The structure that works
- Opening (2 sentences): the exact role you're applying for, where you saw it, and your single strongest selling point.
- Proof (3-5 sentences): two or three examples that match the ad's top requirements, with results.
- Why them (2-3 sentences): something specific about the organisation, showing you've done your homework.
- Close (2 sentences): availability, how to contact you, and thanks. 'I'd welcome the chance to discuss...'
- Address a person if possible: 'Kia ora Maria' or 'Dear Ms Wilson'. Check the ad or phone and ask who to address it to. 'Dear Hiring Manager' is acceptable if you can't find out.
- Keep to 250-350 words. If the ad asks you to address specific criteria, do so in a list.
- Use 'Nga mihi' or 'Kind regards' as a sign-off. A small amount of te reo is fine if natural to you.
- Send as part of the same PDF as your CV only if the portal asks; otherwise attach separately or paste it into the email body.
Example 1: advertised job
Cover letter: advertised role
Kia ora Maria, Re: Operations Coordinator (SEEK, ref 12345) I'm applying for the Operations Coordinator role at Bay Distribution. With nine years in logistics, including five coordinating up to 120 consignments a week, I can step in and keep your customers' freight moving from day one. Your advertisement asks for strong inventory control and a calm approach under pressure. At Waikato Freight Services I reduced stock variances from 3.4% to 0.9% over a year and cut dispatch delays from six hours to two by introducing a daily checklist. I also trained eight new staff, two of whom became team leaders. I've followed Bay Distribution's growth into the Tauranga market and your move to same-day delivery. I'd like to help you scale that service without losing the reliability that your customer reviews praise. I'm available for an interview at any time and can start at short notice. You can reach me on 021 000 0000 or sam.taylor@example.com. Thank you for considering my application. Nga mihi, Sam Taylor
Example 2: mentioning redundancy
You don't have to mention redundancy in the letter. But if there's a visible gap or recent end date, one neutral sentence reduces questions. Then move straight to what you offer.
Redundancy sentence options
Option A: "My previous role was disestablished in a company restructure in August, and I'm now seeking a new opportunity where I can apply my experience in..." Option B: "Following the closure of my employer's Hamilton branch, I'm looking for my next role in operations." Option C (when you've been out of work a while): "Since my role was made redundant in March I have completed a Level 3 logistics certificate and volunteered with Meals on Wheels, and I'm ready to return to full-time work."
Example 3: cold approach (no advertised job)
Email to an employer who isn't advertising
Subject: Experienced [role] interested in joining [Company] Kia ora [Name], I'm a [job title] with [X] years in [industry]. I've admired [Company]'s work on [specific project, product or news] and wondered whether you may need someone with my skills now or in the coming months. In my last role I [one concrete achievement with a number]. I'm reliable, quick to learn and based in [town]. My CV is attached. Would you be open to a 15-minute call or a quick coffee? If now isn't the right time, I'd appreciate being kept in mind. Ngā mihi, [Name] | [mobile]
Example 4: career changer
Career changer: opening paragraphs
Kia ora Jason, I'm applying for the Customer Support Officer role at Kiwi Power Co. For eight years I've run a busy hospitality floor, which means I've spent thousands of hours resolving problems for upset customers in real time, and I'd like to bring that skill to a service team. Three strengths from hospitality match your advertisement: I stay calm and clear when people are frustrated; I'm fast and accurate with systems (I managed bookings and POS reporting daily); and I can train others. I've also completed an online customer service certificate and I'm comfortable with Excel and Microsoft 365.
Common mistakes
- Repeating the CV line by line.
- Writing about what you want instead of what you can do for them.
- Using the wrong company name or role (copy-paste errors are the quickest way to be rejected).
- Being negative about a past employer.
- Going over one page.
- Forgetting contact details.
Sources
- Tahatū Career Navigator: Looking for a job (opens in a new tab)
- Tahatū: How to write a cover letter (opens in a new tab)
General information only. Confirm with the agency for your situation. Spotted something out of date? Email help@unemployed.nz.