How to Write a Cover Letter: Steps & a Worked Example

To write an effective cover letter, identify what the employer needs, choose evidence from your experience and explain the connection in a few clear paragraphs. You do not need a dramatic opening or a claim that you are the perfect candidate. You need a relevant, accurate application.

Step 1: Read the application instructions

Note the role title, reference, deadline, required documents, length and file format. Check whether the employer wants separate selection criteria. If you need a list of the standard sections, use our guide to what to include in a cover letter; this page shows how to develop the actual wording.

Step 2: Turn requirements into evidence prompts

Imagine a fictional administration vacancy asking for customer enquiries, accurate records and scheduling. Before writing, make three notes:

• Customer enquiries: when did I clarify a request, provide information or resolve a routine problem?
• Accurate records: what did I check, update or correct, and why did it matter?
• Scheduling: who did I coordinate and how did I handle a change?

Use examples from your own work, study or volunteering. Record the setting, your action and a supported outcome. Leave out a requirement you cannot honestly claim and consider whether other relevant evidence demonstrates readiness to learn.

Step 3: Choose the strongest two examples

You do not need to retell your entire resume. Select examples that address important requirements and add context the reader needs. A concrete scheduling example usually says more than several sentences calling yourself organised, proactive and hardworking.

For each example, ask: what did I personally do, what changed, and how does this relate to the advertised work? If the result belongs to a team, state your contribution.

Step 4: Draft the letter

The following fictional example demonstrates the process. Adapt the structure, not the invented experience.

[Name] | [Phone] | [Email]
[Date]

Dear [Recipient],

Re: Administration Officer, [reference]

I am applying for the Administration Officer role at [organisation]. My experience coordinating service bookings and responding to customer enquiries in [setting] aligns with the position's focus on dependable office support.

In my role as [actual title], I checked booking requests, maintained the shared calendar and contacted customers when appointments changed. I also followed up incomplete records with the responsible colleague before confirming arrangements. This helped the team maintain a clear record of outstanding work and the next action required.

I am interested in [specific responsibility or verified feature of the organisation] because [relevant reason]. I would bring a careful approach to records and clear communication when priorities change. My attached resume provides further detail on my experience and training.

Thank you for considering my application. I welcome the opportunity to discuss the role and can be contacted on [phone] or [email].

Kind regards,
[Name]

Step 5: Replace vague claims with actions

First draft: “I have excellent communication and time-management skills.”

Edited: “I confirmed appointment changes with customers, updated the shared calendar and gave colleagues a clear handover of outstanding requests.”

The edited version shows the skill in use. If the employer particularly values a result, add one you can substantiate. Read the letter aloud and replace language you would struggle to explain in an interview.

Step 6: Tailor and check the final file

• Could the opening apply unchanged to any employer? Make the connection more specific.
• Does each example answer a requirement rather than merely repeat a duty?
• Are the facts consistent with your resume?
• Have you followed the length, format and submission instructions?
• Have you removed placeholders and checked the correct recipient and role?

A template can help with layout after the evidence is ready. Use the cover letter template collection or the executive cover letter example for a leadership application. A strong letter supports an application; no wording can guarantee an interview.

Get help with your application

Use these examples to prepare your own application. If you want feedback on the resume that accompanies it, request a free resume review. For writing support, compare our resume packages and check which documents are included before choosing.