uk academic job cover letter

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Covering letters for academic jobs in the UK

Key elements for your academic covering letter  .

Your academic covering letter should:

• be approximately one to two A4 pages in length, but can be longer (especially for more senior positions).
• focus on what you have to offer the department or institution to which you are applying, rather than what you’d like to gain from working there.
• succinctly highlight your academic success and achievements, in relation to the post being advertised.
• make clear links between your experience and the job to which you are applying (e.g. which of the departments modules you could teach on, which staff members you could collaborate with etc., if relevant).

What to include in your academic covering letter

Your CV is there for the employer to refer to for further details, so you should avoid simply repeating your CV again in your covering letter.

In your covering letter, you should argue your case as to why your experience so far makes you a great candidate for that particualr job at that particular university. Here are some tips on what to include in your academic covering letter:

• Open by explaining what you are applying for and where you say it advertised.
• Briefly introduce yourself and what attracted you to the employer and the job (avoid directly restating phrases from their recruitment literature).   
• Explain how your research interests and/or teaching experience complement those of the department.
• Give examples that show that you have the right combination of skills. Examples might include some details of modules you’ve taught, conferences you’ve participated in, successful collaborations or projects in which you have been involved.
• Include a closing paragraph stating your availability for interview (if necessary) and that you look forward to hearing from them etc.   
• Jobs.ac.uk have a useful academic cover letter template  and an e-book guide on how to write a cover letter for academic jobs.
• Keep your letter succinct, relevant and enthusiastic in tone. Ensure it complies with formal conventions, e.g. sign off with “Yours sincerely” if it is addressed to a specific individual and “Yours faithfully” when you don’t have a name, and include your address and the date at the top.   
• If you would like advice on your academic covering letter, you can arrange to see the PGR Careers Adviser .

Good luck with your applications!  

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How to write your cover letter

Advice on what to include in your cover letter and how to structure it.

Cover letters are not an exact science, but you need to sound like you want the job and you can show why you would be a good fit for it. Employers can tell when you haven't given much thought to why you are applying. This is your opportunity to show your motivation and suitability - so take it! 

What to include 

Your cover letter complements your CV and gives you the chance to demonstrate your motivation and suitability for the job.  Your cover letter should answer three questions: 

why do you want this job? 

why do you want to work for this organisation? 

why are you right for the role? 

Use the cover letter to highlight information you need the employer to know, and to explain anything such as extenuating circumstances which you want them to take into account.  

You should: 

demonstrate that you have researched the organisation  

evidence how you have the skills and experience listed in the vacancy 

aim for one page in length with about three to five concise paragraphs.

Watch the recording above to find out more about how to write your cover letter.

To explore examples of cover letters, access Careers Service Plus (University of Edinburgh login required):

Cover letters examples  

Using generative AI to create your cover letter

Technologies such as ChatGPT can provide a reasonable basic structure for you to build upon, but what they give you is unlikely to be tailored convincingly and will be bland and generic, and unlikely to impress employers. Use them as a support and starting point if you like - but edit their product to make the end result your own.  

Remember these points:

• adapt the content generated, to make it more closely related to you -otherwise it will lack impact
• be cautious about submitting any personal data, as whatever you put in could be in the public domain 
• you may be risking plagiarism, as these systems incorporate, in their output, content produced by other people without acknowledging or referencing them 

Guidance on using AI has been produced by the Bayes Centre at the University of Edinburgh. 

AI guidance for staff and students   

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Academic cover letters

It’s also important to understand what will and won’t be acceptable to the organisation you’re hoping to join. Faced with a big pile of applications, an employer is looking for reasons to put most of them in the bin. If your application varies from the expected format or is difficult for the potential employer to understand you are giving them a reason to discard it - and all before they’ve had a chance to see that you’re perfect for the job!

Online advice on academic cover letters can be conflicting due to different expectations between disciplines and especially between countries: some examples are length of the letter, what it should include versus the CV/resume and type of supplementary documents to attach.

Getting your letter right

Other things to consider.

Cultural differences - a few examples

Articles about academic cover letters or applications

Templates and examples, will anyone read my cover letter.

There are some things everyone seems to agree on and which are not specific to applications for academic positions. Key points include:

• The main purposes of your letter are to convey your enthusiasm, to make it clear why you’re a good fit for the position and why you want to work in that department or research group
• Tailor your letter to the position and employer. If you use the same letter for all applications it will probably be obvious, could give the appearance that you are not as keen as other candidates and is likely to be detrimental to your application.  Remember that your covering letter might be the first thing that a potential employer reads
• Try to address your letter to a specific individual. Do a bit of digging if you don’t already know who the appropriate person is
• Rather than simply making assertions, give evidence to illustrate your strengths and your fit for the role
• Don’t repeat what can easily be seen on your CV/resume
• Get the tone right. Apart from being professional, the right tone can vary by culture so if you’re applying outside your home nation or your comfort zone, do some research. For example, what passes for a confident tone in one culture might appear to be arrogance in another
• Make sure you use correct spelling and grammar and have made no mistakes.
• If the application is by online form, send a cover letter in addition unless this is specifically prohibited. If the entire application must be submitted via the online form, look for ways to incorporate what you would otherwise include in a cover letter
• When sending your application by email, make sure that the titles of your email and of each attachment include your name and the title or reference for the position. Make it easy for your potential employer – they shouldn’t have to open your cover letter just to check who it’s from
• Your email might be forwarded directly to the person who’s making decisions about applications so make sure that the email itself is clear and professional. It’s also important to consider your email address, for example if you are currently using [email protected] don’t even think of using it – set up a new address with a more professional feel such as [email protected]
• Unless you possess a good knowledge of a national language for the country you’re applying to, write in English which is a working language in academia in many countries. In cases where English might not be widely spoken you could send both English and translated versions of your cover letter and other documents
• If you have a professional website, you could direct a potential employer to it for additional information about you, if it's relevant to the position.

