the purpose of cover letter

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How to write a great cover letter in 2024: tips and structure

A cover letter is a personalized letter that introduces you to a potential employer, highlights your qualifications, and explains why you're a strong fit for a specific job.

Hate or love them, these brief documents allow job seekers to make an impression and stand out from the pile of other applications. Penning a thoughtful cover letter shows the hiring team you care about earning the position.

Here’s everything you need to know about how to write a cover letter — and a great one, at that.

What is a cover letter and why does it matter?

A professional cover letter is a one-page document you submit alongside your CV or resume as part of a job application. Typically, they’re about half a page or around 150–300 words.

An effective cover letter doesn’t just rehash your CV; it’s your chance to highlight your proudest moments, explain why you want the job, and state plainly what you bring to the table.

Show the reviewer you’re likable, talented, and will add to the company’s culture . You can refer to previous jobs and other information from your CV, but only if it helps tell a story about you and your career choices .

What 3 things should you include in a cover letter?

A well-crafted cover letter can help you stand out to potential employers. To make your cover letter shine, here are three key elements to include:

1. Personalization

Address the hiring manager or recruiter by name whenever possible. If the job posting doesn't include a name, research to find out who will be reviewing applications. Personalizing your cover letter shows that you've taken the time to tailor your application to the specific company and role.

2. Highlight relevant achievements and skills

Emphasize your most relevant skills , experiences, and accomplishments that directly relate to the job you're applying for. Provide specific examples of how your skills have benefited previous employers and how they can contribute to the prospective employer's success. Use quantifiable achievements , such as improved efficiency, cost savings, or project success, to demonstrate your impact.

3. Show enthusiasm and fit

Express your enthusiasm for the company and the position you're applying for. Explain why you are interested in this role and believe you are a good fit for the organization. Mention how your values, goals, and skills align with the company's mission and culture. Demonstrating that you've done your research can make a significant impression.

What do hiring managers look for in a cover letter?

Employers look for several key elements in a cover letter. These include:

Employers want to see that your cover letter is specifically tailored to the position you are applying for. It should demonstrate how your skills, experiences, and qualifications align with the job requirements.

Clear and concise writing

A well-written cover letter is concise, easy to read, and error-free. Employers appreciate clear and effective communication skills , so make sure your cover letter showcases your ability to express yourself effectively.

Demonstrated knowledge of the company

Employers want to see that you are genuinely interested in their organization. Mention specific details about the company, such as recent achievements or projects, to show that you are enthusiastic about joining their team.

Achievements and accomplishments

Highlight your relevant achievements and accomplishments that demonstrate your qualifications for the position. Use specific examples to showcase your skills and show how they can benefit the employer.

Enthusiasm and motivation

Employers want to hire candidates who are excited about the opportunity and motivated to contribute to the company's success. Express your enthusiasm and passion for the role and explain why you are interested in working for the company.

Professionalism

A cover letter should be professional in tone and presentation. Use formal language, address the hiring manager appropriately, and follow standard business letter formatting.

How do you structure a cover letter?

A well-structured cover letter follows a specific format that makes it easy for the reader to understand your qualifications and enthusiasm for the position. Here's a typical structure for a cover letter:

Contact information

Include your name, address, phone number, and email address at the top of the letter. Place your contact information at the beginning so that it's easy for the employer to reach you.

Employer's contact information

Opening paragraph, middle paragraph(s), closing paragraph, complimentary close, additional contact information.

Repeat your contact information (name, phone number, and email) at the end of the letter, just in case the employer needs it for quick reference.

Remember to keep your cover letter concise and focused. It should typically be no more than one page in length. Proofread your letter carefully to ensure it is free from spelling and grammatical errors. Tailor each cover letter to the specific job application to make it as relevant and impactful as possible.

How to write a good cover letter (with examples)

The best letters are unique, tailored to the job description, and written in your voice — but that doesn’t mean you can’t use a job cover letter template.

Great cover letters contain the same basic elements and flow a certain way. Take a look at this cover letter structure for ref erence while you construct your own.

1. Add a header and contact information

While reading your cover letter, the recruiter shouldn’t have to look far to find who wrote it. Your document should include a basic heading with the following information:

• Pronouns (optional)
• Location (optional)
• Email address
• Phone number (optional)
• Relevant links, such as your LinkedIn profile , portfolio, or personal website (optional)

You can pull this information directly from your CV. Put it together, and it will look something like this:

Christopher Pike

San Francisco, California

[email protected]

Alternatively, if the posting asks you to submit your cover letter in the body of an email, you can include this information in your signature. For example:

Warm regards,

Catherine Janeway

Bloomington, Indiana

[email protected]

(555) 999 - 2222

2. Include a personal greeting

Always begin your cover letter by addressing the hiring manager — preferably by name. You can use the person’s first and last name. Make sure to include a relevant title, like Dr., Mr., or Ms. For example, “Dear Mr. John Doe.”

Avoid generic openings like “To whom it may concern,” “Dear sir or madam,” or “Dear hiring manager.” These introductions sound impersonal — like you’re copy-pasting cover letters — and can work against you in the hiring process.

Be careful, though. When using someone’s name, you don’t want to use the wrong title or accidentally misgender someone. If in doubt, using only their name is enough. You could also opt for a gender-neutral title, like Mx.

Make sure you’re addressing the right person in your letter — ideally, the person who’s making the final hiring decision. This isn’t always specified in the job posting, so you may have to do some research to learn the name of the hiring manager.

3. Draw them in with an opening story

The opening paragraph of your cover letter should hook the reader. You want it to be memorable, conversational, and extremely relevant to the job you’re pursuing. 

There’s no need for a personal introduction — you’ve already included your name in the heading. But you should make reference to the job you’re applying for. A simple “Thank you for considering my application for the role of [job title] at [company],” will suffice.

Then you can get into the “Why” of your job application. Drive home what makes this specific job and this company so appealing to you. Perhaps you’re a fan of their products, you’re passionate about their mission, or you love their brand voice. Whatever the case, this section is where you share your enthusiasm for the role.

Here’s an example opening paragraph. In this scenario, you’re applying for a digital marketing role at a bicycle company:

“Dear Mr. John Doe,

Thank you for considering my application for the role of Marketing Coordinator at Bits n’ Bikes.

My parents bought my first bike at one of your stores. I’ll never forget the freedom I felt when I learned to ride it. My father removed my training wheels, and my mom sent me barrelling down the street. You provide joy to families across the country — and I want to be part of that.”

4. Emphasize why you’re best for the job

Your next paragraphs should be focused on the role you’re applying to. Highlight your skill set and why you’re a good fit for the needs and expectations associated with the position. Hiring managers want to know what you’ll bring to the job, not just any role.

Start by studying the job description for hints. What problem are they trying to solve with this hire? What skills and qualifications do they mention first or more than once? These are indicators of what’s important to the hiring manager.

Search for details that match your experience and interests. For example, if you’re excited about a fast-paced job in public relations, you might look for these elements in a posting:

• They want someone who can write social media posts and blog content on tight deadlines
• They value collaboration and input from every team member
• They need a planner who can come up with strong PR strategies

Highlight how you fulfill these requirements:

“I’ve always been a strong writer. From blog posts to social media, my content pulls in readers and drives traffic to product pages. For example, when I worked at Bits n’ Bikes, I developed a strategic blog series about bike maintenance that increased our sales of spare parts and tools by 50% — we could see it in our web metrics.

Thanks to the input of all of our team members, including our bike mechanics, my content delivered results.”

5. End with a strong closing paragraph and sign off gracefully

Your closing paragraph is your final chance to hammer home your enthusiasm about the role and your unique ability to fill it. Reiterate the main points you explained in the body paragraphs and remind the reader of what you bring to the table.

You can also use the end of your letter to relay other important details, like whether you’re willing to relocate for the job.

When choosing a sign-off, opt for a phrase that sounds professional and genuine. Reliable options include “Sincerely” and “Kind regards.”

Here’s a strong closing statement for you to consider:

“I believe my enthusiasm, skills, and work experience as a PR professional will serve Bits n’ Bikes very well. I would love to meet to further discuss my value-add as your next Director of Public Relations. Thank you for your consideration. I hope we speak soon.

Tips to write a great cover letter that compliments your resume

When writing your own letter, try not to copy the example excerpts word-for-word. Instead, use this cover letter structure as a baseline to organize your ideas. Then, as you’re writing, use these extra cover letter tips to add your personal touch:

• Keep your cover letter different from your resume : Your cover letter should not duplicate the information on your resume. Instead, it should provide context and explanations for key points in your resume, emphasizing how your qualifications match the specific job you're applying for.
• Customize your cover letter . Tailor your cover letter for each job application. Address the specific needs of the company and the job posting, demonstrating that you've done your homework and understand their requirements.
• Show enthusiasm and fit . Express your enthusiasm for the company and position in the cover letter. Explain why you are interested in working for this company and how your values, goals, and skills align with their mission and culture.
• Use keywords . Incorporate keywords from the job description and industry terms in your cover letter. This can help your application pass through applicant tracking systems (ATS) and demonstrate that you're well-versed in the field.
• Keep it concise . Your cover letter should be succinct and to the point, typically no more than one page. Focus on the most compelling qualifications and experiences that directly support your application.
• Be professional . Maintain a professional tone and structure in your cover letter. Proofread it carefully to ensure there are no errors.
• Address any gaps or concerns . If there are gaps or concerns in your resume, such as employment gaps or a change in career direction, briefly address them in your cover letter. Explain any relevant circumstances and how they have shaped your qualifications and determination.
• Provide a call to action . Conclude your cover letter with a call to action, inviting the employer to contact you for further discussion. Mention that you've attached your resume for their reference.
• Follow the correct format . Use a standard cover letter format like the one above, including your contact information, a formal salutation, introductory and closing paragraphs, and your signature. Ensure that it complements your resume without redundancy.
• Pick the right voice and tone . Try to write like yourself, but adapt to the tone and voice of the company. Look at the job listing, company website, and social media posts. Do they sound fun and quirky, stoic and professional, or somewhere in-between? This guides your writing style.
• Tell your story . You’re an individual with unique expertise, motivators, and years of experience. Tie the pieces together with a great story. Introduce how you arrived at this point in your career, where you hope to go , and how this prospective company fits in your journey. You can also explain any career changes in your resume.
• Show, don’t tell . Anyone can say they’re a problem solver. Why should a recruiter take their word for it if they don’t back it up with examples? Instead of naming your skills, show them in action. Describe situations where you rose to the task, and quantify your success when you can.
• Be honest . Avoid highlighting skills you don’t have. This will backfire if they ask you about them in an interview. Instead, shift focus to the ways in which you stand out.
• Avoid clichés and bullet points . These are signs of lazy writing. Do your best to be original from the first paragraph to the final one. This highlights your individuality and demonstrates the care you put into the letter.
• Proofread . Always spellcheck your cover letter. Look for typos, grammatical errors, and proper flow. We suggest reading it out loud. If it sounds natural rolling off the tongue, it will read naturally as well.

Common cover letter writing FAQs

How long should a cover letter be.

A cover letter should generally be concise and to the point. It is recommended to keep it to one page or less, focusing on the most relevant information that highlights your qualifications and fits the job requirements.

Should I include personal information in a cover letter?

While it's important to introduce yourself and provide your contact information, avoid including personal details such as your age, marital status, or unrelated hobbies. Instead, focus on presenting your professional qualifications and aligning them with the job requirements.

Can I use the same cover letter for multiple job applications?

While it may be tempting to reuse a cover letter, it is best to tailor each cover letter to the specific job you are applying for. This allows you to highlight why you are a good fit for that particular role and show genuine interest in the company.

Do I need to address my cover letter to a specific person?

Whenever possible, it is advisable to address your cover letter to a specific person, such as the hiring manager or recruiter. If the job posting does not provide this information, try to research and find the appropriate contact. If all else fails, you can use a generic salutation such as "Dear Hiring Manager."

