Writing a cover letter is just as important as perfecting your CV and it’s key to your success in finding a job.
We understand that writing cover letters can seem daunting at first but our comprehensive guide to writing a cover letter will outline everything you need to know, including:
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What is a cover letter and why is it still important?
A cover letter is a one-page document that accompanies your
CV when you make a job application. The purpose of a cover letter is to
introduce yourself and to highlight your key skills and intentions. It’s your
opportunity to showcase both your personality and suitability for the role you
are applying for.
Your cover letter shouldn’t just be a repeat of your CV. Instead, your cover letter should zoom in on key skills and experiences on your CV that you feel the employer will value the most.
As a result, your cover letter should be bespoke for every
application.
Some recruiters may receive hundreds of applications a day,
so your cover letter gives you a chance to stand out from the crowd and it’s an
essential application component, you can’t afford to leave out.
Planning your cover letter
Planning and research are crucial to your cover letter.
- The
important things you should research before you begin writing your cover
letter are:
- Who
will be receiving and reading your letter
- The
skills and experience mentioned in the job description
- The
company and its culture
- Their
competitors and market position
- The
sector and any recent news or trends
- The
organisation’s aims for that year and beyond
Building up a good knowledge of both the company and
industry helps you to tailor your cover letter for each company you apply to.
It also shows your passion for the job and sector.
The basic format of a cover letter
There is a basic format for writing a cover letter that you
can follow each time. However, every cover letter you write should be tailored to
the specific job role or company you’re applying for.
Your cover letter should address the following:
- Which
position interests you and why
- Your
most relevant skills and experiences
- How
your skills and experiences can benefit the employer
- Your interest
in an interview
How long should a cover letter be?
The length of your cover letter should be no longer than a
single A4 page and around 250-300 words long. This can be tricky, especially
since you want to impress the employer with all your skills and experience. But
trust us; they simply won’t be interested in reading a 3,000-word essay. Even
if they were, they probably just wouldn’t have the time! Keep it short, sweet,
and simple.
Addressing the hiring manager
Each cover letter you write should be tailored specifically,
to the company and role you’re writing it for, and it should be detailed.
Therefore, you’ll want to avoid vague
and generic phrases. Here are our top tips:
- Make
it personal – Find the name of the hiring manager. It will prove
you’re a determined candidate who wants this job
- If
you don’t have a name – Start the letter with “Dear Sir or
Madam” – but remember to sign off
your letter with “Yours faithfully” instead
Using the job description
- Address
the skills and experiences mentioned in the job description –
Mirror some of the phrases they use in the job description. Be sure to
illustrate your skills with examples to show why you are the ideal
candidate. As each company and role will be different, you’ll probably
find that you’re using different examples on each letter.
- Be
specific – Having done your research, you should also be able to
talk specifically about the company in greater detail. Refer to their
values or specific campaigns that you enjoyed.
Illustrating these points in your cover letter will show a
prospective employer you’re both prepared and keen. They’ll know that you took
the time to learn about their company and that you’re genuinely interested in
them and the role.
Marketing yourself in your cover letter
Your cover letter offers the perfect opportunity to promote
yourself. In both your CV and your cover letter you should try to sell yourself
to the company. There are several ways you can market yourself, and most of
this will come from your research. They include:
- Demonstrating
knowledge – Include details about the company and the sector so
that you can effectively explain why you’ll be beneficial to their company
- Listing
your skills and qualifications – Mention all that are relevant to
the job
- Highlighting
your interpersonal skills – Illustrate this by talking about
social activities and clubs
All these aspects should help you build a case for why
you’re going to add to the success of the company.
How to structure and write a cover letter
The structure of your cover letter is key. In this century, it’s
rare for cover letters to be hard copies as most are sent online, however, your
cover letter should be written like any other formal business letter, even if
you are emailing it.
Start with your address and contact details in the top
right-hand corner. Make sure your contact details are sensible and it makes you
look very professional! You should follow this with the address of the company
you’re applying for and further down on the left-hand side, the date.
[Your address Line 1]
[Address Line 2]
[Address Line 3]
[Phone Number]
[Company address line 1]
[Company address line 2]
[Date]
To [Name],
Paragraph 1 The introduction
Your cover letter’s opening paragraph should be brief and
cover three things:
- Why
you’re writing to the company
- The
position you’re applying for
- How
you found out about the position
For example:
“I am writing to apply for the role of [job title], in
response to an advert I saw on [name of job site]. Please find my CV attached.”
Paragraph 2: The by-line
- The
second paragraph of your cover letter should be about you:
- Expand
on your CV – Give a summary of any relevant skills or education you have.
Remember, your cover letter shouldn’t be a copy of your CV.
- Include
your most notable achievements – show how these skills could benefit the
employer.
- Mirror
the job description – Include phrases mentioned as well as the desired
skills.
Paragraph 3: Display your knowledge
The third paragraph in your cover letter is your chance to
show your knowledge of the company and the sector. You should include:
- Specific
details about why you want to work for their company.
