Intro to Writing a Cover Letter

But first...what is it?

A cover letter is a document that accompanies your resume on a job application. Use it to elaborate on or tell a story about how your work and school experiences are relevant to the job description and qualify you for the next step in the hiring process.

Employers rely on it to understand how a potential employee's experience makes them a good candidate for the position.

Who reads it?

Knowing who is reading your cover letter is important to your tone, word choice, and the content you include.

In large companies, job applications often go through the HR department first, and qualified candidates are then passed to the appropriate department.

For smaller companies, it is more likely that the person in charge of filling the position--perhaps the supervisor of the position--will read your cover letter before anyone else.

How long is it?

For entry- and mid-level jobs, cover letters typically take up one page, single-spaced. As you gain more experience throughout your career,  your cover letter might extend to two or more pages.

What goes in it?

There are a few pieces of information that you always want to include:

• The name of the position to which you are applying

• A brief introduction to who you are

• Details of relevant experiences and skills

• Why you are a good candidate

• Why you want this position

Determine which characteristics you want to communicate and share examples of them in action. Remember, be specific!

What about AI?

Many companies are now utilizing automated screening software and/or artificial intelligence to sift through cover letters quickly and easily.

These programs scan cover letters, searching for key words and phrases that match the corresponding job description.

If you suspect your application materials will be ready by AI, there are some ways you can make sure your cover letter is adaptable:

• Craft a basic, text-only version of your letter with limited design elements to help AI pick out your key words

• Submit your letter as a Word document rather than a PDF

• Utilize key words from the job description in your letter, being sure to add detail and context.

For more tips on crafting an AI-ready cover letter, click here.

Hot Tip #1

Formatting your cover letter and resume in ways that complement each other shows you have an eye for detail!

Hot Tip #2

Set a confident tone, but show that you're also eager to learn!

Hot Tip #3

It's NOT a list of items on your resume. Instead, it's a detailed explanation of highlights from your resume that relate to the job.

Hot Tip #4

Write a new cover letter for each job application, tailoring your descriptions to the specific job.

Hot Tip #5

Include why you want to work for the company. A personal connection can go a long way!

Hot Tip #6

Revise, edit, and proofread your cover letter multiple times before sending. If you can, have someone else read it to make sure it is clear of typos.

What now?

Think about how you can connect your experience to the job description. Visit the Writing & Speaking Studio for help brainstorming, drafting, revising, editing, and proofreading.

Sample Cover Letter: Remember, this is one way to write a cover letter. There are many ways to organize it, and you should determine what makes sense for you.

May 3, 2023

Dear Hiring Manager,

I am excited to apply for the Visual Merchandising Internship at Prada. I am in my junior year at the Fashion Institute of Technology studying Fashion Business Management. Through my education and jobs, I have developed skills that make me an excellent candidate for this role.

As a Sales Associate at Saks Fifth Avenue, I provide customers with excellent service, assisting them in finding merchandise that fits their needs and efficiently managing the POS system. I coordinate with my manager to organize merchandise on the sales floor, always maintaining each individual brand's vision and identity. Through these responsibilities, I've learned key skills in forming strong relationships, problem solving, and attention to detail that I would apply to this position.

Additionally, my classes at FIT have given me the opportunity to hone my skills in trend forecasting and fashion business as a whole. I have created marketing plans for several luxury brands, analyzed business goals, and identified areas for improvement based on industry trends. I regularly use Adobe design programs such as PhotoShop and Illustrator to organize ideas, assess trends, and present merchandising strategies to my industry peers.

I am hoping to begin my career in fashion business, and this position at Prada will enable me to further develop the tools I need to do so. I have always been inspired by the timelessness and innovation embedded in Prada's identity, and I would love the opportunity to learn from such a staple of the fashion industry and contribute to its future.

Please do not hesitate to reach out to me at first_last@fitnyc.edu if I can provide any additional information. Thank you for your consideration.

Sincerely,

NAME

Resumes & Cover Letters: How to Get Noticed

Analyze Your Audience

• What is this organization about?

• What is their mission or philosophy?

• Who do they serve?

• What are the organization's goals?

• What skill sets/abilities are they looking for?

• What qualities does the ideal candidate for this job possess?

Gather Background Knowledge

You need to do your homework and learn as much as you can about the organization. What do they value? What are their mission and vision? Who do they serve?

Demonstrate Fit

Align your skill set, abilities, competencies, and values with the job description. Think carefully about the job description and responsibilities and use your experience to speak to them. Use the key words in the job description to help create your application materials.

