full
letter. Sometimes, you need to write a short message. For example, you might be sending an email
with your resume attached. Or you might be asked to write in a short-answer box on an online
application form.
This short message is not a full cover letter, but it answers the same important questions:

• Who are you?

• What job do you want?
• Why are you a good fit?
It is usually only a few sentences long. Even though it is short, this message is your first impression.
It is a clear, polite message that can help you stand out before someone reads your resume.

What to Include

Parts of a Short Email or Message for an Online Application

Part What to Include Example

Subject
Be clear and specific Application: Client Services Coordinator
Line

Use “Dear [Name]” or “Dear

Greeting Dear Ms. Rivera,
Hiring Manager”

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Parts of a Short Email or Message for an Online Application

Part What to Include Example

I am writing to apply for the position of Client Services

Opening Say why you are writing
Coordinator.

Share 1–2 skills or experiences I have two years of experience in customer service and
Skills
that match the job excellent communication skills.

Be polite and show interest in Thank you for your time. I would be happy to speak
Closing
follow-up more in an interview.

Use a formal closing and your Sincerely,

Sign-off
full name Maria Chen

*Note: In some professional fields, especially for higher-level roles, applicants may include a full
cover letter in the body of an email. But for most jobs, a short, polite message like this is a strong
first step.

Sample Message (Email Format)

Subject: Application: Client Services Coordinator

Dear Ms. Rivera,

I am writing to apply for the position of Client Services Coordinator at Web Discount Corporation.
I have two years of experience in customer service and strong organizational skills.
I enjoy helping clients and working in fast-paced environments.

Thank you for your time. I look forward to hearing from you.

Sincerely,
Maria Chen

Useful Phrases
Use these sentence starters in your message:

• I am writing to apply for the position of…

• I have experience in…

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 • I believe I would be a good fit because…
• Thank you for your time.
• I look forward to hearing from you.
• Sincerely, [Your Name]

Try It!
Write a short, polite message to apply for a job. Use a real job listing or imagine one that matches
your skills and interests.

Your message should include:

• A subject line (for example: Application: Sales Assistant)
• A greeting (for example: Dear Hiring Manager, or Dear Ms. Lopez,)
• 2–4 short sentences explaining what job you are applying for, your relevant experience
or skills, and why you are a good fit
• A formal closing and your name (for example: Thank you for your time. Sincerely, Maria
Chen)

After your write, review it and check:

• Did I clearly state the job title?
• Did I include 1–2 relevant skills or examples?
• Did I use polite and professional language?
• Did I include a greeting and a formal closing?

What’s Next?
Now that you can write a short message for an application, you're ready for the next step:
answering supplemental questions in online forms.

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Module 3 Task 11: Answering Supplemental Questions
on Job Applications

Photo by Glenn Carstens-Peters is under the Unsplash license.

When you apply for a job, you might see extra questions on the application. These are called
supplemental questions. They are short writing tasks that give you a chance to share more about
your skills, experience, and motivation.

Even though they are not full cover letters, your answers still need to be clear, professional, and
polite. Think of them as a chance to speak directly to the employer, just in a few short sentences.

What Are Supplemental Questions?

Supplemental questions are short prompts in job applications. They often ask things like:
• Why do you want this job?
• What are your strengths?
• Describe a challenge you solved at work or school.
• Why should we hire you?

Each answer should follow a simple structure: a clear idea → a short example → a polite closing

How to Answer in Three Steps

Step What to Do Example Sentence Frames
1. Say your main Answer the question “I am interested in this position because…”“One of
idea clearly my strengths is…”
2. Give an Show what you did or
“For example, I helped…”“Last year, I worked on…”
example can do

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 How to Answer in Three Steps
Step What to Do Example Sentence Frames
Use a closing sentence if “I would be happy to speak more about this in an
3. End politely
needed interview.”

Sample Response
Question: Why are you interested in this position?

Response: I am interested in this position because I enjoy helping customers and working in a
team. For example, I worked in a small bookstore, where I helped customers find books and
managed the front desk. I would be happy to bring this experience to your company.
This answer is clear, short, and polite.

Sentence Starters You Can Use

Use these sentence starters to help write your answer:
• I am interested in this position because…
• One of my strengths is…
• I have experience in…
• For example, I once…
• I worked on a team that…
• I would enjoy using these skills in your company.
• Thank you for the opportunity to share my experience.

Try It!
Choose one question below and write 3–4 sentences using the sentence frames:
• Why do you want this job?
• What experience do you have with teamwork?
• Tell us about a challenge you solved at work or school.

Self-Check
Ask yourself:
☐ Did I answer the question clearly?
☐ Did I give 1 example?
☐ Did I use polite, professional language?
☐ Did I keep it short (3–4 sentences)?

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What’s Next?
Now that you can answer supplemental questions, you're ready to learn how to use AI tools to help
improve your grammar and tone while still keeping your own voice.

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Module 3 Task 12: Different Cultures, Different
Communication Styles

Photo by Fotos is under the Unsplash license.

