A secretary cover letter should always be included with an application and rйsumй when applying in any industry. Each letter should be unique and written specifically for the company where the applicant is seeking a job. A cover letter is a good tool to use to demonstrate creativity and to provide a few interesting highlights not detailed in the rйsumй. Make sure your letters are neat in appearance with no misspelled words or grammatical errors and do not forget to personally sign each one. Here are some secretary cover letter samples that can be used as guides to create your own.
Example 1 – Target to Company
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This secretary cover letter example is from an individual who has worked as a secretary for a software company chief operations officer for several years. The COO is retiring and his replacement already has a secretary. This applicant is seeking another secretary position with several companies in the same industry.
Dear Human Resources Director:
I am an experienced secretary having worked the last 4 years for Daniel West, the COO of XYZ Software Developers. Mr. West has recently retired, but has kindly provided me with a letter of reference which is attached along with my resume. I learned a great deal about the operation of a software development firm during my years at XYZ and I hope to find a position as a secretary at a company that does similar work.
I am proficient on the entire Microsoft Suite including all features of Word, Excel, Access and PowerPoint. I have a great deal of experience writing custom reports to Mr. West’s specifications as well as generating standard reports for customers. I have no problem working late or even on weekends, especially when faced with a tight deadline. I thrive in a fast-paced, high pressure environment.
Customer satisfaction is always a priority and I am accustomed to making sure that all calls that make it to the COO are handled promptly and professionally. I have excellent verbal and written communication skills as well as strong interpersonal, time management and multi-tasking skills. I am willing to relocate if necessary to be closer to the job should you choose to hire me to fill a secretarial position at your organization.
I hope you will consider my application and resume when you are looking for applicants who qualify for a job as a secretary. I have always admired the work done by ABC Software Solutions, particularly the latest developments of the last 2 years, and would consider it an honor to work for the company. Please feel free to contact me any time to schedule a telephone or personal interview. I can be reached on my cell phone at 555-55-5555 or via email at [email] Thank you for your consideration.
Warm Regards,
Sally Washington
Sally Washington
I am an experienced secretary having worked the last 4 years for Daniel West, the COO of XYZ Software Developers. Mr. West has recently retired, but has kindly provided me with a letter of reference which is attached along with my resume. I learned a great deal about the operation of a software development firm during my years at XYZ and I hope to find a position as a secretary at a company that does similar work.
I am proficient on the entire Microsoft Suite including all features of Word, Excel, Access and PowerPoint. I have a great deal of experience writing custom reports to Mr. West’s specifications as well as generating standard reports for customers. I have no problem working late or even on weekends, especially when faced with a tight deadline. I thrive in a fast-paced, high pressure environment.
Customer satisfaction is always a priority and I am accustomed to making sure that all calls that make it to the COO are handled promptly and professionally. I have excellent verbal and written communication skills as well as strong interpersonal, time management and multi-tasking skills. I am willing to relocate if necessary to be closer to the job should you choose to hire me to fill a secretarial position at your organization.
I hope you will consider my application and resume when you are looking for applicants who qualify for a job as a secretary. I have always admired the work done by ABC Software Solutions, particularly the latest developments of the last 2 years, and would consider it an honor to work for the company. Please feel free to contact me any time to schedule a telephone or personal interview. I can be reached on my cell phone at 555-55-5555 or via email at [email] Thank you for your consideration.
Warm Regards,
Sally Washington
Sally Washington
Example 2 -Unadvertised Opening
This secretary cover letter example is from an individual who has recently moved to a new city due to her husband’s job transfer. She is an experienced secretary looking for a job in her new town. She is including a rйsumй and a letter of recommendation from her former employer.
Dear Human Resources Director:
My name is Katherine Fields and I am applying for a job as a secretary with your organization. I have 3 years’ experience working as a secretary for the Advertising Director, Claire Lewis, of XYZ Industries in Milwaukee. I recently relocated to St. Paul due to my husband’s job transfer and I am looking for another secretarial job. Attached along with my application and resume is a reference letter from my former boss at XYZ. I hope to have an opportunity to work for ABC Products when you have an opening for a secretary. I am willing and able to work in any department of your company.
