Update cover letters guidance

org-cyf-guides/content/employability/cover-letters/index.md

@@ -3,76 +3,91 @@ title: Cover letters
 description: Check your cover letter is job search ready
 emoji: 📔
 weight: 4
-date: 2024-07-22T16:36:11
+date: 2026-03-28T16:36:11
 ---
+
 ## Cover Letter Criteria
 
-A well-written cover letter can help you stand out and allows you to explain how you're the best fit for the role. It should demonstrate that you understand the job description, celebrate your accomplishments and highlight your motivation for the job.
+A strong cover letter can help an applicant stand out by showing that they understand the role, can connect their experience to what the employer needs, and have a clear reason for applying.
+
+In the UK, some employers ask for a supporting statement instead of a cover letter. If they do, the applicant should respond directly to the person specification rather than sending a general letter.
+
+A cover letter or supporting statement should add useful context to the CV, not repeat it line by line.
 
 ### **Structure**
 
-A cover letter should first focus on the job requirements. You should demonstrate that you understand the requirements. Next, write about how your past experiences and skills make you suitable for the role. Finally, you should use the opportunity to highlight why you are motivated to apply for this role.
+A cover letter should make it clear which role the applicant is applying for, why they are interested, and why they are a good fit. It should focus on the most relevant parts of their experience, skills, and achievements, then close professionally.
+
+For most UK roles, a cover letter should usually be 3 to 5 paragraphs and no longer than 1 page. Supporting statements may follow a different format and may need to respond directly to the person specification, sometimes within a word count.
 
 ### **Essential Criteria**
 
-A good cover letter should be:
+A good cover letter or supporting statement should be:
 
 - Concise
 - Easy to read
-- Factual (bonus points if it's backed up by figures)
-- Have no Spelling or Grammar mistakes
-- Be directly related to the job description
+- Factually accurate
+- Specific to the role and organisation
+- Free from spelling and grammar mistakes
+- Focused on evidence, with figures or outcomes where possible
+- Written in the applicant's own voice
+- Clearly connected to the job description or person specification
+
+It should also use relevant language from the job description naturally. If AI is used, it should help with editing, structuring, or tailoring the application, not invent experience or produce copy the applicant couldn't explain in interview.
 
 ### **General Criteria**
 
 #### Structure
 
-- The initial paragraph makes it clear that the applicant knows about the role they are applying to.
-- It is 3 – 4 paragraphs long and does not exceed 1 page in length.
-- It has a structure that builds on itself (the fewer repeats, the better).
-- The closing paragraph includes a call to action. (e.g. reinforces any shared values, passion for the role (with research), and/or suitability for the role, then prompts the reader to get back in touch)
-- It should be  be ended professionally, for example:
+- The opening paragraph makes it clear which role the applicant is applying for.
+- It is usually 3 to 5 paragraphs long and does not exceed 1 page, unless the employer has asked for a supporting statement or a different format.
+- It has a clear structure with little repetition.
+- The middle section focuses on how the applicant matches the most important requirements in the job description or person specification.
+- The closing paragraph reinforces fit and motivation, then invites further contact professionally.
+- It should end professionally, for example:
   - Thank you for your consideration.
-  - Yours kindly,
+  - Yours sincerely,
   - (Your name)
+- If the letter is addressed to a named contact, "Yours sincerely" is appropriate.
+- If it uses a general greeting such as "Dear Hiring Manager", "Yours faithfully" is more appropriate.
 
 #### Tone
 
-- [ ] The tone is confident but not extremely so.
-  - [ ] For example, it avoids extreme assertions such as “best” unless it can be validated (e.g. through an award) - Such a claim must always be easy to reference
-- [ ] It shows enthusiasm for the role.
-- [ ] Avoid cliché or generic terms, try to sound excited but genuine
+- [ ] The tone is confident, professional, and specific.
+  - [ ] It avoids exaggerated claims unless they can be clearly backed up.
+- [ ] It shows genuine interest in the role and organisation.
+- [ ] It avoids cliché, generic praise, jokes, sarcasm, and overly friendly language.
+- [ ] It sounds personal and credible, not copied from a template.
+- [ ] It sounds like the applicant, not like something they would struggle to explain in an interview.
 
