Writing a cover letter: structure and examples

A CV lists your experience, but it does not explain why you want this particular job. That is what a cover letter, also called a motivation letter, is for. An employer, a grant committee or the selection team for a training course sees a great many similar CVs, and the decision is often made after reading the letter: does this person understand us, what can they do, and why did they come to us? In this guide we look at what a cover letter is and when you need one, how it differs from a CV, a five-part structure, tailoring the letter to each organisation, length and tone. You will also find separate advice for candidates without experience and for career changers, what is different about grant and scholarship letters, rules for writing in English, three complete examples, common mistakes and, at the end, a practical exercise and a checklist.

What a cover letter is and when you need one

A cover letter is a personal letter of no more than one page that you send along with your application. In Uzbek it is usually called a “motivatsion xat”, and sometimes a “kuzatuv xati”. In grant and education programmes you will also see the names “motivation letter” or “statement of purpose”. There is a short entry on the term in our glossary too.

You will need a cover letter in these situations:

• Applying for a job. If the advert says “send your CV and a cover letter”, the letter is required. Even if it is not requested, a short letter sets you apart from other candidates.
• Internships. Students have little experience, so the selector looks at their interest and willingness to learn, and only a letter can show those.
• Grants and scholarships. Here the letter is often the key document: the committee assesses your goals and how you will use what you gain.
• Training courses and programmes. Competitive courses with limited places ask for a letter to work out who will actually finish.
• Volunteering. Non-governmental non-profit organisations (NGOs) want volunteers who, above all, support their mission and can give their time.

How it differs from a CV

A CV is a list of facts: where you studied, where you worked, what skills you have. Our guide to writing a CV explains in detail how to put one together. A cover letter, on the other hand, is a story: it connects those facts and answers the question “How will all of this benefit this particular organisation?”

A simple rule: the CV says “what”, the letter says “why” and “how”. If someone can picture you from your letter without opening your CV, and the letter does not simply repeat the lines of your CV, it has been written well.

Structure: five parts

A good cover letter follows a predictable order. The selector reads it quickly and finds what they need straight away.

1. Greeting and salutation. Where possible, address a specific person: “Dear Ms Rustamova,”. You can find the name in the advert, on the organisation’s website or by phoning and asking. If the name is unknown: “Dear Members of the Selection Committee,” or “Dear Hiring Team,”.
2. Why this role and this organisation. In the first paragraph, say which role or programme you are applying for and where you saw it. Then, in one or two sentences, explain why this organisation in particular: what draws you to its project, clients, field or values. You need a concrete fact here, not general praise: not “your company is a market leader” but “your company works directly with farmers in the region”.
3. Experience and results: 2–3 examples. The core of the letter. Pick the most important requirements from the advert and give one example for each: the situation, what you did and what the result was. Instead of saying “I am responsible”, describe an episode that shows that responsibility.
4. What I can offer. Build a bridge from your examples to the future: what you could contribute in the first few months and which problem you could help solve. This part lets the selector imagine you in their team.
5. Closing and call to action. Thank the reader and suggest the next step: “I would be glad to tell you more about my experience at an interview.” Then “Yours sincerely,” followed by your full name, phone number and email address.

Give each part its own paragraph. The third part can be split into two paragraphs; the others should be 2–4 sentences each.

Tailoring, length and tone

Keywords from the advert

Sending one letter to ten organisations feels like a time-saver, but such a letter almost never works. To tailor your letter, work through these steps:

1. Print or copy the advert and highlight the key phrases in the requirements and responsibilities sections: “working with customers”, “1C”, “submitting reports on time”, “teamwork”.
2. Choose the three main requirements. They usually appear at the top of the list or are repeated several times in the advert.
3. Find an example from your own experience for each requirement and use the advert’s exact wording in your letter. Some large organisations screen applications with software first, and it looks for keywords.
4. Add one specific fact about the organisation: a news item from its website, a new branch, a project it has completed. This shows the letter was written for them.
5. Keep your main letter as a draft, not a template. Rewrite parts 2 and 4 every time.

Length and formatting

A cover letter should not exceed one page, which is roughly 250–400 words. If the advert or the grant guidelines give an exact word or character limit, stick to it strictly. In Word, the word count appears in the status bar at the bottom, or you can open it via Review → Word Count.