As a secretary in an advertising department I acquired a great deal of expertise in computer programs that are commonly used by advertising personnel. I am proficient with theAdobe Creative Suite including PhotoShop, InDesign, and Illustrator as well as QuarkXPress. I used these programs to put together client presentations as well as brochures and promotional pieces.In addition, I have been taking online classes and have begun to learn 3ds Max, Lightwave and Maya as well in order to stay on the cutting edge of my profession.
I am accustomed to taking customer phone calls and handling as many of their requests as possible. While at XYZ I learned howto discern between calls that did not need to involve the advertising director and those that needed to be brought to her attention. I was responsible for generating sales reports for all members of the advertising team and preparing graphics and charts for monthly meetings of the entire advertising staff.
I hope you will consider my attached application, resume and reference letter. I am available for a telephone or personal interview at your convenience. Please feel free to contact me on my cell phone at 555-555-5555 or via email at [email]
Sincerely,
Your Signature
Katherine Fields
My name is Katherine Fields and I am applying for a job as a secretary with your organization. I have 3 years’ experience working as a secretary for the Advertising Director, Claire Lewis, of XYZ Industries in Milwaukee. I recently relocated to St. Paul due to my husband’s job transfer and I am looking for another secretarial job. Attached along with my application and resume is a reference letter from my former boss at XYZ. I hope to have an opportunity to work for ABC Products when you have an opening for a secretary. I am willing and able to work in any department of your company.
As a secretary in an advertising department I acquired a great deal of expertise in computer programs that are commonly used by advertising personnel. I am proficient with theAdobe Creative Suite including PhotoShop, InDesign, and Illustrator as well as QuarkXPress. I used these programs to put together client presentations as well as brochures and promotional pieces.In addition, I have been taking online classes and have begun to learn 3ds Max, Lightwave and Maya as well in order to stay on the cutting edge of my profession.
I am accustomed to taking customer phone calls and handling as many of their requests as possible. While at XYZ I learned howto discern between calls that did not need to involve the advertising director and those that needed to be brought to her attention. I was responsible for generating sales reports for all members of the advertising team and preparing graphics and charts for monthly meetings of the entire advertising staff.
I hope you will consider my attached application, resume and reference letter. I am available for a telephone or personal interview at your convenience. Please feel free to contact me on my cell phone at 555-555-5555 or via email at [email]
Sincerely,
Your Signature
Katherine Fields
Example 3 – Response to Job Postings and Classifieds Ads
This secretary cover letter example is from a secretary who works for an attorney in a large law practice. A position has recently become available with one of the managing partners and she is applying for that job. She has the support of the attorney for whom she currently works.
Dear Mr. Williams:
I have served as a secretary for one of your associates, Carla Pierce, for the past 2 years and have learned a great deal about the legal services offered at Grant, Williams, Pike and Jefferson, PC. I am responding to the interoffice advertisement for a secretary for you. Ms. Pierce supports me in this endeavor and has written a letter of reference which is attached along with my resume.
Your ad calls for an individual who has an excellent telephone voice and is able to distinguish between client issues that should involve the partners and others that can be handled by staff. I have extensive experience with these types of issues and am a highly discerning person. I also have strong communication skills as called for in your ad, and I am a good time manager and multi-tasker.
I am able to work extra hours in the evening or on weekends according to the requirements that are necessary to effectively handle a client’s case. I am used to working on a team, cooperating with other employees to achieve a common goal. I understand the importance of ensuring that clients are happy with the legal services we provide, and I always go the extra mile to make sure clients receive the services they need.
I hope that you will consider my resume and reference letter when you make a decision regarding the hiring of a new secretary. Ms. Pierce is willing to speak with you about my job performance for her over the last 2 years. I am available any time at your convenience for a personal interview, and welcome the opportunity to meet with you to discuss in detail the prospect of working as your secretary. You may reach me on my cell phone at 555-555-5555 or via email at [email]
Respectfully,
Signature
Angela McKinney
I have served as a secretary for one of your associates, Carla Pierce, for the past 2 years and have learned a great deal about the legal services offered at Grant, Williams, Pike and Jefferson, PC. I am responding to the interoffice advertisement for a secretary for you. Ms. Pierce supports me in this endeavor and has written a letter of reference which is attached along with my resume.