Should I include references in my cover letter?

It is generally not necessary to include references in your cover letter. Save this information for when the employer explicitly requests it. Instead, focus on showcasing your qualifications and achievements that make you a strong candidate for the position.

It’s time to start writing your stand-out cover letter

The hardest part of writing is getting started. 

Hopefully, our tips gave you some jumping-off points and confidence . But if you’re really stuck, looking at cover letter examples and resume templates will help you decide where to get started. 

There are numerous sample cover letters available online. Just remember that you’re a unique, well-rounded person, and your cover letter should reflect that. Using our structure, you can tell your story while highlighting your passion for the role. 

Doing your research, including strong examples of your skills, and being courteous is how to write a strong cover letter. Take a breath , flex your fingers, and get typing. Before you know it, your job search will lead to a job interview.

If you want more personalized guidance, a specialized career coach can help review, edit, and guide you through creating a great cover letter that sticks.

Ace your job search

Explore effective job search techniques, interview strategies, and ways to overcome job-related challenges. Our coaches specialize in helping you land your dream job.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

3 cover letter examples to help you catch a hiring manager’s attention

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How to Write a Cover Letter [Full Guide & Examples for 2024]

After weeks of heavy job searching, you’re almost there!

You’ve perfected your resume.

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send in your application and call it a day, you remember that you need to write a cover letter too.

So now, you’re stuck staring at a blank page, wondering where to start...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

We're going to cover:

What Is a Cover Letter?

• How to Write the Perfect Cover Letter, Step by Step
• 15+ Job-Winning Cover Letter Examples

Let’s get started.

A cover letter is a document that you submit as part of your job application, alongside your resume or CV.

The purpose of a cover letter is to introduce you and briefly summarize your professional background. On average, it should be around 250 to 400 words long .

A good cover letter is supposed to impress the hiring manager and convince them you’re worth interviewing as a candidate.

So, how can your cover letter achieve this?

First of all, it should complement your resume, not copy it. Your cover letter is your chance to elaborate on important achievements, skills, or anything else that your resume doesn’t give you the space to cover. 

For example, if you have an employment gap on your resume, the cover letter is a great place to explain why it happened and how it helped you grow as a person. 

If this is your first time writing a cover letter, writing about yourself might seem complicated. But don’t worry—you don’t need to be super creative or even a good writer .

All you have to do is follow this tried and tested cover letter structure:

• Header. Add all the necessary contact information at the top of your cover letter.
• Formal greeting. Choose an appropriate way to greet your target audience.
• Introduction. Introduce yourself in the opening paragraph and explain your interest in the role.
• Body. Elaborate on why you’re the best candidate for the job and a good match for the company. Focus on “selling” your skills, achievements, and relevant professional experiences.
• Conclusion. Summarize your key points and wrap it up professionally.

Now, let’s take a look at an example of a cover letter that follows our structure perfectly:

New to cover letter writing? Give our cover letter video a watch before diving into the article!

When Should You Write a Cover Letter?

You should always include a cover letter in your job application, even if the hiring manager never reads it. Submitting a cover letter is as important as submitting a resume if you want to look like a serious candidate.

If the employer requests a cover letter as part of the screening process, not sending one is a huge red flag and will probably get your application tossed into the “no” pile immediately.

On the other hand, if the job advertisement doesn’t require a cover letter from the candidates, adding one shows you went the extra mile.

Putting in the effort to write a cover letter can set you apart from other candidates with similar professional experience and skills, and it could even sway the hiring manager to call you for an interview if you do it right.

Need to write a letter to help get you into a good school or volunteer program? Check out our guide to learn how to write a motivation letter !

How to Write the Perfect Cover Letter

Now that you know what a cover letter is, it’s time to learn how to write one!

We’ll go through the process in detail, step by step.

#1. Choose the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, stylish template?

Just choose one of our hand-picked cover letter templates , and you’ll be all set in no time!

As a bonus, our intuitive AI will even give you suggestions on how to improve your cover letter as you write it. You’ll have the perfect cover letter done in minutes!

#2. Put Contact Information in the Header

As with a resume, it’s important to start your cover letter with your contact details at the top. These should be in your cover letter’s header, separated neatly from the bulk of your text.

Here, you want to include all the essential contact information , including:

• Full Name. Your first and last name should stand out at the top.
• Job Title. Match the professional title underneath your name to the exact job title of the position you’re applying for. Hiring managers often hire for several roles at once, so giving them this cue about what role you’re after helps things go smoother.
• Email Address. Always use a professional and easy-to-spell email address. Ideally, it should combine your first and last names.
• Phone Number. Add a number where the hiring manager can easily reach you.
• Location. Add your city and state/country, no need for more details.
• Relevant Links (optional). You can add links to websites or social media profiles that are relevant to your field. Examples include a LinkedIn profile , Github, or an online portfolio.

Then it’s time to add the recipient’s contact details, such as:

• Hiring Manager's Name. If you can find the name of the hiring manager, add it.
• Hiring Manager's Title. While there’s no harm in writing “hiring manager,” if they’re the head of the department, we recommend you use that title accordingly.
• Company Name. Make sure to write the name of the company you're applying to.
• Location. The city and state/country are usually enough information here, too.
• Date of Writing (Optional). You can include the date you wrote your cover letter for an extra professional touch.

#3. Address the Hiring Manager

Once you’ve properly listed all the contact information, it’s time to start writing the content of the cover letter.

The first thing you need to do here is to address your cover letter directly to the hiring manager.

In fact, you want to address the hiring manager personally .

Forget the old “Dear Sir or Madam” or the impersonal “To Whom It May Concern.” You want to give your future boss a good impression and show them that you did your research before sending in your application.

No one wants to hire a job seeker who just spams 20+ companies and hopes something sticks with their generic approach

So, how do you find out who’s the hiring manager?

First, check the job ad. The hiring manager’s name might be listed somewhere in it.

If that doesn’t work, check the company’s LinkedIn page. You just need to look up the head of the relevant department you’re applying to, and you’re all set.

For example, if you’re applying for the position of Communication Specialist at Novorésumé. The hiring manager is probably the Head of Communications or the Chief Communications Officer.

Here’s what you should look for on LinkedIn:

And there you go! You have your hiring manager.

But let’s say you’re applying for a position as a server . In that case, you’d be looking for the “restaurant manager” or “food and beverage manager.”

If the results don’t come up with anything, try checking out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Make sure to address them as Mr. or Ms., followed by their last name. If you’re not sure about their gender or marital status, you can just stick to their full name, like so:

• Dear Mr. Kurtuy,
• Dear Andrei Kurtuy,

But what if you still can’t find the hiring manager’s name, no matter where you look?

No worries. You can direct your cover letter to the company, department, or team as a whole, or just skip the hiring manager’s name.

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• Dear [Department] Team
• Dear [Company Name]

Are you applying for a research position? Learn how to write an academic personal statement .

#4. Write an Eye-Catching Introduction

First impressions matter, especially when it comes to your job search.

Hiring managers get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph.

The biggest problem with most opening paragraphs is that they’re usually extremely generic. Here’s an example:

• My name is Jonathan, and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a Sales Manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say anything except the fact that you’ve worked the job before.

And do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start with some of your top achievements to grab the reader’s attention. And to get the point across, the achievements should be as relevant as possible to the position.

Your opening paragraph should also show the hiring manager a bit about why you want this specific job. For example, mention how the job relates to your plans for the future or how it can help you grow professionally. This will show the hiring manager that you’re not just applying left and right—you’re actually enthusiastic about getting this particular role.

Now, let’s make our previous example shine:

Dear Mr. Smith,

My name’s Michael, and I’d like to help XYZ Inc. hit and exceed its sales goals as a Sales Manager. I’ve worked as a Sales Representative with Company X, another fin-tech company , for 3+ years, where I generated an average of $30,000+ in sales per month and beat the KPIs by around 40%. I believe that my previous industry experience, passion for finance , and excellence in sales make me the right candidate for the job.

The second candidate starts with what they can do for the company in the future and immediately lists an impressive and relevant achievement. Since they’re experienced in the same industry and interested in finance, the hiring manager can see they’re not just a random applicant.

From this introduction, it’s safe to say that the hiring manager would read the rest of this candidate’s cover letter.

#5. Use the Cover Letter Body for Details

The next part of your cover letter is where you can go into detail about what sets you apart as a qualified candidate for the job.

The main thing you need to remember here is that you shouldn’t make it all about yourself . Your cover letter is supposed to show the hiring manager how you relate to the job and the company you’re applying to.

No matter how cool you make yourself sound in your cover letter, if you don’t tailor it to match what the hiring manager is looking for, you’re not getting an interview.

To get this right, use the job ad as a reference when writing your cover letter. Make sure to highlight skills and achievements that match the job requirements, and you’re good to go.

Since this part of your cover letter is by far the longest, you should split it into at least two paragraphs.

Here’s what each paragraph should cover:

Explain Why You’re the Perfect Candidate for the Role

Before you can show the hiring manager that you’re exactly what they’ve been looking for, you need to know what it is they’re looking for.

Start by doing a bit of research. Learn what the most important skills and responsibilities of the role are according to the job ad, and focus on any relevant experience you have that matches them.

For example, if you’re applying for the position of a Facebook Advertiser. The top requirements on the job ad are:

• Experience managing a Facebook ad budget of $10,000+ / month
• Some skills in advertising on other platforms (Google Search + Twitter)
• Excellent copywriting skills

So, in the body of your cover letter, you need to show how you meet these requirements. Here’s an example of what that can look like:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $40,000+ . As the sole digital marketer at the company, I managed the ad creation and management process end-to-end. I created the ad copy and images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

Our example addresses all the necessary requirements and shows off the candidate’s relevant skills.

Are you a student applying for your first internship? Learn how to write an internship cover letter with our dedicated guide.

Explain Why You’re a Good Fit for the Company

As skilled and experienced as you may be, that’s not all the hiring manager is looking for.

They also want someone who’s a good fit for their company and who actually wants to work there.

Employees who don’t fit in with the company culture are likely to quit sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary , so hiring managers vet candidates very carefully to avoid this scenario.

So, you have to convince the hiring manager that you’re passionate about working with them.

Start by doing some research about the company. You want to know things like:

• What’s the company’s business model?
• What’s the company’s product or service? Have you used it?
• What’s the company’s culture like?

Chances are, you’ll find all the information you need either on the company website or on job-search websites like Jobscan or Glassdoor.

Then, pick your favorite thing about the company and talk about it in your cover letter.

But don’t just describe the company in its own words just to flatter them. Be super specific—the hiring manager can see through any fluff.

For example, if you’re passionate about their product and you like the company’s culture of innovation and independent work model, you can write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features, such as Made-Up-Feature #1 and Made-Up-Feature #2, were real game changers for the device.

I really admire how Company XYZ strives for excellence in all its product lines, creating market-leading tech. As someone who thrives in a self-driven environment, I truly believe that I’ll be a great match for your Product Design team.

So, make sure to do your fair share of research and come up with good reasons why you're applying to that specific company.

Is the company you want to work for not hiring at the moment? Check out our guide to writing a letter of interest .

#6. Wrap It Up and Sign It

Finally, it’s time to conclude your cover letter.

In the final paragraph, you want to:

• Wrap up any points you couldn't make in the previous paragraphs. Do you have anything left to say? If there’s any other information that could help the hiring manager make their decision, mention it here. If not, just recap your key selling points so far, such as key skills and expertise.
• Express gratitude. Politely thanking the hiring manager for their time is always a good idea.
• Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. This means you should ask the hiring manager to do something, like call you and discuss your application or arrange an interview.
• Remember to sign your cover letter. Just add a formal closing line and sign your name at the bottom.

