How to Write a Cover Letter - Templates and 40+ Must-Know Tips
Write the best cover letter with confidence. Our guide includes must-know tips, structure guidance and pre-formatted templates to maximise your chances of success
Updated 7 February 2021
This guide has been published to comprehensively help you to submit the best possible job application. Applying for jobs is more efficient and favourable when you have the best tools. Our cover letter guide lists everything you need to do and what to avoid. With hundreds of applications for some job advertisements, the recruitment process is increasingly digital. Our template and tips provide you the best resources for success.
Cover letters are essential - here's why:
More and more hiring managers and recruiters use Applicant Tracking Systems (ATS), which automate CV screening.
How to Write the Best Cover Letter
There are two critical aspects of your cover letter that will help you to achieve this – presentation and content. The first section of this guide outlines how to make your cover letter look attractive and professional, and the second will provide some guidelines on content.
Our guide covers:
Cover letters are essential - here's why:
More and more hiring managers and recruiters use Applicant Tracking Systems (ATS), which automate CV screening.
- The first step sees the ATS software check CVs for keywords to sort the job applications into the relevant or not relevant piles.
- The recruiter or hiring manager then reads the relevant CVs and cover letters. To maximise your employment chances, the cover letter must catch the recruiter's eye and get them to read your application.
How to Write the Best Cover Letter
There are two critical aspects of your cover letter that will help you to achieve this – presentation and content. The first section of this guide outlines how to make your cover letter look attractive and professional, and the second will provide some guidelines on content.
Our guide covers:
Content
Cover letters should follow the same basic structure, and all start with the same question:
Who are you writing to?
Know This: "Dear Sir/Madam" is OK, but it is much better if you can address it to a specific person. Sometimes the job advert will tell you who to write to, but it is worth putting in a bit of effort if it doesn't. This is especially true if you are sending a speculative letter. Check out the company's website, many of them will have a page presenting their team. If you can't find anything, call the company and ask.
Know your audience:
Who you are writing to will also influence how you write.
Who are you writing to?
Know This: "Dear Sir/Madam" is OK, but it is much better if you can address it to a specific person. Sometimes the job advert will tell you who to write to, but it is worth putting in a bit of effort if it doesn't. This is especially true if you are sending a speculative letter. Check out the company's website, many of them will have a page presenting their team. If you can't find anything, call the company and ask.
Know your audience:
Who you are writing to will also influence how you write.
- If you are applying to a manager within the prospective employer, they may be looking at you as someone they might enjoy working with, as well as someone who will be an asset to the team.
- If a consultant is handling the recruitment, they will be looking for someone who exactly matches the criteria and that they can sell to their client. Recruiters don't get paid unless they place someone in the job, so make sure you know exactly who you are writing to.
- Overall, the cover letter should focus on what's important and always eliminate irrelevant information. If you're shortlisted, a recruitment agency will (usually) forward the letter to the hiring manager at the company. For this reason, what you put in the contents is crucially important. Our six steps (below) guide you through building it out.
Six Steps to Build the Body of Your Cover Letter
Our view is that the body of your cover letter is the key to you making a shortlist or being rejected . Many people treat their cover letter as just a note to go along with their CV - such a decision will make or break a job application. Our six steps guide you through the best-practice content structure.
Step 1 - Introduce Yourself and Sell Your Relevant Experience
Dear Sir/Madam,
As deputy head of sales for (company name), I have over 5 years' experience selling (specific types) products into Foodstuffs, and Progressive Enterprises, including nationwide product launches with $50,000 marketing campaigns. I have a network of strong relationships with category managers, supermarket owners and store managers that makes me perfectly positioned for this crucial role in your company. I would like to take this opportunity to outline why I would be an asset to your sales department.
Straight away, this tells them that you have the experience they are looking for and that you have a good reason for applying for the job – as a successful deputy head, you are looking to move up to head of department.
In contrast, the example below suggests the applicant lacks interest or care:
Dear Sir/Madam,
I am writing to apply for the head of sales vacancy advertised on Seek on 22 March. Please find a copy of my CV attached.
This is not very engaging and suggests that the applicant lacks interest in selling themselves. If a cover lever is required, this application will likely be rejected.