Cultural differences – a few examples

Consider what your potential employer will expect from an application to ensure that you stand out in the right ways, not the wrong ways! If you’re not completely familiar with the culture and customs of the country or situation you’re applying to, seek specific advice. Universities, professional bodies and national careers services might offer information. There may be international expertise in your current institution’s advisory services or in your personal network but consider whether potential advisors also have specific knowledge of academic expectations.

Here are just a few examples of different expectations that might affect how you write your cover letter or put together your application as a whole:

• If you are applying for a position in China, remember that Chinese names are written surname first. Also, in Chinese culture humility is appreciated far more than arrogance. Language that may not seem arrogant in Western culture may appear so in China
• For many countries, in addition to a cover letter, CV/resume, statement of academic research interests and application form it’s usual to include a professional photograph. If it’s not usual, don’t include one. In other countries, including Germany, copies of educational certificates and written references may also be expected
• UK advice may positively encourage you to contact a potential employer - to discuss the position and the sort of person they’re looking for - as part of your research on the role. Taking the initiative, showing an interest and drawing yourself to their attention is seen as complementary to your written application. If you’re applying to a university or institute in the USA, while asking for basic information may be acceptable appearing to promote yourself outside of the defined application process can be frowned upon
• Be aware of variations in academic qualifications and job titles between countries and that some explanation from you may be necessary. For example Lecturer (level B) in Australia is equivalent to Assistant Professor in North American universities. If you are from France and have the Habilitation à Diriger des Recherches qualification, this might need further explanation if you are applying to work in a country where no similar qualification exists, such as the UK.
• Academic cover letters from the UK perspective . Article from jobs.ac.uk
• Ten top tips on writing academic cover letters from the Guardian (UK). Number 4 is ‘think holistically’ about your application
• Inside Higher Ed article which sees the cover letter as the most important part of your application (US perspective)
• This article on cover letters from Macquarie University Sydney has a section on applying for academic posts
• Charlotte Frost compares looking for an academic job in the US to looking in the UK . A noteable difference is the relatively long application process and standard timeframes in the US.
• UK templates from jobs.ac.uk for teaching focussed lectureship and senior lectureship posts. Their academic cover letters e-book also includes some example letters
• Examples from the University of California, San Francisco written by those applying for faculty and postdoctoral positions.

It’s impossible to say and probably in some cases no. However, in lots of cases your letter will be read or even prioritised so deciding not to bother is simply not worth it. If you do, that’s just the impression you could give – that you couldn’t be bothered.

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How to write a cover letter

Find out how to write a cover letter to accompany your CV.

Book a place at a CV and applications workshop where you will be guided through what to include.

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What is a cover letter?

A cover letter is a document that you send to an employer alongside your CV. It is your chance to show an employer how you meet the criteria for the role you are applying for. Your cover letter should be tailored to the role and organisation you are applying to. 

It should be presented as a formal letter and be no longer than one page. 

What to include

Your cover letter should include four main paragraphs, which details: 

• an introduction – who you are and why you are writing, with some background about whether you are a student or a graduate
• why you have applied for this job and are interested in the organisation – demonstrate that you have done some research on their website and know what they do, giving an example of an aspect of their work that particularly impresses you
• how you meet their requirements – use the job advert to structure your bullet points and show how you fulfil them. Start your bullet point with a positive word and then the skill before giving an example to demonstrate it
• what you want to happen next – reaffirm your enthusiasm for the role and organisation, and say when you are available for interview.

You should address your letter to a named person or use Dear Sir/Madam or Dear Recruiter, if you don ’ t have a name.  

Close your letter with Yours sincerely if you are writing to a named person or Yours faithfully if you are writing to Dear Sir/Madam.

Download an example  cover letter  to help guide you. 

If you are applying for an academic or non-academic role following a PhD,  see our example of a cover letter . 

Sending a speculative cover letter 

If the industry you want to get into is highly competitive, roles may not be formally advertised. In this case, you may decide to send a cover letter and CV to the them in advance, this is called a speculative cover letter.

Like a standard cover letter, your letter should be persuasive and outline why you are interested in the organisation and what you can offer them. 

Example 

Download a   speculative covering letter .

Telling an employer about a disability

You may choose to tell the employer about your disability on your cover letter, or you may decide to tell them later in the application process e.g. at interview. See an  example cover letter  from Prospects. 

Find out more about your disability rights .

More support

We have partnered with  EmployAbility  to provide students with disabilities and long-term health conditions with individualised advice and support. The EmployAbility team will also advocate for you with an employer to ensure you receive the adjustments you need.