Here’s an example of how to end your cover letter :

I hope to help Company X make the most of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your Facebook marketing goals. Please don’t hesitate to reach out to me at the provided email address or phone number so that we may arrange an interview.

Thank you for your consideration,

Alice Richards

Feel free to use one of these other popular closing lines for your cover letter:

• Best Regards,
• Kind Regards,

Cover Letter Writing Checklist

Once you’re done with your cover letter, it’s time to check if it meets all industry requirements. 

Give our handy cover letter writing checklist a look to make sure:

Does your cover letter heading include all essential information?

• Professional Email
• Phone Number
• Relevant Links

Do you address the right person? 

• The hiring manager in the company
• Your future direct supervisor
• The company/department in general

Does your introductory paragraph grab the reader's attention?

• Did you mention some of your top achievements?
• Did you use numbers and facts to back up your experience?
• Did you convey enthusiasm for the specific role?

Do you show that you’re the right candidate for the job?

• Did you identify the core requirements for the role?
• Did you show how your experiences helped you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

• Did you identify the top 3 things that you like about the company?
• Did you avoid generic reasons for explaining your interest in the company?

Did you conclude your cover letter properly?

• Did you recap your key selling points in the conclusion?
• Did you end your cover letter with a call to action?
• Did you use the right formal closing line and sign your name?

15 Cover Letter Tips

Now you’re all set to write your cover letter! 

Before you start typing, here are some cover letter tips to help take your cover letter to the next level:

• Customize Your Cover Letter for Each Job. Make sure your cover letter is tailored to the job you're applying for. This shows you're not just sending generic applications left and right, and it tells the hiring manager you’re the right person for the job.
• Showcase Your Skills. Talk about how your skills meet the company’s needs. And while your hard skills should be front and center, you shouldn’t underestimate your soft skills in your cover letter either.
• Avoid Fluff. Don’t make any generic statements you can’t back up. The hiring manager can tell when you’re just throwing words around, and it doesn’t make your cover letter look good.
• Use Specific Examples. Instead of saying you're great at something, give an actual example to back up your claim. Any data you can provide makes you sound more credible, so quantify your achievements. For example, give numbers such as percentages related to your performance and the timeframe it took to accomplish certain achievements.
• Research the Company. Always take time to learn about the company you're applying to. Make sure to mention something about them in your cover letter to show the hiring manager that you're interested.
• Follow the Application Instructions. If the job posting asks for something specific in your cover letter or requires a certain format, make sure you include it. Not following instructions can come off as unattentive or signal to the hiring manager that you’re not taking the job seriously.
• Use the Right Template and Format. Choose the right cover letter format and adapt your cover letter’s look to the industry you’re applying for. For example, if you’re aiming for a job in Law or Finance, you should go for a cleaner, more professional look. But if you’re applying for a field that values innovation, like IT or Design, you have more room for creativity.
• Express Your Enthusiasm. Let the hiring manager know why you're excited about the job. Your passion for the specific role or the field in general can be a big selling point, and show them that you’re genuinely interested, not just applying left and right.
• Address Any Gaps. If there are any employment gaps in your resume , your cover letter is a great place to mention why. Your resume doesn’t give you enough space to elaborate on an employment gap, so addressing it here can set hiring managers at ease—life happens, and employers understand.
• Avoid Quirky Emails. Your email address should be presentable. It’s hard for a hiring manager to take you seriously if your email address is “[email protected].” Just use a [email protected] format.
• Check Your Contact Information. Typos in your email address or phone number can mean a missed opportunity. Double-check these before sending your application.
• Mention if You Want to Relocate. If you’re looking for a job that lets you move somewhere else, specify this in your cover letter.
• Keep It Brief. You want to keep your cover letter short and sweet. Hiring managers don’t have time to read a novel, so if you go over one page, they simply won’t read it at all.
• Use a Professional Tone. Even though a conversational tone isn’t a bad thing, remember that it's still a formal document. Show professionalism in your cover letter by keeping slang, jargon, and emojis out of it.
• Proofread Carefully. Typos and grammar mistakes are a huge deal-breaker. Use a tool like Grammarly or QuillBot to double-check your spelling and grammar, or even get a friend to check it for you.

15+ Cover Letter Examples

Need some inspiration? Check out some perfect cover letter examples for different experience levels and various professions.

5+ Cover Letter Examples by Experience

#1. college student cover letter example.

Check out our full guide to writing a college student cover letter here.

#2. Middle Management Cover Letter Example

Check out our full guide to writing a project manager cover letter here.

#3. Team Leader Cover Letter Example

Check out our full guide to writing a team leader cover letter here.

#4. Career Change Cover Letter Example

Check out our full guide to a career change resume and cover letter here.

#5. Management Cover Letter Example

Check out our full guide to writing a management cover letter here.

#6. Senior Executive Cover Letter Example

Check out our full guide to writing an executive resume here.

9+ Cover Letter Examples by Profession

#1. it cover letter example.

Check out our full guide to writing an IT cover letter here.

#2. Consultant Cover Letter Example

Check out our full guide to writing a consultant cover letter here.

#3. Human Resources Cover Letter

Check out our full guide to writing a human resources cover letter here.

#4. Business Cover Letter Example

Check out our full guide to writing a business cover letter here.

#5. Sales Cover Letter Example

Check out our full guide to writing a sales cover letter here.

#6. Social Worker Cover Letter

Check out our full guide to writing a social worker cover letter here.

#7. Lawyer Cover Letter

Check out our full guide to writing a lawyer cover letter here.

#8. Administrative Assistant Cover Letter

Check out our full guide to writing an administrative assistant cover letter here.

#9. Engineering Cover Letter Example

Check out our full guide to writing an engineer cover letter here.

#10. Receptionist Cover Letter Example

Check out our full guide to writing a receptionist cover letter here.

Need more inspiration? Check out these cover letter examples to learn what makes them stand out.

Plug & Play Cover Letter Template

Not sure how to start your cover letter? Don’t worry!

Just copy and paste our free cover letter template into the cover letter builder, and swap out the blanks for your details.

[Your Full Name]

[Your Profession]

[Your Phone Number]

[Your Email Address]

[Your Location]

[Your LinkedIn Profile URL (optional)]

[Your Personal Website URL (optional)]

[Recipient's Name, e.g., Jane Doe],

[Recipient's Position, e.g., Hiring Manager]

[Company Name, e.g., ABC Corporation]

[Company Address]

[City, State/Country]

Dear [Recipient's Name],

As a seasoned [Your Profession] with [Number of Years of Experience] years of industry experience, I am eager to express my interest in the [Job Title] position at [Company Name]. With my experience in [Your Industry/Sector] and the successes I've achieved throughout my education and career, I believe I can bring unique value and creativity to your team.

In my current role as [Your Current Job Title], I've taken the lead on more than [Number of Projects/Assignments] projects, some valued up to $[Highest Project Value]. I pride myself on consistently exceeding client expectations and have successfully [Mention a Key Achievement] in just a [Amount of Time] through [Skill] and [Skill].

I've collaborated with various professionals, such as [List Roles], ensuring that all [projects/tasks] meet [relevant standards or objectives]. This hands-on experience, coupled with my dedication to understanding each [client's/customer's] vision, has equipped me to navigate and deliver on complex projects.

My key strengths include:

• Improving [Achievement] by [%] over [Amount of Time] which resulted in [Quantified Result].
• Optimizing [Work Process/Responsibility] which saved [Previous Employer] [Amount of Time/Budget/Other Metric] over [Weeks/Months/Years]
• Spearheading team of [Number of People] to [Task] and achieving [Quantified Result].

Alongside this letter, I've attached my resume. My educational background, a [Your Degree] with a concentration in [Your Specialization], complements the practical skills that I'm particularly eager to share with [Company Name].

I'm excited about the possibility of contributing to [Something Notable About the Company or Its Mission]. I'd be grateful for the chance to delve deeper into how my expertise aligns with your needs.

Thank you for considering my application, and I look forward to hearing from you soon.

The Heart of Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application falls through.

After all, your cover letter is meant to complement your resume. Imagine going through all this effort to leave an amazing first impression in your cover letter, only for the hiring manager to never read it because your resume was mediocre.

But don’t worry; we’ve got you covered here, too.

Check out our dedicated guide on how to make a resume and learn everything you need to know to land your dream job!

Just pick one of our resume templates and start writing your own job-winning resume.

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

• A cover letter is a 250 - 400 word document that’s meant to convince the hiring manager that you’re the best candidate for the job.
• Your job application should always include a cover letter alongside your resume.
• To grab the hiring manager’s attention, write a strong opening paragraph. Mention who you are, why you’re applying, and a standout achievement to pique their interest.
• Your cover letter should focus on why you’re the perfect candidate for the job and why you’re passionate about working in this specific company.
• Use the body of your cover letter to provide details on your skills, achievements, and qualifications, as well as make sure to convey your enthusiasm throughout your whole cover letter.
• Recap your key selling points towards the end of your cover letter, and end it with a formal closing line and your full name signed underneath.

At Novorésumé, we’re committed to helping you get the job you deserve every step of the way! 

Follow our career blog for more valuable advice, or check out some of our top guides, such as:

• How to Make a Resume in 2024 | Beginner's Guide
• How to Write a CV (Curriculum Vitae) in 2024 [31+ Examples]
• 35+ Job Interview Questions and Answers [Full List]

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How and Why to Write a Great Cover Letter

A cover letter is a one-page business letter that you submit when applying to a job, along with your resume. As a piece of persuasive writing, your cover letter will aim to convey to the employer why you’re a great candidate for the role.

What is the purpose of a cover letter?

Your cover letter complements your resume by making it easy for the employer to see how your experience and interest connect to the position. Your goal is to convince the employer to interview you.

With your cover letter, you’ll aim to:

• Highlight your qualifications:  You’ll show how your skills and experience relate to the employer’s needs for a specific position.
• Showcase your motivation: You’ll demonstrate your enthusiasm for the specific position and the organization.
• Reflect your voice and written communication skills: You’ll give the employer a sense of your personality and writing style.

When should I write a cover letter?

Not all jobs require cover letters. So, how do you decide whether to submit one?

Submit a Cover Letter when…

• The posting explicitly requests that you do so
• You’re applying to an opportunity at a mission-driven organization
• You think that doing so could provide important information to the employer that they wouldn’t get from your resume

Consider Submitting a Cover Letter when…

• It’s marked “optional” in an application, and you have the bandwidth to do so
• You have content that you can easily recycle or repurpose into a tailored cover letter

No Need to Submit a Cover Letter when…

• A posting specifically tells you not to submit one
• There’s no way to submit one in an application portal, and doing so would require a serious workaround

If you’re applying to several similar opportunities, creating a draft cover letter in advance, geared toward that type of opportunity, can be a helpful way to save time in your actual application process.

How do I write a cover letter?

Your cover letter should articulate your qualifications and motivation for the position. Read the job description closely and research the organization. As you craft your cover letter, use examples that demonstrate your relevant skills, knowledge, and interests. The cover letter should be concise, clear, and well-organized.

Before Writing

Research the employer.

Learn enough about the organization to articulate why you are a strong fit for that firm. 

• Review the firm’s website and LinkedIn page.
• Speak with current or previous employees.
• Read articles and social media for current news.

Analyze the job description

Look for skills, duties, and qualifications of the job so you can design your letter to match these as much as possible.

Reflect on your experience and motivation

Identify skills and personal qualities you have developed which will be useful in this role. Ask yourself:

• What attracts you about this role/company/industry?
• What have you have done in your work experiences, classes, internships, activities, projects, volunteer work, travel, etc., that is similar to the duties required of the job? 

Cover Letter Structure

As a business letter, the cover letter should include:

• Heading: Include your name and contact information in the same format as your resume
• Salutation: Address your letter to the specific individual who can hire you, if this is known. If the name is not included in the job description, address the letter to the Hiring Manager or title mentioned in the job description.
• Body Paragraphs:  Discuss your experiences, interests, and skills to show the employer how you can add value to their team. See the section below for more guidance.
• Signature Line: Include a closing and your name.

