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    How to write a cover letter

    By TMP Team · Updated

    Quick answer

    A cover letter is a one-page letter that introduces you and says why you fit the post. Put your details and the date at the top, address the hiring manager by name if you can, and add a subject line with the post and its reference number. Then write three short paragraphs: the post you want, why you fit it, and a polite close.

    A laptop, printed pages and a pen on a wooden desk, seen from above

    The Department of Employment and Labour calls the cover letter your first impression: an employer may not read your CV if the letter doesn’t make them want to. It also says to send one whenever the advert asks for it. The government advises sending a cover letter with every CV.

    What goes at the top

    • Your details: your name, address, cellphone number and email address.
    • The date.
    • The employer’s details: the hiring manager’s name and title, the organisation and its address. If you can’t find a name, write “The Hiring Manager”.
    • The greeting: “Dear Ms Dlamini”, using the surname. Use “Dear Sir or Madam” only if you can’t find a name.
    • A subject line: “Application for (the post)”, with the reference number from the advert.

    Three paragraphs

    1. The post. Say which post you are applying for and where you saw it.
    2. Why you fit. Give two or three points that match what the advert asks for: your qualification, your experience, your skills. Keep each point specific and true.
    3. The close. Mention what you have attached, such as your CV, thank the reader and say you look forward to an interview. End with “Yours sincerely”, your name and surname, and your signature.

    The government suggests three to four paragraphs and the department says to keep it to one A4 page.

    An example

    Dear Mr Nkosi

    Application for Administration Clerk: reference ADM 12/2026

    I am applying for the post of Administration Clerk, as advertised on your company’s website.

    I have a National Senior Certificate with Business Studies and a certificate in computer skills, and I am comfortable with spreadsheets and email. For two years I helped run the stock records and cash-up at my aunt’s spaza shop, so I am used to careful record-keeping and working with customers.

    I have attached my CV with more detail on my skills and experience. Thank you for considering my application. I look forward to discussing it with you.

    Yours sincerely

    Thandi Mokoena

    The details in this example are made up. Write your own, using your real experience.

    Do and don’t

    The Department of Employment and Labour’s advice:

    • Do write a new letter for each application, show that you know something about the organisation, and list the documents you attach.
    • Do write with enthusiasm, and say you are keen to attend an interview.
    • Don’t repeat your CV, make it long, or claim skills you can’t support.
    • Don’t apologise for skills or qualifications you don’t have.
    • Don’t use coloured or hard-to-read fonts, pictures, or abbreviations the reader may not know.
    • Don’t send it before you have proofread it.

    Sending it by email

    If the advert says to apply by email, follow its instructions. Put the post and the reference number in the subject line, attach your letter and CV as PDF files, and keep the email itself short and polite.

    Next steps

    Pair your letter with a CV that fits the job, and prepare for the interview questions you may be asked. Labour centres also offer free help with job application letters.

    Next step

    Common interview questions and how to answer them