The Best Six Steps And Guide of Doing a Cover Letter

What to put in a cover letter: the six parts, a free template, three South African examples and the mistakes that cost interviews.

By Cosby Khosa: OneCareer Editorial Team · Published 11 November 2026

The Best Six Steps And Guide of Doing a Cover Letter

Key takeaways

A cover letter has six parts: contact details, greeting, opening, proof, why this employer, and a close with sign-off.
Keep it to one page, roughly 250 to 350 words, and write a fresh one for every job.
Use one or two real examples with numbers instead of repeating your CV.
For most government posts you need a signed Z83 and a CV. A cover letter is a bonus unless the advert asks for one.
Never pay anyone to secure a job, and never send your ID to a stranger on WhatsApp.

A good cover letter has six parts: your contact details, a greeting, an opening that names the job, one or two pieces of proof that you can do the work, a line on why you want this employer, and a polite close that asks for the next step. That is the whole recipe. Everything else in this guide is about doing each part well.

If you're staring at a blank page right now, take a breath. You don't need fancy words. You don't need ten years of experience. A cover letter is a short, honest note that says who you are, why you fit the job, and how to reach you. People with no work history get shortlisted every day because their letters were clear, specific and kind to the reader.

This guide gives you the quick answer first, then the full detail. You'll find what to put in each part, a template you can copy, three complete examples written for South African job seekers, what to do when you have no experience, and how it all fits with the Z83 form. You'll also see the mistakes that quietly get letters ignored. Read it from top to bottom, or use the list above to jump to the part you need.

The quick answer: what goes in a cover letter

Here's the short version you can screenshot and keep. Every strong cover letter has these parts, in this order.

Your details. Name, cell number, a professional email address and your town.
A greeting. Use the hiring manager's name if the advert gives it. If not, "Dear Hiring Manager" is fine.
An opening. Name the job, the reference number and where you saw it. Add one sentence on why it excites you.
The proof. One or two short paragraphs that show you can do the work, with real examples and numbers.
Why this employer. One or two sentences that show you looked them up.
A close and sign-off. Thank the reader, say you'd welcome an interview, mention your attachments, and sign off.

That's the skeleton of any cover letter. The rest of this guide puts flesh on it, in your own voice.

What a cover letter is, and what it is not

A cover letter is a one-page note that travels with your CV. It is not a second CV. It's the part where you step out from the bullet points and talk to a real person for a minute.

Think of your CV as the menu. It lists everything you offer, in order, with dates. The cover letter is the waiter leaning over to say, "If you need someone who stays calm when the queue is long, try this one." It points the reader to the right bits and explains why they matter for this job.

It also helps to know what it is not.

It is not your CV. Don't copy your work history into paragraphs. The reader already has it.
It is not a motivational letter. Universities, bursary providers and learnership programmes usually ask for those. They lean more on your story and goals. Our guide to writing a motivational letter in South Africa covers that one in depth.
It is not the Z83 form. The Z83 is the official government application form. A cover letter can never stand in for it.
It is not your life story. Pick the two or three things that matter for this job. Save the rest for the interview.

Think of it as a handshake in writing. Warm, brief, and confident enough that the reader wants to meet you.

Do you really need a cover letter?

It depends on who you're applying to and how. Here is a simple way to decide.

The advert asks for one. Send one. This is not optional.
You're emailing a private company. Send one. Your email is the first thing the reader sees, and a short letter shows effort.
You're using an online portal. Look for a box marked "cover letter" or "message to employer". If it's there, fill it in, even when it's optional.
You're applying for a government post. Most adverts ask for a signed Z83 and a CV. A cover letter is usually not on the list, so check the advert first. If you add one, it must never replace the Z83.
The advert says exactly what to send. Send exactly that, no more and no less. Following instructions is itself a sign that you can do the job.

If you're torn, write a cover letter. A good letter can only help you. The effort also forces you to think about why you want the job, and that thinking shows up in interviews.

