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Cover Letters

A cover letter introduces and markets you effectively by complementing your CV.

A cover letter tells your story by highlighting your relevant strengths and motivation for the person and organisation you are writing to, rather than listing all the things that can already be seen on your CV.

Always take the opportunity to submit a cover letter if you are given the chance.

The cover letter gives you scope to showcase what interests and drives you, and your enthusiasm for an organisation and the role. You can use it to align yourself with the organisation’s strengths, values and culture, and highlight in a targeted way your knowledge and strongest, most relevant skills for the position.

The content and style are up to you, but a logical and engaging structure is key. Below are some guidelines.

How to Write Cover Letters

Aim for a professional tone that conveys your message to the reader succinctly - remember it's not an essay or dissertation! Write in clear, concise English – take care not to drown the reader with your detail and avoid jargon they may not understand. The Plain English Campaign has some good guidance on improving your writing style.

Structure it like a business letter, brevity adds power and aim for no longer than 1 side of A4 in length. However, if the organisation gives you very specific instructions about the structure. length and content, follow their guidance.

Introduction

Introduce yourself and explain why you are writing. If you are responding to an advertisement, state where you saw it. This tells the recruiter why they are reading the letter, and it gives them feedback on which of their advertising sources are working. You need to think about how you would like to introduce yourself; it could be that you mention the course you are studying and when you plan to finish it along with your place of study.

Why this job?

Explain why you are interested in the job and the organisation. Tailor the letter to the organisation and job description to make it clear that you haven't sent out multiple copies of the same letter to different employers.

Draw on your research, especially what you have learnt from speaking with their staff (e.g. while meeting them at a fair or event, or during work shadowing/experience) as this will demonstrate an awareness and understanding of them that goes beyond the corporate website. Be specific about why the position is particularly attractive for you, and back this up with evidence from your past, or by linking this to your overall career plans, and what you find exciting about this sector, don’t just repeat the text from their publicity material.

Explain why you are well-suited to the position. Refer to the most relevant skills (c.3-5), experience and knowledge you have and match what you say to the requirements outlined in the job description. Tell your story and highlight key evidence so that you are building on your CV, but not using exactly the same phrases. Make sure you read our guidance on demonstrating you fit the job criteria for more advice.

As your aim is to convince the recruiter that you are a suitable candidate for the job, focus on your accomplishments and the transferable skills that are relevant to the role. State explicitly how you match the job criteria – don’t expect the person reading your letter to infer your skills or experiences for themselves.

Support your claims by referring to examples that are already detailed in your CV. You can make a stronger, more credible case by linking different experiences that highlight similar skills or competences. For example:

You first demonstrated your organisational skills by creating (an event) at school, and you have developed them further by raising (£xx) at last year’s fundraiser and, most recently, by leading (another event) for your society attended by (number) of people.
The role (applied for) would allow you to further explore your interest in mental health well-being which has driven your success as college welfare officer and the personal sense of achievement gained from working as a peer counsellor.

Reiterate your desire to join the organisation and end on a ‘look forward to hearing from you’ statement, followed by ‘Yours sincerely’ if writing to a named individual and ‘Yours faithfully’ if you have not been able to find a named contact.

Write to a named person if you can
If you have not been able to find a named contact, you could use ‘Dear Recruitment Manager’ or ‘Dear Recruiter’.
Check your spelling and get someone else to read it over.
Check that it says clearly what you want it to say. Are there any sections that are hard to read, overly long sentences? If yes, try to simplify the language, avoid jargon, use shorter sentences or take out that section completely.
Make the letter different each time. If you insert another company name, does the letter still read the same? If so, tailor it more specifically to the firm - you may need to do further research
Don’t start every sentence with “I”.
Give evidence for all your claims.
Be enthusiastic and interested.
Don’t repeat your whole CV.
It’s normal to find cover letters tricky to write. Give yourself plenty of time before the application deadline to redraft.
A careers adviser at the Careers Service can give you feedback on the content and structure of your cover letter and CV, and advise you on how best to target particular sectors – write one first, book an appointment on CareerConnect and ask a careers adviser for feedback.

Academic Cover Letters and Statements

Academic cover letters.

Academic cover letters vary in length, purpose, content and tone. Each job application requires a new, distinct letter.

For applications that require additional research or teaching statements, there is no point repeating these points in a cover letter – here, one page is enough (brief personal introduction, delighted to apply, please find enclosed X, Y, Z documents).

Other applications ask for a CV and a cover letter only, in which case the letter will need to be longer and require more detail. Others ask explicitly for this detail in the form of a supporting statement that sets out how you fulfil the job criteria. Aim for a maximum length of two pages, though for roles at associate professor level and above it may extend to 3-5 pages. In all cases it is important to use the space effectively and show that you can prioritise according to what they are looking for.

