How to write a short cover letter that actually gets read

A lot of people either skip the cover letter or write a whole page of "I am a hardworking and dedicated individual". Neither helps you.

A good cover letter is short. It tells the employer which job you want, why you fit it, and how to reach you. That is it. Done well, it takes about ten minutes and makes you stand out, because most people get it wrong.

Do you even need one?

If the advert asks for a cover letter or motivation letter, yes. Always. If it does not, a short one still helps, especially when you are emailing your CV. In that case, the body of your email can be your cover letter.

If you are applying through an online form with no space for it, do not stress. Your CV has to do the work.

The golden rules

Keep it short. Three or four short paragraphs. Never more than one page. Half a page is often perfect.
Write it for this job. A letter that could be sent to any company is a letter nobody remembers.
Show, do not claim. "I handled cash for two years with no shortages" beats "I am honest and trustworthy".
Do not repeat your whole CV. Pick the two or three things that matter most for this job.
Use plain language. Write how you would speak to a respectful manager. No big words to sound clever.

What goes in each part

The opening: which job and where you saw it

Start by saying exactly which position you are applying for, including any reference number, and where you saw the advert. Recruiters are often filling several jobs at once. Make it easy for them to put you in the right pile.

The middle: why you fit

Read the advert and pick the two or three most important requirements. Then show, in a sentence or two each, how you meet them. Use real examples.

If the advert says "must have experience with customers and be able to work shifts", you could write: "In my two years at a busy fast-food outlet I served customers at the till and drive-through, and I regularly worked night and weekend shifts."

If you do not have direct experience, talk about related experience: school, volunteering, church, sport, a family business, piece jobs. What did you do there that fits this job?

Why this company

One line is enough. Show you know something about them: "I have shopped at your branch in Mthatha for years and I like how the staff know regular customers by name." It tells them you are not just firing off applications blindly.

The close: availability and contact

Say when you can start, that you are available for an interview, and give your phone number. Thank them. Keep it polite and confident, not desperate.

A template you can adapt

Copy this skeleton and fill in the parts in brackets. Then change the wording so it sounds like you.

[Your full name]

[Your area, e.g. Mitchells Plain, Cape Town]

[Your cellphone number] | [Your email]

[Date]

Dear [Name of the person, if the advert gives one, otherwise "Hiring Manager"],

Application for [Job title], Ref: [reference number if there is one]

I would like to apply for the position of [job title] advertised on [where you saw it]. I have [how much experience, or what training] in [the relevant area], and I believe I can do this job well from the first week.

In my [current or previous role, or experience], I [one specific thing you did that matches the advert]. I also [a second specific thing]. [If relevant: I have a Code 10 driver's licence / my own transport / a valid first aid certificate.]

I am interested in working at [company name] because [one honest, specific reason].

I am available to start [immediately / from a date / after a notice period of X weeks] and I am available for an interview at any time. You can reach me on [number]. Thank you for considering my application.

Kind regards,

[Your full name]

An example, filled in

Dear Hiring Manager,

Application for General Worker, Ref: GW-014

I would like to apply for the General Worker position advertised on How2Apply. I have two years of experience in construction labour and site cleaning, and I am used to hard physical work in all weather.

At my last contract with a small building company in Polokwane, I mixed concrete, carried materials, and kept the site clean and safe at the end of each day. My supervisor often trusted me to open the site and check that tools were packed away.

I am interested in working for your company because you work on large projects close to where I live, and I want steady work where I can learn more skills.

I am available to start immediately and can come for an interview at short notice. You can reach me on 07X XXX XXXX. Thank you for your time.

Kind regards,

Sipho Maluleke

Mistakes to avoid

The wrong company name. If you reuse a letter, check every name and job title. Sending "I really want to work at Shoprite" to Pick n Pay is an instant no.
Begging. "Please, I really need this job, I am desperate" makes people uncomfortable. Show what you offer instead.
Your life story. Keep personal struggles out unless they directly explain something, like a gap in your CV, and even then keep it to one line.
Spelling and SMS language. Write "you", not "u". Check it twice.
Copying a template word for word. Recruiters see the same internet templates every day. Make it yours.

If you are sending it by email

Put the job title and reference number in the subject line. Keep the email itself short: a greeting, two or three sentences saying which job and why you fit, a thank you, and your name and number. Attach your CV and full cover letter as PDFs with your name in the file names.

Short, specific and honest. That is all a cover letter has to be.

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