Further help and advice

If you need futher help and advice while writing your cover letter,  Ask a Question  in CareerHub.  

See more from How to apply for a job

Academic Applications

Advice to help you create academic applications that stand out..

Click on each section below to find out more.

Academic CVs

You are likely to need an academic CV to apply for postgraduate courses or for academic jobs and funding.

Examples of academic CVs

Academic CV Example (PDF)

Academic CV for Science PhD (PDF)

Academic CV for Humanities PhD (PDF)

As with CVs for other sectors, the purpose of an academic CV is to clearly set out the evidence that you have the experience and skills that the intended reader is seeking. In the case of an academic CV this means that you are likely to focus on your academic achievements and experience relevant to your chosen course of study or academic role. There is no page limit - although you should always keep it concise and relevant.

CVs for postgraduate study applications

As always with CVs, focus on the recipient and what they need to know. Include relevant details of your academic courses, extended essays, dissertations, laboratory and field work and other experience that demonstrates your motivation for your chosen course and relevant skills.

Much of the advice that follows will be helpful for PhD applications, though it is likely that you do not yet have some of the experience referred to. See also our general advice on putting together an effective CV .

Before you start

First, look at the skills and competencies that the hiring department / research group requires. You can identify these from the person specification, the job advert, or your own research. Is this a research or teaching only job? Or will you be doing research, teaching and administration (typical for lectureships)? Do they highlight any particular skill areas, such as organisation or team work?

Look at what you need to do to apply. CVs are usually accompanied by cover letters, but they might also ask you to submit an application form, research and/or teaching statement. Your CV can reference experience and skills relevant to all of these other submitted materials.

Once you are clear what the employer wants, start to tailor your CV to the post.

Typical sections

A selection of the following sections are typical for the academic CV:

• Personal Information . Start the CV with your name, address, telephone number and email address.
• Research Interests . Write bullet points or a short paragraph summarising your research.
• Education . Include degrees, possibly titles of theses, and the names of supervisors.
• Awards and Funding . Include undergraduate/postgraduate prizes, travel grants, doctoral scholarships, early career fellowships, and grants you have led on or are named on.
• Research Experience . Include any postdoctoral positions or fellowships and research assistant jobs. You might include more detail about your doctoral research in this section too.
• Teaching Experience . Note any lecturing, seminar, tutorial, supervising, demonstrating, mentoring experience, and potentially non-academic teaching such as through schools and tutoring. Give details about the role and responsibilities - even if it was informal - such as level of students, class sizes and topics you taught.
• Admin Experience . Highlight any conferences/seminars/reading groups you’ve organised, committees you have sat on, and any other relevant administration and management experience. You may also see this section referred to as 'Academic Responsibilities' or 'Academic Service'.
• Relevant Training . Include academic teaching training, research methods training, management skills etc.
• Relevant research/technical/laboratory skills . You may find it useful to list these under one heading if you find yourself repeating throughout various sections.
• Patents . Give details of the title, inventors, patent number and date granted.
• Professional memberships. List these - e.g. the Royal Society of Chemistry or the British Association of American Studies. Include dates.
• Publications . Give full details as you would if citing them, and use a consistent style. You may wish to highlight (e.g. bold/underline) your name.
• Conference presentations and posters . Highlight whether paper or poster and cite similarly to your publications with full author list, title, date and location. Subsections can highlight 'invited' contributions.
• Referees . Ideally these should all be academic referees. They should be people who know you well and who are known in your field.
• Make sure your CV is focused on academia. Include non-academic work experience or extra-curricular activities and interests if you feel they are relevant to the post you are applying for, but articulate the transferable skills/knowledge involved. You might also include languages and IT skills if they are relevant.
• You might include your nationality in your personal details if you think it will be an advantage – e.g. if you already have the right to work in the country you are applying to.
• If you have limited or no published work, consider including works in progress. Clearly label publications as ‘forthcoming’, ‘under review’ or ‘submitted’ if they are in process, but not yet in print or accepted. If you are unconcerned about giving your ideas away before they go to a publisher, you could have a separate heading for ‘Working Papers’ that you are preparing for publication but have not submitted yet. Include when and where you plan to submit them.
• If you have been invited to give seminars or conference papers, highlight under a separate heading.
• Translate jargon/acronyms that others might not understand, especially if applying abroad.
• Review our general information on crafting CVs for tips on how to describe your activities and more.

Teaching Statements

What is a teaching statement and why do you need one.

When making an academic job application, you may be asked for a teaching statement (sometimes referred to as a ‘philosophy of teaching statement’). These statements may also be requested of candidates for grant applications or teaching awards. If a separate teaching statement is not requested, some of the following advice may still help in cover letters for roles involving teaching.

A teaching statement is a narrative that describes:

• How you teach.
• Why you teach the way you do.
• How you know if you are an effective teacher, and how you know that your students are learning.

The rationale behind a teaching statement is to:

• Demonstrate that you have been reflective and purposeful about your teaching. This means showing an understanding of the teaching process and your experience of this.
• Communicate your goals as an instructor, and your corresponding actions in the laboratory, classroom, or other teaching setting.

