how to write a job application letter uk

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How to write a cover letter.

A cover letter introduces you to an employer and asks them to think about your application. 

It’s a short letter, usually 3 to 5 paragraphs long.

When to include a cover letter

You should always include a cover letter when you apply for a job using a CV. 

You can write it as an email if you’re applying online or print a copy to go with a paper application.

When writing a cover letter, let the employer know you’re keen by showing that you’ve researched the company. Learn more about what they do through:

• their website
• recent news articles
• talking to people you know who work there

Send it to the right person

It's important to try to address your cover letter to someone by name. Check you have the details of the person you need to send it to. 

You'll need their name and preferred title. For example, ‘Dr’, ‘Mr’, ‘Mrs’, ‘Ms’, and their job title. You should also make sure you have the right company name and address, including postcode.

If you do not know their name

If the job advert does not include a name you can check the company website. Try to find details of the head of the department, head of human resources or a recruitment manager.

If you still cannot find a name, you can start your letter with ‘Dear Sir or Madam’.

Introduction

Introduce yourself and explain how you found the advertised job. You can mention the job title, and reference number if there is one. 

If you’re asking about any job openings and not applying to a vacancy, tell them what sort of job you’re looking for. Let the employer see how keen you are to work for them.

Show you're right for the job

Highlight the skills and experience you have that match what the employer is looking for. 

Convince them that you're enthusiastic about working for them. Let them know you share their work values, culture and style.

Give extra information

If you have gaps in your employment history, you could talk about the skills you gained while you were out of work.

If you’ve mentioned on your CV that you have a disability, you might want to talk more about this in your cover letter. Organisations like Disability UK can give you advice on how to do this. You do not have to mention your disability at this stage if you prefer not to.

You can get more help with specialist advice on finding work if you have a disability.

Ending your cover letter

Thank the employer for considering your application. Let them know that they can get more details from your CV, and tell them you're looking forward to hearing from them.

Let them know how they can best contact you. Make sure your contact details are correct on both your cover letter and CV.

Yours sincerely or yours faithfully

If you know the name of the person you’re writing to, you should end the letter with ‘Yours sincerely’.

If you’ve addressed the letter ‘Dear Sir or Madam’, you should end the letter with ‘Yours faithfully’.

Tips for writing a cover letter

When writing your cover letter, remember to:

• write a new one for every job you apply for and make sure it’s tailored to the company and the specific role
• use the same font and size as you do for your CV, so it looks consistent
• make sure the company name and recruiter’s details are correct
• use the right language and tone: keep it professional and match the keywords used by the employer in their job advert
• show you’ve done your research into the job and the company
• highlight your most relevant skills and experience to stand out from other applicants
• back up any statements you make with facts and use the STAR method
• double check spelling and grammar before you send it
• keep a copy of your cover letter as they may ask you about it in an interview

Related content

How to write a CV

Completing application forms

Interview tips

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Three excellent cover letter examples

Cover letters are the first chance you have to impress an employer – they’re not just a protective jacket for your CV. Here’s our guide on what to include and how to format them

• More CV and cover letter templates
• Looking for a job? Explore the range of vacancies on Guardian Jobs and find the perfect role for you

The first thing a potential employer sees in your job application is the cover letter. This doesn’t just support your CV – it’s an opportunity for you to stand out from the crowd and persuade the recruiter to put you through to the next round.

Be wary of spending hours on perfecting your CV at the expense of your cover letter. If you need some inspiration on what to include and what format to use, here are our helpful guides – just remember not to copy them as exact templates.

1. Standard, conservative style

This is ideal for sectors such as business, law, accountancy and retail. For more creative sectors, a letter like this might be less appealing, and could work against you.

Dear Mr Black, Please find enclosed my CV in application for the post advertised in the Guardian on 30 November. The nature of my degree course has prepared me for this position. It involved a great deal of independent research, requiring initiative, self-motivation and a wide range of skills. For one course, [insert course], an understanding of the [insert sector] industry was essential. I found this subject very stimulating. I am a fast and accurate writer, with a keen eye for detail and I should be very grateful for the opportunity to progress to market reporting. I am able to take on the responsibility of this position immediately, and have the enthusiasm and determination to ensure that I make a success of it. Thank you for taking the time to consider this application and I look forward to hearing from you in the near future. Yours sincerely

2. Standard speculative letter

This may vary according to the nature of the organisation and the industry you’re applying to.

