How to Write a Secretary Cover Letter (With Example)
Learn how to write an effective secretary cover letter with our easy-to-follow guide. This resource provides simple instructions and practical tips to showcase your strengths and qualifications. An example is included to illustrate key points and give you a clear starting point.
A good cover letter can make a big difference when applying for a secretary job. It's often the first thing an employer sees, so it's important to get it right. A cover letter lets you show why you're a great fit for the job and why the company should pick you.
Writing a cover letter might seem hard, but it doesn't have to be. This article will help you understand what makes a good secretary cover letter. We'll go through the main parts of a cover letter and explain what to include in each section. We'll also give you tips on how to make your cover letter stand out.
By the end of this article, you'll know how to write a cover letter that gets attention. You'll learn how to talk about your skills and experience in a way that makes employers want to meet you. We'll even show you an example of a good secretary cover letter to help you get started.
Remember, a cover letter is your chance to tell your story and show why you're the best person for the job. With the right approach, you can create a cover letter that opens doors to new job opportunities. So, let's get started and learn how to write a great secretary cover letter!
Secretary Cover Letter Example
Dear Lisa Olson,
I am writing to express my strong interest in the Secretary position at Robert Half. With my exceptional organizational skills, attention to detail, and passion for administrative support, I am confident that I would be a valuable asset to your team.
Throughout my career, I have honed my abilities in managing complex schedules, coordinating meetings, and handling sensitive information with the utmost discretion. My proficiency in various office software applications, including Microsoft Office Suite and advanced database management systems, allows me to efficiently handle a wide range of administrative tasks.
What sets me apart is my proactive approach to problem-solving and my ability to anticipate needs before they arise. I pride myself on my excellent communication skills, both written and verbal, which enable me to interact professionally with clients, executives, and colleagues at all levels.
In addition to my technical skills, I bring a positive attitude and a strong work ethic to every task I undertake. I am known for my reliability, adaptability, and capacity to thrive in fast-paced environments. My experience in managing office supplies, maintaining filing systems, and processing correspondence has consistently resulted in improved office efficiency and productivity.
I am particularly drawn to Robert Half's reputation as a leader in professional staffing services. Your commitment to matching top talent with premier organizations aligns perfectly with my career goals and values. I am excited about the possibility of contributing to your company's continued success and growth.
Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences can benefit Robert Half. I am available at your convenience for an interview and can be reached at [Your Phone Number] or [Your Email Address].
Sincerely,
Katrina Montgomery
How to Write & Format a Cover Letter Header
The header of your secretary cover letter sets the tone for your application and provides essential contact information. A well-structured header ensures your letter looks professional and makes it easy for hiring managers to reach you.
What to Include in Your Header
Your header should contain your full name, address, phone number, and email address. Place this information at the top of the page, aligned to the left. Below your details, include the date of writing, followed by the recipient's information.
Recipient's Information
If possible, address your letter to a specific person. Research the company or call them to find out the hiring manager's name. Include their name, title, company name, and address. If you can't find a specific name, use a general title like "Hiring Manager" or "Human Resources Department."
Formatting Tips
Use a professional font such as Arial or Calibri, and keep the font size between 10 and 12 points. Ensure there's adequate spacing between your information and the recipient's details. This creates a clean, organized look that's easy to read.
Professional Salutation
Begin your letter with a formal salutation. If you know the recipient's name, use "Dear Mr./Ms. [Last Name]:" If you don't have a specific name, "Dear Hiring Manager:" is appropriate. Avoid generic openings like "To Whom It May Concern," as they can come across as impersonal.
Greeting Your Potential Employer
After crafting a professional header for your secretary cover letter, the next crucial element is the greeting. This section sets the tone for your letter and demonstrates your attention to detail and professionalism.
Research the Recipient
Whenever possible, address your letter to a specific person. Take the time to research the company and find out who will be reading your application. This personal touch shows initiative and genuine interest in the position.
Use a Professional Salutation
If you have a name, use "Dear Mr./Ms./Dr. [Last Name]." When the recipient's gender is unclear, it's acceptable to use their full name. If you can't find a specific name, opt for a general greeting such as "Dear Hiring Manager" or "Dear [Company Name] Recruiting Team."
Avoid Outdated or Overly Casual Greetings
Steer clear of outdated phrases like "To Whom It May Concern" or overly casual greetings like "Hey there." These can make your letter appear impersonal or unprofessional.
Double-Check for Accuracy
Ensure you've spelled the recipient's name correctly and used the appropriate title. A small error here could create a negative first impression, potentially affecting your chances of securing an interview.
By crafting a thoughtful and appropriate greeting, you set a positive tone for the rest of your cover letter, demonstrating your professionalism and attention to detail – qualities that are essential for a successful secretary.
Introducing Yourself in a Cover Letter
The introduction of your secretary cover letter is your first opportunity to make a strong impression on potential employers. This crucial opening paragraph should immediately grab the reader's attention and convey your enthusiasm for the position.
Begin by stating the specific job title you're applying for and where you found the job listing. This shows that you've tailored your letter to the particular role and demonstrates your attention to detail.
