Cover letters explained

A cover letter is an important part of the application process and you should always send one with your CV to any employer.

The aim of your cover letter is to make the employer interested enough to read your application thoroughly and convince him/her to give you an interview.

Here are some tips on what to include in your cover letter.

How to start

• It is common to say where and when you heard of the job opening (this helps the company in choosing how to advertise).
• If no specific opening has been advertised be sure to state what your job objective is.
• Cover letters are read by people, so address yours to a person. Avoid beginning your letter with cliches such as Dear Sir or Madam, or To whom it may concern.
• Take time to call the employer and get the recipient's name. Say to whoever you speak with, "I'm writing a letter to the person who manages (your target department). May I have the correct spelling please?" This will set you apart from most applicants.

Demonstrate that you can do the job

• We know you're a quick learner, honest and hard working. So are the other 500 applicants who want the job. Don't waste precious space in your cover letter saying so. 
• Explain why you are the best person for the company and how your skills will meet the company's needs. Link your experience, skills and qualifications to what the employer has asked for. Show how your skills, experience, training and achievements are relevant to the job requirements. You may have gained these skills through education/training, work experience, voluntary work and/or extra-curricular activities. 
• Use two or three selling points and explain how these will allow you to make an impact or get results in the role. 
• Describe how a previous job gave you experience or skills that are needed for the job. 
• Detail how you can contribute to the company. Focus on what you have to offer, not what you want. 
• Use the cover letter to display your knowledge of the company and industry, and to share recommendations you have for opportunities you've researched. For example: "With 10 years of retail management experience and a record of rapid advancement, I have found at least three ways to increase sales at your Wellington outlet by $100,000 or more this year. This could be achieved by..."
  

Show why you want the job

• Show how motivated and enthusiastic you are, and how you can fit into the organisation. 
• Discuss your personal qualities and why the position interests you. 
• Include any personal interests or activities that unite you with the company and the work it does. 
• Comment on something positive about the company and let them know why you would want to work there. You could refer to the company's reputation, corporate culture, management philosophy, size, sales record, product quality or anything else it takes pride in.

Closing statement

State your availability for an interview and your willingness to provide further information.

What your cover letter should look like

Your cover letter may be the first contact you have with a prospective employer, so it is important to make a good impression.

 
Structure

• A typical cover letter should be no more than one page long. 
• Use no more than four paragraphs.

Wording

• Be professional, warm and friendly. 
• Make the letter interesting to read, but short and to the point. 
  
• Be enthusiastic and assertive but not pushy. Do not beg for a position.
  
• Use simple, natural language, avoiding cliches and expressions like aforementioned.
• Use positive words and phrases. For example, use sentences beginning with 'I have' or 'I can'. 
• You could put your selling points in a bulleted list, or in a comparison list style in which you directly compare your specific experiences and accomplishments with the company's stated needs. 
• Don't use words that weaken your message or give the impression that you lack confidence - for example, 'fairly experienced' or 'some knowledge'. 
• Do not start every sentence or paragraph with I.

The basics

• Use clean, white, A4 sized paper. 
• Use a basic font such as Arial or Times New Roman. 
• Leave plenty of space around the edges of the page and clear space between each paragraph or section. 
• Keep it neat. Don't send cover letters that are photocopied or marked.

Don't forget

• Write a rough draft first so that you can get your thoughts in order. 
• Whoever reads your cover letter will consider it an example of your writing skills. Make sure there are no grammatical mistakes and that the spelling is perfect.
• Always get another person to read your letter before sending it to an employer 
• Keep copies of all letters sent - when you get an interview it is very useful to know what you have written. It also makes the next letter easier to write.