- A
clear demonstration of how you can help the company and add to their
success
- Why
you’ll fit in with the company culture and core values.
Paragraph 4: The conclusion
End your cover letter with a call to action.
- As
you’re hoping to secure an interview, let them know your availability for
a call-back.
- If
you plan to follow up with a phone call, say so!
- If
you plan to wait for a response, close with “I look forward to
hearing from you.” Thank them for taking the time to read your
letter and sign off with “Yours sincerely, [Your Name]”
Sending your cover letter
When sending your cover letter online, if you just need to
send your cover letter as an attachment, make sure you use the PDF file
extension; this way any computer will be able to view the file, and all your
formatting will be preserved.
If you need to send your cover letter as the actual body
text of your email, your approach will need to be slightly different. First,
make sure you format the subject line of your email like so:
Application for [Job Title] – [Your Name]
If you were given a reference number, include that in the
subject line as well. Once you’ve done that, it’s time to think about the
layout of your letter. The paragraphs can be the same as an original cover
letter, but you can remove the addresses, date and signature.
If you’re applying for a job via a job board, you can sometimes
afford to scale down your cover letter to key components. Check out this cover
letter template:
Hi [Name],
I am interested in applying for the current vacancy you have
for a [job title].
In my current role as [role title] with [company name], I am
responsible for [insert relevant experience relating to job advert] but am
currently looking to make a step up into a more challenging role with a
reputable company who can offer career growth.
I am currently on a notice period of [notice period] and can
interview immediately.
Kind regards,
[Name]
[Phone number]
[Email]
Using A Cover letter to approach a company
If you haven’t seen an advertised position, a cover letter
is a great way to find out if a company currently has any vacancies. The format
will be slightly different as you’ll be submitting a cold-contact
cover letter.
- Address
the letter formally – Try to get hold of the name of the hiring
manager.
- Explain –
As you aren’t responding to a job ad, you should use your opening
paragraph to explain why you’re writing to them and what it was that drew
you to their company.
- Include
contacts – If the reason for your application is a recommendation
from someone, you know that already works there include their name.
- Highlight
your skills and experience – The body of the cover letter should
remain the same, highlighting
your skills and experiences and giving detailed examples.
Reiterate why you’re interested in their company specifically, talk about
the sector and show that you’ve done your research.
- Tell
them what you want – Refer to the area of the company that you’d
like to go into, for example, marketing or sales.
- Conclusion –
close the letter by thanking them for their time and expressing your
interest in hearing from them with any available job vacancies that they
may have.
Remember, each cover letter should be unique (even if you
follow the basic format). The aim is to make yourself stand out to recruiters.
Top 10 quick tips for writing a successful cover letter
Finally, following these top ten cover letter tips for
success will ensure that you avoid
making fatal cover letter mistakes.
1. Make it easy to read
Make your cover letter easy to read. Recruiters will give
each letter about 20 to 30 seconds of their time so make it quick and easy for
them to see what a great candidate you are and quickly establish yourself as a
suitable for the role.
2. Avoid clichés in your cover letter
Each letter should be personal, so avoid phrases that
recruiters have read a thousand times! Don’t just say “I’m a team player”,
these buzzwords won’t
make you stand out. Instead, choose an example of when you worked well in a
team and explain what happened and what you achieved.
3. Be creative in your cover letter
Writing cover letters doesn’t have to be boring; you can be
a bit creative in your approach – especially if you’re going into a creative
industry or job role. Play around with layouts and formats; as long as all the
important information is in there and the layout isn’t distracting, have fun
with it!
4. Don’t mention your weaknesses
There are some things you don’t need to include in a cover
letter and weakness or skills you lack, top the lists.
5. Address any employment gaps
If you have gaps in employment, then this is a fantastic
opportunity to offer an explanation. Only do this briefly and be sure to follow
it up with details of your relevant skills and talents.
6. Use bullet points
This is not always necessary but, depending on the format
you’ve chosen or the job role you’re applying for, bullet points can be an
effective way of demonstrating your points and adding to the layout.
7. Use numbers
If you can, use numbers or stats to illustrate your points
as it’s a nice way to quantify your results and adds to the format of the
letter.
8. Proofread your cover letter
Once you’ve written your letter, check it over for mistakes
and get someone else read it over too. Recruiters aren’t going to take you
seriously if you’ve made silly spelling or grammar mistakes!
9. Sign your cover letter by hand
If you’re sending the letter in the post (old school, we
know) then you should sign the letter by hand before you send it off—it adds a
personal and more professional touch. Add an e-signature if sending online
10. Follow the instructions in the job posting
A basic skill all employers are looking for is someone who
can follow instructions. Be sure to follow the instructions including how to
send your cover letter and CV, attaching them in the method and according to
the guidelines specified.
By following these guidelines you’ll be ahead of many other applicants applying to roles and one step nearer to securing an interview. Try to have fun with it and best of luck!