Next, briefly highlight your most relevant qualifications or experiences that make you an ideal candidate for the secretary position. This could include your years of administrative experience, proficiency in specific software programs, or exceptional organizational skills.
Consider mentioning a notable achievement or a unique skill that sets you apart from other applicants. This could be a specific project you successfully managed or a special certification you've earned that's relevant to the role.
Finally, express your genuine interest in the company and the position. Research the organization beforehand and reference something specific about their mission, values, or recent accomplishments that resonates with you. This shows that you've done your homework and are truly interested in joining their team.
Remember to keep your introduction concise and engaging, aiming for about 3-4 sentences. Your goal is to entice the reader to continue reading your cover letter and ultimately, to invite you for an interview.
Strong Example
Dear Hiring Manager,
As an experienced administrative professional with over 7 years of experience in fast-paced office environments, I was thrilled to see the Secretary position opening at Acme Corporation. My proven track record of efficiently managing complex schedules, organizing critical documents, and providing exceptional support to executive teams aligns perfectly with the requirements outlined in your job posting. I am confident that my skills in office management, coupled with my dedication to maintaining a smooth-running workplace, would make me a valuable asset to your organization.
Why is this a strong example?
This is a strong example of a Cover Letter Introduction for a Secretary position for several reasons. First, it immediately highlights the candidate's relevant experience, mentioning '7 years of experience in fast-paced office environments,' which demonstrates their qualification for the role. The introduction also specifically mentions the company name, showing that the letter is tailored and not generic. It then proceeds to outline key skills that are directly relevant to a secretary position, such as managing schedules and organizing documents. The candidate also expresses enthusiasm for the role, which shows genuine interest. Finally, it confidently states how the candidate's skills would benefit the company, creating a compelling case for why they should be considered for the position. This introduction effectively grabs attention, highlights qualifications, and sets a professional tone for the rest of the letter.
Weak Example
Dear Sir/Madam,
I am writing to apply for the Secretary position at your company. I saw your job posting online and thought I would be a good fit. I have some experience with office work and I'm a fast typist. I'm looking for a new job and your company seems nice.
Why is this a weak example?
This is a weak cover letter introduction for several reasons. First, it uses a generic salutation instead of addressing a specific person, which shows a lack of effort in researching the company. Second, the language is casual and lacks enthusiasm, failing to grab the reader's attention. Third, it doesn't provide any specific details about the applicant's skills or qualifications that make them suitable for the role. The mention of 'some experience' and being a 'fast typist' is vague and doesn't highlight any unique strengths. Lastly, the statement about looking for a new job and the company seeming 'nice' comes across as unprofessional and doesn't demonstrate genuine interest in the specific position or company. A strong introduction should be more tailored, enthusiastic, and highlight key qualifications relevant to the secretary position.
Writing the Body of Your Cover Letter
The body of your secretary cover letter is where you can truly showcase your qualifications and enthusiasm for the position. This section allows you to expand on your relevant skills, experiences, and achievements that make you an ideal candidate for the role.
Highlight Relevant Skills
Focus on skills that are most relevant to the secretary position, such as organizational abilities, communication skills, and proficiency in office software. Provide specific examples of how you've utilized these skills in previous roles.
Demonstrate Your Understanding
Show that you understand the responsibilities of a secretary and how your background aligns with the company's needs. Research the organization and tailor your letter to address their specific requirements.
Quantify Your Achievements
Whenever possible, use numbers and metrics to quantify your accomplishments. This helps to provide concrete evidence of your capabilities and the value you can bring to the role.
Show Enthusiasm
Express your genuine interest in the position and the company. Explain why you're excited about the opportunity and how it aligns with your career goals.
Keep It Concise
While it's important to provide detailed information, remember to keep your cover letter body concise and focused. Aim for 2-3 paragraphs that highlight your most compelling qualifications.
By crafting a strong body for your secretary cover letter, you'll effectively communicate your value to potential employers and increase your chances of securing an interview.
Strong Example
As an experienced secretary with over five years of experience in fast-paced corporate environments, I am excited to apply for the Secretary position at XYZ Corporation. In my current role at ABC Company, I have honed my skills in managing complex schedules, coordinating meetings, and handling confidential information with the utmost discretion. I am particularly proud of implementing a new filing system that increased office efficiency by 30% and reduced document retrieval time by half. My proficiency in Microsoft Office Suite, especially in creating detailed reports and presentations, has been consistently praised by my supervisors. I am confident that my strong organizational skills, attention to detail, and ability to multitask effectively would make me a valuable asset to your team at XYZ Corporation.
Why is this a strong example?
This is a strong example of a cover letter body for a Secretary position for several reasons. Firstly, it immediately highlights relevant experience, demonstrating the candidate's qualifications. It provides specific examples of skills that are crucial for a secretary, such as managing schedules and handling confidential information. The candidate also mentions a concrete achievement (implementing a new filing system) with quantifiable results, which shows initiative and the ability to improve processes. The example also addresses technical skills that are important for the role, such as proficiency in Microsoft Office Suite. Finally, it connects the candidate's skills and experiences directly to the potential value they could bring to the new company. This approach shows the candidate has tailored their letter to the specific job and company, which is a strong practice in cover letter writing.