Focus and Organize

Use concrete examples that demonstrate how your qualifications speak to the job responsibilities. Be specific, and keep in mind the type of job and your industry when deciding which information to highlight or prioritize.

Be Professional

A clean and tailored resume and a meaningful cover letter help potential employers assess your interests and qualifications. It's important to proofread these documents and use appropriate formats and salutations.

Writing Tips: Business Communication

Business Letter/Email Writing Process

Step 1: Analyze Your Audience 

• What are your readers' expectations?  

• How do you expect them to act on the information you provide?  

• Tone, content, formatting, and formality can differ from culture to culture and  organization to organization. Assess and consider your readers needs, expectations,  and reactions to all of these items as you plan, develop and draft your letter/email. 

Step 2: Understand Your Purpose 

• What does your document need to accomplish? 

• After recipients read your letter, what do you want them to do? 

Step 3: Do Your Research  

• Gather all the information you need to successfully communicate your concerns/needs  to the recipient. 

• Ensure that your document provides all necessary information for the recipient to take  action and/or respond.  

Step 4: Draft and Revise  

• State your purpose for writing and summarize your message.  

• Provide adequate background. 

• Organize information logically and appropriately. 

• Highlight action items. 

Step 5: Format and Edit

• Familiarize yourself with the conventions of business communication.

Letter Writing:

• heading

• inside address

• attention line

• subject line

• salutation

• body

• complimentary close

• signature copy line

• enclosure line

Email Correspondence:

• include all appropriate parties in "to," "cc," and "bcc" fields

• subject with clear call to action

• salutation

• state purpose for writing

• describe or explain the problem or situation

• explain the action needed and provide important deadlines

• polite close (e.g. "Regards,")

• include contact information in signature

• Use headings to help readers if necessary

• Align your format with assignment guidelines and expectations

• After you finish your draft, step away from it for a bit. Time away gives you a chance to look at the draft with fresh eyes.

• Read the final draft aloud as you edit and proofread. This will help you catch any grammatical or spelling errors. It also helps you catch any awkward or unclear sentences.

Presentation: Putting Your Best Foot Forward

Use Appropriate Level of Formality 

• Remember that you are not only representing yourself but also your organization--use  an appropriate level of discourse for the communication situation. 

• Keep in mind that all business communication is property of your organization. 

• Your message can have potential legal implications and can possibly be made public,  which can have an impact on you and your organization’s reputation.  

Communicate Clearly, Concisely, Coherently, and Correctly 

• Avoid clichés and try to express concerns in simple yet professional terms. 

• Be direct. Readers should not have to work hard to understand your message. 

• Use accessible and clear language and remember that you might be communicating  

• with people for whom English is not their first language or have different cultural  expectations for effective and appropriate communication. 

• Ensure accuracy in what you communicate--double check numbers, facts, figures, etc. 

• Proofread and edit your work to ensure your message is clear and effective. 

Put Readers’ Needs First (The “You Attitude”) 

• Stick to the pertinent information for the recipient.  

• Use a calm and respectful tone.  

• Explain problems clearly and politely. 

Communicate Honestly 

• Communicating honestly is about accuracy and ethics.  

• Your credibility is on the line when you communicate professionally, so it is important to  be truthful and straightforward even when delivering difficult or unpopular information.

Resources

Writing and Speaking Studio

• Get feedback on your communication projects from a Writing and Speaking Studio consultant.  The Studio offers one-on-one and group appointments both online and in  person. Make an appointment: fit.mywcoline.com. 

Additional Resources 

• https://writingcenter.unc.edu/tips-and-tools/business-letters/  https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_ business_letters/index.html 

Videos 

• Email Etiquette Tips: https://www.youtube.com/watch?v=1XctnF7C74s 

• LinkedIn Learning Email Course: https://www.linkedin.com/learning/tips-for-writing business-emails/email-an-extension-of-yourbrand?autoAdvance=true&autoSkip=false&autoplay=true&resume=true&u=42387348

Definitions

"A bio covers factual experiences and accomplishments, such as where you went to school; relevant awards, residencies, grants, etc. An artist statement is about the conceptual underpinnings and aesthetic choices behind your work." - Amy Aronoff, New York Foundation for the Arts

Let's start by defining each of the main documents:

Artist Bio: A bio is a short narrative version of your CV (usually 100 to 250 words) that outlines your professional life, education, exhibitions, and any other relevant experience that highlights your career. Biographies are usually in the third person because they are used for press releases and gallery websites.