Your ad calls for an individual who has an excellent telephone voice and is able to distinguish between client issues that should involve the partners and others that can be handled by staff. I have extensive experience with these types of issues and am a highly discerning person. I also have strong communication skills as called for in your ad, and I am a good time manager and multi-tasker.
I am able to work extra hours in the evening or on weekends according to the requirements that are necessary to effectively handle a client’s case. I am used to working on a team, cooperating with other employees to achieve a common goal. I understand the importance of ensuring that clients are happy with the legal services we provide, and I always go the extra mile to make sure clients receive the services they need.
I hope that you will consider my resume and reference letter when you make a decision regarding the hiring of a new secretary. Ms. Pierce is willing to speak with you about my job performance for her over the last 2 years. I am available any time at your convenience for a personal interview, and welcome the opportunity to meet with you to discuss in detail the prospect of working as your secretary. You may reach me on my cell phone at 555-555-5555 or via email at [email]
Respectfully,
Signature
Angela McKinney
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Use this sample email cover letter responding to a job posting to craft your own job-search email cover letter.
Job-Seeker Sample Email Cover Letter Sample
Date: Mon, 16 Sept 2013 19:52:59 -0700 (EDT)
From: kevin lee smith [[email protected]]
Subject: Seasoned Sales Rep With MBA Ideal for Regional Sales Manager (mtt-01/3439)
To: [email protected]
Content-Type: text/plain; charset=us-ascii
From: kevin lee smith [[email protected]]
Subject: Seasoned Sales Rep With MBA Ideal for Regional Sales Manager (mtt-01/3439)
To: [email protected]
Content-Type: text/plain; charset=us-ascii
Dear Mr. Hent,
Having broken sales records and exceeded sales quotas in all my previous positions and recently completed my MBA in marketing from the Stern School of Managerial Leadership at Florida State University, I am an ideal candidate for the regional sales manager position at Marriott Vacation Club International.
As the leading sales representative for Disney Vacation Club, I developed key sales material, trained new sales reps, and reinvented the way club memberships are sold. My team’s revenue was more than double the average for the entire operation.
The vacation club industry is a dynamic and growing industry, and I am convinced I can help Marriott grow its reputation and dominant position in the industry.
We should meet to discuss the position. I will contact you in the next 10 days to arrange an interview. Should you have any questions before that time, please feel free to call me at 904-555-2341 or email me. Thank you for your time and consideration.
Cordially,
Kevin Lee Smith
Helpful Cover Letter Resources:
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- MyPerfectCoverLetter
- Cover Letter Now
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- Sample Dynamic Cover Letters.
- Sample Thank You Letters.
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Go to Job-Hunting Samples and Examples for Job-Seekers, where you’ll find free samples of just about every job-search tool you’ll need to be successful.
When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your cover letter and resume, and to make sure that your email cover letters are written as well as any other correspondence you send. Even though it's quick and easy to send an email, it doesn't mean that you should write anything less than a detailed cover letter focused on why you are a good match for the job you are applying. Above all, when you email an employer, you must demonstrate the same respect and courtesy as you would if you were meeting that employer face to face.So, it is extremely important to show proper manners, or etiquette, through your writing.
How do I compose an email to someone I don't know?
There are a few important points to remember when composing email, particularly when the email's recipient is a superior and/or someone who does not know you.
- Be sure to include a meaningful subject line;
- Just like a written business letter, be sure to use address your audience with the proper formality.
- Begin your email with a salutation, or greeting:
- Dear Dr. Jones, or
- Ms. Smith:
- Use standard spelling, punctuation, and capitalization.
- Do not use text language
- THERE'S NOTHING WORSE THAN AN EMAIL SCREAMING A MESSAGE IN ALL CAPS.
- Do not, under any circumstance, use emoticons:
- It is forbidden to use anything like J or L
- Write clear, short paragraphs and be direct and to the point.