Step 2: Expand on Your Description
You now need to expand on your description of yourself, your current role, skills and competences. Include two or three key accomplishments or qualifications. Establish what you have to offer and get them interested in looking at your CV for more detail by adding two or three examples to demonstrate your credibility. For example:
I joined (company name) in 2013 as their West Coast sales representative, before being promoted to South Island sales director and then national deputy head of sales. In this critical role, I work closely with senior management, and the product development and marketing teams to get our products into major retail channels.
Some of my notable achievements with (company name) include:
Step 3: Refer the Reader to Your CV for More Detail
It's essential to say why you are interested in the job and describe the personal and professional qualities that make you the ideal candidate. Your main interest might be more money, and while that is entirely legitimate, it's not appropriate to mention. Try to use more positive-sounding motivations – more responsibility, a bigger challenge etc. It could be that one aspect of your current job has proven to be the most interesting part, and you would like a new position that is more focused on that. Lifestyle issues, such as wanting a job with less travel, or the opposite, are also good to mention.
Important: Do not cite criticisms of your current employer or problems in the workplace as your motivation for leaving. Doing so may mean the recruiter wonders whether you had anything to do with the problems, which creates doubt and distrust.
Step 4: Tailor the application
Many New Zealanders have one cover letter and use it for every job they apply for. This is unlikely to be a successful strategy. You should always customise the cover letter for every job. To do this:
For example: If the position requires responsibility for advertising campaigns and supervising agencies, don't write: In my current role, I am responsible for advertising campaigns and supervising agencies. Work it into your flow: In my current role, I was responsible for successful advertising campaigns to promote (product name), including briefing and supervising the creative and production agencies who worked on the project.
Usually, applying for a job when you don't meet the criteria is not a successful strategy, but if you think there is a good reason you should be considered anyway, try to make these reasons stand out. For example, the advert might ask for five years' sales experience, but there are ways around this if you only have four years of experience. For instance, if you have three years' experience on the buying side, you can reasonably argue that this gives you insight that makes you a stronger candidate. Or the job may require experience with software that you have not used at work, but you have just received certification for it after completing a course.
Step 5: Address the Money Question (if asked)
Employers will often ask for salary expectations. This is not always a simple question to answer, although most people will have an idea of what they want and what they are willing to accept. A bit of online research may help you figure out what you can reasonably ask for, but it is usually wise to avoid giving a precise answer. Sidestep the question and offer a range. For example:
I am looking at a number of opportunities offering packages ranging from $65K to $75K. Although the salary on offer will not necessarily be the deciding factor, I will be seeking a package that reflects my worth.
Step 6: Signing Off
All that's left to do is to conclude the letter. This is where you put in a call to action and thank the reader for considering your application. Don't be shy of putting your phone number and email in again.
Please do not hesitate to contact me at 123456789 or [email protected] to arrange an interview to discuss my application in greater depth.
I look forward to hearing from you, and I would like to thank you for your consideration.
Following these guidelines will help you look and sound professional and position your application to draw recruiters' interest and attention.
Optional: Absences and Gaps in Your Employment History
If you have been out of work for an extended period, this should be explained unless it's obvious as to the reason. A useful example of what to write is as followed:
"Upon your evaluation of my CV, you will note a period of time unaccounted for. I elected to take a short sabbatical. With full disclosure to my employer, I embarked on a personal mission to enhance my professional experience and knowledge base. I would be happy to give you more information if you have any further questions".
Step 1 - Introduce Yourself and Sell Your Relevant Experience
- You should have already put the position you are applying for at the head of the letter, so there is no need to repeat.
- You are selling yourself here; use the first couple of sentences introduce yourself as someone with the required experience and skills and tell them what an asset you could be to their company.
- Your aim is to capture the reader's attention from the start and persuade them to read the rest of the letter, review your CV and shortlist you for the job.
Dear Sir/Madam,
As deputy head of sales for (company name), I have over 5 years' experience selling (specific types) products into Foodstuffs, and Progressive Enterprises, including nationwide product launches with $50,000 marketing campaigns. I have a network of strong relationships with category managers, supermarket owners and store managers that makes me perfectly positioned for this crucial role in your company. I would like to take this opportunity to outline why I would be an asset to your sales department.
Straight away, this tells them that you have the experience they are looking for and that you have a good reason for applying for the job – as a successful deputy head, you are looking to move up to head of department.
