How to Write a Cover Letter: Complete Australian Guide

Introduction: Why Cover Letters Still Matter

Despite what you might have heard, cover letters remain a critical component of job applications in Australia. While some employers may not read them carefully, many do—and a strong cover letter can be the deciding factor between getting an interview and being overlooked. In a competitive job market, your cover letter is your opportunity to tell your story, showcase your personality, and demonstrate why you're the perfect fit for the role.

Understanding the Purpose of a Cover Letter

A cover letter serves multiple purposes in your job application:

• Introduction: It introduces you to the hiring manager and explains your interest in the position
• Context: It provides context for your resume, highlighting the most relevant experiences
• Personality: It showcases your communication skills and personality in ways a resume cannot
• Value proposition: It explains what unique value you bring to the organization
• Cultural fit: It demonstrates your understanding of and alignment with the company's values
• Enthusiasm: It conveys your genuine interest in the role and organization

Before You Start Writing

Research is Essential

Before writing a single word, invest time in research:

• Company research: Visit their website, read their "About Us" page, understand their mission and values
• Recent news: Search for recent news articles, press releases, or announcements about the company
• Industry context: Understand the industry challenges and trends
• Role requirements: Carefully analyze the job description and person specification
• Company culture: Check their social media, Glassdoor reviews, and employee testimonials
• Key stakeholders: Try to find the hiring manager's name on LinkedIn

Analyze the Job Description

The job description is your roadmap. Identify:

• Essential vs. desirable requirements
• Key skills and competencies mentioned
• Specific keywords and terminology used
• Problems the role is meant to solve
• How this role fits into the broader organization

Cover Letter Structure and Format

Standard Business Letter Format

Your cover letter should follow professional business letter conventions:

Length and Spacing

• Length: One page maximum (3-4 paragraphs)
• Font: Professional fonts like Arial, Calibri, or Times New Roman
• Font size: 10-12 points
• Margins: 2.5cm (1 inch) on all sides
• Spacing: Single spacing within paragraphs, double between paragraphs
• Alignment: Left-aligned (not justified)

Writing the Opening Paragraph

Your opening paragraph should grab attention and establish the basics:

What to Include:

• The specific position you're applying for
• Where you found the job listing
• A brief statement of why you're interested
• A hook that makes them want to read more

Crafting the Body Paragraphs

Paragraph 2: Your Relevant Experience

This paragraph should highlight your most relevant qualifications and experiences:

• Focus on 2-3 key achievements that match the job requirements
• Use specific examples with quantifiable results
• Show how your experience directly addresses their needs
• Use the CAR method: Context, Action, Result

Paragraph 3: Why This Company

This paragraph demonstrates your research and genuine interest:

• Reference something specific about the company (recent project, values, culture)
• Explain why you want to work for THEM specifically
• Show how your values align with theirs
• Connect your career goals to what they offer

Optional Paragraph 4: Additional Value

If needed, use a third body paragraph to:

• Address any potential concerns (career gaps, career changes)
• Highlight additional relevant skills or qualifications
• Mention specific projects or initiatives you could contribute to
• Discuss relevant soft skills or cultural fit

Writing the Closing Paragraph

Your closing should be confident and include a call to action:

Essential Elements:

• Reiterate your enthusiasm for the role
• Thank them for their consideration
• Express interest in an interview
• Indicate your availability
• Professional sign-off

Tone and Voice

Strike the Right Balance

Your tone should be:

• Professional but personable: Formal enough to be taken seriously, but warm enough to show personality
• Confident but not arrogant: Show your value without bragging
• Enthusiastic but not desperate: Express genuine interest without seeming needy
• Specific but concise: Provide concrete examples without rambling

Match the Company Culture

Adjust your tone based on the organization:

• Corporate/Government: More formal, structured language
• Startups/Tech: Can be slightly more casual and innovative
• Creative Industries: Show more personality and creative thinking
• Traditional Industries: Conservative and professional

Key Writing Tips

Do's:

• ✅ Customize every cover letter for each application
• ✅ Use keywords from the job description
• ✅ Quantify achievements with numbers and percentages
• ✅ Show don't tell (use specific examples)
• ✅ Focus on what you can do for them, not what they can do for you
• ✅ Use active voice and strong action verbs
• ✅ Proofread multiple times
• ✅ Get someone else to review it
• ✅ Save as PDF with a professional file name

Don'ts:

• ❌ Use a generic template without customization
• ❌ Simply repeat what's on your resume
• ❌ Use clichés ("team player," "hard worker")
• ❌ Focus on what you want instead of what you offer
• ❌ Include salary expectations unless asked
• ❌ Use humor unless appropriate for the industry
• ❌ Mention weaknesses or negative experiences
• ❌ Exceed one page
• ❌ Use an unprofessional email address

Addressing Common Challenges

When You Don't Know the Hiring Manager's Name

Try to find it on LinkedIn, the company website, or by calling the company. If you absolutely can't find it:

• "Dear Hiring Manager" (most common)
• "Dear [Department] Team" (e.g., "Dear Marketing Team")
• "Dear Sir/Madam" (formal, but acceptable)

When You Have Employment Gaps

Address gaps briefly and positively:

• Focus on what you learned or did during that time
• Emphasize you're now ready and committed
• Don't apologize or provide too much detail
• Redirect focus to your relevant skills and enthusiasm

When You're Changing Careers

Emphasize transferable skills:

• Lead with the transition in your opening
• Highlight skills that transfer to the new field
• Show you've done your homework (courses, certifications)
• Explain your genuine motivation for the change

When You're Overqualified

Address it proactively:

• Explain why you're interested in this specific role
• Show how your experience will benefit them
• Demonstrate long-term commitment
• Focus on cultural fit and enthusiasm

The Proofreading Process

Before sending, check for:

Content:

• Company name is spelled correctly everywhere
• Position title matches the job posting exactly
• No copy-paste errors from other applications
• All claims are accurate and honest
• Tone is appropriate for the industry

Technical:

• Spelling and grammar are perfect (use Australian English)
• No typos or autocorrect errors
• Formatting is consistent throughout
• Contact details are current
• Document is saved as PDF
• File name is professional (YourName_CoverLetter_Company.pdf)

Proofreading Tips:

• Read it out loud
• Use text-to-speech to catch errors
• Read backwards (sentence by sentence)
• Take a break and come back to it
• Get a friend or mentor to review it
• Use spell check, but don't rely on it solely

Australian-Specific Considerations

Spelling and Language:

• Use Australian English spelling (organisation, labour, colour)
• Date format: DD/MM/YYYY
• Include +61 for phone numbers if applying internationally

Cultural Considerations:

• Australians value authenticity and directness
• Avoid excessive formality or flowery language
• Be confident but not overly self-promotional
• Show cultural awareness for Indigenous employment programs

Digital Submission Best Practices

File Format:

• Save as PDF unless otherwise specified
• Name file professionally: FirstName_LastName_CoverLetter_CompanyName.pdf
• Ensure PDF is searchable (not a scanned image)

Email Submission:

• Use a professional subject line: "Application for [Position Title] - [Your Name]"
• Write a brief email message (not just "Please find attached...")
• Attach both cover letter and resume
• Send from a professional email address
• Send a test email to yourself first

Online Application Systems:

• Follow instructions exactly
• Keep formatting simple for ATS (Applicant Tracking Systems)
• Include keywords from the job description
• Save a copy of everything you submit

Following Up

After submitting your application:

• Note any stated response timeline in the job posting
• If no timeline given, wait 1-2 weeks before following up
• Send a brief, polite email reiterating your interest
• Don't call unless specifically invited to do so
• If you don't hear back, move on professionally

Final Checklist

Conclusion

Writing a compelling cover letter takes time and effort, but it's an investment that can significantly improve your chances of landing an interview. Remember that each cover letter should be customized for the specific role and company—generic applications are easy to spot and often discarded. Focus on telling your story, demonstrating your value, and showing genuine enthusiasm for the opportunity. With practice, you'll develop your own style while maintaining the professional standards that Australian employers expect.

Don't be discouraged if you don't hear back from every application. The job search process can be challenging, but a well-crafted cover letter gives you the best possible chance of standing out from the competition and moving forward in the hiring process.