Format and style of a Teaching Statement

There is no required content or format for a teaching statement, because they are personal in nature, but they are generally 1-2 pages, and written in first person. The statement will include teaching strategies and methods to help readers ‘see’ you in a lab, lecture hall, or other teaching setting. The teaching statement is, in essence, a writing sample, and should be written with the audience in mind (i.e. the search committee for the institution(s) to which you are applying). This means that, like a cover letter, your teaching statement should be tailored for presentation to different audiences.

Articulating your teaching philosophy

Consider your experiences as both teacher and learner, and always keep your subject at the forefront. Consider all opportunities that you have previously had to teach, mentor, or guide, and determine instances that were both successful and perhaps not so successful. Understanding why and how learning happens is an important part of your teaching philosophy.

Here are some general areas to focus on in your teaching statement:

• Goals : Convey your teaching goals. What would you like students to get out of your courses? What matters most to you in teaching and why?
• Strategies : List effective teaching strategies. How will you realise your goals? What obstacles exist to student learning and how do you help students overcome them?
• Evidence : Specific examples of your teaching experience are powerful in a teaching statement. Provide evidence that your students have learned (or not) in the past.

Research Statements

Some applications ask for a short research statement. This is your opportunity to propose a research plan and show how this builds on your current expertise and achievements. It forms the basis for discussions and your presentation if you are invited for interview. Remember to:

• Tailor each statement to the particular role you are applying for
• Make sure there are clear links between your proposal and the work of the recruiting institution
• Write about your research experience stating the aims, achievements, relevant techniques and your responsibilities for each project
• Write as much (within the word limit) about your planned research and its contribution to the department, and to society more broadly
• Invest time and ask for feedback from your supervisor/principal investigator or colleagues

Vitae, an organisation that supports the professional development of researchers, offers further advice on crafting research statements .

Fellowships and Funding

Funding for postgraduate study.

Some sources of funding for masters and PhD courses require a separate application. Check closing dates and eligibility criteria carefully. In your application, focus on the recipient - what do they need to know about you, your interests, your motivation, your experience? In many cases it is also important to consider why they are offering the funding. Is it a scholarship from a foundation aiming to promote international understanding or some other ethos? How will you be an effective ambassador for that? Most commonly you will need to submit an academic CV and personal statement .

See also our information on sources of funding for postgraduate study in the UK , the USA and elsewhere .

Post-doctoral fellowships, including Junior Research Fellowships (JRFs)

Read the job description carefully to understand what is prioritised by the recruiting College or institution(s) beyond furthering your research.  If there are additional responsibilities (such, as outreach, mentoring, expanding or fostering academic networks), you will need to provide evidence of your interest and experience in these areas, as well as statements about how you would fulfil these roles when in post.

Try to meet current JRF holders to gain further insight into what the role entails on a daily basis and what is expected by senior colleagues. 

Try also to speak with academics who may be on JRF panel committees and could give you insights into the requirements and expectations of the role.

Show how your research contributes to, extends and/or maximises the impact of other work going on in the University. Then state why the JRF would enable you to further these in specific ways.

Give prominence to your publications (and those in progress):

• use headings in your publications list to draw attention to journal articles (above book chapters), and to distinguish policy papers from expert reviews and public commentaries, or conference proceedings from published papers.
• consider adding an impact factor or HI index metrics to journal publications (even if these are not high for junior stage publications they show an awareness of their importance).

Outline how you intend to participate in knowledge exchange and public engagement within your fellowship. These activities are now recognised as significant components of academic life.

Give prominence to your grant-writing experience and partnerships or work with people or organisations outside the university.

Remember that non-specialists are likely to also be on an assessment panel, so try to highlight the 'big-picture' relevance of your research as well as specialised content.

Look at Vitae's Research Developer Framework to identify any other academic-related competencies that you could demonstrate in your application (particularly project-management, leadership, developing innovative partnerships/strategic thinking).

Make an appointment with a Careers Adviser  to have your application reviewed.

Grant applications

Applications for research funding will have varying requirements according to the funder and scheme in question. Oxford University Research Services  works in partnership with academic divisions, departments, University Administration and Services (UAS) and Oxford University Innovation to support Oxford’s research community in many ways.

These include understanding grant eligibility and writing competitive applications, how to engage strategically with non-academic partners (including intellectual property agreements), and defining Knowledge Exchange or Impact targets to benefit both the project and your career.

Research Services run regular training sessions on how to apply for funding. Their staff are equally willing to advise individuals on which schemes to apply for and how to prepare a solid funding application. Use the searchable Oxford University research support staff list to identify the right person to talk to about research funding. Research Services also offer twice-yearly seminars on writing funding applications.

Practical resources

• Research Professional is an online database of funding opportunities that you can tailor to your subject areas. It is a subscription resource so you need to be on a university-networked computer to set up an account.
• UK Research and Innovation , the new national body which brings together the seven Research Councils, Innovate UK and Research England, is another good place to look for information about current research funding opportunities.
• The European Research Council also has a broad range of grants available to researchers whose projects will be undertaken in an EU member state or associated country.
• Early Career Fellowships for scientists (plus, increasingly, other disciplines) are helpfully summarised by Research Services Fellowships , including a table for download containing key information and upcoming deadline dates.
• Funding Insight articles are of particular relevance to early career researchers, with advice on applying for funding and interviews with funders and researchers.
• Daily Info often carries advertisements offering editorial support for documents. Check out, however, the University policy on the extent to which academic writing can be edited by others prior to submission before using extensively.

