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10 Top Tips: how to write a covering letter

Career coach Denise Taylor explains how to write covering letters in 10 easy stages.

  1. Denise TaylorPresentation – address the letter to a specific person. If the advert doesn’t say, ring the company and ask who to send the letter to. Don’t forget to put the job title at the top of the letter and reference number where applicable. Avoid long paragraphs, type the letter neatly, always spell-check and never exceed one page
  2. Grammar – avoid the phrase ‘I am writing’ in your opening paragraph, as this is obvious. Also, avoid starting each sentence with ‘I’ or ‘my’. You need to focus on the company rather than yourself

  3. Personalise – the reader must know immediately that you have not sent this letter to another employer. Tailor your letters and decide how casual or formal you should make your language. Generalised letters impress no-one
  4. Content – look at the terminology the employer has used in the ad, written job description or in a conversation and incorporate this into your letter. Don’t forget to match their needs to your experience and abilities
  5. Structure – in your opening paragraph, state why you are writing, identify the position for which you are applying and indicate how you heard about the position. Explain what interests you about the job. Your goal in the middle paragraph is to show how you can be useful to this particular organisation. Describe what strengths you have to offer by showing the relationship between your skills and experience and the vacancy. You can also describe your previous achievements and how they relate to the vacancy, and identify three reasons why you should be called to interview. Refer the reader to your enclosed CV for additional information
  6. Emphasise – find relevant achievements in your work history and quote one or two succinctly and colourfully. It’s fine if you have also included them in your CV – your letter should expand on your CV and complement your career summary
  7. Detail – you will have researched the company as part of your preparation, so when explaining why you are interested in the organisation or position, avoid general statements like ‘I am impressed with your products and growth’. Write specifically about which products, what growth and why you are impressed
  8. Why you – answer the question of ‘why you?’ What makes you worth considering? Emphasise your positive assets, such as education or skills, accomplishments and personal qualities in relation to the employer’s needs. Emphasise your strengths and experience
  9. Timing – if there’s a closing date, time your posting so that it arrives a few days after the main ‘rush’ that occurs within 4-7 days of the advertisement’s publication (but not after the closing date!). Alternatively, you may prefer to be the first to respond
  10. Closing – end the letter with a specific statement of what your next step will be. If you plan to follow up with a telephone call, say so. If you plan to wait for the employer’s response, say so as well. Conclude by saying you look forward to discussing your career with the advertiser

This information was taken from Denise’s best-selling book How to Get a Job in a Recession, which contains useful information on all aspects of job hunting. To find out more, visit her website at AmazingPeople.co.uk

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avatar Vince 29 October 2009 Career advice, Cover Letter
  • Matt

    Point 2 – Avoid using “I am writing, as it is obvious” in your opening paragraph we are told.

    Point 5 – In your opening paragraph state why you are writing!

  • Pips

    point 10 -Closing part
    It is better not to follow up by phone,people feel disturbed by this!

  • Derek

    How much of this is correct if the covering letter is to a recruiter rather than the employer? Item 7 obviously is of no help unless you have worked out who the recruiter’s client is.

  • Jane

    If it’s to a Recruiter… dont bother wasting your time writing a covering letter, just send in a CV. It’ll make no difference to your chances!

    But DO follow up with a call to the recruiter – it’s always fun to hear them try and pretend they’ve read your CV in depth – but it also makes sure they take your application seriously.

  • Patrizia

    Ok, we are unemployed. This doesn’t mean though that we can spend our lives by personalising each and every single letter to match the hundreds applications we make, or by researching Companies (of which we are not really interested, are we?: we just need a job!).

    Apart from this, many other points are ludicrous, too, but sorry, I don’t have time for this: I need apply for jobs and make pretentious covering letters.

  • nat

    totally agree wit u patrizia!! its ok if u sum kind of top excutive but no gd for sum1 like me who jst wants a job…can u imagine sendin somet like wat they sayin into a place like a chip shop u wud get laughed at!

  • Neil

    Most potential employers will look more favourably on someone who has made an effort – so sending a letter than following with a call or going in to the shop and saying “I wrote to recently and am just following up …..” will help you get a job. Communication is vital in any job and your posts show that those skills are lacking. Imagine you own the shop – who would you take on – someone who has made an effort or someone who thinks they would get laughed at just because they are polite and make an effort – Duh !

