Section 3: The Written Application

The Covering Letter

Purpose

The covering letter is a brief introduction to the rest of your written application. It is the first document the selection panel will read. Your aim is to introduce yourself to the panel and encourage them to read on and find out more about you. For this reason it is important that the covering letter looks professional, 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 suggested that you include the following information in your covering letter:

• your address
• the date
• the name, title and address of the receiver (i.e. Director, Human Resources ....)
• the title and reference number of the position for which you're applying
• a paragraph saying what information you're including in your application, i.e. résumé, statement addressing the selection criteria, etc.
• a brief explanation of what particularly interests you about the job, the department or section, etc.
• a paragraph or two briefly highlighting the main skills or abilities you can bring to the job and any relevant personal qualities or attributes
• details of how and when you can be contacted if required to attend an interview.

Should it be typed or handwritten?

There are different views about whether the covering letter should be typed or handwritten.

In general a typed letter looks more professional, neater and easier to read, so if you have access to a word processor or typewriter 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

How you phrase what you say and the words you use in your written application 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 about what you can do, 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

• 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 a covering letter for a particular University vacancy.

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 of a good covering letter. The information does not have to be in the same order as the example, but make sure it is logical. How you lay the letter out and what information you put in each paragraph is up to you.

Date Your address Name (find out the name if you don't know) Title 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. Paragraph 2 Say what information you're including in your application, e.g. résumé, statement addressing the selection criteria, etc. Paragraph 3 Say why you're particularly interested in this job: what it is about the duties, the department, etc. that attract you. Paragraph 4 (optional) Briefly highlight some of the key skills and abilities you have which are relevant to the position (use the selection criteria as a guide). Paragraph 5 Say how and when you can be contacted to arrange an interview. Yours sincerely Your Name (don't forget to sign the letter!) Enc

Example 2

7 February 1996 35 Strickland Street South Perth WA 6151 Ms Sally Zanetic Director, Human Resources The University of Western Australia Nedlands WA 6907 Dear Ms Zanetic Administrative Assistant, School of Business (Ref: 18/96) I am writing to apply for the above position which was advertised in the Human Resources Vacancies Bulletin on 29 January 1996. Please find enclosed a copy of my résumé and a statement addressing the selection criteria for the position. I am keen to join the School of Business because of my experience of working in a similar department at a tertiary institution in the UK. During the four years I have worked in the Department of Education at the University of Western Australia, I have been in close contact with staff in your department and know I would enjoy working with them. This position particularly interests me because it would enable me to make full use of my administrative, accounting and organisational skills, as well as my current knowledge of University policies and procedures. I have well-developed written and oral communication skills which will enable me to deal with enquiries from staff and outside organisations effectively. In previous positions I have frequently had to meet tight deadlines and to organise my workload efficiently. I have experience of working independently, but prefer to work closely with colleagues as part of a small team. I would welcome the opportunity to discuss my suitability for the position at an interview and can be contacted during working hours on (380) 3986. Yours sincerely Sylvia Shield Enc

Contact: Claire Webb, cwebb@csd.uwa.edu.au
Last Update: 7 March 1996
URL: http://www.csd.uwa.edu.au/job/guide/sec_3_3.htm