In all cases:

Your letter is a piece of academic writing – you need a strong argument and empirical evidence
Write for the non-expert to prove that you can communicate well
Make sure you sound confident by using a tone that is collegial (rather than like a junior talking to a senior)
Demonstrate your insight into what the recruiting department is doing in areas of research and teaching, and say what you would bring to these areas from your work so far.
Give quantifiable evidence of teaching, research and funding success where possible.

Teaching Statements

What is a teaching statement and why do you need one.

When making an academic job application, you may be asked for a teaching statement (sometimes referred to as a ‘philosophy of teaching statement’). These statements may also be requested of candidates for grant applications or teaching awards.

A teaching statement is a narrative that describes:

How you teach
Why you teach the way you do
How you know if you are an effective teacher, and how you know that your students are learning.

The rationale behind a teaching statement is to:

Demonstrate that you have been reflective and purposeful about your teaching. This means showing an understanding of the teaching process and your experience of this
Communicate your goals as an instructor, and your corresponding actions in the laboratory, classroom, or other teaching setting.

Format and style of a Teaching Statement

There is no required content or format for a teaching statement because they are personal in nature, but they are generally 1-2 pages, and written in the first person. The statement will include teaching strategies and methods to help readers ‘see’ you in a lab, lecture hall, or other teaching setting. The teaching statement is, in essence, a writing sample, and should be written with the audience in mind (i.e. the search committee for the institution(s) to which you are applying). This means that, like a cover letter, your teaching statement should be tailored for presentation to different audiences.

Articulating your teaching philosophy

Consider your experiences as both teacher and learner, and always keep your subject at the forefront. Consider all opportunities that you have previously had to teach, mentor, or guide, and determine instances that were both successful and perhaps not so successful. Understanding why and how learning happens is an important part of your teaching philosophy.

Here are some general areas to focus on in your teaching statement:

Goals : Convey your teaching goals. What would you like students to get out of your courses? What matters most to you in teaching and why?

Strategies : List effective teaching strategies. How will you realise your goals? What obstacles exist to student learning and how do you help students overcome them?

Evidence : Specific examples of your teaching experience are powerful in a teaching statement. Provide evidence that your students have learned (or not) in the past.

Research Statements

Some applications ask for a short research statement. This is your opportunity to showcase your vision for your research, propose a research plan and show how this builds on your current expertise and achievements. It forms the basis for discussions and your presentation if you are invited for interview.

Remember to:

Provide a big picture overview of your research vision
Make sure there are clear links between your proposal and the work of the recruiting institution. Each statement must be tailored to the particular role you are applying for
Write about your research experience stating the aims, achievements, relevant techniques and your responsibilities for each project
Write as much (within the word limit) about your planned research and its contribution to the department, and to society more broadly
Invest time and ask for feedback from your supervisor/principal investigator or colleagues.

Tips for Junior Research Fellowship or JRF Applications

Read the job description carefully to understand what is prioritised by the recruiting College or institution(s) beyond furthering your research. If there are additional responsibilities such as outreach, mentoring, expanding or fostering academic networks, you will need to provide evidence of your interest and experience in these areas, as well as statements about how you would fulfil these roles when in post.

Try to meet current junior research fellowship (JRF) holders to gain further insight into what the role entails on a daily basis and what is expected by senior colleagues.

Show how your research contributes to, extends and/or maximises the impact of other work going on in the university. Then state why the JRF would enable you to further these in specific ways.

Think about how to demonstrate your experience in the following areas:

Your research vision. Can you outline a big picture view of the research you want to do and its impact, for the department, the field and the wider society
Publications, think broadly here and include journal articles, book chapters, policy papers, expert reviews, public commentaries and any other type of media coverage
Funding, give prominence to any funding awards and to your grant-writing experience
Participation in professional activities such as establishing collaborations with people or organisations outside the university, reviewing journal articles and membership of relevant societies
Outline how you intend to participate in knowledge exchange and public engagement within your fellowship. These activities are now recognised as significant components of academic life

Look at Vitae’s Research Developer Framework to identify any other academic-related competencies that you could demonstrate in your application (particularly project-management, leadership, developing innovative partnerships/strategic thinking).

Have your application reviewed by a careers adviser by booking a short discussion appointment on CareerConnect .

Our Resources

Example cover letters.

Sample cover letter
Sample cover letter for management consultancy
Sample cover letter for voluntary organisation
Sample speculative cover letter (see speculative applications)
Sample cover letter for first lectureship, Arts and Humanities
Vitae for examples and advice relating to academic cover letters

Demonstrate You Fit the Job Criteria
Application Forms

External Resources

External websites with guidance and examples.