One more thing before you start. Make sure the job is real. Fake adverts do the rounds on WhatsApp, TikTok and Facebook, and a genuine employer will never ask you to pay for a post. We cover this near the end.

Before you write: 20 minutes of research that does half the work

Most weak cover letters fail before the first word is typed. The writer didn't know the job, the company or the person reading. Twenty minutes of homework fixes all three.

Step 1: Read the advert twice. The first time, just read. The second time, mark the three to five things they ask for most. These are usually skills, qualifications and the kind of person they want. Your cover letter should answer those points directly.

Step 2: Find a name. Look in the advert for a contact person or the HR email. If there's no name, check the company website. You can also phone the switchboard and politely ask who handles applications for that post. A letter that starts with a real name beats "To whom it may concern" every time.

Step 3: Learn one real thing about the employer. Spend five minutes on their website, social media pages and news. Look for a new branch, a community project, a service they're known for, or a value they talk about. One genuine detail is enough.

Step 4: Write down your proof. Make a quick list with three columns. First, what they asked for. Second, your proof. Third, any number you can attach to it.

Asked for customer service. Proof: weekends at my uncle's tuck shop. Number: about 60 customers on a busy Saturday.
Asked for computer skills. Proof: a basic Excel course at the library. Number: a certificate after three weeks.
Asked for reliability. Proof: my work experience placement at a clinic. Number: full attendance for the whole month.

This little list is the raw material for your cover letter. When you sit down to write, you're simply turning it into sentences.

Step 5: Note the practical details. Write down the job title, reference number, closing date and how they want you to apply. Put these at the top of your notes so you don't mix them up later.

What to put in a cover letter, part by part

Now let's walk through the cover letter in order. Nothing here is complicated. You're simply filling in six boxes.

1. Your contact details and the date. Put your full name, cell number, email address and the town where you live at the top. Use a sensible email address, ideally your name and surname. Something like "luckygirl2005" doesn't help you here. You don't need your ID number, a photo, your age, your marital status or your full street address in the cover letter. Keep it simple. On a printed letter, add the date and the company's address. In an email, you can skip the address.

2. The greeting and reference line. Use the hiring manager's name when you have it, such as "Dear Ms Dlamini". If you aren't sure how someone prefers to be addressed, use the full name: "Dear Naledi Dlamini". When there's truly no name, "Dear Hiring Manager" is a safe choice. It sounds warmer than "Dear Sir/Madam". Directly under the greeting, add a short line that says what you're applying for, such as "Application for Admin Clerk, Reference HR/2026/14". HR teams often handle several posts at once, and this line helps your cover letter land in the right pile.

3. The opening paragraph. In two or three sentences, say which job you want, where you saw it, and the single best reason you'd be good at it. The next section has opening lines you can learn from.

4. The proof paragraphs. This is the heart of the cover letter. Use one or two short paragraphs to show that you can do what the advert asks. Choose your best examples, add numbers where you can, and link each one to the job. We look at this closely a little later.

5. Why this employer. Add one or two sentences that show why you want to work for this organisation in particular. This is where the detail from your research goes. It tells the reader you didn't send the same letter to fifty companies.

6. The close and sign-off. Thank the reader for their time and say you'd welcome the chance to talk about the role. Mention what's attached, such as your CV or signed Z83, and say how they can reach you. Traditionally, "Yours sincerely" goes with a named greeting and "Yours faithfully" goes with "Dear Sir/Madam". Today "Kind regards" works for almost everything, especially in email. Put your full name underneath. On a printed letter, sign above your typed name.

That's the full anatomy. Notice what's missing. Your whole life story, your hobbies (unless they help), your salary expectations and any apologies. We'll come back to why.

How to start a cover letter: five openings that work

The first two lines decide whether the reader keeps going. Don't waste them on "I am writing to apply for the position advertised". That sentence isn't wrong, but it's what everyone writes. Start with the same facts, then add something that sounds like you.