Artist Statement: An artist statement is a concise written statement that expresses what you do artistically and why: "You just want to describe, as simply as possibly, what it is that you do, or show, or say, with your art, and what it is that makes you interested in doing, showing, or saying  that" (Bhandari and Melber 77).

Artist Resume: An artist resume, separate from a regular resume, should only include things related to your artwork. This will include: Contact Information, Education, Group and Solo Exhibitions, Residencies, Awards, Grants, Fellowships, and Press. Other sections that can be included are: Performances, Collaborations, Public Commissions, Publications as Author, Lectures, Visiting Artist Programs, etc. Don’t feel constrained by these categories; do whatever makes the most sense for you and your work.

Curriculum Vitae (CV): A CV can be considered a master document of everything that you would put on your resume if you were allowed to go over one page. As you establish your career, your resume will expand beyond a page, but the CV acts as a full outline of yourself professionally that can be cut down and tailored into a resume for specific opportunities.

Artist Elevator Pitch: An artist elevator pitch is not that different from a normal elevator pitch; it is just more tailored and may expand on things slightly differently than a business elevator pitch. Think of this pitch as a verbal communication of your artist bio and statement combined into a concise outline of who you are and what you do. It’s a good idea to have versions of varying lengths to prepare yourself for the different scenarios you may find yourself in.

Artist Bio Guide

An artist bio often includes personal and professional information about you. It’s a way of expanding beyond the art itself and talking about your career, influences, and any other pertinent information that tells the reader who you are.

Some things to include are:

• Birth place and/or current location 

  • You can include the year you were born, but keep in mind potential biases surrounding age and professional capabilities (since it’s not required to include, it may be better to disregard). However, if the year you were born is essential to your art practice or influences then including it may be beneficial. 

• Education

• Artistic influences

• Brief description of your art practice (media, location-specific practice, techniques, concepts/themes, etc.)

• Career milestones 

  • Exhibitions 

  • Publications

  • Residencies/Fellowships

• Hobbies that pertain to your art practice

*Remember, an artist bio is NOT an artist statement. It can be confusing to see the distinction when looking at artists’ websites because often times they will combine them without headings to divide them.

Artist Statement Guide

A comprehensive guide to writing  professional artist statements. What is an artist statement? What is its purpose? What is its context? Who is its audience?

First off, artist statements shouldn’t be scary. There is no right or wrong way to write one—all of them take on different forms depending on the context and purpose of the statement.

Purpose: to analyze, to promote, to reflect upon, to explain or describe, to inform or educate about

Context: for a portfolio, for a collection, for a gallery show, for a call to action, for an autobiography, for a specific work of art, for promotional purposes

Audience: educator/professor, publication, museum/gallery patrons, the general public, industry professionals

After figuring out why, for what, and for whom you’re writing your artist statement, it’s time to choose what you’ll include within the actual statement. Below are some questions to ask yourself when brainstorming your statement:

• What is my technical/material process?

• What artists or artworks have made a significant impact on me?

• Where do I draw inspiration from?

• What are the main questions I am trying to answer through my art?

• What kind of effect do I want to have on my viewers?

  • This is the tone of the piece.

• What life experiences have informed my practice or decision to become an artist full-time?

  • Too much of this makes it seem like your biography; you want the work to be able to stand on its own. Finding the sweet spot so that you don’t alienate your audience is key.

• If I could sum up my work in one sentence, what would it be?

  • Starting your statement with this sentence is often a good idea; it can serve as a good hook and give the reader a good overview of you and your practice.

• Can my non-artist friends understand this?

  • Having your non-artist friends read your statement can be helpful in eliminating industry-specific jargon that may confuse a general audience. 

Now we’ll look at how to get started writing your statement. The steps below are in a specific order but can be done multiple times throughout the process. 

1. Brainstorm: Write down themes, concepts, materials, influences, muses/customer profiles, process, aesthetic, philosophy/ideology, Elements of Art, Principles of Art, etc.

*This is only the first phase. Don’t be pressured to be perfect: just write down anything and everything that comes to mind about your art and practice—we’ll narrow everything down in step two. The questions you answered above are also part of the brainstorming step.

2. Outline: Create a formatting structure using your brainstorm from Step 1. Some key information you can include in your outline is below:

Concept: What themes are you addressing in your work? How are these themes relevant to who you are?

Influences: What artists or movements inform your practice? What do you find compelling about these artists or movements? Historical context?

Process: How is your work technically executed? How do the materials and media you use help you communicate your concept? What are interesting parts of your process?

Intention: Why is the concept important to you? How do you want the viewer to interpret your work?