Formatting should match your CV: one font, a comfortable size and space between paragraphs. Save the letter as a PDF (File → Save As → PDF) and give the file a clear name: “Gulnora_Ergasheva_cover_letter.pdf”. If you are applying by email, you can attach the letter or paste its text into the body of the email; check the instructions in the advert. For the etiquette of sending it, see our article on work email.

Tone

The tone should be respectful, confident and sincere. A few practical rules:

• Do not undersell yourself. Instead of phrases like “although I have little experience, perhaps you might consider me”, talk about what you do have: “In my study project I …”.
• Do not exaggerate. A claim such as “I am the best specialist” cannot be checked; a concrete example is more convincing.
• Use active verbs: “organised”, “prepared”, “checked”, “trained”.
• Cut down on sentences that start with “I”. Turn some of them towards the organisation: “I can help your team with …”.
• Write in one language and do not mix Latin and Cyrillic scripts.

Writing without experience or when changing careers

If you have no work experience

Candidates without work experience still have examples; they simply come from somewhere other than a job:

• Studies: a coursework project, a dissertation topic, strong results in a particular subject. “In my coursework I analysed the online sales of small shops in Samarkand region.”
• Projects: a group study project, a personal website, a record-keeping spreadsheet you built yourself.
• Volunteering: organising a mahalla event, helping children at a library, taking part in a charity collection.
• Family business: helping in a family shop or workshop is real experience too: dealing with customers, keeping accounts, taking responsibility.

To find out where to get this kind of experience and how to build it up, read our article on gaining first experience. In the letter itself, put the emphasis on how quickly you learn and on your interest: what you have learned in a short time and how you can prove it.

When changing careers

A career changer’s letter must answer one question: “Why this field, and why now?” Answer it briefly and positively, without complaining about your previous job.

Then show your transferable skills. For example, if Shahnoza worked as a school teacher for ten years and is applying for a data analyst role, she will write that she tracked pupils’ marks in spreadsheets, explained results to parents at meetings using charts, and knows how to put complex ideas in simple language. She will back this up with a course she has completed in the new field and a practical project she has carried out. The path to a new career is covered in detail in a separate article.

Grant, scholarship and English-language letters

What is different for grants and scholarships

A grant or scholarship letter differs from a job application letter in several ways:

• The key question is different. An employer asks “What is in it for us?”, whereas a committee asks itself “Who should receive this funding and opportunity to achieve the greatest result?” So describe your goals and their impact on society clearly.
• Follow the instructions to the letter. You are often given questions (“Why this programme?”, “What will you do after your studies?”). Answer each one, in the order given. A letter that goes over the word limit is sometimes not considered at all.
• A plan for the future. A concrete, realistic plan such as “After graduating, I intend to launch a … project in the schools of my district” is stronger than general dreams.
• A personal story is appropriate. You can briefly describe the experience that led you to this field, but it should be linked to your goal and must not take up most of the letter.

Writing in English

A letter to an international organisation or a programme abroad is written in English. The main tips:

• Salutation. If you know the name: “Dear Ms Karimova,” or “Dear Mr Rahimov,”. If not: “Dear Hiring Manager,” or “Dear Selection Committee,”. If you do know the name, do not use “To whom it may concern”.
• Sign-off. In British style, use “Yours sincerely,” when you have addressed someone by name and “Yours faithfully,” when you have not. “Kind regards,” is slightly less formal.
• Do not translate word for word. Translating an Uzbek or Russian sentence literally produces odd phrasing. Write short, simple sentences.
• Avoid contractions: “I am” rather than “I’m”, “do not” rather than “don’t”.
• Keep your spelling consistent. Choose either British (“organise”) or American (“organize”) spelling. In Word, set the language via Review → Language → Set Proofing Language, then check the text with Review → Spelling & Grammar.
• Ask someone who knows the language well to read it. This is the most reliable check.

If you want to learn to write fluently in English, take a look at our English language programme.

Three complete examples

The names, organisations and dates in the examples below are fictional. Do not copy them; adapt the structure and logic to your own situation.

A student applying for an internship

Dear Mr Akmalov,

I saw your advert for a summer internship in the marketing department at Yashil Vodiy on my university careers centre’s channel, and I would like to apply. I am a third-year student at the faculty of economics. I identify with the way your company delivers local farmers’ produce directly to customers, as my own family grows fruit in the Fergana Valley.