Here are five openings for five situations. They're examples to learn from, not lines to copy word for word.

The straight and warm one. "I'd like to apply for the Store Assistant position (reference SA-2291) advertised on your website. Two years of weekend work at a family-run shop in Polokwane taught me to serve customers quickly and stay calm when the queue grows."
The referral. "Mr Sipho Nkosi, who supervises your night shift, suggested I apply for the Control Room Operator post. He said you value people who stay alert and communicate clearly, and that describes how I work." Only use a name when that person has agreed.
The achievement. "Last year I helped raise R6 500 for our school library, so I know what it takes to organise people and stay accountable for money. I'd like to bring that discipline to the Admin Assistant role at your clinic."
The short story. "When our water was cut for three days, I ran a WhatsApp group that kept 40 families updated. That's when I realised I enjoy clear communication, and it's why your Call Centre Agent post caught my eye."
The government-style one. "Please accept my application for the post of Administration Clerk, reference HR/2026/14. My signed Z83 and detailed CV are attached, and I've summarised below why I believe I'm a good match."

Whichever you choose, keep the opening to two or three sentences. Name the job. Give the reference number if there is one. Then give one reason to keep reading. Here's a quick test. If your opening could be pasted into someone else's letter without changing a word, rewrite it.

The middle section: how to prove you can do the job

This is the part most people get wrong. They list adjectives: hardworking, dedicated, passionate, a quick learner. Every applicant says that, and the reader can't check any of it. What works instead is proof.

Use a simple three-step pattern for each point you make in your cover letter.

Claim. What you can do.
Evidence. A real moment when you did it, with a number or result if you have one.
Link. Why that matters for this job.

See the difference in these before-and-after lines.

Weak: "I am hardworking and a team player." Strong: "In Grade 12 I led a group of six on our business studies project. We handed it in a day early and scored 78%, because I gave everyone a clear role. I'd bring the same planning to your busy front desk."
Weak: "I have good computer skills." Strong: "I finished a three-week Excel course at my local library and now keep our church's attendance sheet of about 120 names. I'm comfortable with the data capturing this role needs."
Weak: "I'm good with customers." Strong: "At my aunt's spaza shop I served around 50 customers on a typical Saturday and balanced the till at closing. I'd like to bring that speed and accuracy to your cashier team."

Notice how the strong lines are short, specific and believable. They don't need clever words.

Pick two or three of your best proof points, not ten. A cover letter has no room for more. Match them to the things you marked in the advert. If it says "attention to detail", use that phrase or one close to it. Many companies use software to sort applications, and matching wording helps both your cover letter and your CV get picked up. Don't cram in keywords for the sake of it, though. A human still has to read the cover letter.

Finish with one or two sentences on why you want this employer. Remember the detail from your research? Put it here.

How to end a cover letter without sounding pushy or desperate

A good cover letter ending is simple. Say thank you, say you'd like to talk, and tell them what's attached. That's all.

Here are three closings you can adapt.

"Thank you for considering my application. I've attached my CV and would welcome the chance to discuss how I can contribute to your team. You can reach me on 071 000 0000 or at lerato.mokoena@example.com."
"I appreciate your time and look forward to hearing from you. My signed Z83 and CV are attached for your consideration."
"Thank you for reading. I'd be glad to meet or talk by phone at any time that suits you, and I'm available to start immediately."

Avoid phrases that sound like begging, such as "Please, I really need this job". Skip the demanding ones too, like "I expect to hear from you soon". Leave out salary unless the advert specifically asks for your expectations. Raising money in a first impression can make it seem you care more about pay than the work.

End on a calm, confident note. You've done the hard part.

A free cover letter template you can copy

Below is a general-purpose cover letter template. Copy it into Word or Google Docs and replace everything in brackets. Then rewrite the sentences until they sound like you. A cover letter template is scaffolding. It isn't the finished building.