One way you can organize your statement is:

• Introduction: About you, Your Practice, Influences

• Body: Concept, Process, Motivations

• Closing: Summary, Intent

3. Draft: Turn each part of your outline into full sentences, creating actual paragraphs to work with. 

*Artist statements should generally be a page long. Usually 300 to 500 words is the ideal length, although some are as short as 150 words. It really depends on the situation.

4. Revising: Now that you have everything drafted out, look at how your information is organized. Can you add to it, move information around, connect content, or delete unnecessary information?

*This is where you can go back to your outline and see if there’s a better way to structure information. Keep in mind the length that is appropriate for this context when adding or deleting information.

5. Edit: Refine or clarify your statement and be sure to eliminate jargon.

*Many times, artist statements will be read by gallerists, managers, critics, or the general public if the statement will be published in an article or displayed during an exhibition. Eliminating industry-specific terminology helps simplify your statement and makes it digestible for a larger audience.

6. Proofread: Just like with anything else, reread your statement! Check for typos, correct spelling of names, and overall tone before submitting anywhere.

*This step is especially important when you are tailoring your original statement for a specific purpose. Making sure names are spelled correctly and all of the information is accurate is essential.

Remember, having an artist statement is part of being a professional in the industry. Similar to a resume or CV, it’s a document that will be revised and refined as you move through your career (and will be tailored for specific situations), so making sure you stay on top of it is key! 

Playing around with formatting until you have a flow of information that works for you may be the part of the process that takes the most time. Taking a break and coming back to your statement with a pair of fresh eyes hours or even days later can help you make thoughtful edits and polish it into a finalized version you can be proud of. This statement will also adjust a lot throughout your career, so don’t feel bad about scrapping an older statement and starting over. Every artist approaches their statement differently. Making it specific to you is what’s most important.

Artist Resume Guide

An artist resume is not too different from a corporate resume, the main differences being the layout and section options. 

Let's take a look at some of these sections:

• Contact Information (Phone Number, Email, Location (city, state), website/professional socials)

• Education

• Skills (Artistic skills, digital skills, soft skills, etc.)

• Exhibitions (Group and Solo Exhibitions)

• Professional Work Experience

• Residencies

• Awards

• Grants

• Fellowships

• Press

• Performances

• Collaborations

• Commissions (Public and Private)

• Publications as Author

• Lectures

• Visiting Artist Programs

*Don’t feel constrained by these categories—do whatever makes the most sense for you and your work! For example, a dancer or musician may have a performance section on their resume but an illustrator or painter may not. Even more, the choices you make should align with the job description you are applying for.

There are many places where you can find customizable templates to help you get started on your resume. Below are a couple suggestions that are free to FIT students: Canva, Google Docs, Microsoft Word

*Creating a master document to keep a record of all of your experiences and accomplishments is a helpful tool. You can then choose which information is most important when tailoring your resume for a particular job application.

Below are some steps you can take when tailoring your resume:

1. Look at the job posting for the position you’re tailoring your resume to. Go through and try highlighting specific parts of the posting that you feel apply to you and your skillset.

2. Try to demonstrate that you have these highlighted skills when updating sections of your resume.

3. Look through the specific words that they use when describing the position and the skills required. Mirroring these words may help your resume get noticed more. 

*Something to keep in mind is the existence of Applicant Tracking Systems (ATS). For more information on this and how it may affect the chances of your resume getting noticed by a hiring manager, check out page 26 of our Resume Writing Guide on the Student Resource Site.

Now lets talk about the layout and design of your resume:

The key thing you want to keep in mind is making your resume easy to read from both wording and visual standpoints. For your resume, making it concise and easy to visually understand for the hiring manager is the most important. Keep in mind that your portfolio will showcase your creativity and skills—there are ways to add touches of creativity to your resume without overwhelming the reader.

Adding a Touch of Color: You can use a pop of color within your resume: like on the dividing lines between sections, the titles of sections, or your name.

Columns and Rows: Utilizing vertical columns in addition to horizontal rows can divide up your resume into sections and keep it more visually interesting.

Font and Size: Changing the font of each subsection or the sizes between headings and bulleted information can help your reader make quick visual distinctions.

Bold, Underlines, Italics: Making certain words bolded, underlined, or italicized can also make your resume more visually interesting without overstimulating your audience. 