The advert asks for someone to prepare social media content and analyse the results. Last semester, as part of a group project, I ran the student library’s Telegram channel: I drew up a weekly plan, prepared announcements and short videos, and each month used a spreadsheet to analyse which posts were read most. In my coursework I studied how small businesses use social media and interviewed five entrepreneurs.

During the internship I could help prepare the content plan, write captions for product photos and contribute to weekly reports. I learn new things quickly and respond well to feedback.

Please find attached my CV and samples from my project. I would be glad to tell you more at an interview. Thank you for your consideration.

Yours sincerely,
Madina Tursunova
Tel.: phone number
Email: email address

An experienced candidate for an accountant role

Dear Ms Rustamova,

I saw your advert for an accountant at Nur Tekstil on a job search website. I have worked in accounting for eight years and would like to join your team at a time when the company is expanding production.

For the past five years I have worked as an accountant at a trading company in Namangan. My duties included processing primary documents, calculating payroll and submitting tax returns on time. When the company moved its stock records from paper to 1C software, I led that work: I transferred the data, trained the warehouse staff in the new procedure and made the month-end close faster. I also prepared all documents in good order during audits.

I understand that in a manufacturing business, accounting for raw materials and finished goods needs particular care. I am confident that my experience of keeping stock records will be useful in exactly this area. In addition, I can build report templates in Excel and present figures to management in a clear way.

Please find attached my CV and copies of my professional development certificates. I would be happy to attend an interview at a time that suits you.

Yours sincerely,
Gulnora Ergasheva
Tel.: phone number

Applying to an NGO volunteering programme

Dear Share a Book team,

A friend told me about your volunteering programme, which runs reading sessions for children in mahalla libraries, and I would like to take part. As a child, I came to love books thanks to the small library in our mahalla, so this work matters to me personally.

I am currently studying at a teacher training college. Last year, during my school placement, I read fairy tales to primary pupils and ran drawing sessions with them. I also helped organise a Navruz event for children in our mahalla, preparing games and gifts.

I can run sessions twice a week, at weekends. I am patient with children and enjoy inventing games to keep sessions interesting. If needed, I can also help prepare announcements for events.

I would be delighted if you invited me to an introductory meeting. Thank you.

Yours sincerely,
Jahongir Saidov
Tel.: phone number

Common mistakes

• A template letter. A letter like “Dear Management, I would like to work at your company” that fits any organisation fits none.
• Repeating your CV. Instead of listing every job, choose the 2–3 most important results and tell their story.
• Misspelling the organisation’s name. This is the most serious mistake, because it signals carelessness. Worse still is leaving in the name of a different company. Before sending each letter, check the organisation’s name, the role and the recipient’s name again.
• Writing only about yourself. “I need experience”, “it is close to where I live”: these benefit you, not the organisation. Shift the emphasis to what they gain.
• Qualities without proof. “Responsible, sociable, creative”: without examples, these words mean nothing.
• Spelling mistakes. Read the letter aloud or ask someone else to read it.

Practical exercise and checklist

Exercise

Choose one real job advert that interests you on a job search website and write a letter for it.

1. Write down the three most important requirements in the advert.
2. For each requirement, find one example from your own life: work, study, a project or volunteering.
3. Look at the organisation’s website or social media page and note down one specific fact.
4. Write a draft using the five-part structure and set it aside until the next day.
5. The next day, read the letter aloud, remove unnecessary sentences and bring it down to one page.
6. Give the letter to someone close to you and ask: “Would you invite me to an interview after reading this? Why?”

Checklist before sending

• The salutation is addressed to a specific person or the right department.
• The organisation’s name, the role and the person’s name are spelled correctly.
• The first paragraph states the role and why this particular organisation.
• There are 2–3 concrete examples, and they match the requirements in the advert.
• There is a “what I can offer” part.
• The closing includes thanks and a suggested next step.
• The letter is no longer than one page and does not repeat the CV.
• The spelling has been checked, and the file is a PDF with a clear name.

Conclusion

A cover letter is the only document in which you speak about yourself in your own words. A precise salutation, a first paragraph that shows you understand the organisation, 2–3 real examples and a clear closing: these four things make your letter stand out. Write your main draft carefully once, then tailor it for every application.

If you would like to learn a new profession and fill your CV and cover letter with concrete results, take a look at our association’s free training programmes. When you are ready, submit an application and our specialists will get in touch.