Purple Door
Covering Letter Guide
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Covering letters
Covering letters play a key role in job applications. This guide will show you how to put together a
successful letter to boost your chances of getting the job you want.
In particular, we will be looking at the issues of:
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What covering letters are and when they are used
Examples of content and format
“Dos and Don’ts” for good letter writing
Covering letters are used to support and introduce applications for jobs, work placements, and
sometimes courses of study. They may also be used speculatively, to enquire whether an
organisation may be able to offer work experience or job opportunities. Basically, the covering
letter will accompany a CV, application form or some other type of documentation required by an
employer or other recruiter.
Covering letters generally follow a standard style and should be brief, no more than one side of A4
paper. They may be sent electronically or by post.
As with any application, a covering letter must be very positive and make a strong case to the
reader. It needs to introduce any other accompanying items such as a CV in a clear way.
Remember, your covering letter will usually be among the first impressions that the recruiter will
have of you – so it must be good.
Tip
Visit our ‘Download zone’ at www.port.ac.uk/purpledoor for a copy of our ‘Speculative
Applications’ guide.
What do covering letters look like?
At the end of this guide you will find two example letters to help illustrate the issues being
discussed.
You can think of a covering letter as having three main sections:
Section 1
The first section is typically a brief paragraph and is a chance to introduce yourself and confirm the
role for which you are applying.
It is also customary to say where you saw the position advertised (website or newspaper, for
example). If you are responding to an advertisement, look for a reference number and remember
to quote it so that the recruiter knows exactly what post (or course) is being applied for.
Remember to put the date on your letter.
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Section 2
The second section will constitute the main bulk of the letter. It should consist of no more than two
or three brief paragraphs, explaining why you are interested in the role and providing some
evidence to support your interest. For example, you may want to talk about experiences such as a
work experience / summer internship or aspects of your course that inspired your interest, and
what skills you have developed that will make you a suitable candidate; in effect why you feel you
are a good candidate for the job.
Tip
Whilst it may be important to explain, in the letter, certain aspects of your application in more
detail, please avoid simply repeating, in the letter, material that may already be in your CV or
application form.
Remember to be very positive in explaining what you could contribute to the role and the business
of the employer. Your letter is a part of the overall ‘sales pitch’. If you are applying for a place on a
course of study, the same principle applies: explain your interest and how you think you would be
suitable.
Section 3
The final section is a chance for you to show you have researched the company / industry / sector
to explain to the reader why you want to work for their organisation. Remember to conclude the
letter on a friendly note, thanking the reader for their attention and for considering your application.
You can offer to supply additional information if required and indicate your availability for interview,
but this is not compulsory. It is your choice.
Tip
Dear Sir or Madam is followed by ‘Yours faithfully’
Dear Named Person (e.g. Mrs Green or Mr Brown) is followed by: ‘Yours sincerely’
Examples
The examples on the following pages provide a guide to what a typical covering letter can look
like. They are only guides, however, and your own letters will need to be constructed to suit your
own situation and the types of opportunities for which you are applying.
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Example Covering letter for a graduate position
Peter Jameson
25 Field Close
Emsworth
Hampshire
PO1 5RT
Mrs T Grainger
Finance Manager
South Central PLC
123 Upper Wood Road
Chichester
West Sussex
PO15 8PD
20 July 2014
Dear Mrs Grainger
Re: Graduate Trainee – Finance stream (reference: abc/123/pb)
I am very pleased to submit my application for the post of Graduate Trainee in the Finance
Stream, as advertised on the company web pages. I have enclosed my curriculum vitae for
consideration.
My particular interest in the role is linked to the opportunities to specialise in financial reporting and
internal auditing processes. I have been able to study these as specialist topic fields throughout
my course and, in detail, as a part of my final year dissertation research. Moreover, I have recently
completed a vacation internship, where I was able to gain a greater understanding of internal
financial control mechanisms. I believe that these aspects of my background will enable me to
contribute effectively to this role.
