Cover letter template
When you are applying for jobs, your cover letter is an important tool – it’s how you introduce and market yourself to an employer.
Task: Read this article to find out how to structure and write a professional cover letter.
Here is a template to help you structure your cover letter and know what to include:
Your contact information and date
Include your name, address, phone number, and email address. Make sure you date the letter.
Opening greeting directed at the reader
Include a person’s name with their honorific, if possible. For example, “Dear Mr Smith”. This should be the name of the person mentioned in the job advertisement or the position description. If the contact person’s job title is mentioned without their name, you can check the organisation’s website, LinkedIn page, or call the organisation and ask for their name.
If it isn’t possible to find out their name, you can address the letter to “Dear Hiring Manager”.
Reference line
Before the body of the letter, include a reference line which names the job, along with the job’s reference number if this is available:
“Re: Application for [job role and reference number]”
Paragraph 1: How you found out
In the first paragraph, say where you saw the job advertised or how you found out about the job. Briefly state here why you believe you are the best person for the role. If you have been referred to the position by someone who works for the organisation, you can mention their name.
For example, applying for a role as a catering assistant for a not-for-profit organisation:
“I am writing to apply for the position of Catering Assistant for [organisation name] which was advertised on Indeed. I believe I have the experience and skills to be extremely well-suited to this position.”
Paragraph 2: Explain why you want the job
The aim here is to make a great first impression. Explain why you’re getting in touch and show that you’ve taken the time to find out something about the job and the organisation. Make sure you use positive language to show passion and get to the point quickly.
For example:
“I am interested in this position as I value working to ensure that all people have access to nourishing meals. I have previously worked in hospitality, and I have found this a rewarding experience. I am also studying a [qualification name] in hospitality which I believe would be advantageous to [organisation name].”
Body of Letter: Highlight work experience and skills
Now it’s time to ‘sell’ yourself. Show how your skills and experience match what they need for this job – and be as specific as possible.
It is important to remember that a covering letter should not replace your résumé. It should summarise your suitability for a role and demonstrate how your skills and experience match the key criteria for the role.
For example:
“My most recent position involved working in a café as a Café Hand. The duties for this role were varied and included preparing food, stock-taking, and taking orders and payments. In this role, I ensured that over 60 customers daily received an excellent level of customer service. I demonstrated the ability to work in a fast-paced environment, prepare orders in a timely manner, and communicate customer requests to the kitchen, including food allergies. I believe this experience would lend itself well to the position of Catering Assistant.”
A further strength is my flexibility and my willingness to undertake all duties as required by the job description. I am also happy to help others, to ensure timely delivery of all meals to those who need them.”
If you have no paid work experience, focus this section on:
- Unpaid work experience, internships, or volunteering
- Any sporting or community club participation
- Hobbies or interests that demonstrate your experience
- Personal attributes and strengths that are essential in the workplace – think about your transferable skills
When you have no paid work experience you will need to demonstrate how you can make a positive contribution to the workplace through your personal attributes and strengths.
For example:
“I am a friendly person who can adapt quickly to new and different settings. I have had experience working in five different kitchens as a volunteer. This means I will be able to adapt to the different venues that [organisation name] may deliver food in. I am also able to communicate with people from different backgrounds and cultures. My outstanding communication and adaptability skills will be key in ensuring that customers feel comfortable to enjoy their meals.”
Closing paragraphs
Your letter should finish by briefly stating why you would be great for the job. Then make sure you thank the reader for their time and consideration and ask them to refer to your résumé / CV.
For example:
“I believe that my experience, coupled with my enthusiasm for catering and helping those in need will make me highly suited to the role of Catering Assistant at [organisation name].
Thank you for your consideration of my application. Please find attached a copy of my [résumé or CV] for your attention. I would appreciate the opportunity to discuss my skills and experience with you and look forward to your response.”
Make sure you use a formal closing such as “Yours sincerely” or “Best regards”.
If you’re sending the letter via mail, include a handwritten signature.