How to Write a Cover Letter (With Example)

A cover letter (also called an application letter) tells an employer why you want the job and why you are a strong fit. Many Kenyan employers, especially government bodies and NGOs, still ask for one. A good letter is short, specific and written for that one job.

The structure: one page, four parts

1. Heading: your name and contact details, the date, and the employer's name and address (or "The Hiring Manager").
2. Opening paragraph: the job title, the reference number if the advert has one, and why this employer interests you.
3. Why you (one or two paragraphs): two or three examples from your experience that match what the advert asks for. Be specific and include results.
4. Close: say you would welcome an interview, give your phone number, and sign off.

Example cover letter

Dear Hiring Manager,

RE: Application for the position of Procurement Officer (Ref: PO/2026/04)

I am writing to apply for the position of Procurement Officer advertised on your website. Your work improving access to clean water in arid counties is something I would be proud to support.

I hold a Bachelor's degree in Procurement and Supply Chain Management and am a member of KISM. In my three years at a county water company, I managed tenders worth over KSh 40 million in line with the Public Procurement and Asset Disposal Act, and introduced a supplier database that cut sourcing time by a third.

I am also comfortable with e-procurement systems and preparing reports for audit, which your advert highlights.

I would welcome the chance to discuss how I can contribute to your team. I can be reached on 07XX XXX XXX. Thank you for considering my application.

Yours faithfully,
Jane Wanjiku

Use "Yours faithfully" when you start with "Dear Sir/Madam" or "Dear Hiring Manager", and "Yours sincerely" when you address a named person.

Tips that make a difference

• Address it to a named person if the advert gives one.
• Don't repeat your whole CV. Pick your strongest evidence.
• Match the advert's key words where they are true for you.
• Keep it to one page, with short paragraphs.
• If applying by email, put the letter in the email body or attach it as a PDF, whichever the advert asks for, and use the job title in the subject line.

Mistakes that get applications rejected

• The wrong company name or job title (common when reusing a letter).
• Generic templates copied from the internet.
• Spelling and grammar errors.
• Asking about salary in the cover letter, unless the advert asks for expected salary.

Our free CV builder includes a cover letter step that uses the same design as your CV.