An Academic Cover Letter Template Built for Customization
A paragraph-by-paragraph start to your cover letter.
Last week in PNP I argued for a quality-over-quantity approach to academic cover letters that emphasizes fit with the institution you are applying to. You can read that post here:
How to Customize an Academic Cover Letter
One of the most common mistakes in applying for jobs in academia and beyond is failing to tailor your application materials to the specific industry, institution, and position. This reality can be especially difficult for academic jobs, which frequently require lengthy documents such as research statements, teaching philosophies, cover letters, diversity statements, teaching portfolios, and so on.
Today I’m going to lay out a structure that emphasizes connection with the department and institution where you’re applying. Before I get to that, I’m going to describe how this approach breaks a few “rules.”
Breaking the Rules
When I was first on the job market, I followed Karen Kelsky’s advice from The Professor is In religiously—especially when it came to writing my cover letter. Her guidelines are clear and straightforward, including one key rule: never let your cover letter exceed two pages.
In general, I agree with this. Academics often tend to be longwinded, and hiring committees don’t have the time to read every single word.
But I was surprised when I landed my research-focused faculty position and realized that this rule gets broken all the time. I saw senior faculty submitting three- or even four-page cover letters. While I wouldn’t recommend going that far, I also don’t think anyone should assume that staying under two pages is the deciding factor in landing a job.
I do think that the more experienced you are, the longer the letter can be. As a graduate student, I held at two pages; once I was more experienced, my letters were more like two and a half.
With that in mind, here’s a cover letter template that emphasizes connection and fit with the institution—and breaks a few rules along the way.
✨Want to try out this template and get feedback from Jenn?
👇 Scroll to the bottom to learn how!
Paragraph 1: Introduction and Research Overview
This first paragraph is your chance to establish your academic identity. Begin by introducing your field of expertise and outlining your main research areas. For example, I’d mention my focus on feminist media theory, critical/cultural studies, or another relevant framework. It's also important to highlight your current academic role and institutional affiliation to provide context about your professional experience.
Paragraph 2: Why This Institution and Department?
This section explains why you're applying to this particular institution. You should demonstrate how your research and teaching interests align with the department’s mission and strengths. Take time to research the institution and identify areas of overlap with your work, perhaps drawing connections between your expertise and the department’s interdisciplinary approach or ongoing projects.
This paragraph deviates from academic convention to make your fit with the institution clear from the start, because someone with tired eyes may be reading your letter and you don’t want them to miss it.
Paragraph 3: Key Research Area
In this paragraph, highlight a major research focus. For PhD students, this is usually a dissertation; for PhD holders who are humanists, it is usually a book; and for everyone else, it is the primary topic of your journal articles. Briefly describe the work's content and significance, including how it fits into larger cultural or academic debates. Mention the methodologies you used to demonstrate research rigor, and explain the significance of your work.
Paragraph 4: Other Scholarly Work
Note: This paragraph might be omitted if you’re a PhD student with more limited experience or if you’re applying to a teaching-focused institution.
Now, emphasize your broader research agenda by summarizing other scholarly work, such as articles published or in press that might be outside your major area of focus. Name the journals where your research has appeared. You might also want to mention conference presentations and awards to underscore peer recognition of your scholarship.
Paragraph 5: Upcoming Research
This is where you outline your future research plans, demonstrating ongoing engagement and forward-thinking scholarship. Describe your next major project, such as a forthcoming book or data collection that will yield multiple articles, and explain how it builds on your past work while exploring new territories. Highlight the relevance of this research to current debates and mention the methodologies you plan to use.
Tip: If you're in the dissertation phase, this paragraph might feel daunting because you can’t really think beyond the dissertation yet. Instead of stressing over it, think of it as a brainstorming session for where your research might lead in the future. You should write as though this is your intended direction, but remember, no one will hold you to this exact trajectory later on.
Paragraph 6: Teaching Philosophy and Experience
Use this section to summarize your teaching philosophy and describe how you engage students, particularly in the ways most relevant to your field. Mention specific courses you've taught, innovative teaching methods, and any teaching awards to demonstrate your effectiveness as an instructor.
Paragraph 7: Teaching Contributions at the Target Institution
Note: Paragraphs 6 & 7 should probably be combined if you don’t have a lot of teaching experience.
Here, you’ll connect your teaching expertise to the hiring institution’s curriculum. Identify courses within the department that you could teach and suggest additional courses you might develop. If applicable, mention your experience supervising graduate students to show that you're ready to mentor and guide the next generation of scholars.
Paragraph 8: Personal Fit with Institution and Location
This paragraph should explain why you’re a perfect fit for the institution, extending beyond what you covered in paragraph two. While that paragraph focuses on how your research and teaching align with the department's mission, this one should highlight additional factors that make you stand out.
You might mention any unique experiences or skills that resonate with the institution’s values, such as community engagement or interdisciplinary work. Discuss how your goals align with the institution’s vision and any plans for collaboration or contributions to campus life. Emphasize how your teaching style or research approach complements the department’s strengths, offering a fresh perspective. This paragraph should provide a well-rounded picture of why you would be a valuable addition to the institution.
Paragraph 9: Closing
End your cover letter on a positive and professional note. This is not usually a full paragraph, but a signal that you’re ending the letter. Paragraph 8 is the real conclusion.
I would be delighted to discuss this opportunity further for these and numerous other reasons. Thank you for your time and consideration.
Sincerely,
Dr. Badass Cover-Letter-Writer
Teaching Institution Note:
Please keep in mind that this template is based on my experience at research institutions in the United States. For teaching institutions, I’d recommend emphasizing teaching more in the first and second paragraphs, keeping research to 1-2 paragraphs, and perhaps including an additional teaching paragraph for more senior positions.
If anyone would like to comment on cover letter conventions or recommendations outside the United States, please share!
In Sum
Please don’t accept this—or anyone else's—cover letter advice as gospel, and please don’t let it overly restrict you. Templates are a useful place to start if you need a jumping-off point, but ultimately you have to write a document that understands your intended audience and shows them what you bring. That can be achieved in more than one way.
✨ Want to try out this template and get feedback?
Are you ready to customize your cover letter with this template? Want to make sure you’re hitting the mark? 🎯 I’m offering a limited-time review cover letter service for a small number of clients!
Here’s how it works: First,📧 Email me at jenn@jennmcclearen.com to check my availability and discuss your timeline. Next, use the worksheet from this newsletter along with the cover letter template above to draft your cover letter.
Once you’ve completed it, send me the worksheet, your draft, your CV, and the job description you used to write the letter. I’ll provide a developmental edit ✏️, i.e., focused on content, structure, and customization, with clear, actionable feedback to help showcase your strengths, your work, and your fit for the role and institution.
💼 Investment: €100,* or €75* if you’re a paid PNP subscriber.
*plus VAT if you’re located in Europe 🌍
Don’t underestimate fit. We hired someone who mentioned that she had not one, but two “Midwest Is Best” T shirts. That obviously wasn’t the main reason, but it meant something to a small college in Iowa, especially in a pool that included Yale, UChicago, and Dartmouth applicants who could not possibly have wanted to stay.