Cover letter basics – Page 2

Aim for professional and warm: polite, clear and direct, without stiff or old-fashioned phrases. Write the way you would speak in a good interview.

Some guides:

• Use full sentences and correct grammar, but avoid phrases like "I humbly beg to apply" or "Please find enclosed herewith".
• Avoid slang, emojis and very casual openings such as "Hey there".
• Match the employer's tone a little: a law firm expects a more formal letter; a start-up or creative agency may accept a lighter tone.

Example of a good balance: "I was pleased to see your opening for a Junior Graphic Designer, as your packaging work for local food brands is exactly the kind of design I enjoy most."

A cover letter is about you, so "I" is natural, but starting every sentence with it sounds repetitive. Vary your sentence openings and focus some sentences on the employer or the result.

Ways to vary:

• Start with the result: "Within six months, the new filing system cut search time for the legal team."
• Start with the context: "During my internship at Crescent Bank, I..."
• Start with the employer: "Your focus on patient safety matches the way I have worked in..."

Read your letter and count the sentences beginning with "I". If more than about half do, rewrite a few. This small change makes the letter flow better and sound more confident.

Your first strong cover letter may take an hour or two; after that, tailoring it for each job usually takes fifteen to thirty minutes.

Where the time goes:

• Reading the advert and noting the top three requirements.
• Choosing examples from your experience that match them.
• Writing a short, specific opening and a sentence about the employer.
• Checking spelling, names and the job title.

Save your best paragraphs in a document so you can reuse and adapt them. Do not rush the final check: a letter with the wrong company name costs more than the time you saved.

Yes, a template is a good starting point for layout and structure, but the words must be your own and specific to each job. Employers can spot a letter where only the company name has been changed.

How to use one well:

• Use the template for the order of sections and the page layout.
• Replace every sample sentence with your own experience and examples.
• Delete any placeholder text and brackets before sending.
• Match the fonts and header to your resume so they look like a set.

If you write your cover letter in the builder, it sits alongside your resume, which makes it easier to keep the details consistent. Treat any example text as a prompt, not something to send as written.

It can help with structure and wording, but the content must be true, specific and in your own voice. Letters generated without editing tend to sound generic, and they sometimes include claims you cannot support.

Use AI tools sensibly:

• Start with your own notes: the role, your three best matching examples, and why you want this employer.
• Ask for help tightening sentences or fixing grammar, not for invented achievements.
• Check every fact, name, number and date.
• Remove phrases that do not sound like you.

Some employers state their own policies on the use of AI in applications; follow them. In an interview you will be asked about what your letter says, so make sure you can talk about every line.

Often yes. At senior level, the letter shows how you think about the organisation's challenges, and it is a sample of how you communicate with boards, clients and teams.

A senior cover letter should:

• Open with the role and a clear statement of the value you bring.
• Give two or three results at the level of the business, such as growth, turnaround or major projects.
• Show understanding of the organisation's direction, based on public information.

Example: "As Regional Operations Director at Meridian Foods, I led the integration of two acquired distributors into one network, and I would bring the same discipline to your expansion across the Gulf."

Executive search firms may ask for a CV only at first; follow their process.

Usually yes, or at least a short motivation paragraph. Internship applicants often have similar resumes, so the letter is where you show what you want to learn and why this organisation.

Include:

• Your course, year and expected graduation date.
• Why this company or department interests you.
• One or two relevant examples from coursework, projects, clubs or part-time work.
• Your available dates.

Example: "As a second-year Marketing student at Al Ain College, I ran the social media accounts for our student entrepreneurship club, and I would like to learn how your agency plans campaigns for retail brands. I am available from June to August."

Many internship programmes give a word limit or a form; follow it.

Follow the application instructions exactly, because public-sector processes are often structured. Many use their own forms, with set questions or a statement addressing the selection criteria, instead of a free-form cover letter.

Check the advert for:

• Whether a cover letter, statement or form is required.
• Any word or page limits.
• A list of criteria or competencies your answers should address.

If a letter is requested, address each key requirement in turn with a short example. If a form replaces the letter, do not attach an extra cover letter unless the instructions allow additional documents. Missing a required document can stop an application from being considered, so read every instruction twice.

Often it is a good idea, because remote employers rely heavily on written communication, and a clear, well-organised letter is a direct sample of that skill.

In a remote-job letter, show:

• Experience working independently or with teams in other locations or time zones.
• Tools you have used for communication and project tracking.
• Your time zone and the hours you can work, if relevant.