TARGETjobs: Cover letter essentials
Prospects: Cover Letters

Artificial Intelligence (AI) generators and other paid-for services

A growing number of websites offer AI-generated cover letters, either for free or for a fee. There are also numerous organisations offering to write your cover letters for a fee. We believe that if you follow the advice above and come for a (free) cover letter review at the Careers Service as part of a 20-minute 1:1 appointment, you will get the best service for you.

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How to Write a Cover Letter for Management and Administration Jobs

The purpose of your cover letter

The power of the cover letter in making an effective job application should never be underestimated. A good cover letter will grab the employer’s attention and make them want to read your CV. The purpose of your cover letter and CV together is to whet the employer’s appetite, to establish you as a serious contender for the post and to persuade the recruiter that you are worth an interview.

The cover letter exists to:

Demonstrate your enthusiasm for the post, based on the research you have done about the role and the institution
Explain your rationale for applying and how the role fits with your career plans
Answer the question “Why should we hire you?” by demonstrating how you meet the key criteria for the post and what sets you apart from other candidates
Provide evidence of your written communication and language skills, including the ability to be clear, succinct and articulate.

This article focuses on cover letters for roles in HE Management and Administration and addresses:

When to send a cover letter

What format to use
How to tailor it to a particular role
Marketing yourself in the cover letter
The dos and don’ts of cover letter writing
An example ‘before’ and ‘after’ cover letter with detailed explanations of the improvements made
A checklist for you to ensure your cover letter is as effective as possible.

You should always send a cover letter with your CV unless you are expressly asked not to. The only exception is if you are posting your CV on a database/with an agency where it will be seen by numerous employers, in which case a Profile on the CV itself is helpful.

Even if you have explained your motivation for applying on the application form, it is still worth sending a separate cover letter. This is because the cover letter gives you another opportunity to market yourself and can strengthen your chances.

The format of a cover letter

For jobs in administration and management, you should aim for your letter to be no longer than three-quarters of a page. In order to make an impact, and to prove that you can explain ideas fluently and clearly, the letter needs to be succinct.

Keep paragraphs short and your typeface clear (a font size of 11 or 12 is recommended) as the employer’s attention span will be brief.

It is traditional to write the cover letter in paragraph format, and this is the format we have used for our example letter, although some candidates choose to use bullet points and/or bold to highlight key points.

The order of paragraphs is not critical, but the following structure is recommended:

Address and salutation: Address the letter to a named person i.e. the recruiting manager who will shortlist the applications. A quick phone call or email should elicit this information.
First paragraph: An introduction, explaining which job you are applying for, how you heard about the post, and some brief background on who you are e.g. in terms of your current job role.
Middle section: Evidence of how you meet the top 3 or 4 criteria for the role, with brief illustrations of your achievements in each.
Final section: Explain what attracts you to this role in this institution and how the role fits into your career plans.
Concluding paragraph: A conclusion summarising what makes you suitable for the job and a statement expressing interest in an interview.

Tailoring your letter

The best way to tailor your letter effectively is to:

Do your research

Your cover letter needs to show what a great match you are for the job. The job and person specification will only give you so much. In order to understand the job context, the key priorities, what the recruiters are really looking for and how the job might develop you need do your own research.

This could include:

Online research

For example: into the University and Department’s strategies and future plans, it’s student profile, organisational structure and so on. For external appointments, you may be limited to what is available publicly so do use your networks to access these. You may be able to find useful information on news sites and publications such as the Research Assessment Exercise and Good University guides .

Discussion with the recruiting manager

Most recruiters are only too happy to answer questions about the job from potential applicants beforehand. This can also help you get your ‘name in the frame’ early. Just ensure that your questions are intelligent and be warned that the conversation might turn into an informal interview. You should reflect on why the employer should hire you, and refine your ‘elevator pitch’ before arranging the call.

Conversations with other employees

Including the departing jobholder, their colleagues and subordinates. For internal roles, you can use your internal networks to find these people. For external roles, you might ask the recruiting manager to put you in touch – or use your networks to see who knows someone in the right department and institution.

The depth of your research will show in your application and can really distinguish serious applicants from the rest of the pack. It’s also great preparation for the interview stage.

Be selective

The best way to tailor your letter is to pick out only the top three or four criteria for the post and focus your evidence on these. If the employer is convinced you have the right credentials, experience and skills for the areas that matter most, the chances are that they will invite you to interview. Your CV and your interview can cover the rest.

