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Section 3: The Covering Letter
Purpose
The covering letter should outline your reasons for applying
and demonstrate broadly how you meet the requirements of the
position. It is normally the first thing the selection panel
will read. It is important that the covering letter looks good,
sounds positive and enthusiastic, and attracts the reader's
attention. It is also one way of demonstrating your written
communication skills.
What should it include?
It is recommended that you include the following
information in your covering letter:
- Your address
- Date of your application
- Title and reference number of the position for which
you're applying
- Indication of what is included in your
application, e.g. résumé, statement
addressing the selection criteria (optional), written
references (optional), etc.
- Statement of why you are interested in the
position and what particularly attracts you about
the job, the work area, etc.
- One or more paragraphs outlining broadly how you
meet the requirements of the position and selection criteria.
This may include highlighting the most
relevant skills or abilities you can bring to the
position, your familiarity with the workplace/job
requirements, any relevant personal qualities or attributes,
and the benefits of employing you.
- Optional - examples of how you meet one or more of the
selection criteria. See Addressing
Selection Criteria for more information.
- How and when you can be contacted if required to attend
an interview.
Should the letter be typed or handwritten?
There are different views about whether the covering letter
should be typed or handwritten.
In general a typed letter looks better presented, neater and
easier to read, so if you have access to a computer, it is
probably a good idea to provide a typed covering letter.
If you do decide to produce a handwritten letter, make sure
it is legible, neat and easy to read.
Use of positive tone
All of your written application needs to sound positive and
enthusiastic. This is particularly important with your covering
letter, since this is the first document a selection panel will
read. How you phrase things and the words you use can
convey either a positive or a negative message to the selection
panel.
Try to avoid saying what you can't do;
avoid phrases such as:
- 'I don't have any experience in ....'
- 'My knowledge of .... is limited'
or words such as:
- unfortunately
- only
- quite.
Use of such words and phrases may convey a negative message
to the selection panel that you either do not have the
necessary skills and experience, or that you lack
self-confidence.
Instead, focus on positive statements, such as:
- 'I have experience in ....'
- 'My knowledge of .... includes ....'
and words such as:
- very
- several
- many
- good/excellent.
Such positive words and phrases convey to the selection
panel that you do have the skills and experience, and that you
have confidence in your own abilities.
Examples
To follow are two examples of covering letters.
- The first is a pro-forma letter highlighting the types of
information that could be included in a letter.
- The second is an example of how a covering letter for a
particular University vacancy might look.
If possible, keep your covering letter to a single page. Too
much information, especially if it is not relevant to the job,
may detract from the letter. Your statement addressing the
selection criteria is the place to give more detailed
information about yourself and your ability to do the job.
Example 1
This example shows the key elements that should be included
in a covering letter. The information does not have to be in
the same order as the example, but make sure it is logical.
Exactly how you lay the letter out and what information you put
in each paragraph is up to you.
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Date
Your address
Name (find out the name if you don't know)
Title (Director, Human Resources)
UWA Address
Dear Title and Last Name (this is better than
writing 'Sir/Madam')
Title of the Position and Reference
Number
Paragraph 1
Refer to the position for which you're applying, and
where and when you saw it advertised. Say what
information you are including in your application,
e.g. résumé, statement addressing the
selection criteria (optional), etc.
Paragraph 2
Say why you're particularly interested in this
job: what it is about the duties, the
school/section, etc. that attract you.
Paragraphs 3 +
Broadly outliine in one or more paragraphs how you meet
the requirements of the position, by
highlighting your relevant qualifications, skills,
experience, abilities and personal attributes. You do
not need to provide a specific statement addressing
each selection criterion in detail (although you may if
you wish). You may choose to provide a mini-statement
that gives examples of how you meet the selection
criteria.
Final Paragraph
Say how and when you can be contacted to arrange an
interview.
Yours sincerely
Your Name (don't forget to sign the letter!)
Enc
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Example 2
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18 March 2008
35 Strickland Street
South Perth WA 6151
Mr R Farrelly
Director
Human Resources (M350)
The University of Western Australia
Dear Mr Farrelly
Administrative Officer, Human Resources
(Ref: 24/08)
I am very interested in applying for the above
position, which was advertised on the Jobs@UWA web site on 10
March 2008. Please find enclosed a copy of my
résumé and an outline of how I meet
selection criteria and the requirements of the
position.
I am particularly keen to join Human Resources as I
have over three years' experience working in
the human resources area and would like to return
to this field of work. During my four years at the
Business School, I have worked closely with staff
in your department on matters of recruitment,
appointments, payroll and safety and health,
and would enjoy working with them on a full-time
basis.
This position would enable me to make full use of my
administrative, financial, communication and
organisational skills, as well as my current knowledge
of University policies and procedures.
I have well developed interpersonal
skills and communicate effectively with
people at all levels and from a wide variety of
backgrounds and cultures. I provide information and
advice to staff and students on a broad range of
issues, answer queries from the general public, and
negotiate with contractors and suppliers. I
am responsible for writing letters, memos, reports
and marketing documents, as well as developing
written procedures and guidelines for administrative
tasks in my workplace. I have often been
complimented on my clear, concise writing style.
In my current and previous positions I
have successfully met tight deadlines and used
good organisational skills to manage my workload
efficiently. I regularly arrange departmental
meetings, workshops and public
lectures, coordinate my manager's diary, and
oversee the running of the office. In 2007 I
successfully coordinated a conference attended by 200
delegates and have been asked to arrange similar events
in the future.
Much of my role involves working independently,
but I enjoy working closely with others as part of
a team. I am a good team player and ensure I keep
colleagues informed of issues affecting them, as well
as offering assistance wherever possible. I have
experience in handling confidential information and in
dealing with sensitive issues tactfully and with
discretion.
I would welcome the chance to discuss my
suitability for the position at an interview and can be
contacted during working hours on (6488) 3986.
Yours sincerely
Sylvia Shield
Enc
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Additional examples of covering
letters
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