In the last lesson, we discussed answering supplemental questions in a short, polite way. But what
if the company prefers a different tone? In writing, tone means the feeling or attitude of your
words. Are you being polite? Confident? Friendly? Serious? The tone you choose helps the reader
understand how you feel and how professional you are.
Just like in a cover letter, your tone can change depending on the company, the job, and the
platform. Knowing how to adjust your message shows strong intercultural communication skills, or
your ability to connect with people from different backgrounds. In a global job market, people and
organizations may have different expectations about tone, formality, and how to describe your
skills.
Not every situation has one right answer. Successful professionals adjust their tone by mixing styles
depending on the situation, who they are writing to, and what the situation asks for.
Here is one example of how the same question might be answered in two different ways:
Question: Why are you a good fit for this job?

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 One Question, Two Possible Styles

Example 1: More Formal and Careful Example 2: More Direct and Bold

I believe my background in customer service and I am confident I can succeed in this role
my strong organizational skills make me a strong because I’ve already done similar work and
candidate. achieved strong results.

Both answers are polite and professional, but they use different tone and style. If you always use
the same tone or message, it might not work in every situation.
Different workplaces, even in the same country, can prefer different ways of speaking. It’s not only
about nationality or language. Some companies value teamwork and modesty. Others want to see
confidence and strong personal examples. By thinking about your audience and the style of the
workplace, you can communicate more effectively.

How Do I Know Which Tone to Use?

There is no perfect rule, but here are a few tips to help you choose.
• Look at the job ad and website. Are the words very formal or more relaxed? That gives you a
clue.
• If you’re not sure, choose a more careful and polite tone. It’s always safe to be respectful
and clear.

Different Cultures, Different Communication Styles

If the company seems… You might use a tone that is…

Formal, traditional, or international More careful and formal

Creative, modern, or startup-like More bold and direct

Focused on teamwork or service More humble and polite

Focused on sales, results, or leadership More confident and goal-oriented

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What About Online Applications?
Tone can also change depending on how you apply, especially in online applications. Some
platforms feel formal and official. Others feel casual and friendly. This, too, is part of intercultural
communication: adapting your message to fit the space you’re in.
• A government or university job portal often expects very formal writing.
• A creative company’s website or social media job post may invite a friendlier tone.
• A global company might prefer confident, professional language.
Even when applying online, always check how the company talks about itself. Try to match their
tone, but always keep your message polite, clear, and professional.

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Module 3 Task 13: Using AI to Improve Your Writing

Photo by Solen Feyissa is under the Unsplash license.

These days, a lot of job seekers use AI tools to help with their writing. They can be useful for
checking grammar, improving clarity, or making your message sound more formal. But it’s
important to remember: AI is just a tool. You are still the writer. Your voice, your experience, and
your message are the most important parts.
Think of AI as a writing assistant. It can give you ideas or help you polish your words, but you stay in
charge. The goal isn’t to let AI write for you. The goal is to make your writing stronger, while still
sounding like you.

What Can AI Help You Do?

AI tools are designed to support your writing in a few simple ways:
• Check grammar and spelling: AI tools can point out small mistakes and help you correct
them. But always double-check the suggestions. Sometimes they change the meaning.
• Improve clarity: AI can rewrite sentences that are too long or unclear. This can make your
writing easier to understand.
• Adjust tone: Some AI tools can make your writing sound more formal or polite. This is useful
for job applications, but be careful not to lose your own voice. If the sentence doesn’t feel
like something you would say, change it.

Example – Before and After

Let’s look at how AI can improve a sentence while keeping the same meaning.

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Original Sentence: I want this job because I like talking to people, and I need more experience.
AI-Improved Version: I am excited about this opportunity because I enjoy working with people and
want to continue growing my skills in customer service.

What changed?
• The tone is more professional
• The vocabulary is more specific
• The message is still the same, but it sounds more confident and formal

How to Use AI the Smart Way

Here are some examples of what you might ask an AI tool to do:

• Can you check my grammar?

• Can you make this more polite?
• Can you help me say this in a more formal way?
• Can you suggest a clearer sentence?
• Does my response match the tone of the job ad?
• Does this sound confident and professional?
• Is there anything I should change or add to fit this job better?
These prompts are short and clear. They give the AI a simple task, but you stay in control of the
result.

Try It: Use AI to Improve Your Writing

Choose one writing sample:

• A paragraph from a cover letter

• A short email to apply for a job
• An answer to a question like “Why are you a good fit?”
Then, try using an AI tool to review your writing. You can ask it to check your grammar, make your
message clearer, or help with tone. When you get suggestions, take your time. Keep the parts that
are useful. Change what doesn’t feel right. Most importantly, make sure it still sounds like you.

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What’s Next?
Now that you’ve practiced using AI to improve your writing, you’re ready for the final task: putting
all your skills together in a strong, complete cover letter.

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Module 3 Quiz 6: Build Your Own Letter
To complete this quiz, use the job description below as your guide. Your goal is to write a short,
professional cover letter for this job.