The cover letter should be one page, about three or four paragraphs, and single spaced. Use 10-12 point font and one inch margins. 

When applying online, upload your cover letter as a PDF file, unless another format is specified. When sending your resume and cover letter by email, you may write a short note or paste your cover letter in the body of your email (without the address header) and also attach the PDF file.

Cover Letter Content

Your cover letter should answer who, what, when, where and why you are applying for the opportunity. 

Introduction

State the position for which you are applying. If you have a referral or spoke with someone from the company, you can mention it in the introduction. Provide some basic information about yourself; this can include your class year and what you’re studying at Columbia. Briefly outline why you’re interested in the organization and what you bring in terms of relevant experience and skills. 

Body Paragraphs

These paragraphs will highlight your qualifications and strengths that are most relevant to the organization and position. Use the job posting and your research as clues to determine what the employer is seeking in a candidate. Have your resume beside you and reflect on what you want the employer to know about you. Are there experiences you want to expand upon that demonstrate your understanding of the role and ability to do the job requirements?

Structure the paragraphs based on relevance, not chronology. Lead with your most relevant skill or strongest experience.

Start each body paragraph with a clear topic sentence.  This can highlight a key skill set, a transferable experience, or a core area of knowledge you’ve built through your studies. Walk the reader through a project or experience, integrating the relevant skills you used and qualities you demonstrated. Provide details about your accomplishments and impact. Connect how these experiences have prepared you for this role and why you are motivated to do this job. There is no need to apologize if you feel you lack experience; focus on the accomplishments that you have.

Recap what you would bring to the organization and your interest in the position. Thank the employer for their consideration. Keep your tone positive and enthusiastic. 

Check out our example of how to structure your cover letter content . 

Editing Tips

Use our  Cover Letter Checklist to make sure your format and content is in line with best practices. 

• Ensure that the content reflects the requirements in the job description
• Keep the cover letter concise, at one page or less
• Correct any errors in grammar, sentence structure, and spelling
• Use the active voice
• Avoid beginning too many sentences with “I”

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What is a Cover Letter? Definition, Structure, Purpose, Types & Meaning

In This Guide:

What is a cover letter, what is the purpose of a cover letter in a job application, what to include in a cover letter, cover letter format and layout, should you use a cover letter template or example, what is a cover letter - takeaways.

Asking yourself, “What is a cover letter?”

In this article, we break down for you the basics about cover letters, their purpose, and what to include in yours.

When you’re applying for a job, a cover letter is just as important as your resume in a lot of ways.  You always want to include a cover letter when you’re submitting your resume, to personalize the facts about your work history and to tailor your application to the job.

But if you haven’t written a cover letter before, it can be intimidating to figure out what to include. Don’t worry, this expert guide boils it all down into a quick read that gives you an overview and points you in the right direction to find everything you need to know about them.

In this post, we’re going to cover:

• What is a Cover Letter?
• What is the Purpose of a Cover Letter in a Job Application?
• What to Include in A Cover Letter

We also describe how you can lay out your cover letter to amp its impact, and we’ve even made it dead simple for you by including some perfect cover letter examples for you to check out.

A cover letter is a one-page document that you include with your resume as part of your application for a job. A good cover letter grabs a Hiring Manager’s attention and gets you to the next step of the hiring process.

While every job you apply for will have either a specific application form or will ask for a resume, not every one will ask for a cover letter.  But you should always include one – it’s a game changer.

The upshot is that a resume is a summary of your work and education experience, while your cover letter adds relevant context to that experience for the specific job.

A cover letter is tailored to a specific job you’re applying for, and it highlights what your qualifications are and how they relate to that role and company. You can use it to give examples of how your experiences relate to the role and show how you’re the best person for the job.

Just as its name implies, a cover letter is written in a letter format, including a greeting, three or four body paragraphs, and a closing. Unlike a resume, your cover letter should be written in full sentences, and you want to use the first-person – “I’m writing to you today to…”.

You don’t want to just rhyme off the same things that are in your resume, though.  Use your cover letter to give real life examples of how your experience, skills, or interests make you perfect for the job.

Head to our full article on the differences between a resume and a cover letter to learn more on this.

Put simply, it’s your chance to make a great first impression. It’s a tool you use to grab a hiring manager’s attention long enough that they look over your resume a bit closer and call you in for an interview.

A cover letter may not be something a job posting asks you to include, but don’t think that means you shouldn’t.  A good cover letter is always a good idea, here’s why:

• You can tell a story in a cover letter that dives deeper into your qualifications,
• experience, and interests to show why you’re the best candidate for the job.
• A lot of candidates skip writing a cover letter, so by including one you immediately put yourself ahead of the competition!
• You can introduce yourself in a more personalized way and tailor your application specifically for the job.
• You can add a bit of flair or personality that gets a hiring manager to ask you in for an interview
• It shows that you put effort into your application, which again, puts you ahead of most of the competition.

This is just a snapshot of how a cover letter can help you. We’ve got a great article for you to look over if you want to know more about the purpose of a cover letter .

Should you send a cover letter for a job?

There is no question, yes, you should absolutely include a cover letter with your application.

We’ve done our homework on this and can tell you: a majority of hiring managers need or expect a cover letter, even if it’s not specified in the job posting.

Not only are they expected, but they’re a great tool for you too:

• Explain the reasons for any work gaps
• Clarify how the experience you have from other jobs applies
• Show how you fit their company culture
• Let them know why you’re changing jobs or fields

So, while a cover letter may not absolutely be necessary, they’re extremely useful, and always something you should take the time to write and include with your application.

Cover letters should usually include some of the same basic elements. We’ve put together a quick list below, but head over to our complete guide on what to include in your cover letter for a full explanation.

• A header – This is where you’re going to include all the contact info the hiring manager is going to expect to see.  You want to be sure to give them what theyère looking for.
• Opening statement – You can get right to it here and make sure this is an attention grabber.  Summarize your skills or experience and give them one good reason why it’s important for the job you’re applying to.
• Body – This paragraph should give some more details about you personally.  Employers often hire someone for who they are, not what they know; this is your time to show them you’d be a great fit on their team.
• Closing and Call to Action – You want to close your cover letter with a thanks for the time they’ve taken and a professional sign-off.  You should also let them know you’re eager to hear from them, and let them know to contact you to follow up.

Try to end with a great impression. It’s key that you know how to close your cover letter well to hit all the right notes.

A hiring manager takes about 7.4 seconds to look at each resume that comes across their desk, and there may be hundreds of those. A strong cover letter design can grab their attention long enough for them to set you into the callback pile instead of in the recycling bin.

We’ve put together the details on how you can really grab a recruiter’s attention with your cover letter design , but here’s the basics:

• Font - Always use a standard, easy-to-read font like Times New Roman or Arial. It should be 12pt or slightly bigger.
• Heading – Always use a professional format of heading, which includes your name and contact info, the date of writing, and the contact info for the person you’re writing to.
• Spacing – You want to single space the body of your cover letter, but leave spaces between the heading, the greeting, each paragraph, and your sign-off.
• Length – We know that it’s tempting to try to fit in as much as possible in the cover letter, but this is definitely a case of less is more.  You want the content to be about half a page, so shoot for between 250-400 words.

Keeping your cover letter lean can be hard the first few times you write one. Check out our article on ideal cover letter length to get more tips on how to hit the sweet spot.

If you’re already a pro, maybe you can go it on your own and write a killer cover letter.  But if this is your first cover letter, or you have any doubts, use our Cover Letter Examples to get some great ideas on how to write and format yours – we’ve got a few samples below.

Our examples cover different industries and positions, so you can fine tune the fit of your letter for exactly the job you’re applying to without trying to reinvent the wheel!  Plus, these are cover letters that work to get interviews, so you can be sure you’ve got a great start.

If you want a real head start, we’ve even got a Cover Letter Templates page where you can head to get all the basics covered for you. Head there, input your specifics, and you’ll have a winning cover letter, easy-peasy.

• A cover letter is a one-pager you include with a job application to dive deeper into exactly why you are the best fit for the job.
• You always want to include a cover letter, even if it’s not specified in the job posting.
• Hiring managers get hundreds of resumes, and they fly through them - your cover letter can and should be designed to grab their attention.
• Personalize your cover letter and tailor it to the specific job you’re sending it in to, this includes relating specific skills, letting your personality shine, and getting the hiring manager’s name.
• Make sure it’s in perfect shape to get great results.  Use our Cover Letter Checklist to make sure you’ve covered all the bases and haven’t overlooked any little mistakes that could cost you the job.

• Cover Letter Guides

How to Sell Yourself in a Cover Letter

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How to write a cover letter

Best practices to show why you're the best fit!

Cover letters are a place for you to tell your story outside of strictly formatted documents or question-and-answers that might be part of an application. They serve as a writing sample, giving a clear example of your written communication skills. You absolutely need a unique cover letter for every application, rather than just changing the name of the position you’re applying to.

What's included in a cover letter?

The goal of a cover letter is to convince the reader that you are genuinely interested in a specific position at a specific organization and highlight that you (due to your most relevant skills/experiences) are a good fit for the position, the organization and the industry.

Your cover letter should provide insight into how you are uniquely suited for the position. Read the job description a few times—what skills are being highlighted?

Use a formal letter format. Include your address, the date, the contact’s name and address. Whenever possible, address the letter to a (relevant) specific person. If not known, a phrase like “Hiring Manager” is acceptable.

Cover letters are typically three short paragraphs:

• Opening paragraph . State why you are writing, what you’re applying for/type of work you’re looking for, and (if relevant) how you heard about this position. Overall, this paragraph should introduce why this letter exists and why you're interested in the position.
• Middle paragraph . Explain why you are interested in working for this employer and in this kind of position. Relevant past experience can be helpful, but they’ll see your resume. Only include past experience if there’s something specific you want to say about it (like, the course you took being your motivation for this kind of work). Highlight your skills or abilities that are relevant to this job. Avoid words like “try,” “somewhat,” etc. when describing your experience. Stay factual, optimistic and confident. That’s who recruiters are trying to hire.
• Closing paragraph . Reiterate your interest in the position and your enthusiasm to join this organization. Thank them for their consideration of your application, and state that you look forward to hearing from them, and to the opportunity to discuss the position further, etc.

What are some other tips for cover letters?

Cover letters should most often be a single, one-sided page. Keep it short and to the point! It’s ok if your first draft is longer. Editing it down from a longer draft helps you keep the best bits, making a stronger letter overall.

If you're not sure what a good cover should look like, research examples from reputable sources. There are hundreds of resources from job-finding websites to university career services that can help you find examples of good cover letters.

Another tip is to put the cover letter down for a few weeks, then pick it up and pretend you’re the hiring manager. Would you hire the letter writer? As with everything, get as many people (roommate, college career counselors, your undergraduate advisor) to review your documents and give their insight. Is it well-written? Would they hire you? Does it sound like you?

A few don’ts for cover letter writing

• Don't apologize for skills you don’t have. Instead highlight why you are qualified.
• Don't use one cover letter to cover all of your bases. Be sure your cover letter is targeted to each position you apply for.
• Don't strictly reference your resume, which focuses on your list of accomplishments. In a professional, conversational manner, discuss the relevant info in your resume, providing further insight into how you’re a good fit.

5 Healthcare Cover Letter Examples (And Tips on How To Write Yours!)

You're in the first stage of applying for your dream job in the healthcare industry, competing with hundreds of others for that one spot. A well-crafted healthcare cover letter can make all the difference. It's your opportunity to showcase your skills, experience, and passion for the role you’re applying for.

But how do you write a cover letter that stands out? In this article, we'll walk you through the key steps and provide cover letter examples for healthcare jobs of all kinds. Whether you're an experienced professional or just starting out, this guide will help you craft a compelling cover letter.

