The Career Academy10/10/2017

Write a great cover letter

A cover letter is not about sounding fancy. It is a short note that helps an employer trust you, quickly. I keep mine clear, specific to the role, and backed by proof.

A simple structure that works Copy paste templates Proof lines that feel real
Copy the template Avoid common mistakes Use proof examples

Editor note: replace the hero image with a locally uploaded image for best speed. Suggested size 2240 by 1260.

What a cover letter is really for

I treat my cover letter like a bridge between the job advert and my CV. It should answer three questions fast.

Why this role

I show I understand what they need and why I want this job.

Why me

I pick two or three strengths that match the advert.

Where is the proof

I back it up with one or two real examples.

Simple rule: keep it to half a page to one page. If it cannot be read in under a minute, it is too long.

Before you write, do this in 5 minutes

  • Copy 6 to 10 key words from the job advert (skills, tools, behaviours).
  • Pick your best two strengths that match those key words.
  • Choose one proof example for each strength.
  • Find the right name if possible, or use Hiring Manager.
Tip: the job advert is your cheat sheet. If your letter does not match it, it will feel generic.

Keep it relevant and accurate

  • Use the correct company name and job title.
  • Use facts you can explain in an interview.
  • Do not repeat your whole CV. Pick the most relevant parts only.
  • Do not claim you are perfect. Show you are prepared and capable.
Common mistake: writing a cover letter that could be sent to any employer. Specific always wins.

5 minute job research checklist

  • Copy 6 to 10 key words from the advert (skills or tools like Xero, Excel, customer queries, scheduling).
  • Note one sentence from the company site that shows what they care about (values, mission, customers).
  • Try to find the hiring manager name on LinkedIn, or look at the company page for the team name.
  • Match your top 2 experiences to their needs (even if it is volunteering, study, or a part time role).
Why this helps: it makes your letter feel written for them, not copied from a template.

5 mistakes that get cover letters rejected

These are the ones I double check every time, especially for entry level roles.

Mistake Fix
Wrong company or job name Triple check the advert details, job title, and spelling before you send.
Generic and not tailored Mirror 6 to 8 advert key words in your skills and proof lines, only if they are true for you.
No proof examples Add 1 to 2 proof lines showing what you did and the outcome. STAR format works well.
Too long or full of filler Half a page is ideal. Cut anything that does not help the employer decide.
Overly formal or robotic Read it out loud. If it does not sound like you, rewrite it in simpler words.

If you only fix one thing, fix tailoring. It is the difference between sounding interested, and sounding like a mass application.

Cover letter template you can copy and paste

Keep the tone natural. Read it out loud before you send it.

Dear [Hiring Manager name or Hiring Manager], I am applying for the [Job Title] role at [Company]. I am interested in this position because [one genuine reason linked to the role or company]. I can offer [strength 1] and [strength 2], and I have recent experience in [relevant area]. For example, I have [proof line 1]. I have also [proof line 2]. I am currently developing my skills through [course or training] and I am confident I can bring a positive, reliable approach to your team. Thank you for your time and consideration. I would welcome the opportunity to discuss my application. Kind regards, [Your Name] [Phone] | [Email] | [LinkedIn optional]
Salutations and formatting
  • If you use a name (Dear Ms Smith), finish with Yours sincerely.
  • If you do not have a name (Dear Hiring Manager), finish with Yours faithfully.
  • Font: Arial or Calibri, size 11 to 12, with clear spacing.
  • Send as PDF unless the employer asks for Word.
Quick edit tip: replace every bracket. If any bracket is left, it will look rushed.

Proof lines that sound strong without exaggerating

I write proof lines using this pattern: action, tool, outcome. If I can add a number, even better.

Admin and office support

  • Managed a shared inbox and prioritised requests to keep responses consistent during busy periods.
  • Kept documents organised and easy to find, which reduced follow ups and saved time for the team.
  • Updated trackers daily so deadlines and next steps were clear for everyone.
  • STAR example: In a busy admin setting, I managed frequent queries, used a simple tracker to prioritise tasks, and kept responses consistent during peak periods.

Customer service

  • Handled customer queries calmly, resolved common issues quickly, and recorded clear notes for escalations.
  • Supported a smooth handover between shifts by updating the team on open cases and priorities.
  • Stayed professional under pressure and kept service standards steady during peak times.
  • STAR example: When queues were high, I focused on first contact fixes, captured clear notes, and escalated only when needed so customers still felt supported.

Bookkeeping and accounts support

  • Raised invoices, recorded payments, and kept supporting documents organised for checks and reporting.
  • Kept records tidy and up to date so the next task was always easier, not harder.
  • Followed clear processes to reduce errors and maintain accuracy.
  • STAR example: I kept invoice and payment records up to date, organised supporting documents, and followed a clear process so checks were quicker and cleaner.

Career change or limited experience

  • I am early in my career, but I am consistent, organised, and quick to learn new systems.
  • I have built routine and self discipline through online study alongside other responsibilities.
  • I can bring a positive attitude, good communication, and a reliable work style.
  • STAR example: While building new skills through study, I set a weekly routine, stayed consistent, and improved my confidence by applying what I learned in small real tasks.
Reality check: I only include proof I can talk through with confidence in an interview.

Email cover letter version

If you are applying by email, keep it even shorter.

Subject: Application for [Job Title] – [Your Name] Dear [Hiring Manager], I am applying for the [Job Title] role. I can offer [strength 1] and [strength 2], and I have experience in [relevant area]. For example, [proof line]. My CV is attached. Thank you for your time and I would welcome the chance to discuss my application. Kind regards, [Your Name] [Phone]

How I mention an online course properly

Keep it linked to the job. One line is enough.

I am currently completing online training in [course name], which is strengthening my skills in [skill 1] and [skill 2] that match this role.

Tip: If you have completed the course, say completed. If you are still studying, say currently completing.

My quick cover letter checklist

If I can tick these, the letter usually reads well and feels professional.

Helpful resource: National Careers Service guidance on cover letters. View cover letter guidance.

Want help getting job ready

If you want structured training and practical skills you can show on your CV and cover letter, our online courses are designed to help you build confidence and proof.

This article is general guidance. Always follow the employer application instructions.

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The Career Academy
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