A letter of intent can be required in many different situations. It is often needed when applying to educational programs, especially for graduate school, as well as in other business and personal contexts. This element of any application can become a crucial aspect of the process. It allows the applicant to stand out, showcasing their individuality and communication skills. A well-written letter of intent should be both informative and persuasive, whether in academic, professional, or personal spheres. Be sure to clearly state your ultimate goal in the letter, whether that's admission, business collaboration, or a favorable legal outcome.
Preparing to Write
Step 1. Review the Instructions.
Familiarize yourself with all provided instructions. Any application or project that requires a letter of intent typically includes clear guidelines on the necessary information to include. Review these requirements before you begin writing.
- Visit the website of the educational institution or company. All the necessary information should be available there. If you can’t find something, don’t hesitate to call them.
Step 2. Find the Name and Address of the Recipient.
Determine whom your letter is addressed to. This information is usually available by calling the organization if it cannot be found online.
- If the letter is directed to a group, try to be as specific as possible. It would be great to include the names of all recipients! This will make a positive impression.
Step 3. Draft Your Outline.
Create preliminary outlines. Jot down everything you want to include in your letter of intent: your personal information, achievements, awards, challenges overcome, and successes that you are proud of. It’s also worth noting what you aim to achieve in your studies or business.
- Remember that a letter of intent is generally more specific than a cover letter. It covers not only your goals but also your career aspirations, professional experience, and unique qualities that distinguish you from others.
Composing the Letter of Intent
Step 1. Start with an Introduction.
Introduce yourself at the very beginning of the letter. Do not label this section as “introduction.” If you are writing to an educational institution, mention which school you attend and your current grade.
- When applying for a business position, include your area of interest and the organization you aspire to join, as well as the sector in which you work. The letter should be personalized. Ensure it’s addressed to a specific institution. If this letter is for graduate school, explain why this particular institution is right for you. If it’s a business proposal, emphasize your previous experience.
Step 2. Get Straight to the Point.
Get straight to the point from the start. It's important to begin the letter well to sell yourself and demonstrate your knowledge of the program. The following paragraphs should focus on this.
- State the reasons for writing the letter. Explain how you learned about the position or internship and what interested you about it. Share why you chose this organization over competitors.
- Discuss your strengths. Don’t hold back! Explain why you should be considered a candidate. Use specific examples of your skills, knowledge, and experience relevant to the field. Your achievements can be presented in both text format and as a list.
- Praise the institution or program. Compliment them, but don’t overdo it. Explain what specifically attracted you to this position and how your strengths align with its requirements.
Step 3. Conclude with a Request for a Response.
In conclusion, request a response. Express your desire for an interview and make sure to include all your contact information for follow-up.
- Depending on the company’s policy, you may need to submit your application in person. The key is to cover all aspects of your candidacy.
After Completing the Letter
Step 1. Create the Final Version.
Write the final version. If the first draft wasn’t too successful, use your notes and instructions to create a polished final version. Be sure to check grammar and spelling.
- Assess your work on various levels. Ensure that the words and sentence structures are clear and logically connected, and that the document as a whole looks professional. It should be clear and comprehensible. Sometimes changing the order of sentences can improve the final outcome.
Step 2. Proofread and Edit.
Proofread and edit. Take a break before editing—it will help you rest and see errors with fresh eyes. When you’re ready, read through the letter again and make necessary corrections to improve readability.
- Be strict in editing; remove redundancies and smoothly link ideas. Ask someone you know, a friend, or a colleague to read it and point out any mistakes.
Step 3. Send the Letter of Intent.
Send your letter of intent. Attach it to your other application documents and submit the entire package to the institution according to their instructions.
- If your letter spans multiple pages, you may want to include your name on each page (in small print at the corner) to avoid confusion in case the pages get separated.