Dear Mr Brown, I am writing to enquire if you have any vacancies in your company. I enclose my CV for your information. As you can see, I have had extensive vacation work experience in office environments, the retail sector and service industries, giving me varied skills and the ability to work with many different types of people. I believe I could fit easily into your team. I am a conscientious person who works hard and pays attention to detail. I’m flexible, quick to pick up new skills and eager to learn from others. I also have lots of ideas and enthusiasm. I’m keen to work for a company with a great reputation and high profile like [insert company name]. I have excellent references and would be delighted to discuss any possible vacancy with you at your convenience. In case you do not have any suitable openings at the moment, I would be grateful if you would keep my CV on file for any future possibilities. Yours sincerely

3. Letter for creative jobs

We’ve used the example of a copywriter but you can adapt it for your profession. The aim of a creative letter is to be original and show you have imagination, but understand what the job entails. Balance is essential: don’t be too wacky, or it will turn off the reader.

Dear Ms Green, · Confused by commas? · Puzzled by parenthesis? · Stumped by spelling? · Perturbed by punctuation? · Annoyed at the apostrophe? (And alliteration?) Well, you’re not alone. It seems that fewer and fewer people can write. Unfortunately, there are still a lot of people who can read. So they’ll spot a gaffe from a mile off. And that means it’s a false economy, unless you’re 100% sure of yourself, to write your own materials. (Or to let clients do it for themselves.) To have materials properly copywritten is, when one considers the whole process of publishing materials and the impact that the client wishes to make, a minor expense. Sloppiness loses clients, loses customers. There is an answer. Me. Firm quotes are free. You can see some of what I do on my multilingual website at [insert web address]. If you’d like, I can get some samples out to you within 24 hours. And, if you use me, you’ll have some sort of guarantee that you can sleep soundly as those tens of thousands of copies are rolling off the presses. Luck shouldn’t come into it! With kindest regards

Other helpful resources

How to write a perfect CV and cover letter

Applying for jobs without experience? How to build and sell your skills

Five steps to the perfect graduate CV

School-leavers and graduates: how to write your first CV

How to write a personal statement for your CV

CV templates to fit every stage of your career

Looking for a job? Browse Guardian Jobs for your next career step.

• Guardian Careers
• CV and cover letter examples
• Covering letters

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JM&Co. Recruitment Agency - Blog

How to write an excellent cover letter for your job application.

How to write an excellent covering letter for job applications., what is a job application covering letter.

Before we get into the nuts and bolts of writing a cover letter for your job applications (to ultimately get an interview), let me give you a bit of background about what a cover letter actually is.

A cover letter (or sometimes referred to as a job application letter) is an essential part of almost every vacancy application. Not only does it sell your skills and abilities to recruiters or hiring managers, but it also supports your CV or résumé to highlight why you are the perfect candidate! Also, a cover letter doesn’t have to be a ‘letter’, it can be a letter via email.

Often, a well written covering letter or letter of application showcases your skills and experience for a vacancy prior to the Hiring Manager reading your CV or résumé. In turn, this will enable them to identify specific skill sets you have highlighted, which they will look out for, and put into context when reading your CV.

Because of this, a stellar cover letter that sells your skills and background is crucial to your success in the job search process.

What to think about when writing a vacancy application letter?

A cover letter should be clear and easy to read.  It should show that you know exactly what skills and experience the employer is looking for, to successfully fill their vacancy.

First, you should gather the information, information about the company you’re applying to and the role they are looking to recruit for.

Look at the job description and how your skills and experience compare to the vacancy they are looking to fill. I have spoken to many candidates about writing a covering letter, and the most daunting part of the process, is thinking about the process itself!

When pulling together your information, think of the job description as the ‘ingredients’ and your CV or résumé as the ‘menu’!  The two are so closely linked and you can’t have one without the other!

The job description is sharing what you need to highlight and showcase in your covering letter, your skills and experience as it were.