Your Full Name
Cell: 071 000 0000
Email: firstname.surname@example.com
Town, Province

Date

Dear Ms/Mr Surname

Application for [Job Title], Reference [Number]

I'm applying for the [job title] position advertised on [website, newspaper or platform]. [One sentence on your strongest match. For example: I have two years of experience in ___ and a certificate in ___.]

[Proof paragraph 1: Your best example. Say what you did, the result, and why it matters for this job. Use a number if you can.]

[Proof paragraph 2: A second example, or a skill the advert asks for, with a short story.]

I'd like to work at [company name] because [one specific, true reason from your research]. [One sentence on what you hope to contribute.]

Thank you for your time. I've attached my CV [and signed Z83] and would welcome the chance to discuss the role. You can reach me on [number] or at [email].

Kind regards
Your Full Name

Here's how to get the most out of it.

Replace every square bracket with your own details, then scan the page to be sure none are left.
Read the finished cover letter out loud. Fix any sentence that makes you stumble.
Delete any line that could be sent to any employer. If it fits everyone, it impresses no one.
Keep it to one page and save it as a PDF with your name in the file name.

Cover letter examples for South Africa

These three examples are fictional, but the situations are real. Notice how each one is short, specific and written in a natural voice.

Example 1: A school leaver applying for a retail job

Dear Ms Mahlangu

Application for Sales Assistant, Reference RT/118

I'm applying for the Sales Assistant position advertised on your website. I matriculated last year with Business Studies and Mathematical Literacy, and I'm looking for my first full-time job in retail.

For the past year I've helped at my aunt's spaza shop in Tzaneen on weekends. I serve about 50 customers on a busy Saturday, count the stock every Friday and balance the cash at closing. When we started the weekly stock count, we noticed items going missing and found the cause within a month. I'd bring the same care to your tills and shelves.

I'd like to join your Polokwane branch because I've shopped there all my life and admire how quickly your staff help customers. I live ten minutes away and can start immediately.

Thank you for your time. My CV is attached, and you can reach me on 071 000 0000.

Kind regards
Lerato Mokoena

Why it works: It uses real numbers, names the branch, and never apologises for being new. The reader can picture her at the till.

Example 2: A graduate applying for an accounts job

Dear Mr Pillay

Application for Junior Accounts Clerk, Reference FIN/2026/07

I'd like to apply for the Junior Accounts Clerk post advertised on your careers page. I recently completed my national diploma in Accounting and I'm keen to put my training to work.

During my work-integrated learning placement I captured and reconciled invoices for a small business. Over six months I kept a running checklist that cut the monthly reconciliation from five days to three. I'm confident in Excel and accounting software, and I enjoy work that rewards accuracy.

Your move to digital invoicing, which I read about on your website, is exactly the kind of change I'd like to be part of. I'm ready to learn your systems quickly.

My CV and academic record are attached. I'd welcome a chance to talk about the role.

Kind regards
Sipho Dlamini

Why it works: The placement counts as real experience, the result is measurable, and one line shows he read about the company.

Example 3: Returning to work after a break

Dear Hiring Manager

Application for Receptionist, Reference CL/2026/03

I'm applying for the Receptionist position at your clinic. After three years at home caring for my mother, I'm ready to return to work and bring my customer service experience back into play.

Before that, I spent four years as a cashier, handling up to 80 customers a day, and I was often asked to train new staff. At home, I managed my mother's appointments and medication schedule. That taught me to stay organised and speak calmly to patients and families under stress. Last month I finished a short computer course so my skills are current.

A friendly, well-organised front desk sets the tone for a clinic, and I'd love to be part of that. My CV is attached and I'm available for an interview at any time.

Kind regards
Naledi Khumalo

Why it works: The gap gets one calm sentence, then turns into skills. There's no apology and no long explanation.

How to write a cover letter with no experience

Everyone starts somewhere. A lack of paid work doesn't mean a lack of experience. It just means your experience hasn't had a job title yet.

Start by listing what you've actually done. Employers care about these more than you might think.

