When To Send
A covering letter is always sent with a CV. It’s purpose is
to introduce you to the employer, introduce your accompanying CV
and briefly draw the employer’s attention to the parts of your
CV that match his/her requirements. It’s not usually necessary
to send a covering letter with an application form unless the employer
asks you to.
How To Structure
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Length: no more than one side of A4, preferably no more than
three-quarters of a side, on decent quality paper.
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Addresses: list the employer’s name and address on the
top left-hand side (try and find out the name of the person
who is responsible for recruiting to this post and include it
here). Your name and address goes opposite to the employer’s.
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Don’t forget to include the current date!
Typed Or Handwritten?
It’s more usual to send a word-processed covering letter than
a hand-written one. However, some employers specifically request
a hand-written covering letter, so take time to write it as neatly
and clearly as possible.
Either way, use your spellchecker or dictionary as you are writing
it!
In Response To An Advertised Vacancy
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Make reference to the post you’re applying for, with post
reference number (if known) and publication where you saw the
advert/source of advert.
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Mention something positive and factual about the company/organisation
gleaned from reading employer/company brochures. It is imperative
to convey genuine interest in working for this employer.
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Mention something equally positive and factual about the career
area/job title that you are applying for. Let the employer know
that you have done some background research by briefly referring
to a publication title/website.
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Highlight in 2-3 bullet points some of your key skills that
are listed in your CV and which match the employers stated requirements.
Don’t use exactly the same words in your covering letter
and your CV, however:
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Let the employer know when you will be available for interview.
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Conclude with something to the effect of ‘Please contact
me if you require clarification of any part of my CV’ and
‘I look forward to hearing from you’.
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Finally, a conventional, formal sign-off, ie Yours truly/sincerely
(if recruiter’s name is included), or Yours faithfully
if you addressed the letter Dear Sir/Madam. Don’t forget
to sign your name!
In Response To A Speculative Application
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A different situation: no job has been advertised, but you
would very much like to work for this particular employer (otherwise,
why are you sending them your CV?)
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The size and structure of the letter will follow that of the
above, apart from: You won’t refer to an advertised post
as there hasn’t been one!
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Instead, you will give brief, convincing reasons for singling
out this employer and for sending your CV to them. Only you
know what those reasons are, so practise this part of the letter.
As above, some brief factual, positive references to the company’s
business/service/product performance/reputation which you will
have gleaned from brochures, reports and/or websites.
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Secondly, as above, similar references to the career area/
job title that you would like to be considered for in this organisation.
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Thirdly, as above, highlight in 2-3 bullet points, your key
skills/knowledge that you feel are particularly relevant to
the type of work you would like to do for this organisation,
but don’t use exactly the same words that you’ve used
in your CV! Next, explain how employing you would benefit them.
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Finish off by perhaps ‘ thanking them for their time and
attention’, specifying your availability for interview
and stating that you are looking forward to hearing from them.
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Don’t forget to sign your name!
Covering Letters To Accompany Job Applications To Non-UK Employers
Cross-cultural applications require some investigation on your
part into the job application conventions of the country you are
seeking to work in.
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For job applications to EU countries try www.eurograduate.com
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For US job applications, try www.ciee.org
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For any other country, ask for information at your university
Careers Information library.
If you don’t keep your covering letters on a disk, remember
to photocopy them before posting your job application.
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