How to Write a Cover Letter That Gets Read

Recruiters often have hundreds of applications for one post and only a few minutes for each. A cover letter is your chance to tell them, in plain words, why your application deserves a closer look. Done well, it connects your CV to the job. Done badly, it repeats your CV, talks in clichés and gets skipped.

This guide explains when you need a cover letter, how to structure it, what to put in each paragraph, and the mistakes that make recruiters stop reading. There is also a full example you can adapt.

When you need a cover letter

Not every application needs one. As a general rule:

• Include one when the advert asks for a cover letter or motivation letter, when an online system has a field or upload for it, or when you send your application by email.
• Follow the advert exactly for government posts. Many public service adverts ask only for the Z83 and a detailed CV. Adding extra documents rarely helps, and some departments ask you not to.
• Use a short note when the application form has a small "additional information" box. A few strong sentences are better than a pasted essay.

A cover letter is also sometimes called a motivation letter, especially for bursaries, learnerships and graduate programmes. The principles are the same.

The structure that works

Almost every good cover letter follows the same simple shape. Keep it to one page.

1. Your details and the date. Your name, phone number, email address and town at the top. Then the date.
2. The employer's details. The company or department name, and the contact person if the advert gives one.
3. A clear subject line. For example: "Application for Administration Clerk, Ref: ADM/2026/014".
4. Opening paragraph. Which post you are applying for, where you saw it, and one sentence on why you are a strong fit.
5. Middle paragraph or two. Your two or three strongest points, each linked to something the advert asks for, with evidence.
6. Closing paragraph. Your availability, a thank you, and a polite statement that you look forward to hearing from them.
7. Sign-off. "Yours sincerely" or "Kind regards", followed by your full name.

What to put in each paragraph

The opening

Get to the point. The reader should know within two lines what you are applying for. Avoid "My name is..." openings, since your name is already at the top. A strong opening looks like this:

"I am applying for the post of Administration Clerk (Ref: ADM/2026/014) advertised on your website. I have two years of experience in office administration, including records management and supplier invoices, and I would welcome the opportunity to bring these skills to your finance team."

The middle

This is the heart of the letter. Read the advert again and pick the two or three requirements that matter most, then show how you meet each one. Use evidence, not adjectives.

• Weak: "I am a hardworking and dedicated team player."
• Strong: "At ABC Logistics I processed around 150 supplier invoices a month and reduced late payments by setting up a weekly follow-up list."

Numbers, results and specific tasks are far more convincing than describing your own personality. If you are new to work, use your studies, projects, volunteering, part-time work or leadership roles in the same way. Our first job CV guide has ideas for finding this evidence.

The closing

Keep it brief and polite. Mention when you are available to start or for an interview, and say where your CV and documents are. For example:

"My CV is attached. I am available for an interview at any time and can start within one month. Thank you for considering my application."

A full example

Here is a complete letter for an entry-level post. Notice how short it is, and how every paragraph points back to the advert.

The details here are made up, so replace every line with your own facts. Never claim experience, qualifications or results you do not have. Employers verify them, and false claims can lead to dismissal later.

How to send it

• Online systems: upload it as a PDF if there is an upload option, or paste the text into the box provided. Remove the address block if you paste it into a form field.
• Email: you can attach it as a PDF and also put a shorter version in the body of the email. Use a clear subject line with the post title and reference number.
• File names: name your file clearly, for example "Thabo-Mokoena-Cover-Letter-WA-0412.pdf", not "Document1".
• Hand delivery: print it on clean white paper and put it on top of your CV, unless the advert says otherwise.

Mistakes that get cover letters ignored

1. Sending a generic letter. "Dear Sir/Madam, I am applying for a position at your company" tells the reader you did not read their advert.
2. Getting the details wrong. The wrong company name, post title or reference number is one of the fastest ways to be rejected.
3. Repeating your CV. The letter should explain why your experience fits the job, not list every job again.
4. Writing too much. More than a page loses the reader's attention.
5. Talking about what you want instead of what you offer. "This job will help me grow" matters less to the employer than "I can help you do this".
6. Pleading or sharing personal hardship. Your circumstances may be very difficult, but a cover letter is a professional document. Focus on your strengths.
7. Spelling and grammar errors. Read it aloud, check it slowly, and ask someone else to read it if you can.
8. An unprofessional email address. Use a simple address with your name.

Motivation letters for bursaries and programmes

For bursaries, learnerships and graduate programmes, you may be asked for a motivation letter rather than a cover letter. The structure is the same, but the middle paragraphs focus more on why you chose your field, what you have achieved in your studies or community, and what you plan to do with the opportunity. Be specific and honest. Selectors read many letters that say "I am passionate about engineering"; far fewer that explain the school project, holiday job or problem in your community that made you choose it. Our bursaries guide has more on what selectors look for.

A quick checklist before you send

• The post title and reference number are correct and match the advert.
• The company or department name is spelled correctly.
• It fits on one page.
• Each middle paragraph links your evidence to something the advert asks for.
• Your phone number and email address are correct and working.
• You have checked spelling and grammar.
• You have saved it as a PDF with a clear file name.

When your letter is ready, find a post to use it on. You can search current vacancies from official sources on our homepage.

Questions people ask

This guide is written by OnboardingSA to help South African job seekers. Rules and forms change, so always follow the official advert and the employer's own instructions. Browse current jobs →