Writing a Covering Letter

A covering letter should accompany every application you make for a position.

It may be the first impression that an employer or recruitment agent has of you - make it a good one. In many ways the covering letter is as important as your CV because it can be the deciding factor as to whether the employer reads your CV or not.

Sending your application via email doesn't mean you can skip the covering letter. You will still need to send one with your application. Attach it to your email as a separate document and label it with an appropriate title such as ‘Covering letter <your name>'.

Tips

Keep these tips in mind when writing your covering letter:

- use a computer unless a handwritten application is specifically requested

- if you are applying for a position that requires Māori language competence you should feel free to write your letter in Māori, but make sure it is written well or you may not get any further along the process! If it is a Māori language position (e.g, pouako at a kura or Māori language translator) your letter should be in Māori

- make your covering letter specific to the position you're applying for

- avoid trying to be funny - it's a formal letter and unless you are very skilled at it, wit usually falls flat

- address it to a specific person if you can e.g, Tēnā koe Rawiri.

- if you don't know the name of the person who is receiving the application simply use Tēnā koe, perhaps followed by a short and appropriate mihi

- state the position you are applying for in the first paragraph, or use the title of the position as the subject line in your letter - sometimes employers are dealing with several positions at once so clarifying which position you are applying for straight away is helpful

- focus the letter quickly on what you would bring to the position in relation to the skills and competencies stated in the advertisement and job description - but don't simply duplicate your CV, make it a taster to make them want to read more

- say why you want to work for that company/organisation

- keep it under 1 page in length if possible - busy employers don't have time to read long letters

- sign off with an appropriate closing salutation such as Nāku noa, nā

- proof read your letter over and over and over again. There are no excuses for spelling or grammatical errors - they will turn an employer off reading any further because they suggest you couldn't be bothered checking your work or that don't have an eye for detail. Note that spellcheckers don't pick up all mistakes such as misused words, grammatical errors or some Māori language spelling errors.

Possible Template

<Your address>

<date>

<Their name and address e.g:

Rāwiri Parāone
Kaiwhakahaere Matua
Pakihi AEI
PO Box 1234
Wellington>


Tēnā koe <Rāwiri>

<mihi - not compulsory>

RE Application for <name of the position>

Paragraph 1: State the purpose of the letter. If you can do this in an interesting way all the better, but do not try to be witty or smart.

Paragraphs 2-3: What do you have to offer the organisation? Specify your skills and experience relevant to the position, particularly in relation to the criteria specified in the advertisement or job description. Point out what you could bring to the position - make it something they want.

Paragraph 3 or 4: This paragraph is about their organisation - in particular your interest in their business and why you want to work for them. Try to illustrate that you know something about what they do and their purpose - do some research, know their vision, mission or the direction they are headed. Be enthusiastic about their work.

Final paragraph: Note any enclosures e.g, application form or CV. Offer to provide any further information they might require and how to contact you. Show that you are available - listing times when they cannot contact you based on your social calendar is not a good look! Thank them for the opportunity to submit and application. Finish with a positive statement, perhaps a short mihi.

<Nāku noa, nā>


<Your handwritten signature>


<Your name, typed>

Checklist

Check that the name of the position you are applying for is stated correctly.

• Check the spelling of the person's name to whom you are sending the letter.
• Is it short and to the point - about 1 page is good.
• Are your strengths for the position highlighted in the letter?
• Read it aloud to ensure it makes sense.
• Does the letter look good - clean paper, clear font, good printer?
• Proof read the letter at least twice and correct all mistakes.
• Get someone else to check it for you as well.
• Is your name, address and phone number stated clearly and correctly?
• Have you signed the letter?
• Double check the address on the envelope - and if you are applying for more than one position at the same time, take care to send the right covering letter with the right application in the correct envelope!