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Practical Advice for ELAM: Writing a Cover Letter

January 2025

By Sarah Gaines

Sarah Gaines is principal at JUNE Partners, a retained executive search firm, and an ELAM partner.

Sarah Gaines is principal at JUNE Partners, a retained executive search firm, and an ELAM partner.

When applying for leadership positions, a well-crafted cover letter (or “letter of intent”) can make a big difference. A compelling letter can bridge the gap between your CV and the institution’s specific needs, showcasing your qualifications, leadership, and unique contributions to research, teaching and patient care.

As a search consultant, I’ve seen compelling letters inspire committee members to advocate for candidates. Just as often, I’ve seen sloppy letters rule out otherwise viable candidates.

Before writing the letter, read the position description carefully and do your research. Pay attention and feel free to ask questions if you receive guidance from a search consultant or search committee member. Your letter should clearly address what the organization is looking for in the role.

Here are a few common practical tips for a strong cover letter:

  • Length: Aim for a cover letter that is two pages long. Balance being concise yet thorough, conveying your achievements without overwhelming the reader.
  • Formatting: Use a standard professional font that matches your CV. Make sure there is white space on the page, and insert your signature in the sign-off.
  • Language: Be professional and warm. Avoid humor — especially sarcasm — as it can fall flat. Be positive and enthusiastic and use active words rather than passive language. Review how you describe yourself: temper your use of grindstone adjectives — like “hardworking,” “diligent” or “detailed” — with clear language that celebrates your abilities and accomplishments.
  • Proofread, Proofread, Proofread: Carefully proofread your cover letter. If you are reusing content from previous letters, ensure that you update any specific names, departments or details to reflect the current application. (While this sounds like common sense, it is a mistake I’ve seen more than once!) Read your letter out loud, ask a friend to read it, or use AI to review for mistakes you might have missed.
  • Close With Purpose: Restate why you’re excited about the position and how your unique qualifications make you the ideal candidate.

To make your cover letter stand out:

  • Address Why You Are Interested. It’s important to articulate why you’re excited about the specific role and institution. Articulating how the role aligns with your personal and professional values and goals can be particularly compelling. Be specific about any collaborative opportunities or initiatives that excite you and why you are drawn to this unique opportunity. It’s your chance to define your interest, experience and goals, and to tie them to this new opportunity and the institution's mission and values. Be explicit in connecting your experiences to what the position description describes — make it easy for the reader to see you understand the role and the strength of your candidacy related to what the organization describes.
  • Celebrate Your Wins. Don’t shy away from celebrating your successes, especially those that set you apart. Whether it’s research impact, operational successes, or mentorship for women or junior faculty, use the letter to highlight what you have accomplished and how it ties back to the skills required in this new role. Be specific, share metrics, and tie in key words and qualifications from the position description.
  • Frame Challenges With Confidence. A cover letter is an opportunity to tell your story in a way that a CV alone cannot. You can share how you will approach learning skills that might be new for you in this role. If your CV demonstrates career setbacks, this is your chance to frame and define these experiences and what you’ve learned.

A Note on AI: In today’s professional landscape, leveraging AI tools to draft or refine your cover letter is increasingly common. AI can help you brainstorm ideas, refine language and ensure grammatical accuracy. However, your letter should reflect your authentic voice, experiences and motivations. The core message and narrative should be your own, demonstrating the thoughtfulness and originality expected in professional communication and future interactions.

Addressing Inclusion and Belonging: Legislation and lawsuits related to diversity, equity and inclusion, or DEI, have shifted the landscape, and many institutions have moved away from related initiatives such as requesting diversity statements in the application process. Academic medicine remains committed to best serving community members and fostering a sense of belonging for staff and physicians, and candidates should celebrate their work related to inclusive excellence and belonging. Look at the organizational website and position description for the role you are considering for language and framing.

In other industries, cover letters are becoming obsolete, and it will be interesting to see how this evolves within academic medicine. For now, candidates in academic medicine are well served to give strong attention to their letter.

Sarah Gaines is principal at JUNE Partners, a retained executive search firm, and an ELAM partner. If you’d like a more detailed guide on crafting a cover letter, feel free to reach out to Sarah at sarah@junepartners.net.

 
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ELAM is a core program of the Institute for Women's Health and Leadership at Drexel University College of Medicine, Philadelphia, Pa. The Institute continues the legacy of advancing women in medicine that began in 1850 with the founding of the Female Medical College of Pennsylvania, the nation's first women's medical school and a predecessor of today's Drexel University College of Medicine.