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Most employers will require a cover or covering letter as part of your application. It is typically sent alongside your CV.

Your cover letter should complement and build on the content in your CV, rather than simply repeating the same content in more detail.

This page provides all the information you'll need to build a strong cover letter ready for your next application.

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Format of a cover letter

Your cover letter is an opportunity to expand on your experiences and skills beyond what you can include in a CV, as well as conveying your personal motivations and suitability for working in the role you're applying for.

Length and style

The letter is usually short, not exceeding one A4 page, although this can be two pages if applying for some academic jobs. It is typically expected that cover letters will be written in a business-style format, however some employers will specify an alternative format such as a supporting statement or similar.  Make sure you have checked all requirements before getting started.

The tone of writing

Your tone should be professional, clear and a true reflection of you. Make sure you check your grammar and spelling, and ask a colleague or careers adviser to provide you with feedback before you apply. It's important to be concise, otherwise you risk losing the employer's attention.

Which fonts to use

It's widely advised to use a clear font such as Calibri, with a font size of 11 or 12. You should use the same font for both your CV and your cover letter, to make sure your application looks professional and consistent.

Being clear

It's important to be clear about your motivations and suitability for the role, and avoid being vague or using clichés.

Your skills and abilities are unique to you, so your cover letter needs to reflect this. Consider your cover letter to be the equivalent of an 'elevator pitch' where you have a short amount of time to explain why they should hire you.

Matching your values

You should use your cover letter to demonstrate how your personal motivations and career values align with the role and the employer, and be specific about the reasons you are a good match.

If there's something in particular about the employer values or activities that you resonate with, make it clear in your application. This will demonstrate to the employer that you have taken the time to understand the role, and that you haven't just sent the same application to multiple companies.

Sending your cover letter

When you've finished your CV and cover letter, you are usually required to send your application by email. Ensure that you have saved each file as a PDF document so that the formatting won't change when the employer opens the files.

The job advert should provide an email address to submit your application to. You should address your email to that person, write a very concise email stating that you have attached your CV and cover letter for consideration for the advertised job vacancy.

If the job advert provides a job reference number, include this in the email so that the employer can easily locate your application. If this has not been provided, use the title of the role instead.

What to include in your cover letter

The purpose of a cover letter is to briefly introduce yourself and express your motivation and suitability for the role in three or four short paragraphs. It is therefore important to make sure you carefully consider the information you include in each paragraph striking the right balance between being concise and being thorough.

Consider the guidance in this section to help you decide what to write about in each paragraph.

The start of the letter

Your details.

At the start of the letter, include your personal contact details and include the date, in the same way you might start a business letter. If you have the employer's name and contact details, you should address them at the beginning of the letter.

Addressing the letter

If you have not been provided with the name of the contact information or if the application is speculative, you can use LinkedIn or the company's website to find a suitable addressee. This could be the head of the department you are applying to, or the head of human resources.

If you have the job reference number, it can be good practice to include this at the beginning of the letter so that it reaches the right person within the organisation more quickly.

The opening paragraph

Begin the letter with a polite introduction to yourself and the purpose of the letter. You should be clear about the role you are making an application for, and if appropriate, let them know where you found the role advertised, for example, on their website or a job vacancy listing website.

The suitability paragraph

This paragraph is where you should describe the reasons why you are a suitable candidate for the job.

Try not to duplicate the information you've included in your CV but expand on the key skills, experiences or activities in more detail.

It's important to make sure that you choose examples which align with the requirements of the role, to demonstrate that you have a relevant skillset, even if these examples are not from your most recent experience.

It is within this paragraph that you demonstrate to the employer the ways in which you would be an asset to their team rather than explaining what attracts you to the role.

The company or organisation paragraph

You should use this paragraph to explain what attracts you to the company or organisation that you are applying to. It's important that you take the time to research the company or organisation and understand their core values, their main competitors, their most recent projects, their position in the market, and so on.

Be specific about your reasons

You should be so specific that the application would not make sense if it was sent to a similar company, otherwise they might assume that you have been vague due to a lack of research.

If you're not sure where to find information about them, start by looking through their website, as well as exploring their social media presence and checking if they've been in the news.

Find out more about researching a company or organisation .

The concluding paragraph

In this paragraph you will need to concisely summarise the above information and emphasise your suitability to the role and the employer.

Complete the letter by thanking the employer for considering your application, and mentioning that you look forward from hearing back from them. Avoid clichés, and keep this section concise.

Cover letters for academic jobs

Much of the advice for cover letters is the same regardless of the role you're applying for, but there are a few differences if you're applying for an academic job rather than a role outside academia.