- Employers see their email accounts as business. Don't write unnecessarily long emails or otherwise waste the employer's time
- Be friendly and cordial, but don't try to joke around
- witty remarks may be uncalled for and, more commonly, may not come off appropriately in email
- Include your cover letter and resume as instructed by the employer
- As separate attachments, or
- As pasted into the body of your email
The Subject Line of Your Message
Make sure you list the position you are applying for in the subject line of your email address, so the employer is clear as to what job you are applying for. This helps clarify what your message is about and may also help the employer prioritize reading your email.Be sure to include the job code if one was given in the job posting.
Levels of Formality
The level of formality you write with should be determined by the expectations of your audience and your purpose. For example, if you are writing a cover letter for a job, you would write in a formal style. If you are writing a letter to a friend, writing something personal, you would use a more informal style.
Here is an example:
Formal (Written to an unknown audience):
I am applying for the customer service associate position advertised in the Denver Post. I am an excellent candidate for the job because of my significant retail experience, my good language skills, and my sense of courtesy and respect. I have attached a cover letter and a resume as you requested in your job posting.
Email Cover Letter Example
Informal (Incorrect):
Hi!!!!!! J I like read that u was lookin for a associate or whatever. I think that i’m good for that job cuz i've done stuff like that b4, am good with words, and am good at not disrespectin people and stuff. Text me if u want 2 c my rez. Thx!!!! J
Emailing a cover letter
There are two main ways employers like to receive resumes and cover letters:
- pasted into the body of an email and
- as separate attachments
Sending separate attachments
Unless an employer specifically asks for you to include your cover letter and your resume in the body of your email, send them as separate email attachments.You should always write a real cover letter and attach it to the email. Your letter may be passed around from one manager to the next, and a printed or photocopied email used in that situation looks unprofessional; it looks as if you didn't bother to write a letter.
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Send your cover letter and resume as separate PDFs or separate Word documents, because those two forms of electronic documents are the most common.
Pasting a cover letter and resume in the body of an email
Some employers do not accept email attachments. In these cases, paste your resume into your email message. Use a simple font and remove the fancy formatting. Don't use HTML. You don't know what email program the employer is using, so keep your message simple, because the employer may not see a formatted message the same way you do.
But how, then, should you use the email?
Your email should give enough information about you and about the goal of your communication so that you could be contacted – even without the attachments.
- Always use an informative signature when you apply for a job. Use a signature that is informative.Include your name, address, phone, and a professional looking email address.
For example
Mr. Smith:
I am a recent graduate of McLain Community High School applying for a customer service position with your store. I have attached the resume, cover letter and transcript that you requested to this email. If you have questions or need more information, you may reach me through the phone number or email below.
I look forward to hearing from you,
Your name
Your address
Your phone
Your address
Your phone
Your email
Send a Test Message
Send the message to yourself first to test that the formatting works. If everything looks good, resend to the employer.
Send the message to yourself first to test that the formatting works. If everything looks good, resend to the employer.
Double Check Your Letter
Make sure you spell check and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.
Make sure you spell check and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.
What sorts of information shouldn't be sent via email?
Most people do not realize that email is not as private as it may seem. Without additional setup, email is not encrypted; meaning that your email is 'open' and could possibly be read by an unintended person as it is sent to your reader. With that in mind, never send the following information over email:
- Usernames and passwords
- Credit card or other account information
Additionally, avoid sensitive information, complaints, or gossip that could be potentially damaging to someone's career and/or reputation, including your own. Beyond email's general lack of security and confidentiality, your recipient can always accidentally hit the Forward button, leave her email account open on a computer, or print and forget that she's printed a copy of your email.
An email cover letter has to grab the reader's attention quickly in order to be effective. In-boxes are full of emails that need to be read so get across your main points promptly and powerfully.
Quickly convince the reader of your suitability for the job opportunity by using a powerful subject line in your cover letter email.
This will make the difference between getting your resume read or relegated to the database. Avoid bland subject lines such as Joe Black's Resume.
Get the employer's attention by following these simple steps.