Job Opening: Marketing Assistant

Company: BrightPath Learning (Online Education Platform)
Location: Remote
Schedule: Full-time
BrightPath Learning is looking for a Marketing Assistant to help grow our online learning programs.
Responsibilities include writing short posts for social media, answering customer emails, and
helping organize online events.
The ideal candidate has strong communication skills, is comfortable using computers, and enjoys
working as part of a team. Previous experience in marketing or education is a plus.

To pass this quiz and move forward in the course, you need a score of 7 out of 10. You can take the
quiz as many times as you like. Only the highest score will be saved.

>>>> Please note that this quiz can only be completed in Canvas. <<<<

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Module 3 Optional Task: Are You the Right Person for
the Job?

Are You the Right Person for the Job?

A cover letter helps explain why you are the right person for the job. Are you ready to give it a try?

Step 1: Write Your Own Cover Letter

Write your own cover letter following the examples in this unit. There are two options for this
assignment (see below). Your cover letter should include:
• A salutation
• Three body paragraphs
• A closing and a signature

Option 1: Write a cover letter for this job advertisement for a client services
coordinator:

Client Services Coordinator

Web Discount Corporation of Barcelona, Spain, seeks a full-time Client Services Coordinator.
Responsibilities include greeting clients, answering telephones, and performing other clerical
functions.

REQUIREMENTS
1. High school diploma and /or business college program
2. 2-4 years of clerical or administrative experience
3. Excellent organizational skills
4. Typing speed of 30 wpm
5. Word processing and database experience
6. Good communication skills
If you would like to work in an exciting environment, e-mail your resume to Pablo Caverro.
Fax: 93 412 1044
Email: pcaverro@[Link]

Option 2: Find a job advertisement by yourself and write a cover letter for that
position.
If you choose this option, copy the job advertisement in addition to your cover letter.

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Step 2: Spend 15 minutes reading others' letters.

Step 3: Respond to at least 2 posts.

• Identify a strength (one thing they did well),
• Make one suggestion or ask one question.

NOTE: Protect your personal information. Do not share your phone number, email address, or
place of employment.

Self-Assessment Rubric

Criteria Meets Expectations Does Not Meet

Expectations

Salutation: My salutation is formal My salutation is informal.

A cover letter salutation should and includes the My salutation does not
include: recipient's full name and include the recipient's full
• a formal greeting a comma. name.
• the recipient's full name My salutation does not
• a comma include a comma.

Body Paragraph 1 My first body paragraph My first body paragraph

This paragraph explains why you are explains why I'm does not explain why I'm
applying for this job. It includes: applying and includes all applying or it does not
• a statement of application of the required include all of the required
• the specific title of the job components. components.
opening
• your source of information
(where you found the job)
Body Paragraph 2 My second body My second body does not
This paragraph highlights your skills paragraph highlights my highlight my skills and
and qualifications. It includes: skills and qualifications. qualifications.
• 2 or 3 examples from your It includes examples and I did not include examples.
education, experience, and uses key words from the I did not use key words
interests. job description. from the job description.
• uses key words from the job
description.

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 Body Paragraph 3: My final body paragraph My final body paragraph
This final body paragraph should leave includes a request to does not include a request
the reader with a positive impression. interview and tells the to interview.
It includes: reader how I will follow My final body paragraph
• a request to interview for the up. It leaves the reader does not tell how I will
job. with a positive follow up.
• information about how you will impression. I have not left the reader
follow up with a positive impression.
Verb Tenses I have correctly used and I have not used the
A cover letter will use both the present formatted the present present perfect and simple
perfect and the simple past tense to perfect and simple past past or they are not
discuss the applicant's experiences. tenses in my cover formatted correctly.
letter.

Formality My cover letter is My cover letter is informal.

A well-formatted cover letter: formal.
• includes formal, professional,
and appropriate language
• uses modal verbs to
communicate clearly,
respectfully, and appropriately
• is left-aligned (all parts of the
letter start on the left side of
the screen or page)
• is single-spaced with an extra
space between each section

Be Brief! My cover letter fits on My cover letter is longer

Maximum Length: 1 Page one page. than one page.

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Module 3: Wrap-Up and Looking Ahead

Congratulations! You have completed Module 3: Writing a Cover Letter. In this module, you:
• Reviewed the structures and format of cover letters and standard business letters
• Identified new fundamental vocabulary, and practice using that new vocabulary in course
activities
• Identified and practiced using past tense and present perfect verbs, sentence structure with
time words, and controlling tone with modal verbs

Looking Ahead
In Module 4, we will look at networking.

You will:
• Recognize and use the language of networking and small talk
• Identify and practice using stress, rhythm, and intonation to show meaning and emphasis as
you deliver a brief networking elevator speech
• Describe yourself briefly and clearly in a networking elevator speech

You have completed Module 3! To receive your certificate and digital badge, complete Modules 4
and 5. Keep up the good work!

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