Supporting Statements and Cover Letters

For supporting statements for PhD and masters applications please see our information on personal statements for further study . In this section we focus on supporting statements and cover letters for academic jobs.

When job descriptions ask you to supply a CV, supporting statement plus other documents (research and teaching plans, writing or coursework samples etc), the cover letter need not be long or detailed. It can be a concise letter, introducing yourself, your reason for writing and laying out what is contained in your application.

Academic Cover Letters

Academic cover letters vary in length, purpose, content and tone. Each job application requires a new, distinct letter.

For applications that require additional research or teaching statements, there is no point repeating these points in a cover letter – here, one page is enough (brief personal introduction, delighted to apply, please find enclosed X, Y, Z documents).

Other applications ask for a CV and a cover letter only, in which case the letter will need to be longer and require more detail. Others ask explicitly for this detail in the form of a supporting statement that sets out how you fulfil the job criteria. Aim for a maximum length of two pages, though for roles at associate professor level and above it may extend to 3-5 pages. In all cases it is important to use the space effectively and show that you can prioritise according to what they are looking for.

In all cases:

• Your letter is a piece of academic writing – you need a strong argument and empirical evidence
• Write for the non-expert to prove that you can communicate well
• Make sure you sound confident by using a tone that is collegial (rather than like a junior talking to a senior)
• Demonstrate your insight into what the recruiting department is doing in areas of research and teaching, and say what you would bring to these areas from your work thus far

Give quantifiable evidence of teaching, research and funding success where possible

Narrative CVs

In 2020 the UKRI (the UK public body that oversees the research councils and some other research funding bodies) announced their intention to develop a standardised researcher CV format. The result is the development of a narrative CV template which has been piloted in several UKRI funding calls. The approach is based on the Royal Society " Resume for Researchers " which includes a suggested template and a breakdown of the structure to be used. 

What are Narrative CVs?

‘Narrative CVs’ are becoming a common requirement in academic funding and even job applications. They are significantly different from a traditional academic CV that is more based on a list of your experience and achievements, moving towards descriptions of your contributions. Narrative CVs aim to improve research culture and assessment by broadening the outputs, skills, and experiences that are valued by research, beyond publication metrics.

Depending on the funder or organisation, they may have different names, such as the UKRI Résumé for Research and Innovation (R4RI) or the ‘Your research contributions’ section of Wellcome applications.

The trend is likely to continue as more researchers and evaluators recognise the benefits of narrative CVs for capturing the diversity and quality of research outputs and outcomes.

What is the typical format of a Narrative CV?

There is no one standard format for Narrative CVs, but most consist of different sections that ask you to describe your contributions and achievements in various aspects of research and innovation, such as outputs, impact, environment, leadership, funding, awards, teaching, service and engagement. You should refer closely to the instructions, guidance, or template your specific funder or institution provides, as requirements can differ.

Each section should provide a concise summary of the researcher’s activities, achievements and reflections, with evidence and links to relevant sources where possible.

Guidance on writing your Narrative CV

Funders and institutions are beginning to develop guidance on developing Narrative CVs, so check resources and guides they provide. Oxford University Research Services have developed valuable Guides and Resources and have a recorded webinar for supporting your development of Narrative CVs.

The following summarises the key advice provided in the guide for drafting your Narrative CV:

Be Selective: The Narrative CV aims to emphasise quality of contributions, rather than quantity.

• Attempt to highlight fewer key contributions in good detail, rather than provide long lists with little detail
• Ensure your selected contributions are strong but also relevant to the funding call or position you are applying for
• Focus on your past achievements, not your future plans

Provide evidence: For your selected contributions, describe outcomes and your role in enabling them, rather than purely listing outputs. Qualitative and quantitative evidence is suitable.

Consider including collaborative activities. You can use evidence from within and beyond academia if they are relevant to your application.

Provide context: you are allowed to explain how your activities benefited you at your career stage and enhanced your skills. Narrative CVs understand that not all researchers have the same level of opportunities available to them, and explanations of context can demonstrate your ability level within the constraints of your situation.

Some top tips for starting the writing process:

• Note down what the funding call or position guidance calls for you to provide evidence on
• Make a list of your activities that meet these, and begin to identify your strongest and most relevant examples
• Begin expanding on these, explaining their significance, what resulted from them, what you gained, quantitative or qualitative evidence to demonstrate impact
• Check for overlap between sections, and ensure your examples are placed in the most relevant section
• Consider including a sentence summarising the key point you want the reviewer to remember

Writing a Narrative CV can feel challenging at first, and therefore practicing and drafting this new format early can be beneficial.

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Your covering or cover letter is a polite and professional introduction that accompanies your CV when applying for an advertised vacancy or enquiring about potential job opportunities in a company. 

• It builds on two or three key pieces of information within your CV and expands them by explaining in more depth how those skills and experiences match the job role.
• Use the covering letter to show you are keen to work for the company by demonstrating that you have researched the organisation thoroughly.

A well-written and researched covering letter, sent alongside a targeted CV will help you secure you an interview.

Your next steps

What works best for you?

Book an appointment to have your covering letter reviewed

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How to write an effective covering letter

Hayley Gillmore, Students' Union Employability Manager, gives her top tips on writing an effective covering letter when applying for a job vacancy. 

