This is how you write an individual cover letter

Alongside your CV, the cover letter is the most important document in your application. In our guide, we tell you how you can convince with an individual cover letter.

Each cover letter must be individually tailored to you and the advertised position . So it is not enough to just write a single cover letter and exchange the addressee. Samples are a good way to get inspiration for the right formulation. However, you should always think about how you present yourself in your individual cover letter – because trained HR professionals will immediately notice if you only use standard phrases.

In order to formulate an individual cover letter, you should first take a very close look at the job advertisement . Which explicit skills are required? What soft skills are desired? How does the company describe itself?

You should be aware of who your contact person is and what image you want to convey as an applicant. Because in a small family business you can certainly score with different qualities than in a large hierarchical company.

To use the informal or the formal “you?

For most applicants, the question can be answered quickly, because the job advertisement usually uses ‘sie’ and, of course, this also applies to the application . However, if you are writing a customized cover letter, you should be mindful of how you are addressed by the company. If the job advertisement is worded loosely and you are spoken to on a first-name basis, you have the option of addressing your contact person by their first name and using the first-name form as well.

If this makes you uncomfortable or seems inappropriate in an official application, you can instead politely point out at the end that you would be happy to switch to familiarity in the interview.

Content of your individual cover letter

You begin the cover letter with a friendly greeting and a brief introduction of yourself. You can then mention how you came across this position or which detail of the job advertisement aroused your interest. At the beginning, you should also address the position you are currently in: for example, whether you would like to change jobs or have just completed your studies.

The right speech

An individual cover letter always includes a personal address . A general “Dear Sir or Madam” not only seems impersonal, but also as if this application were just one of many. If no specific contact person is named in the job advertisement, you should make the effort to find out who they are – this little extra effort can leave a very positive impression.

Knowledge and skills

Your professional knowledge and skills already have a place on your CV, but you have the opportunity to clarify them in your cover letter. It is suitable to prove your skills with individual examples. You can describe which areas of responsibility you have covered in the past or present individual projects that demonstrate your skills. Make it clear where your strengths lie and what you enjoy about your job.

However, it is important that you only focus on the skills and knowledge that are really crucial for this position . It is therefore worthwhile always having the relevant job advertisement ready when writing your cover letter.

Soft skills

In addition to the verifiable references to your professional career, the individual cover letter offers you the opportunity to describe your soft skills . It doesn’t seem very meaningful if you just write a list of soft skills that are required in the job advertisement in your CV – because probably every second applicant boasts of being particularly socially competent or a team player.

In your individual cover letter, you should demonstrate your skills with tangible examples : Describe clearly how you have demonstrated your communication skills in the past or how your empathy has helped you in your previous professional life. Take a close look at what qualities are required in your desired job and choose two to three soft skills that you can authentically prove.

Motivation

An individual cover letter should ideally reflect your personality. Although it differs from a more informal letter of motivation, you should still mention why you think this position is the right one.

What do you hope to achieve or learn new here? Is there an aspect that particularly interests you about this job that the company focuses on? Do you have a personal reason why this position appealed to you?

Here you can go beyond what skills qualify you for the job and explain why you are so motivated to work at this very company.

The design of your individual cover letter

But not only the content is important to design an individual cover letter. A clear structure and an appealing but subtle design are also essential to make a good impression. A cover letter should primarily be structured like a business letter :

As with a classic letterhead, the important data such as the name and address of the sender and recipient should be listed first. This includes your phone number and email address. Alternatively, you can also move your personal information to the header.
This is followed by the date and place, right-justified.

Below you place the subject line, which contains the desired job title.
This is followed by the continuous text, which should be divided into several paragraphs.

If you’re having trouble designing your cover letter, just take a look at the templates in our resume editor .

Special cases for an individual cover letter

There are some special cases that place special demands on your individual cover letter. Because you don’t always know which skills are required or you can’t prove any professional experience yet. We introduce you to some of these special cases.

Initiative application

If you decide to send an unsolicited application, you cannot refer to a job advertisement and must decide for yourself which skills and soft skills are relevant to the desired job. In this way, however, you prove right away that you know what really matters. However, you should not sell yourself as an all-round talent, because that quickly seems implausible.

Unsolicited applications are also welcome by HR managers because they mean less work: you don’t have to formulate a job advertisement or look through several applications. For this reason, it is important to keep the unsolicited application short and meaningful . You also have the option here of just sending your CV and cover letter and submitting your complete application documents later if you are interested.

Cover letter for an apprenticeship

If you apply for an apprenticeship , there is usually also a job advertisement that you can use for orientation. Here, too, certain requirements and skills are advertised that you should bring with you.

Probably the biggest difference to a normal application is that you usually do not have any professional experience . It can therefore make sense in this case to list activities that, at first glance, are not necessarily relevant to the relevant training, but which underline your strengths.

With an internship in kindergarten, for example, you can prove that you are sociable, don’t shy away from taking responsibility and keep a cool head in stressful situations – even if you are applying for an apprenticeship as a marketing communications clerk.

Cover letter study

If you are applying for a degree, you usually do not have to write a classic application. However, some degree programs may require you to write a letter of motivation.

The letter of motivation is more informal and personal than an individual cover letter. You have the opportunity to bring in your personality and make it more tangible. As the name suggests, your motivation is the focus here:

Why did you choose exactly this course?

Which aspect interests you the most?
What work do you enjoy?
What are your future plans?

What values do you represent?

The letter of motivation should convey a positive emotion and arouse sympathy and curiosity. It should also not be longer than one page, but describe briefly and to the point why you are suitable for the course.

In addition to your individual cover letter, letters of motivation can also be part of a job application. However, you should only add it if explicitly requested to do so.