School leadership, such as prefect, class representative, sports captain or society member.
Helping in a family business, shop, farm or home.
Volunteering at church, a clinic, an NGO or a community clean-up.
Work experience placements, holiday jobs and short piece jobs.
Short courses and certificates, such as computer skills, first aid or a language course.
Good results in subjects linked to the job.

Then turn two or three of these into proof, using the pattern from earlier. "I looked after my little brother" is not proof. "I managed our family's weekly grocery budget of R800 and stayed within it for a whole term" is.

Don't open your cover letter with an apology. Phrases like "although I have no experience" or "I know I'm young" hand the reader a reason to say no. Talk about what you bring instead. That could be reliability, willingness to learn, flexible hours, and the skills you've already built. If the interviewer asks about gaps later, you can answer then. Your cover letter's job is to open the door.

Look at where entry-level doors are. Learnerships, internships and some government posts are designed for people at the start. Our free CV Builder can help turn your list into a clean CV. If you're still deciding what to study, the Career Path tool lets you check study routes and your APS score against your marks.

Gaps, career changes and other tricky situations

Real life isn't a straight line, and your cover letter doesn't have to pretend it is. Here's how to handle the situations people worry about most.

A gap in your work history. Be honest and brief. One calm sentence is enough: "I took time out to care for my family and have since completed a short administration course." Then move on to what you can do. Don't over-explain. Long spells without work are common in South Africa, and recruiters know it. Keep your CV truthful too, because the CV and the cover letter must match.

Retrenchment or a contract that ended. State it neutrally: "My contract ended when the project closed." Never criticise a former employer in the cover letter. It makes you look like a risk.

Changing careers. Lead with transferable skills. A teacher moving into training, for example, already knows how to plan, present and give feedback. Name those skills and give one example of each.

Being older than the other applicants. Lead with recent skills, show that you're comfortable learning new systems, and give recent examples rather than a list of decades.

Being very young. Lean on reliability, energy and the habits you've already shown at school or at home.

A past dismissal or a criminal case. The Z83 has a section where you must answer these questions honestly. Don't hide anything, and don't use the cover letter to argue your case. If you're worried, get advice from a labour office or legal aid first.

Whatever your situation, never lie. Employers check, and being caught out is far worse than any gap.

Length, format and how to send your cover letter

A neat letter looks like you care. Here are the practical details.

Length. One page. Most advice on writing a cover letter in South Africa suggests roughly 250 to 350 words. A motivational letter for a bursary or university can run longer, but a cover letter shouldn't.
Font and spacing. Arial, Calibri or Verdana at 10 to 12 point, single spacing, and a blank line between paragraphs. Short paragraphs of three or four lines are easy to skim.
Language. Plain, polite and correct. Use South African or British spelling, such as "organise" and "programme". Skip slang and text-speak.
File type. Save it as a PDF so the layout stays put, unless the advert asks for Word. Avoid tables, columns and graphics, because job portals and sorting software can scramble them.
File name. "Lerato_Mokoena_Cover_Letter.pdf" looks far better than "Letter final 2 (1).pdf".
File size. Keep attachments small so your email doesn't bounce.

Sending it by email. Write a clear subject line that names the job, the reference number and you, like "Application: Sales Assistant, Ref RT/118, Lerato Mokoena". Keep the email itself short. Greet the reader, say what you're applying for, and mention the attachments. Some employers like a short version of the cover letter pasted in the body as well. Always follow the advert's instructions first. Before you send, email a test copy to yourself and check that the attachments open.

Using an online portal. Paste your cover letter as plain text if there's a text box. Upload the PDF if there's an upload field.

Cover letters and government jobs: Z83, CV and certified copies

If you're applying for a government post, the rules are a bit different, so read this part carefully.

Most adverts ask for three things: a completed Z83 form, a detailed CV, and copies of your documents. Certified copies of your ID and qualifications are normally only needed once you're shortlisted, not at the first stage. When you do need them, they must be recent and certified by a Commissioner of Oaths. The advert always has the final say.

