How to write a cover letter
Promote your skills, experience and motivation
A cover letter is your important first introduction to a potential employer, so it needs to highlight your suitability for the role.
The effort you put into a well-tailored cover letter can go a long way to convincing a prospective employer that you’re a highly motivated candidate, and will help you to stand out in the application process.
A common misconception is that a cover letter is simply a reiteration of the information on your resume. However, the structure and purpose of each document is different. While your resume is a polished summary of what you’re offering, your cover letter is a professional letter that introduces your application and reasons for applying for the job, linking the relevant skills and experience on your resume to the job requirements and organisation.
An effective cover letter demonstrates to a potential employer:
Employers want to hire candidates who are genuinely interested in their job, not just any job. Do your research and explain why the organisation appeals to you.
Focus on the skills and attributes the employer has mentioned in the job advertisement. In your responses to selection criteria, offer short examples of how you have developed or utilised your skills for a positive outcome.
A cover letter should be written using professional language and structured paragraphs. Proofread your letter for spelling and grammatical errors.
The primary emphasis should be on what you could contribute to the organisation, rather than on what you expect from the organisation. For a cover letter to be effective:
Keep it to one A4 page.
Ensure your name, address, phone number and email address are included on the letter.
Include the title, name and job title of addressee (spelled correctly), as well as the organisation’s name and address on the letter. Only use “Dear Sir or Madam” if you can’t find the hiring manager’s name.
Be clear about which job you are applying for by referring to the job title or vacancy number listed in the job advertisement.
Use a professional font (eg, Arial, Calibri – nothing too ornate or difficult to read) and keep your formatting consistent with your other application documents.
Indent or leave a space between each paragraph.
Send your cover letter as an attachment, do not type it into the body of the email.
Do not send the same generic letter to every employer. It must be closely tailored to the job and the organisation.
Keep the information in your resume and cover letter consistent – your cover letter should not introduce experience that you have not listed in your resume.
The primary emphasis should be on what you could contribute to the organisation, rather than on what you expect from the organisation. For a cover letter to be effective:
[your street number and name]
[your suburb, state and postcode]
[title and name of addressee]
[his/her position title if known]
[organisation’s name]
[organisation’s address]
[date]
Dear [insert Ms/Mr Xxx or Sir/Madam]
Application for position of [name of role], Reference Number [if given]
Paragraph 1: start by referring to the position you’re applying for (or “I am applying for the above position” if formatted as above) and where you saw the advertisement or heard about the role.
Paragraph 2: explain why you’re interested in the role and the organisation. In order to do this, you need to have thoroughly read the selection criteria relating to the role and researched the organisation using their website, news sites, industry contacts, and so forth. If you’re applying through a recruitment agency and don't know the name of the hiring organisation, you can research the industry instead. Try to avoid clichés and make your interest in the organisation appear personal and genuine. A brief summary of your key selling points can be included at this point to highlight your ‘organisational fit’.
eg, GreenBuild’s recent exhibit at the Sustainable Cities festival was of particular interest to me as I have a passion for sustainable development. My skills in residential design developed through my Bachelor of Design in Architecture, along with my thorough knowledge of sustainable building practices acquired over two years as a project officer with the NSW Department of Environment and Heritage, would allow me to make a meaningful contribution to your mission to create Sydney’s greenest housing developments.
Paragraph 3: this is where you provide evidence as to how your qualifications, skills and experience meet the selection criteria for the position. You can draw evidence from a range of experiences if relevant, including academic studies, extracurricular activities, placements, volunteer roles and paid employment history, including casual work. This section where you address the selection criteria should be the longest section in your letter. It may be necessary to divide it into more than one paragraph.
eg, My strong time management skills have been developed through balancing part time work at Bob’s Café with volunteering commitments at my local community centre while meeting all assignment deadlines to maintain a distinction average in my studies.
Paragraph 4: this is where you express the hoped-for outcome of your letter. End on a positive note and a call to further action. You may want to reiterate how your relevant strengths make you a suitable candidate for the role and mention your availability for interview. Refer to any attachments such as resume, transcript, application form, etc.
Yours sincerely
[your name typed]
[Note: Use ‘Yours sincerely’ for letters beginning with ‘Dear plus Addressee’s Name’ and ‘Yours faithfully’ for letters beginning with ‘Dear Sir/Madam’]
Speculative cover letters are used when you are proactively seeking opportunities directly with an employer, rather than responding to advertised vacancies. For speculative letters, follow the format above, with the following adjustments:
Opening paragraph: If you’ve been referred by a friend or colleague known to the recruiter, mention this. As no job has been advertised, state that you’re seeking employment opportunities in a particular occupational area or role.
Final paragraph: You may wish to include your intention to contact the employer on a particular day to follow up. Make sure that you keep your promise by noting the date in your diary and contacting the addressee on the mentioned date, as planned.
