KIT Career ServiceApplication SupportApplication TipsCovering Letter
Briefly explained
What makes a good covering letter?
A good cover letter is quick to impress and makes it easy for the company to decide in your favour. Keep it clear and get straight to the point. Show clearly why you are the right person for the job - link the requirements of the advert to your skills. Use specific examples from your career to emphasise your suitability. Scholarships often have different requirements, especially for letters of motivation - here you should focus more on your personal goals. Whether it's a job or a scholarship, your message should always be ‘I understand what you need - and I can deliver it!’

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Video
Tips for the covering letter


Content
Structure of a covering letter
If possible, limit yourself to one page, put relevant information in the right place and - most importantly - avoid spelling and grammatical errors. Pro tip: Always have someone else proofread your cover letter.
For international students enrolled at KIT, the Studierendenwerk Karlsruhe offers a free German proofreading service.

How to structure your covering letter sensibly:

Introduction
Here you arouse interest in the very first sentence and link this to the job advertisement. Then skilfully lead into the main section with a sentence about yourself.

Ideas for the introduction & formulation examples

How did you find out about the company/job? Has there already been a contact that you can thank for?
Example: "Thank you very much for the friendly and informative interview at the KIT careers fair. It has encouraged me."

Why do you find this job in this company interesting and suitable for you?
Example: "They are looking for... (a short summary of the advert follows) ...? I bring .... with me."
‘I read with great enthusiasm...’

What attracts you to the company?
Example: ‘I have been following the development of your company/your research work in the field of xy with great interest for several years ...’
Have you already done an internship at the company or do you know employees personally? Wonderful - don't hide this important information at the end of your cover letter, but rather include it in the introduction!
For example: ‘I heard from Mr xy that you are looking for ...’

Introductory sentence about yourself as a transition to the main body
Example: ‘As a prospective xy, I am applying to you ...’
"Since I completed my internship at .... AG (=identical company) in the xy division, I have been following the further development of your company with great interest. I was pleased
Main Part
This is where you explain in more detail that your qualifications match the company's requirements exactly and that you are the right candidate for the vacancy. Ask yourself this question with every sentence: Why am I exactly right for this position?

Structure of the main section:
  • Introductory sentence about yourself (see introduction)
  • Professional qualifications - take from the advert and substantiate with specific examples from your personal career
  • Personal skills - take from the advert and substantiate with specific examples from your personal career

This is how you start:
  • Analysis of the advert: Underline the key words in the job advert
  • Comparison: See which of your qualifications match the company's requirements in terms of technical skills and soft skills
  • Selection: Decide on the most important and most suitable requirements for you. As a rule, you will not be able to fulfil all the requirements in an advertisement.

Now it's time to write:
  • Discuss the company's specific requirements.
  • Name key words from the advert or from the company website.
  • Explain why you have exactly this skill or aptitude.
  • Very important: substantiate your claim! Use examples from your life to show why you have these qualifications.
  • Always write with this specific job in mind - and don't just repeat your CV.

Wording examples:
‘Based on my previous career, I have the experience/knowledge you described in the area of ...’
‘As a newly graduated computer scientist, I would like to contribute to the success of your company with great commitment.’
‘I would very much like to put my acquired knowledge into practice in your company.’
'Due to my studies in industrial engineering with a focus on xy, which I expect to complete in two months with the grade..., I have initial knowledge in the field of xy. I was already able to deepen this knowledge during my student research project on the subject of xy.'
'I was able to gain practical experience on the subject of... during my internship semester at company.... There I have...'
Final Part
Here you have the chance to emphasise your motivation once again and highlight your knowledge of the company in order to stand out positively. Round off your cover letter with a polite but confident call to action.

Stand out positively through knowledge:
  • Look it up: What initial clues about the company are already in the advert text?
  • Research: Can you find a specific goal on the company's website that the company wants to achieve in the medium term? Or a price that it wants to achieve? A specific research project?
  • Tie in: Address the company individually and show that you are well informed about the company.

Space for organisational matters:
  • Name your possible starting date.
  • State your salary expectations (link to our Salary Negotiations subpage), if required.
  • Indicate whether you are willing to relocate for the position, if required.