The Z83 is the official application form. These are the rules that trip people up.

Use the current version of the form. An outdated Z83 can get you disqualified.
Fill in every part. Write "not applicable" instead of leaving blank spaces.
The reference number in Part A must match the advert exactly.
For the qualification and work history parts, you may write "see attached CV" if your CV holds everything required. Make sure it truly does, because missing details can lead to disqualification.
Sign and date it by hand, even when you apply online.
Answer the declaration honestly.

So where does a cover letter fit? Usually it doesn't have to. If the advert doesn't ask for one, the signed Z83 and a strong CV are the core of your application. If you'd like to add a short letter, keep it to half a page or one page, quote the reference number, and attach it after the Z83 and CV. A covering letter on its own will not be accepted instead of the Z83.

For a step-by-step on each part of the form, use OneCareer's Z83 guideline. Rules change from time to time, so always check the latest advert.

Using templates and AI without sounding like a robot

Let's be real. Plenty of people now use templates and AI tools to get a cover letter started. There's nothing wrong with wanting a head start. The trouble begins when the finished cover letter sounds like it could have been written for anyone.

A staffing-industry article that cites hiring surveys says roughly three in four hiring managers believe they can spot a machine-written letter. It also says a sizeable share treat an obviously generic one as a deal-breaker. Treat those as survey claims rather than hard facts. Still, the message rings true. Readers can tell when no human was involved.

Here's a way to get help without losing your voice.

Write your own rough notes first. Include your proof list, the company detail and the reason you want the job.
If you use a tool, treat what it gives you as a draft. Rewrite every paragraph in your own words.
Add details only you know, like the shop's name, the number of customers and what you learned.
Cut empty buzzwords such as "passionate", "dynamic", "results-driven" and "team player".
Check every fact. Tools can invent skills or dates you never mentioned.
Read it out loud. If you wouldn't say it to a person, change it.

Here's a before and after. The first version: "I am a highly motivated individual with a passion for delivering exceptional customer experiences." The rewrite: "I like the moment a nervous customer leaves the shop smiling. That's why I'd enjoy working on your service desk."

The same warning applies to free templates, including the one above. If a hundred applicants copy one template, a hundred letters sound the same. Use it for structure, then make it yours.

Cover letter mistakes that quietly cost people interviews

These are the slips that come up most often, with a quick fix for each.

Sending the same cover letter everywhere. At the very least, change the job title, the company name and two proof points.
Getting the company name wrong. It happens when you reuse an old letter. Search the document for the old name before you send.
Repeating your CV in your cover letter. Add context and reasons instead of copying it.
Writing a wall of text. Keep paragraphs to three or four lines.
Typos and grammar slips. Run spell-check, read it aloud, then ask a friend to look.
An unprofessional email address. Create a free one with your name and surname.
Starting every sentence with "I". Mix up your sentence openings.
Talking about pay too early. Leave it out unless the advert asks.
Complaining about a previous boss. Stay positive, however the job ended.
Using slang, emojis or text-speak. Keep the language clean and polite.
Exaggerating or lying. It gets found out, sometimes years later.
Forgetting the attachments or reference number. Check both before you press send.

Almost all of these are fixed by one habit. Slow down for ten minutes before you send.

Your pre-send checklist for a cover letter

Run through this list every time you finish a cover letter. It takes two minutes.

Is the job title and reference number correct?
Is the company's name spelled correctly, everywhere?
Is the hiring manager's name right, with the correct title?
Does the cover letter fit on one page?
Did you use two or three real examples with numbers?
Is there one detail that shows you researched the employer?
Are your cell number and email correct?
Have you read it out loud and fixed the awkward bits?
Did a friend or family member proofread it?
Is the file a PDF with a clear name?
Are the CV and any other required documents attached?
Does the subject line name the job and you?

After you send: follow-up, tracking and staying safe from scams

Hitting send isn't the end of the job. A little follow-through sets you apart.

