How do I write a professional motivation letter?
Writing a convincing motivation letter takes time, but it is a good exercise to practice for an interview! Read the tips and tricks below to get inspired by some important do's and don'ts for your letter.
First of all the words motivation letter, cover letter and application letter are often used interchangeably. They all mean the same thing. In this text, we will talk about motivation letter.
Why do I need a motivation letter?
Recruiters always start by reading your CV, your motivation letter is read afterwards. Your letter is meant as a supplement to your CV, for you to provide additional information about yourself, your motivation, knowledge, and skills. Therefore, avoid a repetition of your CV in your letter!
Calling in reference to a vacancy
The first step to take is calling in reference to a vacancy. In the Netherlands, it is very common (read: a must!) to do so before you hand in your motivation letter. This phone call is usually meant to request additional information (which you can use in your letter) but is also a good way to establish a first means of contact with the employer and leave a first impression.
Before calling make sure you are well prepared. You can do so by setting up a small phone script and preparing some smart questions you would like to get an answer to. To help you out, Student Career Services has set up such a script, including several example questions:
Do’s and don’ts for writing a convincing motivation letter
- Do research!
- Do not use the same letter over and over– always customize it to your specific application
- Make sure your letter is no longer than 1 page (3 to 4 paragraphs)
- Refer to the phone call in your letter
- Include only relevant information (each sentence should have a reason for being there)
- Focus on most important factors mentioned in the vacancy text
- Use a simple template
- Pay attention to white space
- Brief and clear sentences and use active language
- Avoid starting each sentence with "I"
- Ask a few friends or family members to review your letter before sending it
Tip: Use ChatGPT to help you write a convincing letter. Make sure that you do not copy the text exactly but always rewrite it according to your person. Be careful with what you share in ChatGPT (no personal details)
Example ChatGPT prompt: "I want to write a motivation letter for this job posting [the link to the job posting]. I am [age] years old and live in [city]. I have completed [name of education and possibly level] education. I have [number of years] years of work experience as [current and possibly previous job title]. My strengths are [name two or three qualities of yours]. Will you write this motivation letter for me?
Student Career Services provides a useful motivation letter template which you can use as the basis for your own letter.
Structure of a motivation letter
Header
- Your name and contact details
- Name and contact details of the organization
- Place and date
- Subject e.g.: Application for the position of…
- Salutation: Dear…
- Try to find out the name of the hiring manager so you can address your letter to a specific person to make it more personal
1st paragraph: Introduction & motivation for the job and organization
- Your opening paragraph should introduce yourself
- Briefly mention where you learned about the job opening (if you were referred by someone or found the job through a particular channel)
- Explain why you're applying for the job, including your excitement for the position and how the job aligns with your career goals
- Be sure to include the job title, the company's name, and what specifically draws you to the company
Example: I am writing to express my sincere interest in the Trainee Recruiter position at [Company Name], as advertised on LinkedIn. With a strong passion for matching people with jobs and a commitment to exceeding expectations, I am excited about the prospect of contributing to [Company Name]'s success in the Life Sciences industry.
2nd and 3rd paragraph: Motivation why you are suitable for the position
- Elaborate why you want to work for this company (what do you admire about the mission / vision of the organization, mention what you like about the product or services)
- Make it clear why you are suitable for the job
- List your top qualifications and accomplishments. Tie them to the employer’s needs (job requirements)
- Use examples to explain why you are a good fit for the job according to the STAR method (describe a specific Situation, your Task, what Action you took and what the Result was)
- Include tangible results, e.g.: I received a 95% satisfaction score from clients
Example: In my previous role as a [Your Previous Job Title], I was responsible for building and maintaining relationships with a diverse range of clients. Through proactive communication, I consistently exceeded targets, securing a 30% increase in client retention over a six-month period. My ability to establish strong connections allowed me to navigate challenges effectively, resulting in positive client feedback and referrals.
This experience has improved my relationship-building skills, and I am confident in my capacity to bring this valuable skill set to [Company Name] as a Trainee Recruiter.
Closing paragraph: Call to action
- Reiterate your interest
- Indicate that you would like to be considered for an interview.
Example: Thank you for reviewing my application. I am excited about the prospect of actively contributing to [Company Name] achievements and embracing the challenges and learning opportunities inherent in the Trainee Recruiter role. I am eager to further discuss how my skills and passion align with [Company Name]’s goals during an interview.
Sincerely,
[Your Full Name]
Get professional feedback on your letter
Navigate through the model to take your next career step
Need help?
Please ask Student Career Services for advice.