I have completed a number of periods of volunteering with local charities during my spare time,
throughout my degree. In these positions, I have been able to gain experience of working with
young people, care leavers and adults with a variety of learning disabilities. I have greatly enjoyed
these experiences, which have enabled me to gain a wide range of skills in taking responsibility,
communicating at various levels and working collaboratively with others. I feel that my participation
in these activities has provided me with a strong base of interpersonal skills that will enable me to
perform successfully in this post.
Your company works with a wide range of high profile clients and is a major competitor in the
financial service industry. I feel that your emphasis on building strong relationships with clients,
through providing a professional and high quality service, would be well served by the knowledge
and experience I have outlined above.
Thank you very much for considering my application. I would be very happy to supply additional
information, if necessary, and look forward to your reply. I am available for subsequent stages of
the selection process at any time.
Yours sincerely
Peter Jameson
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Example Covering letter for work experience
Kim Jackson
25 Way Lane
Emsworth
Hampshire
PO4 5BT
Mr B. Grainger, Collection Manager
The Central Historical Collection
Museum House
Portsmouth
PO8 0NB
27 June 2014
Dear Mr Grainger
Work experience opportunities in historical research
I am currently reading for a Bachelor’s degree in History and have a strong interest in working
professionally in Historical research after graduation. I am writing to enquire about the possibility of
any work experience opportunities that may be available during the summer vacation period.
Enclosed herewith is a copy of my curriculum vitae which provides details of my experience to
date.
I have a particular interest in working with records relating to Victorian social history, similar to
those housed within the Central Historical Collection. During my course, I have followed specialist
options in Victorian society and 19th century parish records. These units have helped to inspire my
interest and provide a depth of knowledge that I feel will enable me to contribute to the work of the
Museum.
In my spare time, I work as a Museum Volunteer and have recently participated as a Research
Assistant, coordinating documents to be used in a forthcoming history exhibition by the local
council. These activities have helped to build my confidence in dealing with historical artefacts, as
well as my ability to work effectively with others in a coordinated way to meet demanding
deadlines. I hope to be able to develop these skills further through additional work experience at
the Central Historical Collection.
Thank you very much for reading my request. I would be very happy to supply additional details
that you may need and am available for an interview at any time.
Yours sincerely
Kim Jackson
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Final ‘Dos and Don’ts to help when writing your covering letter
Do:
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Explain who you are and why you are writing to the organisation
Clarify why you are interested in the role and your interest in the business of the company
Explain what you can offer the company in terms of your skills and experience. Be positive
in making your case but avoid making excessive claims
Use your spell checker to correct typing errors, spelling mistakes and poor grammar (and
make sure it is in UK English). Ask someone to check it as well
Keep it brief and to the point
Don’t:
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Make false claims regarding your ability e.g. exaggerate your role in a team or claim an
‘amazing’ ability to do something
Write excessively long paragraphs – as a general rule, it should be possible to read any
paragraph in 20 seconds. Employers don’t spend long reading applications
Indulge in flattering the reader about their organisation e.g. ‘I want to work for the number
one financial company in Europe’. This also is too bland a statement
Send the same covering letter (and CV) to 50+ employers. Employers will realise this is a
generic letter. Remember to target!
Further help
Visit the resources on our website or come in to Purple Door if you need assistance with the
completion of covering letters. You can find some useful information on making applications on
our ‘Download Zone’ at www.port.ac.uk/purpledoor and on the Graduate Prospects website:
www.prospects.ac.uk
Disability disclosure
The decision whether to disclose a disability to an employer is often a personal one, and may be
based on a number of factors such as the nature of the disability and the demands of the role
being applied for. Disabilities can be disclosed in a covering letter but may also be disclosed at
other stages in the application process and decisions about this are largely a matter of judgment.
If disclosing disabilities, always do so in a very positive manner, explaining any assistance that
may be needed.
If necessary, speak with a Careers Adviser or contact the employer directly before sending in any
applications to discuss any support that may be required during the selection process or in the
role itself. It is important to answer any direct questions from the employer fully and honestly.
Disclaimer: Every effort has been made to ensure the accuracy of the information contained in this publication at the time of
printing. However, this information could be subject to change. Updated August 2015.
Accessibility: If the information in this document is required in a different format, please contact us for assistance. Purple
Door, 28 Guildhall Walk, T: 02392 842684, W: www.port.ac.uk/purpledoor
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