What is a cover letter?

A cover letter is a one-page document that typically accompanies your resume when you apply for a job. Its primary purpose is to introduce yourself to the hiring manager, highlight your qualifications, and explain why you’re a good fit for the role. It should complement your resume by providing additional context and showcasing your personality and enthusiasm for the job.

Put that cover letter know-how to work—check out these amazing healthcare jobs on The Muse and land your next interview »

Length, main topics, and key aspects of a cover letter

A good cover letter should be concise, typically no longer than one page. Here are the key elements to include when writing a cover letter:

• Header: Including your contact information, the date, and the employer’s contact information.
• Salutation: Avoid generic greetings and try to address the hiring manager by name if possible. (Check out these seven ways to address your cover letter that aren't “To Whom It May Concern.” )
• Introduction: In the cover letter introduction, mention the job you’re applying for and a brief overview of why you’re interested in the role.
• Body : In a paragraph or two, highlight your relevant skills, experiences, and accomplishments. Use specific examples to demonstrate you comply with all the job requirements.
• Conclusion: Reiterate your enthusiasm for the position, thank the hiring manager for their time, and express your genuine interest in an interview.

Cover letter for healthcare jobs: Tips for standing out

These simple recommendations for writing a cover letter for healthcare could make or break your chance to get that job and make you stand out from other candidates.

Personalize your cover letter for each specific job and company

Start by addressing the hiring manager by name—you can usually find it in the job listing or on the company's website. (Here are three totally appropriate ways to find—and reach out to—the hiring manager .)

Mention specific details about the company, such as its mission, values, or recent achievements, to show that you’ve done your research. This approach not only conveys your enthusiasm but also highlights how well you align with the company’s culture and goals, helping you stand out as a dedicated candidate.

Tailoring your cover letter in this way demonstrates that you are genuinely interested in the position and not just sending out generic applications.

Use keywords from the job description

Job descriptions often contain specific keywords and phrases that reflect the skills, qualifications, and experiences the employer is seeking. Incorporating these keywords into your cover letter can significantly improve your chances of catching the hiring manager’s attention and passing through any Applicant Tracking Systems (ATSs) that scan for relevant terms.

Carefully review the job posting and identify the most important keywords, then weave them naturally into your cover letter. This not only shows that you have the qualifications they are looking for but also demonstrates your attention to detail and ability to follow instructions. (Need help? Here's how to read a job description the right way .)

Express your suitability for the role with facts and specific knowledge

Backup your claims with concrete facts and specific examples from your past experiences. Rather than making broad statements about your skills, provide detailed anecdotes that highlight your accomplishments and the impact you’ve had in previous positions.

For instance, if you’re applying for a nursing position , you might describe a situation where you successfully managed a critical patient case or implemented a new protocol that improved patient care. Quantifiable achievements , such as “Increased patient satisfaction scores by 15%,” can make a strong impression and provide clear evidence of your capabilities.

Show your passion for the healthcare industry and the specific role

Passion can be a powerful differentiator in your cover letter. Conveying your genuine enthusiasm for the healthcare industry and the specific role you’re applying for can help set you apart from other candidates. Explain what motivates you to work in healthcare and why you are particularly drawn to the role and the organization.

Share any personal experiences or stories that inspired your career choice and illustrate your commitment to making a difference in patients' lives. This emotional connection can resonate with hiring managers and demonstrate that you are not just looking for a job, but are truly dedicated to the field.

Proofread carefully to avoid any spelling or grammatical errors

A cover letter with spelling or grammatical errors can be a red flag for some hiring managers because it undermines your professionalism and attention to detail—two crucial qualities necessary to succeed in the healthcare industry.

After writing your cover letter, take the time to proofread it carefully. Read it out loud to catch any awkward phrasing or missed errors, and consider using a writing assistance tool like Grammarly to help identify mistakes.

It can also be beneficial to have a friend or colleague review your cover letter to provide a fresh perspective. Ensuring that your cover letter is error-free demonstrates your meticulousness and commitment to presenting yourself in the best possible light.

Cover letter examples: Healthcare roles

There are different types of jobs and scenarios that might require you to write in a specific tone or include additional information. Below are five free cover letter examples healthcare professionals can use when applying for a job in this industry.

1. Cover letter example: Healthcare Assistant (entry-level)

Dear [Hiring manager’s name],

I am thrilled to apply for the healthcare assistant position at [Company name]. As a recent graduate with a degree in [Relevant field], I am eager to begin my career in healthcare and contribute to your team’s success.

During my studies, I completed internships at [Previous internship place], where I gained hands-on experience in patient care, record keeping, and working closely with healthcare professionals. My passion for helping others, combined with my strong communication skills and attention to detail, make me a strong candidate for this role.

I am excited about the opportunity to provide compassionate care to patients at [Company name]. Thank you for considering my application.

[Your name]

Find healthcare assistant jobs here on The Muse

2. Cover letter example: Healthcare Nursing (experienced)

I am writing to express my interest in the Registered Nurse position at [Company name]. With over [Number] years of experience in [Specialty], I have developed a comprehensive skill set that includes patient care, medication administration, and patient education.

In my current role at [Current employer], I manage a busy unit, ensuring that patients receive high-quality care and support. I am particularly impressed with [Company name]’s commitment to [Specific value or mission], and I am excited about the opportunity to contribute to your team.

I look forward to the possibility of discussing how my background, skills, and certifications align with the needs of [Company name].

Find healthcare nursing jobs here on The Muse

3. Cover letter example: Healthcare Administrator

I am excited to apply for the Healthcare Administrator position at [Company name]. With a Master’s degree in Healthcare Administration and over [Number] years of experience in healthcare management, I am confident in my ability to oversee and improve healthcare operations.

At [Current or previous employer], I successfully managed [Specific department or team], implementing policies that improved patient care and operational efficiency. I am drawn to [Company name]’s innovative approach to healthcare and am eager to bring my leadership skills to your organization.

Thank you for considering my application. I look forward to discussing how I can contribute to your team.

Find healthcare administrator jobs here on The Muse

4. Healthcare cover letter with no experience

I am writing to express my enthusiasm for the [Job title] position at [Company name]. Although my background is in [Different field], I am eager to transition into healthcare and believe that my skills in [ Transferable skills ] will be beneficial in this role.

In my previous position at [Previous employer], I [Describe relevant experience]. I am particularly attracted to this opportunity at [Company name] because of [Specific reason Related to the company or role].

I am excited about the prospect of bringing my skills and passion for helping others to the healthcare industry. Thank you for considering my application.

5. Cover letter for healthcare job in IT

I am applying for the Healthcare IT Specialist position at [Company name]. With a background in IT and [Number] years of experience in healthcare technology, I am adept at managing electronic health records, ensuring data security, and supporting healthcare providers with IT solutions.

At [Current or previous employer], I implemented [Describe an achievement, for instance, a new EHR system that improved data accuracy and accessibility], resulting in better patient outcomes. I am excited about the opportunity to contribute to [Company name] and support its mission of providing excellent patient care through innovative technology.

Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.

Healthcare cover letter template

Still need help structuring yours? Here’s a template for an application letter for health worker role to get you started:

[Your address]

[City, State, ZIP Code]

[Your email address ]

[Your phone number ]

[Employer’s name]

[Company name]

[Company address]

Dear [Hiring manager ’s name],

I am writing to express my interest in the [Job title] position at [Company name] as advertised on [Where you found the job posting]. With my background in [Your field or major skills], I am confident in my ability to contribute effectively to your team.

In my previous role at [Your previous company], I [Briefly describe your key responsibilities and accomplishments]. I have developed strong [Relevant skills] and have a proven track record of [Specific achievements]. I am particularly drawn to this opportunity at [Company name] because of [Specific reason related to the company or role].

I am excited about the opportunity to bring my expertise in [Your specialty] to [Company name] and help provide excellent care to your patients. Thank you for considering my application. I look forward to the opportunity to discuss how my background, skills, and certifications will be an excellent match for your team.

Key takeaways

Healthcare cover letters differ from other cover letters due to the unique nature of the work. If you are applying for a job in this industry, typically you must highlight your ability to provide compassionate care and support to patients.

Also, emphasize your ability to work collaboratively with other healthcare professionals and showcase your meticulous attention to detail, which is crucial in healthcare settings.

Illustrate your experience and commitment to providing high-quality patient care. And, if you are writing a cover letter for a hospital job with no experience, don’t stress! Everyone started somewhere. Follow our recommendations to make your cover letter shine as much as everybody else's.

If you are wondering how to write an application letter to a hospital as a nurse, assistant, IT specialist, or any other healthcare role, base it on our five medical cover letter examples and tips for crafting a compelling healthcare cover letter. Good luck, and remember that your cover letter is your chance to make a lasting first impression!

Thank You Note Examples of 2024

The basics of a thank you note, what is the purpose of a thank you note, the main elements of thank you notes, how can you send a perfect thank you note.

Thank you notes can be used for many reasons in the workplace. You might want to send a thank you note after an interview or one after receiving support from someone in the workplace.

In most cases, thank you notes should be short and sweet. You also send a separate and unique thank you note to any member of an employer’s staff who interviewed you or helped you in some way. If you were referred to a job by someone, you can send them a thank you note as a way to show your gratitude for the opportunity, even if you didn’t get the job.

The purpose of a thank you note is to show gratitude, but they can also be a good way to keep a conversation going. For example, if you had a great interview with a potential employer, a thank you note can show them that you appreciated their time and are still interested in the position. It takes more effort to send a thank you letter by mail, so doing this can really add a personalized touch and help you stand out to others.

The main elements of thank you notes include:

• A personalized message that is less than a page in length. Include a greeting and short body. You may sign “sincerely” at the bottom or use other professional closing such as, “I appreciated the opportunity to meet you” or “I look forward to working with you soon.”
• A card with your name and phone number, or a paper with a personalized letterhead. Having a card or paper with a personalized letterhead gives the employer or other party information on how to reach out to you without having to look it up. Your full signature is important, especially if you’re sending a thank you note to someone you just recently met.

There are a few steps to sending off the perfect thank you note. Keep the following in mind:

• Always send the note to the correct person and address. If you collected business cards for those who interviewed you or who you received support from, use the addresses and names listed there.
• Use good-quality paper and pens (or ink) to write the note. If you’re unsure, go with a store-bought thank you card that folds in half.
• Make sure the message inside is different if you sent a digital thank you prior to this physical thank you note.
• Send unique thank you notes to each individual.
• Include a return address on the envelope in case it isn’t delivered.
• Address the envelope correctly, using the individual’s preferred name.
• Put the card into the right envelope; it’s a simple error, but if you send the note to the wrong person, it can ruin the impact.
• Include a business card, so your information is easy to find.

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Example 1: Formal Job Interview Thank You Note

Example 2: Sample Handwritten Thank You Letter

Example 3: Recruiter Thank You Letter Sample

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• Government efficiency, transparency and accountability

Civil Service Pay Remit Guidance 2024 to 2025

• Cabinet Office

Published 29 July 2024

© Crown copyright 2024

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: [email protected] .

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/civil-service-pay-remit-guidance-2024-to-2025/civil-service-pay-remit-guidance-2024-to-2025

1. Scope and Purpose of the Pay Remit Guidance 

This guidance covers pay setting arrangements for civil servants throughout the Civil Service, including departments, non-ministerial departments and agencies, as well as for public sector workers in non-departmental public bodies [footnote 1] and other arm’s length bodies. [footnote 2]  

• Where reference is made to departments it also includes those organisations which are not government departments but are in scope of the Pay Remit Guidance.
• Where reference is made to civil servants, it also includes references to other workers employed in organisations covered by this guidance. 

