A strong CV should be complemented by an equally strong covering letter. But while a CV should be a formal record of your skills and achievements, the covering letter offers a means of personalising each application to the specific role and company. It should also be used to highlight and elaborate on the key points in your CV, which are of particular relevance to the employer and will hopefully encourage further investigation.
The letter is also an ideal opportunity to demonstrate your enthusiasm and suitability for a role and it is essential you pay close attention to your writing style. Keep it simple, adopt a formal, yet friendly, tone and ensure it is succinct and to-the-point. Here’s a suggestion for structuring a four paragraph letter to get your started.3-4 paragraphs of short and simple sentences, and certainly to only one page.
Paragraph 1: Attention-grabbing introduction
The golden rule when starting a letter is always, if possible, to address it to a particular person and so avoid using “Dear Sir/Madam” etc. They will either be the contact name in the advert or the person with whom you wish to have an interview. If you are unsure, it is best to ring up and find out the correct title and spelling of their name and how they prefer to be addressed.
The rest of the introduction should briefly explain which job you are applying for (including reference number if applicable), where you found out about the position and why you have decided to apply. Aim to be as specific as possible and try to avoid using stock phrases, as this will help to set you apart from the other applications.
If your application is a speculative one - i.e. not for a specifically advertised vacancy – be sure to state clearly the type of role you are seeking and your reasons for applying, which will need to be convincing to generate enough interest to read on.
Paragraph 2: Why the company and what requirements?
Explain your reasons for applying to the company and tell the reader the three requirements that you have identified as being key to the role. Not only will this demonstrate that you have done your research, but also that you have understood the requirements of the position.
It is vital that you research the role and company to ensure your application can be tailored to be as directly relevant as possible. Make good use of your careers service, look at recent news articles and, perhaps most important of all, read through the job advertisement and company website to identify the key selection criteria and obtain pertinent information about the company and the role. Some experts recommend actually replicating the language of the recruitment literature application, but be careful not to just lift the company’s own words.
Paragraph 3: Why are you right for the job?
Having just stated what you believe are the selection criteria, it is important that you now match these with up to three reasons justifying your application and explaining why you are right for the job. These need to be as relevant as possible, highlighting and elaborating upon achievements in your CV, rather than just simply regurgitating information already mentioned. Write with a bias to the future and not the past and always end on a positive note.
Paragraph 4: Strong conclusion
This final paragraph’s main function is to ensure the letter concludes strongly and ends on a positive note, reaffirming both your suitability and enthusiasm for the position. If applicable, now is the time to state clearly any dates when you will be unable to attend an interview. Finally, close the letter along the lines of “I very much look forward to hearing from you in the near future” etc. and sign off, using either “Yours sincerely”, if to a named addressee, or “Yours faithfully”, if “Dear Sir/Madam” was used earlier. Perhaps obvious, but you should never forget to sign your letter and print your name beneath.
Final Checklist
Once completed, read through the letter several times for any spelling or grammatical errors and get a friend to proof-read it for you. Double check that the information conveyed is correct, consistent with your CV and that you have not repeated phrases in both. Your covering letter will then be ready to go!