Staff + Student LoginHow to Write a Covering Letter/E-mail
Why is a covering letter important?
The covering letter is the first impression you give to an employer. It personalises your CV and provides you the opportunity to express your enthusiasm and suitability for a specific job. The quality of your covering letter can determine whether an employer will even read your CV!
Every job application that you make should include a covering letter, even if it is not explicitly asked for by the advert. Some employers assume that when they ask for candidates to send a CV, it is also implicit that you will send a covering letter.
Covering letters are still important when you apply by e-mail. Employers have commented that candidates often become “lazy” when they apply by e-mail and don’t take the time to send a covering e-mail. When applying by e-mail you can include a covering letter either as part of the text of your e-mail, or as a separate Word attachment. Make sure any attachments you send are clearly named and refer to them in the text of your e-mail.
How should I write a covering letter?
Target your correspondence:
Each letter you send should be written for the specific role that you are applying for. By customising your application you give an employer the impression that you really want to work for their company.
Avoid the temptation to recycle the same basic covering letter for multiple organisations. Such letters make a bad impression. If your covering letter simply looks like a generic letter with their name added into it, employers will reason that you can’t be bothered to take half an hour to write a specific letter for them, so therefore you aren’t genuinely enthusiastic about the job on offer.
Find a name:
Always try to address your letter to a specific person. If you are unable to find the name of a contact person, address the letter as “Dear Sir/Madam”. If you address your letter in this manner you should close it with a “Yours faithfully”, if your letter is addressed to a specific person then you should close it “Yours sincerely”.
Get their attention:
While you need to inform the reader as to the purpose of the letter, try to do so in an interesting and appropriately creative way. If the employer is receiving a large number of applicants it helps if your opening paragraph immediately gains their interest.
One way to do this might be to add a line above your salutation that details the position you are applying for. This frees up your opening paragraph to immediately start to highlight the best parts of your application or to write something that is attention grabbing.
Overall, your letter should make you sound like a person that the employer would benefit from considering from the position and would enjoy meeting in an interview setting.
Address the selection criteria:
In the main body of your letter you should address the criteria identified by the employer in the job advertisement, focus on the benefits that you would bring to the employer, and convince them of your ability to do the specific tasks that they are recruiting for.
Highlight the most relevant parts of your CV without duplicating the entire content - as a rule of thumb a covering letter should not be longer than one A4 page using single line spacing.
No mistakes!
Proof read, proof read, proof read! Don’t rely only on your spell checker as it won’t always pick up on errors such as correctly spelt words used in an incorrect context. Also ask a friend or a flatmate to check your letter for you.
Spelling and grammatical mistakes indicate a lack of attention to detail to your prospective employer, and gives them grounds to immediately dismiss your application - they are looking for any excuse to do this, especially if you are one of a large pile of covering letters and CV’s!
Speculative Letters
Speculative covering letters are another type of letter that you may write from time to time. It is often estimated that between 65% - 85% of job vacancies are never advertised, so speculative applications are an important part of a productive job search which involves sending a CV and covering letter directly to a company!
For a speculative covering letter you should follow the same format outlined for a cover letter, but remember the following important points:
- Identify the key decision maker. This may require a telephone call to the organisation.
- Personalise the letter.
- Focus on the skills and abilities that you have to offer to the company – not just what’s in it for you.
- Show you have done your research on the company. Employers are more likely to respond positively if they see that you are knowledgeable and enthusiastic about their specific company.
- Use the words “openings” or “opportunities” when referring to employment at the company.
- Be enthusiastic and promote a positive self image.
- Ask for a meeting or telephone discussion.
A potential layout for a Covering Letter:
9 Your Address Road
Hillcrest
Hamilton
(07) 838 4466
31st May 2005
Michael Jones
Managing Director
Company Employing Graduates
PO Box 1234
Hamilton
Re: Application for position of Graduate Analyst
Dear Michael Jones
The first paragraph should state the purpose of the letter. Do this in a way that does not only state the position that you are applying for, and in a way that will gain the interest of the reader.
In following paragraphs you should outline the relevant skills and experience which you have for the position. Address the criteria identified in the job advertisement, establishing links between your skills and experience, and the specific needs of the company. Focus on what is in it for them! Show excitement and passion.
You could also demonstrate that you have researched the activities of the organisation that you are applying to. Link this information to your skills and abilities and to how you could benefit the company in this area. Relevant research could include their service/product range, future plans, current customer/client base, their historical role, or market positioning.
Be positive in your closing paragraph. Refer to further attachments such as your CV or Academic transcript. Be assertive and positive, but avoid being too pushy! Include a thank you and any further information needed to contact you.
Yours sincerely
Your signature
Typed Name
Questions to ask before sending a Covering Letter or E-mail:
Is your letter customised to the specific requirements of the vacancy or graduate recruitment programme that you are applying for? (No generic letters!)
Is your letter one page long?
Have you used single line spacing, short sentences and short paragraphs?
Is your font clear and easy to read? Does the general appearance of your letter make a good first impression?
Is your letter concise?
Have you highlighted the best and most relevant parts of your CV while avoiding unnecessary repetition?
Have you addressed your letter to the most appropriate person by name?
Will your introduction get the attention of the reader?
Have you responded to the job advertisement and linked your skills and abilities to the job on offer?
Does your letter demonstrate that you have researched or have prior knowledge of the organisation you are applying to?
Have you focussed on what you have to offer the organisation, rather than on what’s in it for you?
Does your letter conclude positively - without being too passive or too pushy?
Have you refered to other documents such as your CV or Academic Transcript that are enclosed with your letter?
Have you proof-read your letter? Don’t rely only on your spell checker. Any spelling, word-order, or grammatical mistakes could sink your application on the very first page!
Have you put the right application in the right envelope? (Sadly such mistakes are not uncommon!)
Have you signed your letter?
For further assistance
If you would like further assistance or advice on covering letters and covering e-mails, please drop in to see us at the Careers & Employment Centre