Academic cover letters are usually allowed to be longer than for those outside academia. You should always check the application requirements on the job advert in case they've set their own requirements, but it is standard to require two sides of A4 for academic jobs.

Shifting the focus

For academic job applications, it's usually more important to focus on what you have to offer the institution you're applying to, rather than what you would like to gain from working there.

You should still describe what draws you to the institution or department, but there should be a greater emphasis on your skillset and what makes you an ideal candidate.

Being specific

When applying to academic jobs, you can be more specific about your research skills than when you're applying to jobs outside academia.

If there's a particular methodology or skillset that is required for the role and you have experience with this, make sure to provide detail so that the employer can see that you are a suitable candidate.

Teaching and research

You should try to mirror the job description in terms of the ratio of teaching to research. For example, if the job description seems to be 50:50 teaching and research, you should aim to have half of your cover letter focusing on teaching and half on research.

If the role is heavily focused on research or on research, make sure that the majority of your cover letter mirrors this.

The teaching and research statements

Additionally, you will usually be required to submit teaching and research statements as part of your application to an academic job. Read through our advice on teaching and research statements  under the section: specific application advice for academic jobs.

Cover letters for jobs outside academia

Most advice on this page applies to both academic and non-academic jobs, but there are a few specific things to keep in mind if you're making an application outside of academia.

Transferable skills

When writing about your skills it's important to focus on transferable skills rather than going into too much detail about your methodology, or using jargon which is specific to your research area.

Unless your role has been advertised to require those specific research techniques, the employer will be more interested in how your skills can be translated to match their requirements.

Making sure you value your experience

It's important to remember that your postgraduate research degree is a job, and you will have gained experience throughout your research which will be highly valuable to an employer.

Make sure you don't downplay your experience and your abilities by viewing it only as a course.

The employer

For jobs outside academia, the process of researching your employer and explaining why you're interested in working for them is more important than it would be for academic jobs.

The employer will want to make sure you understand how their organisation operates within the industry they're in, and what challenges they have faced and the achievements they have made.

Find out more about researching the employer and sector thoroughly.

Covering letters for roles outside the UK with FREE access to GoinGlobal

If you are considering or are in the process of applying to a job abroad, the format of the covering letter could be different to the above advice. GoinGlobal is an international careers information resource providing advice on applying for jobs including covering letters in 42 countries.

UoN students and graduates can access GoinGlobal free of charge by logging into MyCareer

Go to GoinGlobal for advice on applying for jobs abroad

Frequently asked questions

Cover letters can be difficult to write, so it can be tempting to use AI to help out. However, your cover letter should be a true reflection of you as a professional, and the information included should be specific to you.

Additionally, many employers now use AI checkers to filter through applications. It is therefore not advised to rely on AI for your cover letter.

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Your covering or cover letter is a polite and professional introduction that accompanies your CV when applying for an advertised vacancy or enquiring about potential job opportunities in a company. 

• It builds on two or three key pieces of information within your CV and expands them by explaining in more depth how those skills and experiences match the job role.
• Use the covering letter to show you are keen to work for the company by demonstrating that you have researched the organisation thoroughly.

A well-written and researched covering letter, sent alongside a targeted CV will help you secure you an interview.

Your next steps

What works best for you?

Book an appointment to have your covering letter reviewed

Book your place on a covering letter workshop

Take our short online course

How to write an effective covering letter

Hayley Gillmore, Students' Union Employability Manager, gives her top tips on writing an effective covering letter when applying for a job vacancy. 

An employer's perspective

When we read covering letters we look for someone who can demonstrate a strong 'can do' attitude to work. They might not necessarily have the knowledge, but more important to us is that they are able to articulate their determination to really want to do it.

Jane Shepherd, Shepherd PR 

How long should my covering letter be? 

Length and font.

Your covering letter should be well presented, concise and to the point. It should ideally be no longer than one side of A4. It's a good idea to pick a modern font such as Calibri or Sans serif, font size 11 or 12 - it's advisable to use the same font as your CV.

How should I attach or send my cover letter?

Emails and covering letters.

When applying for a position by email, you can either use the email itself as a covering letter and attach your CV, or write a brief email message and attach a separate covering letter as well as your CV. If you choose this option, your email should be professional in style.

If you attach a CV and covering letter to your email, avoid repeating information in the email which is in your covering letter. The email should be brief and professional, referring to your CV and covering letter attached.

When attaching your CV and cover letter, ideally do this in PDF so it’s readable on any device. Also remember to name the file appropriately, such as ‘your name’, ‘date’ ‘company name you’re applying to’. First impressions count even down to the little details.