In contrast, the example below suggests the applicant lacks interest or care:
Dear Sir/Madam,
I am writing to apply for the head of sales vacancy advertised on Seek on 22 March. Please find a copy of my CV attached.
This is not very engaging and suggests that the applicant lacks interest in selling themselves. If a cover lever is required, this application will likely be rejected.
Step 2: Expand on Your Description
You now need to expand on your description of yourself, your current role, skills and competences. Include two or three key accomplishments or qualifications. Establish what you have to offer and get them interested in looking at your CV for more detail by adding two or three examples to demonstrate your credibility. For example:
I joined (company name) in 2013 as their West Coast sales representative, before being promoted to South Island sales director and then national deputy head of sales. In this critical role, I work closely with senior management, and the product development and marketing teams to get our products into major retail channels.
Some of my notable achievements with (company name) include:
- Expanding ranges for (product name) from CBD stores into the suburbs, generating 57% growth in sales
- Successfully selling a new product range into New World stores
Step 3: Refer the Reader to Your CV for More Detail
It's essential to say why you are interested in the job and describe the personal and professional qualities that make you the ideal candidate. Your main interest might be more money, and while that is entirely legitimate, it's not appropriate to mention. Try to use more positive-sounding motivations – more responsibility, a bigger challenge etc. It could be that one aspect of your current job has proven to be the most interesting part, and you would like a new position that is more focused on that. Lifestyle issues, such as wanting a job with less travel, or the opposite, are also good to mention.
Important: Do not cite criticisms of your current employer or problems in the workplace as your motivation for leaving. Doing so may mean the recruiter wonders whether you had anything to do with the problems, which creates doubt and distrust.
Step 4: Tailor the application
Many New Zealanders have one cover letter and use it for every job they apply for. This is unlikely to be a successful strategy. You should always customise the cover letter for every job. To do this:
- Read the advertised vacancy carefully and try to pick out the key points they are looking for.
- Make sure you match the criteria the employer is seeking.
- Don't think: "These are my skills; let me tell you about them". Think: "You are looking for this skill; let me tell you how I have it."
- Don't just repeat the advert verbatim - tie it in to your current experience.
For example: If the position requires responsibility for advertising campaigns and supervising agencies, don't write: In my current role, I am responsible for advertising campaigns and supervising agencies. Work it into your flow: In my current role, I was responsible for successful advertising campaigns to promote (product name), including briefing and supervising the creative and production agencies who worked on the project.
Usually, applying for a job when you don't meet the criteria is not a successful strategy, but if you think there is a good reason you should be considered anyway, try to make these reasons stand out. For example, the advert might ask for five years' sales experience, but there are ways around this if you only have four years of experience. For instance, if you have three years' experience on the buying side, you can reasonably argue that this gives you insight that makes you a stronger candidate. Or the job may require experience with software that you have not used at work, but you have just received certification for it after completing a course.
Step 5: Address the Money Question (if asked)
Employers will often ask for salary expectations. This is not always a simple question to answer, although most people will have an idea of what they want and what they are willing to accept. A bit of online research may help you figure out what you can reasonably ask for, but it is usually wise to avoid giving a precise answer. Sidestep the question and offer a range. For example:
I am looking at a number of opportunities offering packages ranging from $65K to $75K. Although the salary on offer will not necessarily be the deciding factor, I will be seeking a package that reflects my worth.
Step 6: Signing Off
All that's left to do is to conclude the letter. This is where you put in a call to action and thank the reader for considering your application. Don't be shy of putting your phone number and email in again.
Please do not hesitate to contact me at 123456789 or [email protected] to arrange an interview to discuss my application in greater depth.
I look forward to hearing from you, and I would like to thank you for your consideration.
Following these guidelines will help you look and sound professional and position your application to draw recruiters' interest and attention.
Optional: Absences and Gaps in Your Employment History
If you have been out of work for an extended period, this should be explained unless it's obvious as to the reason. A useful example of what to write is as followed:
"Upon your evaluation of my CV, you will note a period of time unaccounted for. I elected to take a short sabbatical. With full disclosure to my employer, I embarked on a personal mission to enhance my professional experience and knowledge base. I would be happy to give you more information if you have any further questions".
Presentation
Good presentation is vital. A professional-looking letter will give the impression that the writer is a professional and someone who will be useful at a company. A poorly presented letter will make the opposite impression and may not be read at all.