An employer's perspective

When we read covering letters we look for someone who can demonstrate a strong 'can do' attitude to work. They might not necessarily have the knowledge, but more important to us is that they are able to articulate their determination to really want to do it.

Jane Shepherd, Shepherd PR 

How long should my covering letter be? 

Length and font.

Your covering letter should be well presented, concise and to the point. It should ideally be no longer than one side of A4. It's a good idea to pick a modern font such as Calibri or Sans serif, font size 11 or 12 - it's advisable to use the same font as your CV.

How should I attach or send my cover letter?

Emails and covering letters.

When applying for a position by email, you can either use the email itself as a covering letter and attach your CV, or write a brief email message and attach a separate covering letter as well as your CV. If you choose this option, your email should be professional in style.

If you attach a CV and covering letter to your email, avoid repeating information in the email which is in your covering letter. The email should be brief and professional, referring to your CV and covering letter attached.

When attaching your CV and cover letter, ideally do this in PDF so it’s readable on any device. Also remember to name the file appropriately, such as ‘your name’, ‘date’ ‘company name you’re applying to’. First impressions count even down to the little details.

What tone and language should I use? 

Using active verbs when talking about tasks you've undertaken can be very effective. Here is our list of active verbs.

Action verbs for covering letters 

Levels of formality

Choosing the right tone for your covering letter is key to its success. If you are unsure about the tone of your covering letter, make an appointment with our team to clarify any doubts.

While you want to come across as respectful and professional, being too formal and over-polite is not advisable either.

While linguistically correct, these three statements come across as too ceremonious:

• I hereby apply for the position of graphic designer
• I would highly appreciate the opportunity to have my application considered and thank you in advance for your time and attention

Over-familiarity can be equally easy to fall into, so avoid sentences:

• I hope this email finds you well
• Consider me for this project and you will not be disappointed

Keep it simple as shown in these two examples:

• I am delighted to have the opportunity to submit this application.
• I am applying for the post of graphic designer advertised on your website as I believe I have the skills and experience to make a valuable contribution to Sigma Solutions.

Structuring your covering letter 

Example covering letters.

These covering letter examples will demonstrate how to present your covering letter based on the advice provided on this page. We have three examples depending on your circumstances.

1. Covering letter and CV for an advertised vacancy

2. covering letter to send to a company to enquire if they have vacancies, 3. covering letter and cv to highlight online work experience.

Post pandemic, many companies have adapted to a more hybrid working culture. As part of this, some in-person activities such as internships, part-time jobs and volunteering experiences have moved online. These activities are just as important for your personal and professional development and you will have developed a new range of skills, such as collaborating on group projects remotely using new software.

We have created a covering letter and CV in response to a job vacancy to highlight how to showcase your experience of virtual activities and the skills developed. More on CVs.

How should I start the covering letter?

At the start, include your personal contact details and the date to the letter. Ideally you should address your covering letter to the person who will be reading it.

The covering letter should be addressed to a named person and often you can find the name of the hiring manager in the job advert, for example: Dear Dr. Harman, Dear Mrs Stevenson, Dear Alex Wozniak, if possible

If no name is given, or you are sending a speculative application, then take the time to find the appropriate contact using LinkedIn or the company's website to find the head of human resources or the head of the department the vacancy is based within. 

It is good practice to include a job reference number or the name of the advertised role. This helps your application get to the right person within the organisation.

What should I include in the opening paragraph?

Open positively and politely, with a short introductory statement that explains the purpose of the letter and details how you found out about the job advert. For example:

• I am applying for the position of graduate management trainee advertised on your website as I would welcome the chance to work for Transco Exports

Then briefly highlight your relevant qualifications or experience that make you a strong fit for the role.

What should I include in the main part of the letter?

The body of your letter should be two or three concise paragraphs to outline

Why you want to work for the organisation

Why your previous experience or skills make you a good candidate

Explain your motivation to work for the company

You should include a paragraph that demonstrates you have researched the company and explains why you want to work for them.

You should research and mention specific aspects of the company that appeal to you, such as its mission, values, recent projects, or achievements. Explain why you are attracted to the company and how you can contribute to its success.

Find out how to research a company

Explain why you’re the ideal candidate

To do this, ensure you understand the job requirements and what they're looking for in applicants. You can then:

• highlight how your skills, experiences, and achievements align with their needs
• provide specific examples that demonstrate the skills required for the role
• include examples from your studies, work experience including part-time jobs, and other activities you're involved in
• quantify your achievements whenever possible to make them more impactful

Make sure to refer to your CV, especially to highlight any key experience that’s relevant to the role. A simple line such as, “My attached CV outlines my academic and work experience to date.” will be fine. 

Our example cover letters can demonstrate good practice (see above).

Some more examples of good practice

To help structure your information and provide evidence in a professional way, we have included some examples.