The guidance provides a framework within which all departments will set pay for 2024/25 and for departmental pay strategies and pay reporting. This guidance does not apply to departments which are already in approved arrangements outside of the Pay Remit Guidance, including those for which multi-year deals extending into the 2024/25 pay year have been agreed. A glossary of terms used in the guidance can be found in Section 7.

2. Key factors determining the 2024/2025 pay remit

2.1 introduction , context and 2024/2025 headline figure.

This year, departments are able to make average pay awards up to 5%.

This 2024/25 pay remit year is the last of a three year spending settlement for departments. It is critical that departments consider which priorities are best addressed in the final year of the current Spending Review, and how these relate to and facilitate longer-term objectives and wider workforce priorities without limiting options under the next Spending Review. This year, departments have flexibility to target their pay awards in a way which best suits their needs. This will enable departments (and other organisations covered by its scope) to provide their workforces with a significant consolidated increase, whilst also providing flexibility to address pay anomalies or wider workforce issues, such as recruitment and retention challenges. Departments should have particular regard to such issues as addressing pay compression due to National Living Wage (NLW) increases.

Departments must ensure that pay awards are affordable within their current spending settlements. Departments should be aware of the need to balance other budgetary pressures with consideration of the wider economy and the Government’s macroeconomic framework.

The percentage increase will refer to overall average pay awards within the department.  Individuals may receive a higher or lower award, as it is for departments to decide how to target their pay award based on their own workforce and business needs, and the criteria as set out above.

Increase in Remuneration Costs (IRC)

Organisations are reminded that all elements which increase paybill cost must be included in the calculation of a pay award, except employer National Insurance contributions and employer pension contributions. The following must be included:

• Re-valorisation of paybands
• any remaining historic progression increments
• introduction of new allowances
• increases to existing allowances
• cost of increases in the non-consolidated performance pot above its existing proportion of total paybill
• non-consolidated payments (except for payments related to performance from the non-consolidated performance pot)
• buy-out of allowances or non-pay entitlements
• incentive payments relating to the implementation of pay reforms
• cost associated with changes in non-pay benefits/rewards (e.g. increasing annual/sick/maternity/paternity/parental leave entitlements, introducing long service or non pay recognition awards)
• increases arising from pay restructuring (e.g. associated with Machinery of Government changes or repositioning staff within the pay range)

salary sacrifice schemes [footnote 3]

Exceptions to Increase in Remuneration Costs

• Buying and selling annual leave schemes - where increased costs associated with the scheme will be offset against additional productivity.
• Costs associated with employee benefits from cross-government benefits framework - costs associated with employee benefits from the cross-government benefits framework or a departmental benefits framework 
• Carers leave - From 1 April 2024, the cost of introducing the legislative requirement of one week unpaid leave for care provision

As set out above, if a department makes any changes to elements of their paybill this forms part of their total paybill. If that presents an increase in remuneration costs (IRC) for the remit year above the controls set out in this guidance, i.e. 5%, then further approval is required from Cabinet Office and HM Treasury Ministers.

Departments should contact the Cabinet Office for advice if they are unsure whether any changes they are considering would present an IRC.

Cabinet Office and HM Treasury will consider requests from departments for pay flexibility proposals in very exceptional circumstances, and where they meet the requirements set out in Section 3. Departments are encouraged to discuss any potential business case with the Cabinet Office at the earliest opportunity and before starting detailed work on any pay flexibility business case, in the first instance at [email protected] . The deadline to submit a case for the 2024/25 remit year is no later than 31 October 2024.

Pay remits can only be reopened in exceptional cases once the relevant Secretary of State has approved them. For example, organisations may be able to make an award within remit whilst awaiting the outcome of a pay flexibility case. Organisations must seek approval from the Cabinet Office and HM Treasury prior to implementing an interim award.

2.2 National Minimum Wage & National Living Wage

From 1 April 2024, departments must ensure that they apply the legislative increase to the National Living Wage (NLW) and National Minimum Wage (NMW). The cost of raising individuals to the new rates can be met outside departments’ pay remit.

2.3 Holiday Pay 

Employees (including specific arrangements for irregular hours and part-year workers) are entitled to holiday, paid at a rate which reflects their normal earnings, so that they do not see a reduction in earnings when on annual leave. This calculation may include regular overtime, including using the statutory 52 week reference point for the calculation, and organisations should ensure that they are fully compliant with their legal obligations.

Increases in remuneration made specifically to fulfil the legal obligation to include payments such as regularly worked overtime in statutory holiday calculations should be considered outside of the headline pay awards, providing that the increases are made only to the extent that they fulfil the legal requirements.

If a department wishes to clarify the position on Holiday Pay, and further advice is required, they should contact the Cabinet Office using the contact details in Section 6. Any element of such payments from departments that exceeds the required legal obligation should expect to seek explicit HM Treasury consent, before the payment is made, as per the processes detailed in Managing Public Money .

2.4 Carer’s Leave

The Carer’s Leave Act 2023, which came into effect on 6 April 2024 and entitles employees to take 1 week unpaid leave every 12 months as a non-pay benefit to help a dependent who needs long-term care. The cost of implementing unpaid carers leave can be met outside departments’ pay remit.

2.5 Performance-Related Pay Awards

Non-consolidated performance pay will continue to be managed, as in previous years, within each department’s non-consolidated performance pay ‘pot’ calculated as a fixed percentage of paybill. Public sector organisations are encouraged to target their funds to ensure there are enough staff to deliver vital public services. In exceptional circumstances and with the agreement of HM Treasury and the Cabinet Office, departments have the option of transferring money between their consolidated and non-consolidated pots as set out below in Section 3.2.

Requests to increase the size of the non-consolidated performance pay ‘pot, permanently or temporarily, will only be considered in exceptional circumstances. Consideration of this change will be dependent on factors including the current size of a department’s non-consolidated performance pay ‘pot’ and the proposed increase, as well as the justification for change. If an organisation’s non-consolidated ‘pot’ has been previously reduced to fund higher consolidated pay, further requests will not be considered.

2.6 Recyclable Savings 

Employer National Insurance and pension contributions saved as a result of salary sacrifice schemes, where such schemes are permitted by HMT, are recyclable savings and can offset against the IRC of a 2024/25 pay award.

3. Pay Flexibility

The Government wants to ensure that it is attracting the best and brightest to work for the Civil Service, and rewarding hard working staff fairly. It is important that pay awards ensure sustainability of public finances, deliver value for money for the taxpayer and consider economic conditions. Departments should also consider how their long-term pay strategy delivers on workforce priorities and efficiencies. Since 2017/18, the Pay Remit Guidance has permitted departments to submit a pay flexibility business case to HM Treasury and Cabinet Office ministers to make awards for delegated grades above the headline figure in the Pay Remit Guidance, only where departments can demonstrate productivity gains and efficiencies in return for a high pay award. 

This year, departments are able to make average pay awards of up to 5%. Departments have flexibility within this figure to provide their workforces with a substantive consolidated pay increase to address any recruitment and retention issues or pay anomalies. 

As a result of this, the normal Pay Flexibility Process will be paused for 2024/25. 

Requests for pay flexibility will only be considered in very exceptional circumstances, for example, where a department is experiencing acute recruitment and retention issues that create a risk to service delivery. These cases should be limited to one year as it is the last year of the 2021 Spending Review. 

Departments considering a request for pay flexibility should contact the Pay and Reward team in Government People Group, [email protected] . 

Where there are very exceptional circumstances and departments request pay flexibility, cases should be cost neutral in the medium-term, with details to be set out in a business case. This means that any additional costs should be offset by delivering savings, which may include tangible productivity and efficiency gains. Proposals will be considered where savings and efficiencies to the paybill which cover the IRC can be met within the business case lifecycle or in the medium-term.

Below is a summary of the types of business case that can be submitted:

• transformational pay and workforce reform, including pay restructuring as a result of Machinery of Government changes
• to address recruitment and retention issues (including adopting the Digital, Data, Technology and Cyber pay framework)
• transfer of funds from the non-consolidated pay pot to consolidated pay, or increasing the size of the non-consolidated pay pot in exceptional cases

3.1 Pay Flexibility Process

As outlined above, cases for pay flexibility will only be considered in very exceptional circumstances. 

Where departments feel that they meet this threshold, business cases for pay flexibility are subject to approval by Cabinet Office ministers, with subsequent sign-off by the Chief Secretary to the Treasury. Departments are required to seek their own relevant minister’s approval before submitting their proposals using the pay flexibility pro forma.

Departments must also receive approval from their Permanent Secretary and Human Resources and Finance Directors.

The deadline for submitting pay flexibility proposals for 2024/25 is 31 October  2024.

Non-ministerial departments and agencies, as well as for public sector workers in non-departmental public bodies (NDPBs), and other arm’s length bodies can also request pay flexibility in very exceptional circumstances. Proposals should be submitted to the Cabinet Office through their relevant sponsor department’s Secretary of State.

Where departments consider that their circumstances are very exceptional and have submitted a case for pay flexibility, they should await the outcome of Cabinet Office and HM Treasury decisions before paying any award for their workforce. In exceptional cases, subject to approval from Cabinet Office and HM Treasury officials, departments may be able to make an interim award. Accounting Officers should ensure that any interim award made does not affect the affordability of the pay case or exceed the headline award permitted by this guidance and would not result in overpayments to individuals in the event that Cabinet Office and HM Treasury ministers reject the pay flexibility proposals.

Departments should have removed automatic progression pay based on time-served from their workforces and it should not be reintroduced. Any progression pay still in place in core departments or their ALBs not agreed through business case approvals will be in breach of government policy and Cabinet Office and HM Treasury must be notified immediately. 

Going forward, departments should ensure that pay arrangements they put in place do not involve automatic time-served progression pay, or create an entitlement for employees to receive automatic incremental pay increases.

3.2 Types of Business Case

Recruitment and retention.

Where there are exceptional circumstances, departments may seek targeted pay flexibility to address specific problems associated with recruitment and retention in specific grades and/or professions within their department. These cases must include associated efficiencies and reforms to deliver sustainable savings going forward. Organisations must include robust evidence in support of pay proposals and consider the wider current economic and labour market context. Proposals must also be strictly targeted and involve prioritisation.

The degree of labour turnover and recruitment deemed to be problematic will vary by department and by grade and profession of staff. Departments will need to demonstrate (with robust relevant data) that recruitment and retention problems are exceptional and severely risk service delivery, and the degree to which any turnover problems are associated with pay rather than other wider organisational factors.

Where departments are citing staff motivation as a contributor to turnover, they must demonstrate whether these problems are associated with pay, for example, through evidence from surveys of staff and exit interviews. Departments should expect to be challenged on whether alternative measures are more appropriate to address the issues they have identified. Departments can also consider a business case to adopt the Digital & Data pay framework to address specific recruitment and retention challenges (see below).

Transfer of funds from the non-consolidated pot to consolidated pay

Departments and NDPBs are permitted, in exceptional circumstances, to reduce their non-consolidated performance related pay (PRP) pot permanently as a percentage of consolidated paybill to offset agreed increases in paybill costs applied to meet targeted recruitment or retention pressures, and to address pay anomalies.

The permitted reduction in the PRP pot is capped at an amount equivalent to 50% of the pot, or 0.5% of the baseline paybill if smaller, in order to ensure that departments maintain sufficient resources to continue to fund non-consolidated performance arrangements. PRP pots may not be reduced to provide additional funding for the consolidated paybill generally (for example to fund an across-the-board increase to staff), but must be targeted to address recruitment and retention pressures or pay anomalies.

Funding remaining within the ring-fenced PRP pot following an agreed reduction is expected to be applied to performance-related payments. To avoid this flexibility resulting in subsequent paybill increase, the reduction in the PRP pot will be permanent once the pot as a percentage of paybill has been reduced. Departments must be satisfied that their proposed reduction will not jeopardise the operation, development or effectiveness of their performance-related pay arrangements.