How do I construct a cover letter?

First off, do your research and make notes! Ask yourself the first really important questions:

• Why am I interested in working for the company?
• What interests me about this job vacancy?
• What skills or professional experience can I showcase from my career or current role?
• Why am I the most suited candidate for the job?
• What transferable skills can I also offer?

Use a HIGHLIGHT and MARK method for your perfect cover letter.

So, going back to the recipe and menu!

The job description is telling you what skills and experience the company is looking for to successfully fill their job vacancy, and your CV or résumé is showcasing your skills and previous experience… the two have to match, right?

Now, take a highlighter and mark the job description or advertisement with the skills and experience you have. Maybe use one colour for highlighting direct skills / experience, and a second colour to identify the skills / experience that you have, albeit in a different but similar context (see below!).

Don’t highlight any negatives but write about similarities. For example:

The job description is asking for ‘experience of using Google Sheets spreadsheets’, which you might not necessarily have.

Instead of writing that you don’t have this experience or just ignoring it, share the experience you do have.  If you have experience of using MS Excel for example, let the Hiring Manager know that you have experience of ‘working with spreadsheets, using MS Excel’.

You might also like to share the level of your experience? This is the area that you may have highlighted in the second colour (see above!)

Cover-letter formats of an effective job application letter.

Your job application letter should have 4 main parts:

• The greeting
• Cover letter introduction

The Greeting — Be sure to make a good first impression.

We all know that first impressions count, this is especially true in writing a covering letter for a job application… but how do you make a good one?

If you know the Hiring Manager’s name from the job advertisement or job description, the chances are that they are open to you using that information as a greeting.

It’s a bit like the rule of replying to an email by using the salutation you’ve been presented with.

For example, if I receive an email from someone I’ve not met before, with a greeting of ‘Hello JM’, I respond with the same greeting, ‘Hello {FIRST NAME}’.

What to do if you don’t know the Hiring Manager’s name?

It’s best to stay away from the more generic ‘Dear Hiring Manager’ if you can, and resort to ‘Dear Sir / Madam’ if you have no other option.

There’s been a significant shift to using ‘Hello {NAME}’ in a greeting recently, but it would be best to check on the company culture to see if a more casual approach is acceptable.

You might want to research the company to determine who to address your covering letter to. Greeting a specific person will show that you’ve done your research, it makes the covering letter more personable and shows that you have written the covering letter specifically for that vacancy.

If you’re not having much luck in finding this information from the job advertisement, try conducting a quick search on search engines like Google, or a business networking site, like LinkedIn.

You might also want to call the company and ask for the person’s name to address the covering letter to… again this can show that you are working on your initiative and it could also open a positive dialogue with the recruiting company.

If you are applying through a recruitment agency, speak to your consultant first for guidance, as it may be that a covering letter would be best addressed to them.

Your cover letter introduction.

This is the area that you let the Hiring Manager know why you are writing your covering application letter.

This doesn’t have to be a large paragraph, and it’s best to be direct and to the point. It should describe why you are getting in touch, for example:

I am writing to apply for the {POSITION, ROLE, VACANCY} of {JOB TITLE} which I have seen advertised on {WHERE YOU SAW THE JOB ADVERT). Please find attached my CV, together with a covering letter.

The main body for an effective cover letter.

We won’t go too heavily into this as you’ve already done all the hard work by Highlighting and Marking your experience against the job advert or description, now you need to write about it!

Remember recipe / menu and cover your relevant skills.

You’ve got this! Let’s get this interview!

Cover letter closing.

Now we’ve created some great content for your job application letter, we need to ‘sign off’ or ‘close’ on a positive note!

The ‘close’ is a great place to reiterate your interest in the job vacancy and company.

Remember to say, ‘thank you’ and try to include something specific to the job or company, for example:

I am really interested in the prospect of working for {COMPANY} and I would welcome the opportunity of meeting with you to discuss my skills and experience for your {JOB TITLE} role.

Remember to include your contact details!

Finally, double check that your telephone number and email address are both present and correct on the job application letter or covering letter (if it is a letter you have written) or on your CV.

You’d be amazed at how many CV’s don’t include the correct information!

