Also called cover letters, these communications prepare readers for other documents: resumes, proposals, reports, etc. They function on several levels:

• to give readers important introductory information
• to set initial expectations about the situation and the other document
• to establish a good attitude
• to highlight remaining questions or actions

Resume cover letters also provide an opportunity to expand on the details contained in the resume: the letter can develop and enliven the ideas that the resume sketches.

Analyze the audience. Consider first whether the application is solicited or unsolicited to determine the degree and kind of information that the reader might require from the transmittal letter, especially at the start. Think about what the readers will need and want to know:

• why you’re writing to them at all
• which job or grant you’re applying for
• why they should consider you seriously.

Start with something interesting from the reader’s point of view:

• why you’re applying for this particular grant or position
• a highlight of what you have to offer

Create a good attitude toward the other document and toward yourself. This letter can be an opportunity to

• highlight selected aspects of the proposal or resume
• discuss details illustrated in the proposal or resume
• thank people for their help
• express your personality

End by focusing on a specific action. Set up what you want to have happen next. With resumes, cover letters can end by stating an action that the writer will take or requesting an action from the reader. With proposals, cover letters can likewise ask for clarification about next steps and notification dates, or take care of related business.

Write well. Start with standard letter format, and revise repeatedly until your letter is complete, coherent, clear, concise, and correct. (Also charming and sincere and….)