Requests to increase the size of the non-consolidated performance pay ‘pot’, permanently or temporarily, will be considered in exceptional circumstances. If an organisation’s non-consolidated PRP pot has been previously reduced to fund higher consolidated pay, further cases will not be considered.

Transformational

In previous years, departments have been able to submit proposals for transformational pay reform. Departments may seek to take forward transformational pay reform to address structural issues or support delivery of workforce reform. This may include pay restructuring which is necessary as a result of Machinery of Government changes.  

In 2024/25, such proposals will only be considered in cases where there is evidence that such reforms are necessary to address acute recruitment and retention issues and to ensure the continued delivery of vital public services. 

In these cases, proposals are expected to be offset by delivering sustainable savings, which may include tangible productivity and efficiency gains. Such proposals will only be considered where there is a clear case that reforms will generate transformation in departmental and public service delivery, and are expected to be offset by delivering sustainable savings, which may include tangible productivity and efficiency gains. This may include, for example, reduction in contingent labour, savings from reduced turnover, recyclables, changes to terms and conditions of employment, or other productivity and efficiency savings.

Departments should also consider delivery of Spending Review priorities when formulating a business case.

Departments must discuss options with the Cabinet Office before formally submitting a business case. The assessment of a business case will take into account the individual circumstances of the department.

Capability-based pay frameworks

Departments have previously been permitted to seek approval from Cabinet Office and HM Treasury to introduce arrangements that enable movement through pay bands based on achievement of higher workforce productivity e.g. growth of capability. 

In 2024/25, work will be undertaken to analyse the impact of these arrangements where they have been implemented. Following this, further guidance will be given in future versions of the Pay Remit Guidance in relation to the implementation of capability-based pay frameworks as part of multi-year pay flexibility cases. 

As such, departments that submit requests for pay flexibility in 2024/25 as a result of very exceptional circumstances should not submit requests for the introduction of capability-based pay frameworks in the 2024/25 remit year.

The pay framework for Digital & Data, and for Cyber staff

Departments will continue to be able to submit a business case to the Cabinet Office for approval to adopt the  Digital & Data Pay Framework, without the need to demonstrate very exceptional circumstances. The Pay Framework enables departments to pay capability-based allowances to recruit and retain staff in hard to fill digital and data, and cyber roles.

Business cases to adopt the pay framework are funded outside the headline pay remit by recycling  savings from reducing contingent labour use. Departments should discuss options with the pay team in the Central Digital & Data Office before submitting a business case.  The cost of paying allowances under the framework does not count towards the calculation of Increase in Remuneration Cost.

Digital & Data Pay Framework business cases do not require HM Treasury ministerial approval where they align with the pre-agreed Digital and Data Pay Framework. Any case which seeks to adopt this Pay Framework requires departmental ministerial approval.

Departments looking to adopt the Digital & Data pay framework should first discuss their business case with the pay team in the Central Digital & Data Office - [email protected] .

3.3 Business Case Assessment

As set out above, requests for pay flexibility will only be considered in this remit year where departments can demonstrate that there are exceptional circumstances which make flexibility necessary to ensure the continued effective delivery of public services. 

If departments believe that this threshold is met, the business case produced must demonstrate that they have considered the following headline principles throughout their proposals:

• Transformational and targeted
• Delivers efficiencies and productivity
• Evidence-based

These principles should be met and are applicable specifically to the following business cases:

Transformational workforce reform

• Transformational and targeted: proposals should deliver long-term focused transformational changes to departmental delivery and, therefore, significant improvements in productivity and/or resolve specific problems encountered by departments. Proposals must consider how a pay strategy may support delivery of Spending Review workforce priorities, deliver productivity and efficiency gains, savings including through changes to terms and conditions of employment, and other recyclables.
• Delivers efficiencies and productivity: Proposals are expected to be cost neutral in the medium-term and, as set out in the business case, should not place a cost pressure on the department’s budgets, and should deliver on Spending Review priorities. This means that any additional costs should be offset by delivering savings, which may include tangible productivity and efficiency gains. Proposals should be accompanied by a holistic workforce strategy including detail on how proposed reforms will enable workforce targets to be met, and are also expected to provide sustainable and measurable workforce productivity gains.
• Evidence-based: proposals should demonstrate robust evidence in the form of data to back up the proposals. For example, showing low levels of pay that are below relevant comparators, and how this has translated into significant recruitment and retention problems (including relevant statistics). Proposals should demonstrate robust evidence that the pay proposals will have a front line impact on business delivery, outcomes, and productivity. Proposals should also provide evidence that demonstrates expected efficiencies and savings resulting from the duration of the pay deal.
• Measurable: timelines and milestones must be provided to enable the tracking of the pay reform to ensure savings and impacts are being achieved.
• Coherence: proposals must take into account wider Civil Service context and departments may decide it is appropriate for them to look towards more consistent approaches and policies. In particular, business cases are encouraged to look at where historic divergence between departments has made reward systems more complex, less agile, less fair to employees and less efficient overall to the taxpayer.
• Equality: Compliance with age discrimination and equal pay legislation, and ensuring an equality impact assessment has been undertaken when developing proposals.

Addressing recruitment and retention issues

• Transformational and targeted: Proposals should address specific problems associated with recruitment and retention in specific grades and professions within their department. Proposals should also deliver sustainable savings going forward and clearly demonstrate associated efficiencies and reforms.
• Delivers efficiencies and productivity: proposals are expected to deliver savings and efficiencies to the paybill which cover the Increase in Remuneration Cost (IRC), and do not place a cost pressure on the department’s budgets. Proposals are also expected to provide sustainable workforce productivity gains.
• Evidence-based: proposals should demonstrate low levels of pay that are below relevant comparators and how this has translated into significant recruitment and retention problems (including relevant statistics) that severely risk service delivery, and the degree to which any turnover problems are associated with pay rather than other wider organisational factors. Proposals must also demonstrate clear evidence that the pay discrepancy will have a front line impact on business delivery, outcomes, and productivity.
• Coherence: proposals may take into account wider Civil Service context and departments may decide it is appropriate for them to look towards more consistent approaches and policies. In particular, business cases are encouraged to look at where historic divergence between departments has made  reward systems more complex, less agile, less fair to employees and less efficient  overall to the taxpayer.

Transfer of funds from the non-consolidated pay pot to consolidated pay

• Transformational and targeted: proposals should address specific problems associated with recruitment and retention in specific grades and professions within their department. Proposals should demonstrate that funds are being targeted to ensure there are enough staff to deliver vital public services.
• Delivers efficiencies and productivity: proposals are expected to deliver productivity and efficiency savings which cover the Increase in Remuneration Cost. Proposals are also expected to provide sustainable workforce productivity gains. Proposals should demonstrate that the proposed reduction of the non-consolidated pay pot will not jeopardise the operation, development or effectiveness of their performance-related pay arrangements.
• Evidence-based: proposals should demonstrate low levels of pay that are below relevant comparators and how this has translated into significant recruitment and retention problems (including relevant statistics) and robust evidence that the pay discrepancy will have a front line impact on business delivery, outcomes, and productivity. Proposals should provide evidence that demonstrates expected efficiencies and savings resulting from the duration of the pay discrepancy.
• Coherence: proposals may take into account wider Civil Service context and departments may decide it is appropriate for them to look towards more consistent approaches and policies.  In particular, business cases are encouraged to look at where historic divergence between departments has made reward systems more complex, less agile, less fair to employees and less efficient overall to the taxpayer.

All business cases must also include a detailed plan for implementation, including departmental Trade Union engagement.

4. Pay Remit Process and Approval

4.1 responsibilities, cabinet office and hm treasury.

Cabinet Office has responsibility for the overall management of the Civil Service. It is responsible for the publication of the Civil Service Pay Remit Guidance and ensuring that it is sufficiently affordable and flexible for all relevant departments to apply within their budgets. It works with departments and agencies on their workforce and reward strategies to encourage them in implementing tailored reward strategies that are consistent with their workforce and business needs, ensuring that they are able to attract and retain talent to deliver the Government’s priorities and world class public services.

HM Treasury has overall responsibility for the Government’s public sector pay and pensions policy, and maintaining control over public spending including with regards to departmental spending. Departments who have previously been granted clearance can continue the paybill control system going forward. HM Treasury will continue to keep the use of paybill control under review and will not consider new proposals this remit year.

Departments

Departments have responsibility for implementing Civil Service pay policy for their workforce in a way that is consistent with the Civil Service pay guidance but also reflects the needs of their business and their labour market position. All pay remits must be approved by a Secretary of State or responsible minister, and each department, through its accounting officer, is responsible for the propriety of the pay award to staff, including their obligations as set out in Section 4.3.

Trade Unions

Departments are responsible for negotiating the annual pay remit with their recognised Trade Unions in line with the delegated pay framework. As a matter of course, departments are encouraged to work constructively with recognised Trade Unions on the development of their overall pay, reward and workforce strategies, including annual pay remits and the development of pay flexibility business cases. Once the annual pay remit has been agreed by the relevant Secretary of State, departments can enter formal negotiations with the Trade Unions. If departments require guidance or advice about what constitutes ‘formal negotiation’, they should contact the Cabinet Office.

4.2 The Remit Process

Departments, NDPBs and Agencies are required to submit a short business case to their relevant Secretary of State or appropriate Minister for approval. The only exceptions to this are Government Communications Headquarters, the Secret Intelligence Service and the Security Service where there is no Secretary of State with authority to determine pay. Their annual pay remits will continue to require HM Treasury ministerial approval.

No further approval from Cabinet Office or HM Treasury is necessary unless specific arrangements or requirements are already in place, or a department is looking to implement a pay award outside of the remit set by this guidance (such as a pay flexibility business case) at which point they should contact Cabinet Office and refer to the guidance in Section 3.

Pay flexibility business case to the Secretary of State

In very exceptional circumstances where departments have decided to submit proposals for pay flexibility, departments should ensure that clearance is sought from the relevant HR and Finance Directors, and Permanent Secretary prior to submission to the Secretary of State.

Secretaries of State should consider the proposals against the following criteria:

• Whether the circumstances within which the department finds itself are exceptional enough as to make flexibility necessary to ensure the continued effective delivery of public services. 
• Departments need to demonstrate that their proposed pay remit is affordable within departmental budgets and through savings generated as a result of further flexibility in line with the guidance at Section 3.
• The requirements in Section 3 of this guidance must be met.
• information on how the business case is consistent with the department’s overall workforce, pay and reward strategy, and Spending Review priorities.
• information on the makeup of the department’s workforce, and the internal and external labour market in which they operate
• the relevant local labour market in which staff operate
• the recruitment and retention situation within the workforce
• Equality Act requirements to avoid discrimination, including the need for departments to meet their obligations under the Public Sector Equality Duty, and to record their findings on this
• the total reward of staff, including pensions and conditions of service
• any structural changes or reforms to pay arrangements
• information on how the department is meeting key long-term priorities

Departments should also work constructively with Trade Unions on the development of their overall pay and reward strategies, and may find it helpful to discuss proposals with Trade Unions as they are developed. Following approval from the relevant Secretary of State, departments should enter formal negotiations with their departmental Trade Unions. However, if during subsequent negotiations with Trade Unions there are any significant deviations from those proposals, then these must be reported to the Secretary of State and, as appropriate, Cabinet Office or HM Treasury before any final agreement is reached. Any department that is uncertain as to whether what they propose to agree constitutes a significant difference from that specified under the remit should contact the Cabinet Office for advice.

Pay settlement changes are expected to apply from the settlement date upon which the department’s pay remit year commences, and should not be deferred.

4.3 Legal Considerations for Departments

Departments are reminded of their obligation to comply with their Public Sector Equality Duty when considering pay awards for their staff and the requirements of the HR Functional Standard (including adherence to all legal and regulatory requirements).