• I have developed sound organisational and presentation skills during my degree
• I have developed sound organisational and presentation skills during my degree by participating in student working groups and research projects, giving presentations to staff and fellow students
• As you can see from my CV, I have previously undertaken similar duties to the ones required by this post
• I have previous experience of providing technical support and dealing with client requests in a pressurised environment, as shown in my CV

Relate examples to the post

If you present personal experiences as evidence of having certain competencies, relate your achievements to the post as clearly as possible. In the following examples, the second version is much more specific and better connected to the job. For a post of assistant events organiser:

  Not specific enough

• The various parties I organised for the Spanish Society were amongst the most popular on campus – they were always full to the brim, people had a great time and I became well known at university as a result

Much more specific

• I organised three parties for the Spanish Society covering all costs through sponsorship and ticket sales. Attendees highlighted a vibrant atmosphere and excellent value for money, and I was asked to help organise other events as a result

Focus on the employer's needs

Focus on the employer’s requirements and how you can meet the employer’s needs – not how the post can meet yours. Check these examples:

• This post constitutes a great opportunity to update my design skills and will also help towards the costs of my studies
• This post constitutes a great opportunity to build on my design skills complementing the knowledge gained in my masters studies

Avoid clichés

Employers will read about countless ‘ambitious recent graduate looking for a challenging position’ who can ‘think outside the box’ and are ‘team players equally happy to work by themselves’ as well as ‘fast learners with a can-do attitude who always give 100%’.

How should I close the covering letter?

Conclude your cover letter by reiterating your interest in the position and expressing your desire for an interview. Thank the reader for their time and consideration.

• If you know the recipient’s name, then end with Yours sincerely. 
• If you do not know the recipient’s name, then end with Yours faithfully 

Should I include information about my disability?

Sharing information about disability.

Telling a perspective employer any information about a disability(s) is a personal choice. It is up to you if, when and how. If you are unsure at any stage, consider what would be the advantage of sharing at that point. If you decide that you want to, think about what would be most relevant for the employer to know at this specific stage of the recruitment process. For more information, see our page on  applying with a disability

And finally...

Who can check over my covering letter.

Read your draft carefully for grammar, punctuation, capitalisation and spelling, and have it proofread by someone with a sound knowledge of English and an eye for detail. You can use tools such as Grammarly.com to help you with this.

You can make an appointment to have your covering letter reviewed by our team and discuss any queries you may have. However, we are not able to offer a proofreading service.

The Centre for English Language Education (CELE) offers help on the appropriate use of language for job applications, cover letters, interviews and presentations. Personalised one-to-one consultations allow you to guide the focus according to your needs. This is not a proofreading service, but a tutor can offer advice on language choice, formality and structure to help your application stand out.

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The Professor Is In

Guidance for all things PhD: Graduate School, Job Market and Careers

As the School Year Ends, Update Your CV!

By Karen Kelsky | May 23, 2024

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• Dr. Karen’s Rules of the Academic CV
• How Do You Make a “Short” CV?
• What is Evidence of Teaching Excellence?
• Editing Your C.V. and Letter for Teaching/Writing Positions
• Teaching: Not When and Where but What and How

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Academic CV Template

An academic CV is based on the Chronological CV format.  However, the two-page limit need not apply to academic applications due to the addition of supporting information relating to details of your PhD and other related research. An academic CV can, therefore, be many pages in length, depending on your experience in the workplace – five pages is the rough guideline for average length. For more help on completing an academic CV read our Academic CV Guidelines here.   An example of a completed  Academic CV Example for PhD Graduate  and  Academic CV Example for a Senior Post is also available.  Use our academic CV template to help create the perfect CV.

Write your contact details across the page (saving space)

Include your mobile, email address, LinkedIn and website/portfolio.

Briefly state  exactly  what it is you want – what post are you applying for.  Don’t waffle.  

PERSONAL PROFILE 

This is an optional but if used, a key element of your CV.  The rest of your CV content will be based on this section.  Use words which reflect skills and experiences which match the opportunity you are applying for but keep it short.

Write in reverse chronological order, the institutions where you studied, when you studied and outcomes.  If you are applying for your first post after graduating, then this section can highlight aspects of your PhD which are relevant to the post you are applying for.  Include an abstract of your PhD.  You may choose to write a more detailed synopsis here or you could put this as an Addendum (if relevant to your application).  See the Guidelines for more information.

Write in reverse chronological order, job title, organisation and dates (only month and year necessary).  Include jobs you did as a student only if they are relevant to your application. Focus bullet points on your transferable skills and achievements in each role.

Use this section to write about your computational skills, administrative skills, teamwork skills, time-management, communication skills and project-management skills giving some evidence of how you acquired them. What IT skills do you have? Rather than write a long list, use sub-headings: you may want to include some skills in your Addendum if you have one. Depending on the topic of your PhD, you might want to have a section for research skills.

FURTHER INFORMATION 

Perhaps you held a position of responsibility, play/played a sport, have volunteering experience, or were an active member of a university club.  Do you speak any languages, have a driving licence, play an instrument, or hold a non-academic qualification?  If so, include them here.

Three referees would be appropriate.  Include your PhD supervisor and at least one other academic who knows you.  Give as many contact details for each referee as possible, (address, email and telephone number) with title if appropriate.

Academic CV Additions

Now you add the extra information you need to turn the classic cv into one for your application to work in academia.

An academic CV differs from others in that it should include sections which relate directly to your research and other related skills and experiences. You can see a suggested subject heading list below, or refer back to the Academic Guidelines.   There is no set Academic CV format: your layout is up to you. 