Example: "For the past two years I have supported clients across Europe and the Gulf from Manila, using shared task boards and weekly video check-ins to keep projects on schedule."

Keep it brief and direct. If the application asks specific written questions instead, answer those carefully instead of attaching a separate letter.

For most applications, no. Typed letters are easier to read, can be stored and searched, and are what employers expect for online and email applications. A handwritten letter can also be hard to read and cannot be uploaded in most systems.

A handwritten note may suit only a few situations:

• A short thank-you note after an interview, in some traditional settings.
• A small local business where you hand in your CV in person and want to add a brief note.

If an employer specifically asks for a handwritten letter, follow the instruction and write neatly in blue or black ink on plain paper. Otherwise, type your letter and sign it by hand only if you are printing it.

Only partly. A good letter can explain context and encourage a reader to look more closely, but it cannot replace missing information on your resume. Most readers still expect the resume to show your experience clearly.

Use both documents properly:

• Fix the resume first: clear headings, relevant experience near the top, specific bullet points.
• Use the letter to explain what the resume cannot, such as a career change or why you are relocating.
• Make sure the two documents agree on dates, titles and facts.

If your experience is limited, the letter can highlight transferable skills and motivation, but your resume should still show your projects, studies or volunteering in detail.

Write one only if you are interested enough to explain, honestly, why the role appeals to you. A cover letter is hard to write well without some genuine reason, and a forced letter usually sounds generic.

Before you decide:

• Read the advert again and note anything that does interest you, such as the team, the work or the chance to learn.
• Look at the company's website to see whether there is more to like than the advert shows.
• Ask yourself whether you would accept an interview.

If you find a real reason, use it in one or two sentences. Example: "Although my background is in hotel sales, your focus on corporate events is an area I would like to grow into." If you cannot find one, your time may be better spent on applications you care about.

Usually no. Employers expect a cover letter to accompany a resume or application form, and the letter is written to introduce it. Sending a letter alone leaves the reader without your dates, roles and qualifications.

Exceptions are rare:

• An employer asks only for a letter of interest at an early stage.
• A form asks for a statement and builds your profile from its own fields.

In both cases, follow the instructions. If you have only a letter ready, it is better to wait and send a complete application than to send half of it. A short, clear resume and a tailored letter together give the reader everything they need to decide whether to invite you for an interview.

Only if the advert asks you to. Otherwise, leave salary out of the cover letter and discuss it later in the process, when you know more about the role and the employer knows more about you.

If the advert does ask:

• Give a short, honest answer in one sentence, near the end of the letter.
• Phrase it flexibly, for example as a range you have researched, and say you are open to discussing the full package.
• Do not let it take over the letter; your main focus should still be your fit for the job.

Example wording without figures: "As requested, my salary expectation is in line with similar roles in the region, and I am open to discussing the full package at interview." Replace that with your own figures if a specific number is required.

Usually not in detail. A cover letter should focus on why you want the new job, not on problems with the old one. If you mention it at all, keep it short, positive and forward-looking.

Good ways to frame a move:

• Growth: "I am looking for a role with more responsibility for client accounts."
• Direction: "I want to move from general administration into HR."
• Location: "I am relocating to Doha in March."

Avoid any criticism of your manager, salary or company. Interviewers will ask about it anyway, and you can answer fully then. In the letter, one sentence is enough, and often none is needed.

Usually not. When a recruiter approaches you, they normally ask only for an updated CV, and they write their own introduction when presenting you to their client.

What helps instead:

• Reply promptly and confirm your interest in the role.
• Send your CV, adjusted to fit the role they described.
• Give them two or three key points to pass on, such as your notice period, location and most relevant achievement.

Example reply line: "Thank you for reaching out. I am interested in the Procurement Specialist role. My CV is attached; I am currently on a one-month notice period and have led supplier tenders for hospital equipment."

If the recruiter or the client specifically asks for a cover letter, then write a short, tailored one.

Yes, if the application asks for one or allows it. A referral gets attention, but the hiring manager still needs to see why you fit the role, and a letter is a natural place to mention who referred you.

Make the most of it:

• Ask your contact's permission before naming them.
• Mention the referral early, in one sentence.
• Then focus on your evidence: two or three examples that match the job.

Check how the company handles referrals. Some ask the employee to submit your details through an internal system, in which case follow that process and add a letter only if the form allows it.