 #### Information
 
-- [ ] It includes contact details if the applicant did not provide them earlier.
-- [ ] If possible, it includes the name of the hiring manager.
-  - [ ] If the above is not possible, it includes the relevant company team.
-- [ ] There is evidence of research on the company.
-  - [ ] This is backed by any previous experience with the company or the role.
-- [ ] It states goals and expectations of their time in the role
-  - [ ] These should be relevant to the job description and the company.
-- [ ] It showcases how skills align with the role and how they could contribute
-  - [ ] Skills must be backed up by information.
-  - [ ] If possible, the information should be quantitative. (e.g. includes numerical information about cost reduction, number of users, time frames, etc.)
-  - [ ] For example, “good team worker” by itself is not to be accepted but “I have demonstrated my teamwork by deploying a functional product with a team of 4” could be accepted.
-- [ ] It mentions skills that are mentioned in the job description.
-  - [ ] As above, skills must be backed up with quantitative information where possible.
-  - [ ] The skills mentioned should be a mixture of soft and technical skills.
-- [ ] It includes experiences that show mutual values between the applicant and the company.
-- [ ] It must show that they hold values that are found on the company website, or in the job description.
-  - [ ] For example, if a company values self-growth, examples of personal development could be accepted. Meanwhile, if a company values sustainability, examples of sustainability in previous projects or roles could be accepted.
-- [ ] It references their CV
+- [ ] It includes the name of the hiring manager or relevant team where possible.
+- [ ] It shows evidence of research on the organisation and explains why the applicant wants this specific role.
+- [ ] It shows clearly how the applicant's skills and experience match the role.
+  - [ ] Claims are backed up with examples, results, or figures where possible.
+- [ ] It mentions skills that are relevant to the job description or person specification.
+- [ ] It includes examples that reflect the organisation's values where relevant.
+- [ ] It adds to the CV rather than repeating it.
+- [ ] If a supporting statement is requested, it addresses the person specification directly and stays within any stated word count.
 
-### References 📚
+#### AI Use
 
-- [6 things to look for when reviewing cover letters](https://recruitee.com/articles/reviewing-cover-letters)
-- [I've read 1000 cover letters what gets you an interview](https://www.linkedin.com/pulse/ive-read-1000-cover-letters-what-get-you-interview-mann-/)
-- [How to end a cover letter](https://uk.indeed.com/career-advice/cvs-cover-letters/how-to-end-a-cover-letter)
-- [Powerful ways to start a cover letter](https://uk.indeed.com/career-advice/cvs-cover-letters/powerful-ways-to-start-a-cover-letter)
-- [How to sell yourself in a cover letter](https://uk.indeed.com/career-advice/cvs-cover-letters/how-to-sell-yourself-in-cover-letter)
-- [How to write a cover letter in 5 steps](https://uk.indeed.com/career-advice/cvs-cover-letters/how-to-write-a-cover-letter) ​​
+- [ ] If AI has been used, it has only been used to support editing, structuring, or tailoring.
+- [ ] The applicant has not used AI to invent experience, exaggerate results, or produce content they could not defend in interview.
+- [ ] The final application still sounds authentic and truthful.
 
+#### Formatting and Submission
 
+- [ ] The formatting is clean, professional, and consistent with the CV.
+- [ ] Unless the advert says otherwise, the document is saved as a PDF.
+- [ ] If the employer asks for the letter in the body of an email or in an online form, those instructions are followed exactly.
 
+### References 📚
 
+- [National Careers Service, Careers advice](https://nationalcareers.service.gov.uk/careers-advice)
+- [Prospects, How to write a cover letter](https://www.prospects.ac.uk/careers-advice/cvs-and-cover-letters/cover-letters/)
+- [Prospects, Sample cover letter](https://www.prospects.ac.uk/careers-advice/cvs-and-cover-letters/cover-letters/sample-cover-letter/)
+- [Prospects, Using generative AI in job applications](https://www.prospects.ac.uk/careers-advice/getting-a-job/using-generative-ai-in-job-applications/)
+- [UK Parliament, How to write a supporting statement](https://www.parliament.uk/about/careers/commons/application-process/supporting-statement/)
+- [UK Parliament, Application form hints and tips](https://www.parliament.uk/about/careers/commons/application-process/hints-tips/)