What tone and language should I use? 

Using active verbs when talking about tasks you've undertaken can be very effective. Here is our list of active verbs.

Action verbs for covering letters 

Levels of formality

Choosing the right tone for your covering letter is key to its success. If you are unsure about the tone of your covering letter, make an appointment with our team to clarify any doubts.

While you want to come across as respectful and professional, being too formal and over-polite is not advisable either.

While linguistically correct, these three statements come across as too ceremonious:

• I hereby apply for the position of graphic designer
• I would highly appreciate the opportunity to have my application considered and thank you in advance for your time and attention

Over-familiarity can be equally easy to fall into, so avoid sentences:

• I hope this email finds you well
• Consider me for this project and you will not be disappointed

Keep it simple as shown in these two examples:

• I am delighted to have the opportunity to submit this application.
• I am applying for the post of graphic designer advertised on your website as I believe I have the skills and experience to make a valuable contribution to Sigma Solutions.

Covering letters for roles outside the UK - use GoinGlobal

If you are considering or are in the process of applying to a job abroad, the format of the covering letter could be different to the above advice. GoinGlobal is an international careers information resource providing advice on applying for jobs including covering letters in 42 countries.

UoN students and graduates can access GoinGlobal free of charge by logging into MyCareer

Go to GoinGlobal for advice on applying for jobs abroad

Structuring your covering letter 

Example covering letters.

These covering letter examples will demonstrate how to present your covering letter based on the advice provided on this page. We have three examples depending on your circumstances.

1. Covering letter and CV for an advertised vacancy

2. covering letter to send to a company to enquire if they have vacancies, 3. covering letter and cv to highlight online work experience.

Post pandemic, many companies have adapted to a more hybrid working culture. As part of this, some in-person activities such as internships, part-time jobs and volunteering experiences have moved online. These activities are just as important for your personal and professional development and you will have developed a new range of skills, such as collaborating on group projects remotely using new software.

We have created a covering letter and CV in response to a job vacancy to highlight how to showcase your experience of virtual activities and the skills developed. More on CVs.

How should I start the covering letter?

At the start, include your personal contact details and the date to the letter. Ideally you should address your covering letter to the person who will be reading it.

The covering letter should be addressed to a named person and often you can find the name of the hiring manager in the job advert, for example: Dear Dr. Harman, Dear Mrs Stevenson, Dear Alex Wozniak, if possible

If no name is given, or you are sending a speculative application, then take the time to find the appropriate contact using LinkedIn or the company's website to find the head of human resources or the head of the department the vacancy is based within. 

It is good practice to include a job reference number or the name of the advertised role. This helps your application get to the right person within the organisation.

What should I include in the opening paragraph?

Open positively and politely, with a short introductory statement that explains the purpose of the letter and details how you found out about the job advert. For example:

• I am applying for the position of graduate management trainee advertised on your website as I would welcome the chance to work for Transco Exports

Then briefly highlight your relevant qualifications or experience that make you a strong fit for the role.

What should I include in the main part of the letter?

The body of your letter should be two or three concise paragraphs to outline

Why you want to work for the organisation

Why your previous experience or skills make you a good candidate

Explain your motivation to work for the company

You should include a paragraph that demonstrates you have researched the company and explains why you want to work for them.

You should research and mention specific aspects of the company that appeal to you, such as its mission, values, recent projects, or achievements. Explain why you are attracted to the company and how you can contribute to its success.

Find out how to research a company

Explain why you’re the ideal candidate

To do this, ensure you understand the job requirements and what they're looking for in applicants. You can then:

• highlight how your skills, experiences, and achievements align with their needs
• provide specific examples that demonstrate the skills required for the role
• include examples from your studies, work experience including part-time jobs, and other activities you're involved in
• quantify your achievements whenever possible to make them more impactful

Make sure to refer to your CV, especially to highlight any key experience that’s relevant to the role. A simple line such as, “My attached CV outlines my academic and work experience to date.” will be fine. 

Our example cover letters can demonstrate good practice (see above).

Some more examples of good practice

To help structure your information and provide evidence in a professional way, we have included some examples.