  • Kevin

    A few comments on the responses here – firstly, Nat and Patrizia’s volume approach is not to be recommended – recruiters are looking for stand-out candidates, and a standard application with no thought or addressing that clients’ needs is more likely to fail. Secondly, covering letters should be succint and to the point – page upon page justifying why you have applied and why you are right for a role will not make up for a lack of relevance or experience on your cv.

  • JamesDX

    Maybe this is me talking nonsense, but it seems like Google isn’t a company run strictly by the top and they seem to be doing quite well.

  • Patrick Narine

    Dear Ms Taylor,

    I should be most grateful if you could provide me with an example of a covering letter incorporating the advice that you have given about writing cover letters to clarify the points you have made.

    Thank you,

    Yours sincerely,

    Patrick Narine

  • http://www.jobsite.co.uk paul

    you are either over qualified or under experienced, so where are you supposed to start?

  • C Williams

    Well said Patrizia and Matt.
    And I don’t understand the point in the article about avoiding the first person. Surely you’re supposed to talk yourself up, list your good points and explain your motivations, and all in a way that promotes you as a likeable person. Are you supposed to do this in shorthand, as in; “worked in IT, has good language skills, enjoys working in teams”, etc?

  • Alistairwilkinson

    I know what thats like paul, The last 4 posts I have applied for I was told I was over qualified, A But do not give up, You will get somthing soon.

  • Violetsuika

    please i do not really get ,the format ,how do i start,like a formal letter? that is should i write my address and the employers and how do i end.Should the cover letter be attached to my cv?

  • Janiemac2010

    I have registered with six agencies, met them all, taken in my CV and explained my situation, apart from one, I haven’t heard a thing from any of them since I walked out of their office… I thought they got commission for placing people?? obviously they earn too much, it’s so soul destroying!!!

    • Vanessa Sarig

      I had exactly the same experience, approached all of them in person along with my CV and letters of reference, they asked me to do their tests and then absolute silence, not a single word. They have managed to take the wind out of my sails. I have worked as a PA for 15 years and only left my job to relocate to the UK with my British partner, but it has been a shock to my system.

    • Cammyamy

      I quite agree Janiemac, I too have registered with 6 agencies and only 1 of them keeps in touch, the others all have to be chased weekly – communication skills?!!…

    • Sharon

      I have registered with many agencies, so enthusiastic on first meeting and then absolutely nothing back from them they won’t even answer calls or emails.

      I have only had one agency that has kept in touch and actually got interviews for me but must add she works for herself and not for a big organisation.  It is more personal.

  • Nil

    right on! As long as the cover letter is sincere and attractive in general, there’s no need to sound desperate..

  • guest

    The tips are great. you however fell short of giving us good, written examples of the opening line or opening paragraph. you advised to avoid the use of ‘Í’ or ‘my’, but did not cite any examples of how to “focus on the company, rather than yourself”. would be most grateful if you could add these.

  • Gailwbuckler

    I am totally disheartened already! They make you feel you do not stand a chance unless you do as they say.
    I also received a phone call today to advise if I do not spend £225 on having my CV professionally written employers will not even read it.

  • Angieknight

    Dear Ms Taylor, I should be most grateful if you could provide me with an example of a covering letter incorporating the advice that you have given about writing cover letters to clarify the points you have made. Like most of the other posts, i have tried really hard to get a job since graduating in 2008, at the moment i am covering sickness in schools, then moving on when no longer needed.Thank you, Yours sincerely,
    Angie

  • Sdbookeep6

    This advice is just sooo typical.  It implies that you must have over drummed up enthusiasm to work for that specific company when in todays world,  this is unrealistic especially if you have got bills to pay and food to put on the table.  You just want a job and that’s it period.  It really annoys me that employers are allowed to dictate to the masses how they’d like a cv done or letter  which is normally  in the usual standard format of perpetual hyperbole and pretentiousness. I mean what ever happened to individuality and creativity.