Length and size
Apart from a few specialised cases – medicine and academia etc. A cover letter should be one A4 page. Use a standard font such as Times New Roman, with a size of 12 points. Larger font sizes will not look good, while smaller can be bad for readability and encourage more content that's not necessary.
Spacing and alignment
The main body of the text should be justified. Justified alignment sees the spacing between words automatically adjusted so that each line runs up to the straight edge of the text. Justified alignment looks neater and more professional. If you are using MS Word to write your cover letter, select the text and press "CTRL + J".
Leave two line spaces between the date and the body of the letter. Leave one line space between paragraphs and do not indent for a more modern look. If you are sending your letter electronically, leave two lines above your name at the end. If you print the letter and send it by mail, four lines are the ideal spacing to insert your signature.
You can use bullet points and numbering, but keep it concise. Detailed lists belong in your CV.
Write concise paragraphs of a few lines each and avoid excessively long sentences. Write in a formal and professional style but try to be engaging and punchy.
Your Contact details
Starting at the top, you should begin with a clearly laid out letterhead that says who you are and how to contact you. Put your name and surname at the top, followed by your contact details – address, phone number, email address – in that order. If you are using more than one telephone number, mark them as home and mobile, as appropriate. Put the email in plain text format, rather than a hyperlink that may default to a colour that makes it hard to read. If it autoformats, right-click and select "remove link".
"English name" use
Some people like to use an "English name" for dealing with wider society, where people might find names from tonal languages or different spelling systems difficult. If this is you, there is no reason to avoid these in your cover letter, you can, for example, write: Xiaomeng (Sam) Liew, or Iiuliia (Julia) Ivanova. This provides your official name and the name you like to be called.
Address of recipient
Next comes the name and address of the person you are writing to, followed by the date, and the job title or job or vacancy reference number if you have one.
Top tip: Using an Invisible Table
Signing off
Always finish your letter with "Yours sincerely", followed by your name and reference to any enclosed documents.
Length and size
Apart from a few specialised cases – medicine and academia etc. A cover letter should be one A4 page. Use a standard font such as Times New Roman, with a size of 12 points. Larger font sizes will not look good, while smaller can be bad for readability and encourage more content that's not necessary.
Spacing and alignment
The main body of the text should be justified. Justified alignment sees the spacing between words automatically adjusted so that each line runs up to the straight edge of the text. Justified alignment looks neater and more professional. If you are using MS Word to write your cover letter, select the text and press "CTRL + J".
Leave two line spaces between the date and the body of the letter. Leave one line space between paragraphs and do not indent for a more modern look. If you are sending your letter electronically, leave two lines above your name at the end. If you print the letter and send it by mail, four lines are the ideal spacing to insert your signature.
You can use bullet points and numbering, but keep it concise. Detailed lists belong in your CV.
Write concise paragraphs of a few lines each and avoid excessively long sentences. Write in a formal and professional style but try to be engaging and punchy.
Your Contact details
Starting at the top, you should begin with a clearly laid out letterhead that says who you are and how to contact you. Put your name and surname at the top, followed by your contact details – address, phone number, email address – in that order. If you are using more than one telephone number, mark them as home and mobile, as appropriate. Put the email in plain text format, rather than a hyperlink that may default to a colour that makes it hard to read. If it autoformats, right-click and select "remove link".
"English name" use
Some people like to use an "English name" for dealing with wider society, where people might find names from tonal languages or different spelling systems difficult. If this is you, there is no reason to avoid these in your cover letter, you can, for example, write: Xiaomeng (Sam) Liew, or Iiuliia (Julia) Ivanova. This provides your official name and the name you like to be called.
Address of recipient
Next comes the name and address of the person you are writing to, followed by the date, and the job title or job or vacancy reference number if you have one.
Top tip: Using an Invisible Table
- Ensure your letterhead is nicely formatted by using a table.
- Insert a 2 X 4 table, put your details in the first line (right box), the addressee and the job title in line on the second line (left box), the date on the third row (left box), and the vacancy details in the forth row (left box).
- Align the left column to the left and the right column to the right.
- When you are done, right-click anywhere in the table, select "borders and shading", and choose "none".
