Are you in a situation where you are thinking about changing jobs? First and foremost, you need to prepare a high-quality curriculum vitae (CV). Another integral part of presenting yourself is a covering letter. Is a CV still necessary in certain fields today, in the era of LinkedIn? Very often, yes.
Last but not least, there is also the motivation letter. In a few steps, we will show you how to write such a high-quality covering letter. And why it is important. We will also explain the difference between the two letters mentioned.
Why is it necessary to write a covering letter?
In simple terms, it is something more than a CV, where you list your work experience from previous jobs and your education. It is an introduction in a few sentences. It is also a way to reach out to a potential employer and make a great first impression. To highlight your experience and capture their interest. What to stick to when writing a covering letter:
- state the position you are applying for in the first sentence
- highlight your experience, especially the parts that correspond with the offered position
- state why you in particular would be a suitable candidate
- close appropriately with a phrase stating that you look forward to hearing from the HR department
What is a cover letter and what is its purpose
A cover letter is a short document you send with your CV when you apply for a job. British English often calls it a covering letter. American English and most international job adverts use the term cover letter. Both mean the same thing.
The purpose of a cover letter is to link your CV to one specific position. Your CV summarises your past and is often similar for many applications. The letter explains why that past makes you a good fit for this particular job and this particular employer. It also shows the recruiter how you communicate in writing, which matters in almost any role.
Some employers ask for a cover letter, while others make it optional. When it is optional, a well-targeted letter rarely hurts. It can help you stand out from candidates who send only a CV.
What, on the other hand, should you avoid when writing such a letter?
Do not repeat what is already listed in your CV. The recruiter can read that there. Do not be overly informal or, on the contrary, overly formal. We recommend looking at the website of the company you are applying to. That way, you can easily gauge their communication style. A covering letter should not be too long. Half an A4 page is just right.
Covering letter template for inspiration
Dear Sir/Madam,
I am writing to express my interest in the Junior Accountant position you are currently advertising. I would like to apply for this position, as I have recently completed my studies at VŠE. During the last two years of university, I completed an internship at the non-profit organisation Pomáháme nemocným, z.s.
At the same time, I am actively continuing my education and developing my interest in the field of accounting. At university, I also collaborated on various academic projects, gaining experience in teamwork as well as leading a group.
If my CV catches your interest, please feel free to contact me at any time on the telephone number provided.
Yours sincerely,
Anežka Pilná
What to include in a cover letter
Most cover letters share the same basic parts. Check that yours contains each of them before you send it.
- your contact details and the date, unless you write the letter in the body of an email
- a greeting addressed to a specific person where possible
- the job title and, if relevant, where you saw the advert
- one or two concrete examples that match the main requirements of the role
- a sentence on why you want to work for this employer in particular
- a polite closing and your full name
How to write a cover letter for a job step by step
If you are not sure where to begin, follow a simple order. It works for most jobs, whether you apply by email or through an online form.
- Read the job advert carefully. Mark the two or three requirements that seem most important to the employer.
- Find out who will read it. Look in the advert, on the company website or on LinkedIn for the name of the hiring manager or recruiter.
- Pick your best evidence. For each key requirement, choose one example from your work, studies or volunteering that shows you meet it.
- Build the middle around your examples. Describe what you did and what the result was. Do not just list qualities such as ‘hard-working’ or ‘reliable’.
- Close with a next step. Say that you would welcome the chance to discuss the role at an interview.
- Proofread and adapt. Check names, the job title and your spelling. Never send the same letter to several employers without adjusting it.
Example of turning a requirement into evidence
Imagine the advert asks for someone who can manage a budget. Do not simply write that you are good with money. Write instead that you planned and tracked a $5,000 budget for a student conference and finished within it. One specific sentence like this tells the recruiter more than a paragraph of general claims.
The difference between a covering letter and a motivation letter
You already know what a covering letter is and how to write it or what to avoid. But what should you do when a motivation letter is required for a given position? It is a slightly tougher nut to crack, but you do not need to worry, we will tell you how to go about it.
A motivation letter is much longer and more elaborate. If you are applying for one of the best-paid jobs, it certainly should not be missing. It should also have personality and capture attention. Good advice is definitely to write less about yourself and more about the employer. Or about the company you are applying to. Write about yourself mainly in connection with the specific position and the company’s values. In short, write in a way that sets you apart from the rest.
Download a motivation letter template
From the attached templates and our description, it is easy to see the difference between a motivation letter and a covering letter. If the job advertisement does not state that you must attach a motivation letter, feel free to create one anyway. Especially if you genuinely like the job on offer. That way, you can pleasantly surprise the recruiter by showing you have gone the extra mile.
The last thing we recommend is to make sure you do not underestimate your CV either. It is definitely a good idea to consult someone with experience. That way, you will know how to write it properly and what to watch out for.
Frequently asked questions about cover letters
How long should a cover letter be?
Keep your cover letter well under one page. Three or four short paragraphs are usually enough. Recruiters often read many applications quickly, so a concise letter has a better chance of being read in full.
How do you address a cover letter?
Use the name of the hiring manager if you can find it, for example Dear Ms Smith. If no name is available, a neutral greeting such as Dear Hiring Manager is widely accepted. Dear Sir or Madam still works, although it can feel old-fashioned in some countries.
How do you start a cover letter?
Open with the position you are applying for and a short reason why you are a good match. You can also mention a relevant achievement or what attracted you to the company. Avoid a long opening about yourself, as the recruiter wants to know quickly why you fit the role.