A last note from JM&Co.

I hope that this article has helped you to formulate your own ‘Cover Letter Template’ and will offer you support when writing your job application letter or cover letters.

Watch this space for some future cover letter examples, sample cover letters and further insights into job application letters.

Very best wishes in showing potential employers you relevant experience and I hope that you are successful in winning the job interview!

Additional tip alert!

Also consider including your professional profile URL (LinkedIn for example) on your CV.

That way you can see if any Hiring Managers have looked at your profile!

In today’s world of ‘apply, send and wait’, it’s great to keep a measure on the activity behind the scenes!

Additional Content

How to get the best out of your interviews

How to make the best first impression

How to write a killer email!

Looking to be a JM&Co. candidate?  Visit  https://app.jmco.uk/search .

JM&Co. Recruitment Ltd is a recruitment agency located in Brackley, South Northamptonshire.  We are an employment business who provide work finding services for candidates seeking new job roles in the Brackley, Bicester, Banbury, Buckingham, Towcester and Silverstone areas.

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Write a successful job application

Employers have countless job applications to sift through, so dashing off some answers and hoping for the best won't cut it. You'll need to carefully prepare and demonstrate sought-after skills

While for some jobs you will be asked to send a CV and cover letter, many graduate roles require you to fill in an application form instead.

You'll need to complete most job application forms online via the company's website, but paper forms are still accepted in some cases.

How do I prepare for making an application?

When you find a job you'd like to apply for, don't start filling in the application form straight away. Take some time to prepare, as this will make the task much easier.

Gather together all the information you'll need, including details of your academic achievements, employment history and contact information for your referees.

You'll make a great first impression if you do your research - find out the aims of the company you're applying for, the sector they operate in and who their main competitors are. Browsing their social media channels is a good place to start.

Study the job description so you can refer back to the specific skills and qualities the employer is looking for as you complete the form.

Finally, read the instructions carefully to ensure that you complete the correct sections of the form and know when the deadline is.

What information should I include on an application form?

The application form should make the employer want to meet you to find out more and give you an opportunity to demonstrate your skills. Typical sections of an application form include:

• Personal information - give basic details, such as name and email address.
• Educational background - provide information on your academic achievements, including the institutions you've attended, courses taken and qualifications gained.
• Work experience - list your employment history and describe your main duties and responsibilities in each role, emphasising those most closely related to the job you're applying for.
• Competency-based questions - give specific examples of times when you've demonstrated the skills required for the role. Avoid being vague, and don't waste space writing about skills you have that aren't relevant - see example questions and answers for help.
• Personal statement - write a well-structured, well-argued case that you are the right person for the job, again referring to the person specification set out in the advert.

Don't be afraid to sell yourself. Demonstrate your passion for the company or job and any past achievements you can relate to the role. When writing your answers, always consider what skills employers want and how you can show that you have them.

Most application forms will also require you to provide details of at least two people who can provide references. You may sometimes be asked to attach a CV and cover letter as well.

Never lie on your job application form. Not only is this dishonest, but there can be more serious consequences - for example, altering your classification from a 2:2 to a 2:1 is considered degree fraud and could result in a prison sentence.

How do I fine-tune my application?

Refining your writing style will improve the quality of your application. Employers are looking for confident applicants who can convince them of their capabilities - demonstrate your suitability by giving short, to the point and positive answers.

You should also:

• use power verbs such as transformed, delivered, achieved and inspired
• choose descriptive words like effective, consistent, determined and adaptable
• focus on answering the questions and avoid waffling or being too vague
• select appropriate examples of your achievements from past experience
• demonstrate enthusiasm for the role
• ensure your spelling and grammar is correct.

Ask somebody else, such as a careers adviser, parent or friend, to read through your application form. A second pair of eyes will help pick out errors that you may not have spotted.

Do I need to disclose personal information in a job application?

Many graduate employers are committed to promoting diversity and equal opportunities in the workplace and the Equality Act 2010 legally protects people from discrimination in the workplace and in wider society. Nine characteristics are protected by the Act:

• gender reassignment
• marriage and civil partnerships
• pregnancy and maternity
• sex (gender)
• sexual orientation.