    And to second my starting statement, as usual fails to give examples of how to do this (ie: covering letters format will suffice)

  • Jermaine Witter

    Some well known tips on display, however point 2 & 5 appear to contradict each other.  To say to “avoid the phrase I am writing” but then go on to say “in your opening paragraph state why you are writing” seem a bit confusing to me!  Starting off by saying “I am writing” seem logical here or have I missed a trick?  This need to be explained more clearly, I feel.

  • Jan Crewe

    Once the person has bothered to read the CV and found out that you are 55 you DEFINATLY do not hear from them and I only have eleven years more to work!!!

    • Desmond Rose

      Hi Jan..
      You should NEVER put your age on your CV.

  • Mark Astbury

    I agree with the comments above, I must have registered with over 20 agencies – am I now overexposing myself and is my CV going to arrive on employers desks in droves. I never know as I dont ever hear anything back.
    Also is it me or is applying online so impersonal these days. It is so easy to send off your Cv electronically like everyone else and just as easy to get rejected.
    I am so fed up with it, but I will keep slogging on I guess

  • Saby Rodgers

    I’m exactly the same. Good to know I’m not the only one who feels like that, thanks Lizzie.

  • steve

    I have just become unemployed and I am 56 years old. in my job as an electrician I have not had much need for a CV, but now everyone tells me that’s what I need to produce and get sent to every prospective employer or agency. the problem I see is that in most cases they get filtered down by someone who may not be the one who may make the final decision. unfortunately gone are the days when you went for an interview just by ringing up or by word of mouth. but if I have to spend hours and hours searching for how best to create a covering letter to conform to what now seem to be the norm, then I will have to come out of my time warp and try to adapt to the changing jobs market.bring back the 70s. sorry just had to get that of my chest. BEST OF LUCK TO YOU ALL      

  • Malc

    Having read through the above comments it would seem that some would be better off going straight in the bin as they are not written properly in the first place.  Write in english that everyone can understand.

    The comments about age, yes they do apply in certain cases but if you are unable to get a permenant position then go for a contract, this can get your foot in the door and could lead to a permenant position. I don’t have a problem and I’m 66, put yourself out abit if you really want that position.

    On covering letters, write one and keep it up to date then adapt it to conform to the position you are applying for, it works.

    Your cv if you are out of work try joining a job club they will assist inwriting a cv in the current acceptable format keeping it short but containing the detail that is required.

    The jobs are there if you have a trade if you don’t try an apprenticeship they are not just for the youngsters some employers will consider older persons.

    Get up and go, happy hunting

  • Angus

    If you can get all of Denise’s points in a one page letter, you are an expert at precis.  

    What really annoys me is when you are instructed to apply online, upload your CV, then you have to “re-write” your CV in small text boxes (like this one) that don’t permit formatting.  What is the point of asking you to upload your CV if they then want you to re-write it in “their” format?

    I’m 57, I have applied for many, many jobs and get either no reply, or a curt email stating the position has been filled by someone whose qualifications and experience better match the requirements of the job – even when I am a perfect fit!.

    I’m afraid it is a time-consuming lottery, a “numbers” game.  There appears to be no integrity or professionalism in the recruitment industry.

  • Hdean

    I to have sent off over 70+ CV & covering letters by post and almost 315 by email i have followed them up some don’t even acknowledge the email or the letter due to demand. Its about time that some of the employers actually give  the older with life experience and qaulifications a accurate idea of what and how they would like us to apply. What makes an appealing CV, what makes it stand out above the rest. The over 45 year group, sorry i am 51 this year and been unemployed for 14 months do not stand a chance at at all of gaining employment , not even as a driver delivering there are thousands of younger people out there looking for work i have three nieghbours who have sons and daughters who have been working but in 2008 the construction companies they worked for went to the wall. They have all just been getting temp jobs averaging six weeks employment each year. The goverment is doing NOTHING TO IMPROVE THE SITUATION,    Come on employers lets see you actually give some of us jobs. I have frioends and friends and friends of friends that have almost paid there morgagues who know could possibly loose there homes and be homeless two have gone into depression one cannot face life and just stays at ome while he and his familly still have it does n ot answert the phone or go out, Is thinking about giving the family pet away that has been with them for 14 years. LIFE is bad give us employement.  

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