Use the employer’s language

Ensure you use the same keywords in your letter as the employer uses in their advertisement and in other sources (such as the Institution’s Values or Strategy statement). Listen carefully in conversations with the recruiter and colleagues for any buzzwords. If the institution talks about ‘student engagement’, ‘research capability’, ‘lean management’ or ‘employability’ issues – it will help if you talk about your experience and interests in the same terms.

Marketing yourself effectively

Before you write your letter, you need to be clear on what your Unique Selling Points are for the role in relation to the key job criteria.

Think about what will differentiate you from the competition. Consider who else might apply, internally and externally, and what they might offer. Consider what makes you stand out from them. This might include:

Greater depth of expertise or length of experience in this field
A particular blend of experiences which give you a unique perspective (e.g. having worked in both central functions and academic departments, or having been a student yourself recently for student-facing posts)
Specific achievements in your current and previous roles
A qualification which is highly relevant to the role, but which not all the other applicants will have
A passion for and commitment to the subject matter of the job or for working in this particular area
Well developed professional networks in a relevant field which could prove helpful in the job
Or anything else you think might make the stand out in a way which is relevant to the role.

Tips for success

Put your most convincing evidence first. You need to make an impact in the first few sentences. Talk about your current or most relevant job first
Focus on achievements in your current and previous roles rather than merely your responsibilities. Quantify these wherever possible
Illustrate your achievements with brief but specific examples, explaining why these are relevant to this role. You can refer the employer to the CV for more detail
Concentrate on the areas which differentiate you from the competition rather than the basic job criteria
Demonstrate how well you have researched the role and the job context when explaining your career motivation
Explain your rationale if you are seeking a career change or sideways move
Be succinct. Ask a friend to go through it with you and edit out any wordy sentences and redundant words
End on a note of enthusiasm and anticipation.
Try to summarise your CV or give too much detail – you need to be selective about the points that you highlight
Make unsubstantiated statements about relevant skills and experience without giving examples
Send the same or a similar letter to more than one employer. Never ‘cut and paste’ as employers will suspect a lack of research and career focus
Make generalised statements about why you want to work for the institution (e.g. referring to ‘a top 50 global institution’ or ‘a department with a high reputation’)
Use jargon specific to your employer or profession which the employer might not understand
Focus on what the employer can do for you – it’s more about what you can do for the employer.

Example cover letter – with comments

Example cover letter – improved version

Cover letter checklist

Before you send off your letter, use our final checklist to ensure your letter is as strong as possible.

Done your homework so that you are clear about what the employer wants?
Given clear evidence of how you meet the most important criteria of the job?
Kept it to three quarters of a page or less?
Put your most important evidence in the first half of the letter?
Asked a friend to proof read it and ensure the language is succinct and clear?
Addressed it to the right person?
Given a convincing explanation of why you want the job?
Ended with a summary of why you would be perfect for this role?

Download the ‘How to Write a Cover Letter for Management and Administration Jobs’ ebook here .

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Covering letters for academic jobs in the UK

Key elements for your academic covering letter .

Your academic covering letter should:

be approximately one to two A4 pages in length, but can be longer (especially for more senior positions).
focus on what you have to offer the department or institution to which you are applying, rather than what you’d like to gain from working there.
succinctly highlight your academic success and achievements, in relation to the post being advertised.
make clear links between your experience and the job to which you are applying (e.g. which of the departments modules you could teach on, which staff members you could collaborate with etc., if relevant).

What to include in your academic covering letter

Your CV is there for the employer to refer to for further details, so you should avoid simply repeating your CV again in your covering letter.

In your covering letter, you should argue your case as to why your experience so far makes you a great candidate for that particualr job at that particular university. Here are some tips on what to include in your academic covering letter:

Open by explaining what you are applying for and where you say it advertised.
Briefly introduce yourself and what attracted you to the employer and the job (avoid directly restating phrases from their recruitment literature).
Explain how your research interests and/or teaching experience complement those of the department.
Give examples that show that you have the right combination of skills. Examples might include some details of modules you’ve taught, conferences you’ve participated in, successful collaborations or projects in which you have been involved.
Include a closing paragraph stating your availability for interview (if necessary) and that you look forward to hearing from them etc.
Jobs.ac.uk have a useful academic cover letter template and an e-book guide on how to write a cover letter for academic jobs.
Keep your letter succinct, relevant and enthusiastic in tone. Ensure it complies with formal conventions, e.g. sign off with “Yours sincerely” if it is addressed to a specific individual and “Yours faithfully” when you don’t have a name, and include your address and the date at the top.
If you would like advice on your academic covering letter, you can arrange to see the PGR Careers Adviser .

Good luck with your applications!

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