When making an application, it's important to remember that you're not obliged to give details of any of the above characteristics and that it's unlawful for recruiters to discriminate against applicants on these grounds. You might be asked to provide these details on a confidential equal opportunities form, usually the last page of an application, or on a separate form. This is used solely for monitoring the employer's commitment to equality and diversity. It shouldn't be seen by people involved in recruitment or used in the selection process. If you'd prefer not to answer some or all of these questions, there is usually a 'prefer not to say' option you can select.

While there's no legal obligation for you to disclose personal information to your employer, it's entirely up to you if you choose to do so. If you don't feel comfortable disclosing on an application form there will be other opportunities to do so, such as during an interview, after a job offer has been made or once you're in the workplace.

For example, if you want to disclose a disability at the application stage, our example cover letter shows you how. If you'd like to disclose that you're trans during an interview, you could ask what policies are in place around the treatment of trans employees or ask if there are any groups of initiatives you could get involved in.

You can make a complaint if you feel you have been discriminated against during the recruitment process. In the first instance, it might be useful to visit Acas , an independent public body that provide free, impartial advice on workplace issues.

How do I submit my application form?

You'll complete the majority of job application forms online. On most employers' websites registering your details means you can save your work as you go, meaning you don't have to finish the form in one sitting.

Typing your answers into a Word document, before copying and pasting them into the application form, is easier than typing directly into the web browser. You'll need to double-check your formatting as you copy and paste - for instance, if you've gone over the word count, the online form may simply cut off the ends of your answers - but going about your application this way means you won't risk losing your progress if your logged-in session times out.

Print the completed application form out and read it through before you submit, as it's much easier to spot spelling and grammatical errors on a printed page than on screen.

Finally, ensure you have attached any requested documents, such as your CV, and then submit your application. You should receive email confirmation that it has been received.

What happens if my application is successful?

Employers receive hundreds of applications per job and if they've chosen to progress yours on to the next step you should feel proud of yourself.

Depending on the role and employer you may be asked to complete a series of online exercises such as psychometric tests . Before inviting you to an in-person interview some recruiters may set up a telephone or video interview. Others may invite you to attend an assessment centre .

To find more advice on how to handle this stage of you application, see interview tips .

How do I respond to job rejection?

Whether the rejection comes at the application form stage or after an interview, everyone experiences it at some point. While it's disheartening and can have an impact on your confidence, especially if it happens a few times, the important thing to remember is that many others are in the same position.

You should email the company within a week of the rejection, politely thanking them for their time and asking that they retain your details for any future opportunities. Ask for feedback - the majority of employers will be happy to provide this. Enquire about what you did well and where your application fell down, as this can help you approach the next one more confidently.

If you're struggling to get to the interview stage, you need to develop an action plan of achievable mini-goals, such as:

• improving your CV
• gaining extra work experience
• using social media to job hunt
• meeting and connecting with new people.

Find out more

• Search for graduate jobs .

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Cover letters

What is a cover letter.

This is a letter that you send with your CV when you apply for a job. It introduces you to the employer and is an opportunity for you to highlight your skills and experience that are relevant for the role you are applying for. Each cover letter, like your CV, should be tailored for each job application.

How long is a Cover letter? 

It really depends on the role and seniority of the position you are applying for. Some job adverts will tell you the maximum length of a cover letter.

However, cover letters should generally be no more than one side of A4. Aim for three to five short paragraphs that highlight your skills and mirror the advert, job description and person specification (if supplied).

If you are applying by email your cover letter should be in the body of the email and not sent as a separate attachment. You can always write it out on an A4 page first to get the right length and then copy and paste the paragraphs into your email. Don’t forget to use your programme’s spelling and grammar checkers to avoid unnecessary mistakes. 

How to address your letter 

Where possible you should address the letter to the hiring manager or the person who is receiving the applications (this could be someone in HR or a recruitment consultant). If you don’t know who will be receiving the applications, it’s better to be more formal for example Dear Hiring Manager, Dear Whom it may concern or Dear Sir or Madam.

Remember if you use someone’s name, finish your letter with   Yours sincerely . If you don’t use someone’s name, use   Yours faithfully.