Writing an email cover letter - 7 simple steps
- Write a subject line which is factual and persuasive - include the job title and job posting number and a selling point - 'Job #4536 Bookkeeper - 8 years with Fortune 500 company'
- Clearly state your purpose in the first couple of sentences
- Summarize your strengths, skills and expertise as they relatedirectly to the job opportunity
- Persuade the reader to continue on to read your resume
- Use an easy-to-read font and keep the formatting simple
- Proofread and spell check your message
- Keep your email cover letter to one screen view
Job Application Cover Letter Email - Example 1
Subject Line: Sales Associate Job #1234 - 10 Years Experience
Dear Mr Green
I read with enthusiasm your opening for a Sales Associate on XYZ site. I am confident that my 10 years experience as a sales professional in ABC industry with a successful track record of meeting and exceeding sales objectives makes me an excellent match for this position.
Detailed on my attached resume you will find that over the last X years I generated more than $X in sales and achieved an average of X% sales growth. My experience in new and key account acquisition, new territory development and the planning and implementation of customer loyalty strategies will contribute to the success of DEF Corporation.
My resume demonstrates that I am well qualified to lead the entire sales cycle management process from client consultations and needs assessment through demonstrations, negotiations and final sales closings.
I believe that I will be a valuable asset to your team if given this opportunity and I look forward to hearing from you soon.
Thank you for your time and consideration.
Sincerely,
Joe Candidate
Address
Email
Contact Numbers
Email Cover Letter - Example 2
Subject Line: Legal Secretary Job #S123 - 6 Years at Top Law Firm
Dear Ms Drone
I am responding with enthusiasm to your job posting on XYZ.com for a legal secretary. I believe my extensive experience and skills in this field are an excellent match for the job.
The attached resume demonstrates my competence to interact capably with clients from point of referral, efficiently draft and process legal documents and correspondence, co-ordinate multiple case loads and assist with complex case preparation.
I am a motivated and hard working professional with solid legal practice skills and knowledge and a reputation for accurately and efficiently meeting strict deadlines in a challenging environment.
I would welcome the opportunity to learn more about the position and find out how I can contribute to the success of your firm.
Thank you for your time and consideration.
Sincerely,
Jane Candidate
Address
Email
Contact Numbers
Find a full list of cover letter samples for different jobs. Adapt these for your own use.
Cold Contact Email Cover Letter
Should I submit an email cover letter if the posting only asks for a resume?
You can copy and paste your cover letter into the body of the email as your message and include your resume as an attachment.
Keep your cover letter short and simple as the reader will not want to invest a lot of time in going through your email. It is better to include a brief cover letter as an introduction rather than simply stating 'I have attached my resume for your consideration'.
How should an email cover letter be sent?If you are responding to an advertisement make sure you follow the employer's instructions on submitting your cover letter and resume.
If you are asked to include your letter and resume as an attachment use MS Word or Adobe. Avoid HTML as the email the employer uses may not be able to open this.
Should your cover letter be in the body of an email?
If the employer asks for the email cover letter and resume to be included in the message and not an attachment, copy and paste them into the body of your email.
A good tip is to send the email to someone you know first to check that your formatting works properly. If it looks fine then you can send it to the employer.
Should I address the cover letter to an individual?
It is always better to address correspondence to a name rather than a title. Job postings often don't list the name of the person to contact and only give an email address.
Do a bit of research to find out the name of the person receiving the emails. For example [email protected] indicates the name of the company is Bakers Biscuits and the clue for the contact person is 'mardev'.
For example, you notice that there is a Mary Devon who is Head of Human Resources. This is your contact person and you can begin your email message with Dear Ms Devon. Immediately you stand out from the crowd.
What should I write in the email cover letter subject line?
As discussed, an interesting and informative subject line will ensure your email gets noticed. Keep it professional and specific. Good examples of email subject lines for cover letters and resumes include:
Junior Accountant Position - 6 years experience in your industry
Experienced Sales Representative for Job#334 - Janet Driver
Marketing Associate Job - John Smith, BA in Business Administration
When should I follow up on my email?
It is important to find out the status of your job application. If the job posting does not have a close date you can wait about a week after sending your resume before following up.
If there is a close date then wait for about a week after that date before following up. For tips and help on resume follow up, plus a sample follow up email.
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