For a job fair, a printed CV is usually enough; a cover letter is rarely expected there because you introduce yourself in person. For an interview, bring a spare copy of your CV and, if you sent one, your cover letter for your own reference.

At a job fair:

• Bring several printed copies of your CV.
• Prepare a short spoken introduction instead of a letter.
• Ask for a contact name, so you can follow up afterwards.

At an interview:

• Bring copies of the documents you submitted.
• Re-read your cover letter beforehand, since interviewers may ask about something you wrote in it.

Sending a generic letter that could go to any employer. It shows little interest in the specific job and gives the reader no new reasons to choose you.

Signs your letter is too generic:

• The company name appears only in the greeting.
• No requirement from the advert is mentioned.
• Most sentences describe qualities ("hard-working", "motivated") without examples.

Other frequent mistakes include the wrong company name left from a previous letter, typos in the first paragraph and letters that only repeat the resume. A quick fix: add one sentence about why this employer, and one example that matches the advert's main requirement.

Yes, if a letter is requested or useful. Employers value a clear, simple letter; they do not expect elaborate language. Short, correct sentences are better than long, complicated ones.

Tips for writing confidently:

• Use simple sentence structures: subject, verb, detail.
• Keep each paragraph to three or four sentences.
• Use a spelling and grammar checker, then read the letter aloud.
• Ask a friend or mentor with strong English to review it.
• Avoid copying fancy phrases you do not fully understand.

Example of clear, simple English: "I have worked as a sous chef for four years. I plan weekly menus, order stock and train new kitchen staff."

If the role needs another language you speak, mention it.

Usually yes. Write your letter in the language the advert is written in, unless it tells you otherwise. That is the language the employer expects to read, and it shows you can work in it.

Some practical points:

• If an advert in English says Arabic or French is required, write in English but mention your fluency clearly.
• If the advert is bilingual, either language is normally acceptable; choose the one you write best.
• Keep your resume and cover letter in the same language.

If you are not confident in the advert's language at a professional level, that is worth thinking about before applying, as the job itself may require it.

Not if the employer did not ask for one. Many applications are made with a resume alone, and that is normal. It only looks careless when the advert requests a cover letter and you leave it out.

A quick check before you apply:

• Does the advert or form mention a cover letter, covering letter or letter of application? If so, include one.
• Does it say "optional"? Consider a short tailored letter.
• Does it say "CV only"? Send only the CV.

If you are emailing your resume directly to a person, write a short, polite message in the email body rather than sending an attachment with no text. That brief message does much of the same work.

Most hiring managers look for three things: that you understand the job, that you have relevant evidence, and that you genuinely want this role rather than any role. Clear writing and accuracy matter too.

What usually makes a positive impression:

• Fit: you name the main requirements and show you meet them with real examples.
• Specific interest: you mention something about the company, team or product that attracted you.
• Results: you describe what changed because of your work, not just your duties.
• Clarity: short paragraphs, plain language, one page.
• Care: correct names, job title and no spelling errors.

Example of fit plus result: "Your advert mentions reducing stock discrepancies. At Pearl Retail, I introduced weekly cycle counts in our warehouse, and discrepancies at the year-end audit were the lowest the site had recorded."

What tends to put readers off: generic praise, long paragraphs about yourself with no link to the job, and claims with no proof. Different managers value different things, so use the job advert as your guide to what this one cares about.

Only if it is relevant to the application or the employer asks. In some regions, such as the Gulf, employers often want to know early whether you hold a residence visa, need sponsorship or can transfer your visa, and a short factual line can save time.

If you include it:

• Keep it to one neutral sentence near the end.
• State the fact, not your personal history.
• Make sure it matches what is on your resume or application form.

Example: "I hold a valid UAE residence visa and can start after a one-month notice period."

In many other countries, nationality is not expected in a cover letter, and employers may ask about the right to work separately. Follow the advert's instructions and leave out details nobody has asked for.

Usually you need a short, focused pitch rather than a formal letter. Clients hiring freelancers or contractors want to see quickly that you understand their project, can deliver and are available on their timeline.

A good pitch covers:

• The project or contract you are responding to.
• One or two similar pieces of work, with results.
• Your availability and how you would approach the work.

Example: "I recently translated a 40-page product manual from English to Arabic for a home appliance brand, delivering two days early. I can start on your user guide this week."

Agencies placing contractors often ask only for an updated CV. Follow the platform's or agency's format, including any word limits on proposals.