What to include 

Keep it brief and relevant; use this as an opportunity to highlight your skills and show why you should be considered for the role and invited to interview.

The opening sentence Start with explaining why you are writing to the organisation for example:

‘I am writing to you to apply for your recently advertised role of Diagnostic technician advertised on your company website.’

Next, say you’re suitable for the position, what attracted you to the role and the company. For example:

‘ I am a fully qualified diagnostic technician, and would like the opportunity to work within [insert company name], a forward-thinking business within the industry that has a superb reputation, with both its employees and customers.’

Next, you should highlight your experience and link this to what the business is looking for. Mirror keywords from the advertisement and/or job description. For example, if you a business is looking for candidates who have knowledge of specific tools and systems and you do highlight that. Similarly, if they looking for people who are ‘highly motivated and solution oriented’ give an example that shows you are:

‘Over the last four years, I have gained a wide and varied range of skills, and have in-depth knowledge of diagnostics using a range of tools and systems including [x system/tools]. I am motivated and believe one of my biggest strengths is my ability to problem solve and find solutions. I am a committed team member who is flexible and adaptable to meet my employer’s needs.’

Finally, repeat your interest in the role and that you are keen to discuss your application with them. And, last but not least, thank them for their time.

‘I would like the opportunity to discuss this role with you further and I am available at any time convenient to you.

Thank you for taking the time to read this and I hope to speak with you soon.’

If you would like help with your cover letter or with another aspect of looking for a job, call us on 08081 311 333 or chat with us online using the chat function at the top of the page - we're here to help.

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STAR method

How to use the STAR method to prepare great answers to typical interview questions

Transferable skills

Find out how your transferable skills like communication or flexibility can help you move to another job role

Finding the right job

Job searching involves more than searching for open positions and sending your CV to employers. You also need to make sure you’re a good fit for the role, that you can stand out

Using social media to find a job

Your CV is normally only seen by people you have sent it to directly. However, most employers and recruitment agencies use social media to find suitable candidates for a role – and to find out more about candidates. Lots of people use social networks personally but they are a great way to raise your professional profile and help businesses and recruitment agencies find you.

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At risk or loss of employment

If you're worried that you might lose your job or you have been made redundant, we're here for you. Find out how we can help

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Create your Europass CV

The Europass CV builder makes it easy to create your CV online. You can use it to apply for a job, education or training opportunities as well as volunteering.

The best-known CV format in Europe

The Europass CV is one of the best-known CV formats in Europe. It is easy-to-use and familiar to employers and education institutions.

You will first have to create your Europass profile with information on your education, training, work experience and skills. After you complete your Europass profile, you can create as many CVs as you want with just a few clicks. Just select which information you want to include, pick your favourite design and Europass will do the rest. 

You can create, store and share CVs in 31 languages . You can download your Europass CV, store it in your Europass Library share it with employers, with  EURES  or other job boards.

How to create a good CV

Remember that your CV is your first opportunity to communicate your skills and experiences to a future employer. It is a snapshot of who you are, your skills, your educational background, work experiences and other achievements.

Present your experience clearly

Highlight examples of your skills and experiences matching the job you are applying for. Pay close attention to the details published in the vacancy notice.

Tailor your CV

Make sure you update the ‘About Me’ section to highlight why you are the best person for the job. Do not include a full detailed history. Focus on facts and main points that match the job you have in mind.

Make it readable

Make sure your CV is easy to read. Use clear and simple language.  Use strong verbs (e.g. ‘managed’, ‘developed’, ‘increased’).

Use reverse chronological order

Always list the most recent experience on the top followed by previous ones. In case of long gaps in working or learning, include an explanation.

Polish and fine-tune

Check for spelling and grammar mistakes, provide a professional e-mail address, and add a professional photograph of yourself.

Your Europass profile

Your Europass profile is the place to keep a record of all your skills, qualifications and experiences. If you keep your Europass profile up-to-date then you will always have all the information you need to create tailored CVs and job applications quickly.

Good luck with your applications!

Find support through EU services

Eures the european job mobility portal, working abroad in other eu countries, education and training in other eu countries, you may be interested to read.

Create your Europass Cover Letter

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