- Make sure when you upload the file you click on "remove the properties and security information" - you'll need to right click on the file and then open "properties". This avoids the issue of the file name from another application appearing inadvertently in the file you send.
Signing off
Always finish your letter with "Yours sincerely", followed by your name and reference to any enclosed documents.
Presentation - Final Checks
Once you have written the letter, there are a few presentation issues to double-check before you send it off:
- Spelling: Be sure to use a spellchecker. Take particular care with names and addresses; it can be a bit embarrassing to send someone a letter and spell their name wrong.
- Commonly confused words: Make sure you aren't talking about your roll instead of your role, and that you should have rather than should of, as well as using the right there, their, they're.
- Abbreviations: If the advert uses terms like B2B or ATL, you should use them in your letter. Other abbreviations should be avoided. The recruiter looking at your application might not have the technical knowledge to understand an acronym you are using even if it is standard in your work. Companies often have in-house acronyms outsiders won't get. To avoid any issues, write these out in full.
- Capital letters: Check that you have capital letters in the right places. Your word processor might automatically capitalise the first letter of your email address; it will look much better if it is all lower case.
- Consistent fonts: Check that you have the same font in the right size throughout the letter. Random paragraphs in a different font, size or spacing is not a good look. Check that any use of bolding or italics is appropriate.
- Use the right email address: [email protected] might be acceptable for casual use, but you'd be better off setting up [email protected] for job applications and other serious occasions.
- Read it out loud to make certain that it has a clear, logical structure: it must introduce you, say why you would be a good candidate, and finish with a call to action.
- Subject line: If you are sending by email, always ensure that you have a clear subject line: Application for Level 2 Lab Technician Vacancy. Never send an email without a subject line.
- File names: Never just call the file coverletter.pdf, as it looks generic and suggests it's not personalised. Always put your name EdwardSmith_coverletter.pdf.
- Uploading: If you are uploading the cover letter to a website along with your CV, make sure to save it as a PDF so that it will always look exactly as you want it to. If you upload a Word file and the employer is using other software, or a different version of Word, the formatting, in some instances, could be changed and undo all your work.
- Emailing: If you plan to send the cover letter and CV by email, do not send the letter as an attachment. The odds of someone opening it are not good. Write the letter in the body of the email following the same guidelines as above and attach the CV. Make sure the CV also has an appropriate file name such as EdwardSmith_CV.pdf.
- Email signature: If you have an automatic email signature, make sure it is appropriate for business use.
Summary and Our View:
- Overall, following the above guidelines will ensure that you have a professional-looking cover letter with good readability.
- Putting in the effort on your cover letter will always stand you in good stead and might be the difference between someone reading your letter and someone just skipping past it to the next one in the pile.
- Content is equally important, which we outline below, but you should not neglect presentation even if your cover letter has excellent substance.
Checklist Before Submitting Your Application: Important Cover Letter Dos and Don'ts
Before submitting, it's a good idea to follow our checklist below to make sure you're sending the best cover letter. It's a good idea to ask a friend or family member to read over your job application. If you're using a recruiter, ask for their feedback to before you submit - their insights are invaluable.
DOs:
- Read the advert carefully for keywords and criteria and do some research on the company
- Address it to the right person
- Be clear and concise
- Have a structure – beginning, middle, end
- Target your letter
- Use active words to describe your work – accomplished, achieved, led, created, increased, identified
- Highlight specific achievements and successes
Don'ts
- Don't forget your full contact details
- Don't forget to say what job you are applying for
- Avoid writing a dull opening paragraph. If your first paragraph isn't interesting, it will be the only one they read. Make sure it tells them who you are and why you're a great candidate
- Don't fail to make your case. Don't be arrogant, but show some confidence in what you have to offer and why it is in their interest to hire you
- Don't just repeat what is in your CV. No copy-pasting - people are too busy to read things twice
- Don't forget a call to action in your sign-off
- Don't start every sentence with "I" (instead, try to mix it up a bit)
- Don't go on too long. One full page is perfect
- Don't forget your attachments
Cover Letters Templates
To help you submit the best possible job application, our list of templates below help you focus on the content while we take care of the presentation.
Microsoft Office offers cover letter templates (there are free and premium versions). However, these are not specific to New Zealand employers.
Microsoft Office offers cover letter templates (there are free and premium versions). However, these are not specific to New Zealand employers.