Follow up once, politely. If the advert gives a date for feedback, wait until it passes. If it doesn't, wait a week or two after the closing date. Then send a short email that thanks them, mentions the post and reference number, and asks if there's an update. One follow-up is plenty. After an interview, send a thank-you note within a day, repeating one thing that makes you a good match.

Keep track. When you apply in several places, closing dates and letters get mixed up fast. Save each letter with the company name in the file name, and keep a simple list of what you sent and when. OneCareer's Application Tracker is a spreadsheet built for this, with colour-coded deadlines and follow-up dates. It's a paid download, so a free notebook or spreadsheet works just as well.

Stay safe from scams. Job seekers are targets, especially while so many people are looking for work. OneCareer's post on why South Africa needs a free job scam checker reports that unemployment rose to 32.7% in the first quarter of 2026. It also describes scammers posing as well-known employers on WhatsApp and social media. A few simple rules protect you.

Never pay to apply, to "secure" a position or to attend training before you're hired.
Apply through the employer's official website, not a link someone sent you.
Don't send your ID or banking details to a stranger.
Be wary of offers that sound too good to be true or that rush you.
Paste suspicious messages into the free Job Scam Checker before replying.

Your cover letter is worth more than a fast reply. Take your time and stay safe.

Cover letter FAQs: quick answers

How long should a cover letter be? One page, usually 250 to 350 words.

Can I use the same cover letter for every job? You can reuse the structure, but change the job title, company name, reference number and your proof points each time.

Is a cover letter the same as a motivational letter? No. A cover letter goes with a job application. A motivational letter is usually for bursaries, learnerships or university places and talks more about your goals.

Should I mention salary in a cover letter? Not unless the advert asks for your expectations.

What if I don't know the hiring manager's name for my cover letter? Try the advert, the company website or a quick phone call. If that fails, use "Dear Hiring Manager".

Should a cover letter be typed or handwritten? Typed, unless the advert says otherwise. Sign a printed letter by hand.

Do I attach certified copies with my first application? For most government posts, certified copies are only needed once you're shortlisted. Check each advert.

Can I paste my cover letter into the email instead of attaching it? Yes, when the employer doesn't object. A short version in the email body plus a PDF is a safe combination.

What if the advert says no covering letters? Then don't send one. Follow the instructions exactly.

Is it okay to use AI to help with a cover letter? As a starting point, yes. Rewrite it in your own voice and check every fact.

How we put this guide together

We compared advice from South African and international career resources, including a government career-guidance service, university and college career offices, and recruiting sites. We checked the Z83 and government application points against OneCareer's Z83 guideline and official government communication. We also read through several of our own guides to fill the gaps they left. The example letters are fictional and written for this guide.

OneCareer is independent. We're not part of any government department or employer, and we never charge you to apply for a job. Rules and forms change, so the advert you're applying to always overrides general advice. This guide was last updated in November 2026.

Quick Revision: Writing a cover letter for a job application Flashcards

What are the six parts of a cover letter?

Contact details, greeting, opening, proof, why this employer, and a close with sign-off.

How long should a cover letter be?

One page, roughly 250 to 350 words.

Can a cover letter replace the Z83 form for a government post?

No. The signed Z83 and a CV are the core of the application, and a letter cannot replace the Z83.

What should you use as proof in a cover letter?

Real examples with results or numbers, linked to what the job needs.

Which file format is safest for a cover letter?

A PDF, unless the advert asks for another format.

Should you ever pay to apply for or secure a job?

No. Genuine employers do not charge job seekers to apply or to secure a post.

Final thoughts

Writing a cover letter feels big, but it comes down to a handful of honest sentences. Who you are, why you fit, and how to reach you. You now have the six parts, a template, three examples and a checklist. Pick a job you truly want, do your twenty minutes of research, and write the first draft today. It doesn't have to be perfect. It has to be yours.

When you're ready for the next step, explore the related guides below. You've got this, and somewhere an employer is looking for exactly the person you are.