Covering letters

— filed under: Covering letters

When should I send a covering letter?
What should a covering letter include?
How should a covering letter be laid out?
Tips to remember
Examples

Covering letter resources

When should I send a covering letter?

1. To accompany a CV

You should always send one to accompany a CV. This can be when an employer specifically asks for a CV or when an advertisement says 'apply in writing'. The covering letter is used in this instance to encourage the employer to read the accompanying CV and also to draw together relevant facts from your CV and shape them to the needs of the employer.

2. 'Speculative' applications

Speculative applications also require covering letters, which are used to explain why you are sending a speculative CV.

3. To accompany an application form

It is sometimes necessary to send a covering letter to accompany an application form. If you have had very little space or opportunity to sell yourself on the form, or there is something that you particularly want to emphasise, the covering letter can help you do this.

4. Letter of application

If you are asked to send a 'letter of application', you might treat this as an extended covering letter.

What should a covering letter include?

It should provide a logical sequence of information designed to capture the reader's attention.

You can also use it to explain special circumstances or draw attention to a particular aspect of your experience.

Tell the employer:

who you are;
what you are applying for and where you saw it advertised if applicable;
why you want the job or opportunity and why you are attracted to the organisation;
how you feel that your qualifications and experience make you a suitable candidate;
what you want them to do for you, e.g. ask about the possibility of arranging an interview or a visit (this will depend on your circumstances and whether you are making a speculative application or responding to an advertised vacancy);
what you hope will happen next, e.g. a polite, positive closing statement, saying you will telephone to follow up your letter or that you look forward to hearing from them.

By the end of the letter the employer should be really impressed by what you have to offer and be encouraged to find out more from your CV or application form.

How should a covering letter be laid out?

Your letter should usually adhere to the following layout:

your address and contact details usually on the right side at the top;
the employer's name and address usually on the left side;
the date;
'Dear Mr or Ms Employer' (or, if you don't know who you are writing to, 'Dear Sir or Madam');
a reference number for the job (if you know it) and/or the job title;
the main body of the letter, justified to the left hand margin, with a line between paragraphs;
'Yours sincerely,' if you know who you are writing to, or 'Yours faithfully' if you don't.
a space for your signature;
your name.

Tips to remember

Covering letters are not easy to write. Try brainstorming some ideas first before trying to construct full paragraphs.
It is worth spending some time experimenting with different versions before adopting a style that suits both you and the organisation you are writing to.
Try to keep your letter to one side of A4 word processed text, printed on good quality plain paper, ensuring that the layout looks balanced.
Use a legible font (e.g. Arial, Times) with a minimum size of 11 point.
If you are asked for a handwritten letter, write as clearly and neatly as possible. Presentation is very important so it is a good idea to practise first.
Use positive and active words where possible, e.g. achieved, organised, negotiated.
Sell yourself and emphasise your enthusiasm for, and commitment to, the opportunity or profession.

Example covering letters

The following examples are given for guidance only and you will need to write your covering letter based on your own particular circumstances and experiences. They are available to download in pdf format.