Departments are also expected to apply this guidance alongside the HM Treasury guidance on public sector pay and terms .

Departments are encouraged to take legal advice on the drafting of any pay commitments to ensure that these are affordable and consistent with this guidance.

Ministerial approval of pay remits is given on the basis that a department does not enter into any legally binding agreements in Trade Union negotiations that effectively commit it to automatic costs in the future.

4.4 Senior Staff

Senior Civil Servants (SCS) and NDPB equivalents are not included within the scope of this Civil Service pay guidance. The pay of the SCS is covered by the Senior Salaries Review Body’s (SSRB) remit and is set centrally by the Cabinet Office. Pay for senior staff in NDPBs is not covered by the SSRB’s remit, nevertheless NDPBs have an important leadership role in following public sector pay policy, therefore, any annual pay increase or decision to award performance-related pay to such staff must be considered alongside and according to the same principles that apply to the SCS. Sponsor departments are responsible for enforcing this. The latest SCS Pay Practitioners Guide can be found on Gov.uk.

5. Pay Reporting to HMT 

In return for the continued delegation of pay to Secretaries of State, departments are expected to provide data to HM Treasury on their forecast and outturn data for the pay round.

Departments are asked to submit this data using the Workforce and Pay Remit (WPR) application in OSCAR for each remit. Further guidance will be issued to departments on the WPR including the deadline for submission of data.  

Failure by a department to provide appropriate data, or provide it in good time, may result in re-imposing the requirement for approval of remits for that department in future years or other action to encourage better compliance.

The information below summarises the data that departments are expected to report to HM Treasury for the 2024/25 remit year:

Each department should submit data covering the department itself, each non-ministerial department falling within the area of responsibility of their Secretary of State, each agency that they sponsor and each NDPB. Departments should not in general combine data relating to separate remits. Exceptionally, aggregate data may be entered for NDPBs with prior HM Treasury agreement.

The data required is outturn for 2022/23 and 2023/24, as well as a forecast for 2024/25. Data should be provided for the financial year, not the remit year. Outturn data should be consistent with published resource accounts (allowing for differences arising from the financial year basis of the latter) and forecasts, including any forecast changes to staff in post, should be consistent with the in-year expenditure forecasts that all central departments routinely provide to HM Treasury via the OSCAR system. Data must be provided for the delegated Civil Service grades and equivalents, and the Senior Civil Service and equivalent grades.

If there are significant anomalies in the data, for example because it represents less than a full year of activity, or there are large differences between successive forecast and outturn figures for a particular year, departments should provide a brief explanation, either in the space provided on OSCAR or in an email to the Workforce Pay and Pensions team at HM Treasury (see Section 6 for contact details).

HM Treasury will issue a commission directly to departments to formally begin the WPR process. This will include all relevant guidance and information.

6. Contacts

Any queries in relation to this guidance, or the remit process in general, should be emailed to the Cabinet Office in the first instance:

Email: [email protected]

Civil Service Reward and Employment Team Government People Group Cabinet Office, Zone 10/11 4th Floor 1 Horse Guards Road London SW1A 2HQ

For queries on WPR reporting: [email protected]

Workforce, Pay and Pensions Team HM Treasury, Zone 2 Red 1 Horse Guards Road London SW1A 2HQ

7. Glossary of Terms

7.1 total paybill (£ million).

Total paybill: Total paybill is the sum of direct wages and salaries, pension contributions and National Insurance Contributions. Includes all staff- related costs excluding the cost of staff not on the formal Civil Service payroll. This should include staff paid from programme budgets.

Direct wages and salaries: Direct wages and salaries are calculated from the sum of pay, allowances, non-consolidated performance (e.g. bonuses) and overtime entered in the OSCAR template. Direct wages and salaries include all the elements that go to employees on a current basis (as opposed to pension payments, for example, which are deferred).

Pension contributions: The total cost to the department of pension contributions. 

Employer National Insurance Contributions: The total cost to the department of employer National Insurance Contributions.

Exit costs: These include any benefits to an individual, in the form of pay, pension or other remuneration, when leaving service (through either compulsory redundancy or other agreed departures) other than entitlements accrued in the normal course of employment up to and including the exit date.

7.2 Non-paybill staff costs (£ million)

Consultants/interim/agency staff costs not included in the paybill: Total cost of all staff who are not on the formal Civil Service payroll, including for example, consultants, interim and agency staff.

7.3 Non-consolidated performance pay pot (% of paybill)

Non-consolidated performance pay pot (% of paybill): The size of the non-consolidated performance pay pot expressed as a percentage of total pay bill. Note that this may differ from outturn or forecast expenditure on non-consolidated pay recorded as a component of salaries and wages.

7.4 Paybill per head (£)

Paybill per head: There are two measures to show the total paybill divided by the workforce size. Paybill per head (headcount) is total paybill divided by headcount. Paybill per head (FTE) is total paybill divided by full-time equivalent (FTE) workforce.

Average earnings per head: There are two measures to show direct wages and salaries  i.e. excluding employer pensions and NICs) divided by the workforce size. Average earnings per head (headcount) is direct wages and salaries divided by headcount. Average earnings per head (FTE) is direct wages and salaries divided by FTE workforce.

7.5 Workforce size

Headcount and FTE must be calculated on the required basis for all years.

Headcount: The total Civil Service workforce on a headcount basis, calculated as the average for the remit year based on the size of the workforce at the end of each month.

Full time equivalent: The total Civil Service workforce on a full-time equivalent basis, calculated as the average for the remit year based on the size of the workforce at the end of each month.

Number of exit packages: The number of exit packages made within the year. This should relate to the ‘exit costs’ figure reported under paybill.

7.6 Wastage and vacancies (%)

Vacancy Rates: The number of unfilled posts (or forecast vacancies) in the final month of the remit year in question, expressed as a percentage of (headcount at the end of the month plus vacancies). This figure should reflect the number of posts that are either unfilled or filled by contract staff, which will be advertised under Civil Service fair and open competition rules. This figure should not include vacant posts that will be removed as part of organisational restructuring or planned workforce reductions.

Staff wastage: The proportion of employees leaving the department over the year (excluding redundancies but including exits due to all other factors including performance related exits and ill-health retirements) as a % of total workforce. Excludes those employees moving between jobs within the department.

7.7 Change in pay from previous year (%)

Basic award (%): The average % increase to the steps (for a step based pay system) or maxima/minima (for a non-step based pay system) of the pay ranges within an organisation. 

Pay drift (%): The difference between average earnings growth % and basic award %.

Average earnings growth (%): The change in average earnings per head (FTE) from the previous year, as a % of average earnings per head in the previous year. It includes all changes in direct wages and salaries.

Percentage increase in remuneration cost (IRC) (%): The percentage change in the IRC. This is the difference between the projected remuneration cost and the baseline remuneration cost expressed as a percentage of the baseline remuneration cost. All departments should enter data for all three calculations of the IRC:

• Increase in remuneration cost
• Increase in remuneration cost excluding legally binding progression increments or progression buy out costs
• Increase in remuneration cost excluding progression increments or progression buy out costs, and PRP pot switches

For those departments to whom the below do not apply, the figures will be identical:

• departments that pay contractual progression increments or
• departments who have agreed a switch in funding from the non-consolidated performance pay pot to fund recruitment and retention pressures

Those departments that fall under either or both of the above are expected to report the effects of these factors on their IRC by entering outturn and forecast data for all three versions of the IRC.

7.8 National Living Wage (NLW)

Number of employees on the NLW: The number of eligible employees that are on (or are within 5 pence of) the NLW from April in the pay remit year. For example, as of April 2024, the rate of the National Living Wage is £11.44.

Paybill costs of those on the NLW: The total paybill costs incurred by all employees on the NLW within the pay remit year and the cost of increasing the wages of eligible employees to meet the legal entitlement of paying the NLW.

7.9 Baseline remuneration cost

The baseline remuneration cost is the cost to the department, for the remit year, of the expected staff complement, excluding the costs of progression or revalorisation or any other increases. Baseline remuneration cost does not include employer National Insurance and pension contributions.

7.10 Projected remuneration cost

The projected remuneration cost is calculated by adding the IRC arising from the remit proposals to the baseline remuneration cost.

Example: if the total costs of the remit proposals were £100,000 and the baseline costs were £2,000,000 the projected costs would be £2,100,000.

7.11 Increase in remuneration cost (IRC)

As stated in Section 2, the IRC includes all increases arising from the remit proposals, apart from employer National Insurance Contributions and pension contributions, and is net of any offsetting reductions in the costs.

The IRC calculation should assume that all increases are implemented from the settlement date. Departments cannot reduce the IRC by deferring the date of implementation of component increases.

7.12 Non-consolidated performance payments

Non-consolidated performance payments are awarded to staff based on performance either at an individual, team or organisational level. They are re-earnable and do not have associated future costs. Types of payment include:

• Performance related payments based on individual contributions to the department and assessed by the department’s performance management system
• Special bonus schemes for individual payments for special projects or outstanding pieces of work that are not covered by the normal performance management system
• Non-consolidated performance payments met from the performance pot should be excluded from the IRC calculation. However, non-consolidated payments not related to performance, as well as increases in the non-consolidated performance pot, must be included in the IRC calculation.

7.13 Calculating the performance pot

The organisation’s existing non-consolidated performance pot is a cash value derived from a percentage of the consolidated baseline paybill, and not a fixed cash amount.

Example: In 2023-24, an organisation has a consolidated paybill of £20 million and has built up a non-consolidated performance pot of 3%. The cash value of the non-consolidated pot is therefore 3% of £20 million, and so equals £600,000. In 2024/25, because of staff reductions, the consolidated baseline paybill is reduced to £19 million. While the non-consolidated pot as a proportion of consolidated paybill remains unchanged at 3%, the cash value is reduced to £570,000 (3% of £19 million).

7.14 Other non-consolidated payments

Non-consolidated payments other than those related to performance must be included in the IRC calculation.

7.15 Progression Pay

Progression pay systems are those under which pay to individuals in a specific grade or post increases periodically. Progression pay cost is the cost of moving someone through the pay range; for spine point or step-based systems, it relates to the costs of incremental steps. In some cases this is subject to demonstration of increased capability (to a particular standard), a satisfactory performance assessment and/or may be a legal entitlement. Progression may also be as a result of targeting a pay award. In milestone and reference-point based systems, progression means the cost of moving staff within the pay range.

7.16 Revalorisation

Revalorisation relates to the uprating of pay ranges, spine points or step-based systems and is the value by which set points are increased. The cost of any revalorisation must be included in the pay award, i.e. the IRC calculation.

7.17 Non-pay rewards and benefits

These include increases in annual leave entitlements, reduction in working hours, etc. The cost of such changes should be calculated and included in the IRC calculation.

7.18 Remit year

The period for which the approved pay remit applies. Remits apply for one year but the settlement dates, i.e. the date upon which the pay remit year commences, vary from one body to another.

7.19 Recyclable Savings

Recyclable savings are generated when staff leave the department and are replaced by entrants with a lower salary cost. The difference between the leaver’s salary costs and the entrant’s salary costs is the saving to the paybill. 

Employer National Insurance and pension contributions saved as a result of salary sacrifice schemes are also recyclable savings and can be added back into the paybill. 

Vacant posts do not generate recyclable savings, because until the post is filled the salary cost to the paybill cannot be determined.

• Throughout the guidance the term “department(s)” includes all organisations (ministerial and non-ministerial departments, agencies and NDPBs) that come within its scope, unless the context implies otherwise, and departments should seek clarity as necessary. 
• Organisations should contact their parent or sponsor department to seek guidance from the Cabinet Office (contact details found in Section 6) if unsure whether they are in scope of the guidance. 
• A letter from the Financial Secretary to Secretaries of State on 3 November 2009 clarified the rules on salary sacrifice schemes in the public sector. Departments should refer to this if needed.

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