An applicant with experience applying for a senior post, may well want to add an Appendix/Addendum in which research information can be written in detail as well as other relevant information.  A new graduate may not have the experience to do this and can incorporate all relevant headings into the main body of the CV.

Below are some suggestions of how you can record your skills and experience under different headings, and they are just examples.  Remember  the three key elements potential employers look for are Research, Teaching and Administration, so these three elements should definitely be prioritised and included in all academic CV’s. 

RESEARCH  EXPERIENCE

• Brief summary of current research + names of supervisors
• Emphasise creative and innovative aspects of your research where possible.
• Where is your research going?  Where would you like it to go?
• Your potential employer might well know your supervisor – that will give connections and employer may well know the methodology of supervisor
• Incorporate conferences and posters
• Collaborations – highlight your name even if it is third or fourth in the list of contributors
• How have you disseminated your research to a wider audience?
• Conducted archival research
• Evaluated and selected the appropriate approach to identify key features of the research
• Conceptualised the problem
• Planned and managed the research project
• Ability to deal with different methodologies and theories
• Recorded, analysed and interpreted data

TEACHING EXPERIENCE

• Teaching/demonstrating experience both paid and unpaid – including anything of relevance.
• Training, mentoring, facilitating
• Supervision of students – undergraduate? Postgraduate?  Year?
• What teaching materials have you designed or prepared?
• Seminar experience?  How many hours and how many students?
• Have you organised any fieldwork or trips?
• Any involvement in course organisation or preparation
• Lab supervision
• Any informal mentoring or supporting students
• Have you supervised any dissertation work or theses?
• Have you been involved with tutorials
• What lectures you have delivered
• Evaluation techniques

ADMINISTRATION EXPERIENCE

• Responsibility for planning conferences
• Committees (Board of Studies – even as an undergraduate perhaps?) and student associations
• Marking, assessment and related paperwork – did you run a lecture course?
• Examinations – perhaps you have helped with invigilation or marking?
• Writing up research or checking other research work
• Ability to prioritise workload and to meet deadlines
• Have you made any changes to procedures which have improved the efficiency of the research project or department?
• Administration related to involvement with course work or degree schemes
• Have you helped out at Open Days?
• Planned or organised conferences?
• Involvement in writing research proposals
• Excellent verbal and written skills

CURRENT RESEARCH

• Write about the aims, responsibilities and successes of your research so far
• What techniques and methodologies have you used so far?
• Are you using quantitative and/or qualitative methods?
• What technical skills are you using/developing?
• What other skills are you acquiring?  Problem-solving skills? Project Management?

FUTURE RESEARCH INTERESTS

Use this heading to identify where you would like your research interest to go.

QUALIFICATIONS 

• Teaching qualifications
• IT qualifications
• Language qualifications such as TEFL
• Any professional qualification
• You could put any professional courses you have attended

POSITIONS OF RESPONSIBILITY

• Member of curriculum development team
• Supervised research students
• Setting and marking of examinations
• Supporting students in a pastoral/advisory role
• Membership of committees/boards
• Represented institution at conferences and seminars
• Established collaboration outside the institution
• Coordinated academic and policy dissemination
• Managed and supervised staff
• Programme administrator

PUBLICATIONS and PRESENTATIONS

Depending on how many publications you have, you could include a shortlist in the body of your CV or provide a full list in an appendix. Include journal articles, books or chapters of books, reports and patents.  If you wrote as part of a team, list all authors and highlight your own name in the sequence.

CONFERENCES and COURSES ATTENDED

• Give details of any conferences you have attended, and those at which you have presented delivered poster presentations.
• Mention any involvement you may have had – perhaps a Grad School event or a conference at department level
• List any posters or exhibitions where you have presented
• You could use this section to list any courses you have attended

FUNDING and ACADEMIC AWARDS 

• List any bursaries, scholarships, travel grants or other sources of funding that you were awarded for research projects or to attend meetings or conferences.
• Who made the award and for how much?
• Did you win any undergraduate prizes?
• Was the award for you alone or was it shared?
• What role did you play in securing it?
• When was the award made?
• Include grants, awards, bursaries and fellowships

PROFESSIONAL MEMBERSHIPS 

List any membership you hold of any professional body or learned society relevant t your research or other life activities.

For further help and advice with academic applications please see:

• Academic Cover Letter
• How to Write a Cover Letter for Academic Jobs
• How To Write A Flawless Cover Letter
• CV Advice Webinar

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Nadine Lewis

Nadine Lewis is a qualified and experienced careers consultant currently working in higher education. She is passionate about empowering students, graduates and professionals to take control of their careers. Nadine has been published in Prospects and presented at various events. In her spare time, she enjoys attending cultural activities and travelling around Europe. LinkedIn linkedin.com/in/nadinermlewis

Reader Interactions

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5th December 2019 at 4:26 am

I gotta bookmark this web site it seems handy invaluable

27th October 2020 at 2:01 am

Best academic template

17th May 2021 at 2:35 pm

I wish to apply for MS in the US/Canada for Fall 22. As per your template for academic CV, how to mention my research projects, internships and publications in a short and precise way in my CV? Also when I was writing my CV, it was around 1.75 pages. So, can my CV for MS application be this long or should I shorten it further?

5th August 2023 at 10:06 pm

No, if you are applying for an MSc, you don’t need to follow the same template for a CV for an academic job

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