*Make sure whatever design decisions you make are consistent. If you bold a heading, bold all the headings. If you decide to write the date for professional experience in italics, do it for every date. Being consistent is the most important thing, which is why proofreading everything once you’ve written your resume is key. And no matter how much information you’re trying to squeeze onto one page for your resume, don’t let the font get smaller than 10pt or it will become too difficult for your potential employer to read.

Most resumes for entry-level artists are not more than a page long. At this stage, however, don’t worry about a page limit. Creating a master resume that you can tailor and shorten for specific opportunities will be more helpful in the long run. 

Artist CV Guide

An artist’s CV is like a master resume document; it’s an extensive list of everything about your professional life including work experience, exhibitions, press releases, commissions, etc. CVs don’t have a page limit like resumes do: they can be as long as needed for you to fully outline your professional career. 

A big recommendation for resumes is having a central document for you to record all of your professional experience. This can help you when customizing your one page resume for a specific position. This master document is similar to a CV: an expansive document laying out all of your professional experience. 

Below are sections you can include when making your own CV:

• Contact Information (Phone Number, Email, Location (city, state), website/professional socials)

• Education

• Skills (Artistic skills, digital skills, soft skills, etc.)

• Exhibitions (Group and Solo Exhibitions)

• Professional Work Experience

• Residencies

• Awards

• Grants

• Fellowships

• Press

• Performances

• Collaborations

• Commissions (Public and Private)

• Publications as Author

• Lectures

• Visiting Artist Programs

*If you have read through the resume section then the resource above may look familiar.

*If you have international experience, include the country when writing the location of an exhibition or residency. Your audience may not always know where you’re referring to if only a city and state are listed. 

*Remember, CVs can be as long as you need them to be, so don’t cut out anything. In fact, looking at some of the artists’ CV examples from pages 28-30 of this guide show you just how long these documents can get.

Artist Elevator Pitch Guide

An elevator pitch is not too different from your resume; think of it as a simplified, oral version of all of the documents we’ve already discussed (bio, statement, resume, and CV) combined into one cohesive statement. 

You want to keep in mind the three Cs of elevator pitches when making them. According to Team Asana, you want your pitch to be:

Clear: Use simple language; eliminate jargon.

Concise: Keep it brief, ideally 30 seconds or less.

Compelling: Make it interesting and relevant to encourage conversation.

You want to write out a 30-second pitch that sums up your professional experience and artistic practice. Think of this as a combination of your artist bio and statement that has been shortened into a concise paragraph that can be customized for specific audiences. 

Consider including your answer to some of the questions below in your pitch:

• What medium do you work in?

• What materials do you use?

• What concepts/themes are you currently exploring?

• Where are you located/where do you work?

• What degree(s) do you have?

• What professional experience do you have?

• Why do you do art? Why is it important to you?

• What’s a goal you have? What do you hope to achieve?

Feel free to add any additional questions you can think of to your own pitch!

Examples

We’re going to look at three different professional artists working within the industry and all of their professional documents. They’ve been broken up by artist, from entry-level to established.

Take note of the similarities and differences between each artist’s documents; this will help you determine how to lay out your own. 

Akwaeke Emezi: Akwaeke Emezi is a writer, artist, and musician. Her multifaceted career gives great insight into how artists working in different disciplines can make a bio, artist statement, and other professional documents. https://www.akwaeke.com/

Tammie Rubin: Tammie Rubin is a contemporary sculptor who has great professional documents on her website for us to examine. Let’s look at each of her documents in more detail. https://www.tammierubin.com/

Judy Pfaff: Judy Pfaff is a highly established sculptor in the industry. Her website will be interesting to look at because she has an “About” section on her site that combines her artist bio and statement together. This is very common to see on artists’ websites. https://www.judypfaffstudio.com/

Looking at other artists’ websites can give you a better idea of the vast options you have when customizing your own documents. This is also why, while looking at examples can be helpful, copying another artist’s formatting may not work the best for you in the long run. Find what works for you! 

Resources

Aronoff, Amy. “The Artist Statement: 5 Do’s and Don’ts.” NYFA, 17 May 2022, www.nyfa.org/knowledge-base/fundraising-applications/the-artist-statement-5-dos-and-donts/.

Bhandari, Heather Darcy, and Jonathan Melber. Art/Work: Everything You Need to Know (and Do) As You Pursue Your Art Career. New York, Free Press, 2017.

Team Asana. “15 creative elevator pitch examples for every scenario.” Asana, 30 July 2024, https://asana.com/resources/elevator-pitch-examples. 

Credits

Created by Cynthia Griffin, Fine Arts Class of 2025, FIT Writing and Speaking Peer Consultant

www.cynthiagriffinart.com