Examples of formulations with an inviting character:
‘I would very much like to play an active role in winning the company prize xy for your company in the coming year.’
‘I would very much like to contribute my enthusiasm for xy and my personal pioneering spirit (terms from advert/website) to Maier-Müller AG.’
‘As Brand Manager, I am very happy to develop your top products in the food sector with a view to the future and ...’
‘I can strengthen your team with my commitment in the period from 01.03. to 31.08.20xx.’
‘I will be happy to answer any further questions you may have in a personal meeting.’
Final Check
  • Did you respond to the company's expectations?
  • Did you make clear your skills and aptitudes for the position?
  • Did you make yourself ‘palatable’ without repeating your CV?
Special case: Unsolicited application
An unsolicited application lacks the advert text, which normally provides the framework for the cover letter. Now it's up to you: create your own advert.
  • What do you think - what would the advert say? You can find information on this on the company's website and in comparable job adverts or in competitor adverts.
  • You can also gather information by visiting job fairs, making phone calls and reading specialised literature.
  • Once you have thought about the company's requirements and formulated them into a fictitious job advert, proceed as described above.
Special case: Scholarship application using the example of the Deutschlandstipendium
For many scholarships, the individual formulation and design of the letter of motivation is part of the application process - this is also the case for the Deutschlandstipendium. Nevertheless, we can give you a few basic tips and help:
Letter of motivation for the Deutschlandstipendium (PDF)

Templates
Sample covering letter and examples
One thing is clear: there is no such thing as the perfect application - it differs depending on the applicant, job advert or company. Nevertheless, we will give you a few examples and suggestions that you can adapt to your needs. The open template can help you format your cover letter.

Variations 1

Example: Starting after graduation
Example: Internship with little experience
Example: Internship with little experience (simple)
Example: Internship with experience
Example: Entry Level with promotion
Template: Well formatted covering letter (Word)
Template: Well formatted covering letter (Word)

Variations 2

Example: Starting after graduation
Example: Internship with little experience (german)
Example: Internship with experience
Example: Entry with promotion

Applying in English
What you need to bear in mind when writing your cover letter for abroad
The requirements for a cover letter in an English-language application are largely the same as those for a German-language application. There are a few additional tips and tricks you should know:

Format
  • Note that the standard size of documents in the USA is the ‘Letter’ format and adjust the setting in Word.
  • In the UK, the sender's address is formatted flush right. The name of the sender is not mentioned. In the USA, the sender's name is on the left by default.
  • In any case, you can alternatively use a header for the sender data.
  • The date appears between the sender and addressee; left-aligned in the USA, left- or right-aligned in the UK.
  • The contact person, if known, is named before the organisation.
  • A subject is not mandatory. If a subject is specified, in the USA it comes either before the salutation (as in German) or after the salutation. In the UK, the subject is always stated after the salutation, i.e. before the actual text of the cover letter.
  • A colon is placed after the salutation in American letters. In the UK, a comma is used.
Content
  • In the introduction state the reason for your letter, the title of the job advertisement and how you found out about it. If you have already had personal contact with the company, you should also mention this here. Ideally, you should also briefly state why you are a good fit for this position.
  • In the main section you go into your professional, practical and personal suitability for the job, analogous to the German cover letter, and give examples of each. You should also use action verbs here.
  • In the closing thank you for your time and consideration of the application and express your wish to get to know each other in an interview.
  • Address the cover letter to a specific contact person and say goodbye in the UK with ‘Yours sincerely’. If you have not addressed your cover letter to a specific person (‘Dear Sir or Madam’), say goodbye with ‘Yours faithfully’. In the USA, you can use ‘Sincerely’ in both cases. Greetings such as ‘With best regards’ are also possible. There is always a comma after the greeting.
  • You do not have to add your name by hand at the end of the cover letter.
Examples
Sample cover letter Great Britain (PDF)
Sample cover letter USA (PDF)

Applying with a promotion
From science to business
If you are doing or have done a doctorate and want to apply outside of academia, you should tailor your cover letter specifically to the requirements of the business world. Instead of academic achievements, focus on your practical skills such as project management, communication skills and entrepreneurial thinking, naturally adapted to the industry and position in question.

Extra tips for PhD students
Show in your cover letter that your profile fits the job perfectly.

Analyse the job advertisement and identify the required professional, personal and social skills.

Find specific examples from your career that demonstrate these skills.

Choose relevant aspects from your doctorate, but especially from higher-level tasks.

Use examples to show that you can also use your skills successfully outside of academia.

Important competences in business are e.g:
  • application orientation
  • project management experience
  • implementation skills
  • communication skills
  • market orientation
  • teamworking skills
  • entrepreneurial thinking
  • leadership skills

Check which of these competences are important for the advertised position.

Describe your expertise in appropriate depth.

Avoid repeating your CV - the cover letter should explain your suitability briefly and concisely.