Weak Example
I am writing to apply for the Secretary position at your company. I have some experience in office work and I think I would be good at this job. I can type pretty fast and I know how to use Microsoft Office. I am a hard worker and I always show up on time. I hope you will consider me for this position.
Why is this a weak example?
This example is weak for several reasons. First, it lacks specificity and fails to demonstrate a deep understanding of the secretary role. The applicant doesn't mention any specific achievements or skills that directly relate to the position. The language used is casual and unprofessional, with phrases like 'pretty fast' and 'I think I would be good.' Additionally, the content is generic and could apply to almost any office job, rather than being tailored to a secretary position. The applicant also fails to showcase any enthusiasm for the company or the role, which is crucial in a cover letter. Lastly, the example doesn't provide any concrete examples of how the applicant's skills have been applied in previous roles, missing an opportunity to demonstrate value to the potential employer.
How to Close Your Cover Letter
After crafting the body of your secretary cover letter, it's crucial to end on a strong note. The closing section is your final opportunity to leave a lasting impression and prompt the hiring manager to take action.
Express gratitude
Thank the reader for their time and consideration. This simple gesture demonstrates professionalism and courtesy.
Reiterate your interest
Briefly restate your enthusiasm for the position and the company. This reinforces your motivation and dedication.
Call to action
Politely express your desire for an interview or further discussion about the role. This shows initiative and confidence in your qualifications.
Provide contact information
Include your phone number and email address, making it easy for the employer to reach you.
Professional sign-off
Choose an appropriate closing salutation, such as "Sincerely" or "Best regards," followed by your full name.
By following these guidelines, you'll create a powerful closing that complements your well-crafted cover letter body and increases your chances of securing an interview for the secretary position.
Strong Example
Thank you for considering my application. I am excited about the opportunity to contribute to your team's success and would welcome the chance to discuss how my skills align with your needs. I look forward to hearing from you soon and am available at your convenience for an interview.
Why is this a strong example?
This is a strong closing for several reasons. First, it expresses gratitude for the reader's time and consideration, which is polite and professional. Second, it reiterates the candidate's enthusiasm for the position, showing genuine interest. Third, it confidently states the applicant's ability to contribute, demonstrating self-assurance without being arrogant. Fourth, it includes a clear call-to-action by mentioning an interview, which prompts the employer to take the next step. Finally, it offers flexibility in scheduling, which is considerate of the employer's time. The tone is professional yet warm, striking a good balance for a secretary position where interpersonal skills are important.
Weak Example
Thanks for your time. I hope to hear back from you soon. Have a nice day!
Why is this a weak example?
This closing is weak for several reasons. First, it's overly casual and lacks professionalism, which is crucial for a secretary position. The phrase 'Thanks for your time' doesn't convey genuine appreciation or enthusiasm for the opportunity. 'I hope to hear back from you soon' is passive and doesn't demonstrate confidence or initiative. Finally, 'Have a nice day!' is too informal and doesn't leave a lasting impression. A strong closing should reiterate interest in the position, express gratitude more formally, and include a call to action. This weak example fails to showcase the candidate's communication skills, which are vital for a secretary role.
Cover Letter FAQs for Secretary
What is the ideal format and length for a secretary cover letter?
A secretary cover letter should be one page long, consisting of 3-4 paragraphs. Use a professional business letter format with your contact information at the top, followed by the date and employer's details. Keep paragraphs concise and focused, highlighting your relevant skills and experiences.
What key skills should I emphasize in a secretary cover letter?
Emphasize skills such as organizational abilities, attention to detail, proficiency in office software (e.g., Microsoft Office), excellent communication skills, time management, multitasking capabilities, and any relevant industry-specific knowledge. Tailor these skills to match the job description.
How do I address the cover letter if I don't know the hiring manager's name?
If you don't know the hiring manager's name, use a general salutation such as 'Dear Hiring Manager' or 'Dear [Company Name] Recruitment Team'. Avoid outdated phrases like 'To Whom It May Concern'. If possible, research to find the appropriate person's name for a more personalized approach.
Should I mention my typing speed in a secretary cover letter?
If the job posting specifically mentions typing speed as a requirement, you can include it briefly. However, focus more on your overall administrative skills and experiences. If you do mention typing speed, be sure to specify words per minute (WPM) and accuracy rate if available.
How can I make my secretary cover letter stand out?
To make your cover letter stand out, tailor it to the specific job and company, use concrete examples of your achievements, showcase your knowledge of the company, and demonstrate enthusiasm for the role. Use a professional yet engaging tone, and ensure your letter is error-free and well-formatted.
Is it necessary to include references in a secretary cover letter?
It's not necessary to include references in your cover letter. References are typically provided separately upon request. Instead, use the space in your cover letter to highlight your qualifications and why you're a great fit for the secretary position. You can end your letter by stating that references are available upon request.