• I have developed sound organisational and presentation skills during my degree
• I have developed sound organisational and presentation skills during my degree by participating in student working groups and research projects, giving presentations to staff and fellow students
• As you can see from my CV, I have previously undertaken similar duties to the ones required by this post
• I have previous experience of providing technical support and dealing with client requests in a pressurised environment, as shown in my CV

Relate examples to the post

If you present personal experiences as evidence of having certain competencies, relate your achievements to the post as clearly as possible. In the following examples, the second version is much more specific and better connected to the job. For a post of assistant events organiser:

  Not specific enough

• The various parties I organised for the Spanish Society were amongst the most popular on campus – they were always full to the brim, people had a great time and I became well known at university as a result

Much more specific

• I organised three parties for the Spanish Society covering all costs through sponsorship and ticket sales. Attendees highlighted a vibrant atmosphere and excellent value for money, and I was asked to help organise other events as a result

Focus on the employer's needs

Focus on the employer’s requirements and how you can meet the employer’s needs – not how the post can meet yours. Check these examples:

• This post constitutes a great opportunity to update my design skills and will also help towards the costs of my studies
• This post constitutes a great opportunity to build on my design skills complementing the knowledge gained in my masters studies

Avoid clichés

Employers will read about countless ‘ambitious recent graduate looking for a challenging position’ who can ‘think outside the box’ and are ‘team players equally happy to work by themselves’ as well as ‘fast learners with a can-do attitude who always give 100%’.

How should I close the covering letter?

Conclude your cover letter by reiterating your interest in the position and expressing your desire for an interview. Thank the reader for their time and consideration.

• If you know the recipient’s name, then end with Yours sincerely. 
• If you do not know the recipient’s name, then end with Yours faithfully 

Should I include information about my disability?

Sharing information about disability.

Telling a perspective employer any information about a disability(s) is a personal choice. It is up to you if, when and how. If you are unsure at any stage, consider what would be the advantage of sharing at that point. If you decide that you want to, think about what would be most relevant for the employer to know at this specific stage of the recruitment process. For more information, see our page on  applying with a disability

And finally...

Who can check over my covering letter.

Read your draft carefully for grammar, punctuation, capitalisation and spelling, and have it proofread by someone with a sound knowledge of English and an eye for detail. You can use tools such as Grammarly.com to help you with this.

You can make an appointment to have your covering letter reviewed by our team and discuss any queries you may have. However, we are not able to offer a proofreading service.

The Centre for English Language Education (CELE) offers help on the appropriate use of language for job applications, cover letters, interviews and presentations. Personalised one-to-one consultations allow you to guide the focus according to your needs. This is not a proofreading service, but a tutor can offer advice on language choice, formality and structure to help your application stand out.

Get instant feedback with CareerSet

CareerSet: 

• uses advanced AI to give personalised recommendations on how to improve your cover letter 
• scores your cover letter based on its overall impact, style and brevity 
• provides suggestions on how to optimise and personalise your cover letter 
• allows you to upload job descriptions of roles you are applying for and gives you tips on how to tailor your cover letter to a specific role 

When you upload your cover letter, it will receive an overall rating with targeted suggestions to ensure you make it as effective as possible. Don't worry too much about the score you are given, you don't have to get 100%. Pay attention to the suggestions you are given which will help you make improvements, resulting in an increased score. 

Review your cover letter with CareerSet

Alumni access to CareerSet

Beth guided me through the entire process, helping me build a personalised and effective cover letter structure tailored to each job. She also provided feedback on my CV and advice on enhancing my LinkedIn profile. Hongwei Liang, student Read Hongwei's blog post

University of Nottingham Portland Building, Level D University Park Nottingham, NG7 2RD

telephone: +44 (0) 115 951 3680 fax: +44 (0) 115 951 3679 email: [email protected]

Legal information

• Terms and conditions
• Posting rules
• Accessibility
• Freedom of information
• Charity gateway
• Cookie policy

Connect with the University of Nottingham through social media and our blogs .

Cover Letters

Structuring a cover letter, introduction.

If your job advert does not say whom to address the letter to, you should try and find out through LinkedIn among other resources. If you cannot find the name of your recruiter use "Dear Sir or Madam" 

If you know whom you're writing the cover letter to, use "Dear" followed by their title and surname

Your first paragraph should aim to introduce yourself and which position you are applying to

Main Body ​

Your second paragraph should exhibit your excitement for both the company and the role. Do your research: add in data and facts to exhibit your passion for the company. Alternatively, discuss CSR initiatives the company is currently doing such as Deutsche Bank's Sustainability Council.

Use your third paragraph to sell yourself; try to explain why you are the best candidate for the job. Be imaginative - to include traits that are unique but the company is looking for!

Try to include personal experience in your paragraphs. Like in your CV, try to use empirical evidence to ensure your personal experience has measurable achievements 

End your person with "Yours faithfully" if you used "Dear Sir or Madam"

If your cover letter is addressed specifically to a recruiter, use "Yours sincerely"

Target Jobs: Covering Letter Example