Cover Letters

Style

Aim for a professional tone that conveys your message to the reader succinctly - remember it's not an essay or dissertation! Write in clear, concise English – take care not to overwhelm the reader with too much detail and avoid jargon they may not understand, such as Oxford specific terms like "prelims"  - it's best to explain what these are e.g. "1st year exams".

Content

Layout

Structure it like a business letter, brevity adds power and aim for no longer than 1 side of A4 in length. However, if the organisation gives you very specific instructions about the structure, length and content, follow their guidance. 

Introduction

Introduce yourself and explain why you are writing. If you are responding to an advertisement, state where you saw it. This tells the recruiter why they are reading the letter, and it gives them feedback on which of their advertising sources are working. You need to think about how you would like to introduce yourself; it could be that you mention the course you are studying and when you plan to finish it along with your place of study.

Why this job?

Explain why you are interested in the job and the organisation. Tailor the letter to the organisation and job description to make it clear that you haven't sent out multiple copies of the same letter to different employers. 

Draw on your research, especially what you have learned from other resources in addition to their website. For example,  speaking with their staff at a careers event or reading reports they have written etc. as this will demonstrate an awareness and understanding of them that goes beyond the basics. Be specific about why the firm/position is particularly attractive to you - think about examples of the work they have done, their clients, their position in the market that makes them unique.

Why you?

Explain why you are well-suited to the position. Refer to the most relevant skills, (c.3-5), experience and knowledge you have and match what you say to the requirements outlined in the job description. Make sure you read our guidance on demonstrating you fit the job criteria for more advice.

As your aim is to convince the recruiter that you are a suitable candidate for the job,  focus on your accomplishments and the transferable skills that are relevant to the role. State explicitly how you match the job criteria – don’t expect the person reading your letter to infer your skills or experiences for themselves. 

Conclusion

Reiterate your desire to join the organisation and end on a ‘look forward to hearing from you’ statement, followed by ‘Yours sincerely’ if writing to a named individual and ‘Yours faithfully’ if you have not been able to find a named contact. 

Use of AI tools when writing cover letters 

For further guidance read our briefing on the Use of AI in Job Applications and Assessments.

In summary we advise the following:

• Check the stance of companies you are targeting. Many have published their policies on AI on their websites. Our Internship Programme hosts may also indicate their stance on AI in their internship vacancy descriptions.
• Keep in mind that recruitment teams want you to be honest and authentic in your applications and it is difficult to achieve that if you use AI to draft your answers. In using AI tools, you risk sounding generic and uninteresting.  
• The view on AI varies greatly between employers. In the Careers Service Annual Employer Survey conducted in May 2025, we asked recruiters: ‘Do you allow or encourage the use of AI tools in the application or assessment process?’. Only 15% answered “Yes”: half of employers replied “No”, they do not want you to use AI in your applications.  
• People hire people who demonstrate and articulate the skills outlined in their job descriptions – have faith in your own skills and be authentic.  

General guidance

If you do choose to use AI tools, think about how you can use them effectively and ethically:

• Think of it as an assistant, not a complete solution: AI can help to get you started, do initial research on a sector, offer a broad structure/framework, or help to “polish” your applications. However, it is never a substitute for well-researched, tailored and personal content. 
• Make it your own: AI-generated content is built on what others have written in the past, and will tend towards the most likely words and structures. This makes it more likely to be generic and lacking the personal touch that only you can provide. Customise the output to reflect your unique experiences and personality.
• Check references and sources carefully: AI tools can generate inaccurate or outdated references. Always verify the information and ensure it aligns with your own research.
• When in doubt: You will need to make your own judgement about whether or not it’s ethical and advisable to use AI tools. A question you should ask yourself:

“If the employer asked you whether you used AI tools, would you be comfortable telling them how and where you used them in your application/assessment process?”

Top tips

• Write to a named person if you can
• If you have not been able to find a named contact, you could use ‘Dear Recruitment Manager’ or ‘Dear Recruiter’. 
• Check your spelling and get someone else to review it.
• Check that it says clearly what you want it to say.  Are there any sections that are hard to read, overly long sentences? If yes, try to simplify the language, avoid jargon, use shorter sentences or take out that section completely.
• Make the letter different each time. If you insert another company name, does the letter still read the same? If so, tailor it more specifically to the firm - you may need to do further research.
• Don’t start every sentence with “I”.
• Give evidence for all your claims.
• Be enthusiastic and interested.
• Don’t repeat your whole CV.
• It’s normal to find cover letters tricky to write. Give yourself plenty of time before the application deadline to re-draft.
• A careers adviser at the Careers Service can give you feedback on the content and structure of your cover letter and CV, and advise you on how best to target particular sectors – write one first, book an appointment on CareerConnect and ask a careers adviser for feedback.

Academic Cover Letters

Academic cover letters vary in length, purpose, content and tone. Each job application requires a new, distinct letter.

For applications that require additional research or teaching statements, there is no point repeating these points in a cover letter – here, one page is enough (brief personal introduction, delighted to apply, please find enclosed X, Y, Z documents).

Other applications ask for a CV and a cover letter only, in which case the letter will need to be longer and require more detail. Others ask explicitly for this detail in the form of a supporting statement that sets out how you fulfil the job criteria. Aim for a maximum length of two pages, though for roles at associate professor level and above it may extend to 3-5 pages. In all cases it is important to use the space effectively and show that you can prioritise according to what they are looking for.

In all cases:

• Your letter is a piece of academic writing – you need a strong argument and empirical evidence
• Consider that part of the review panel may include "non-experts", so demonstrate that you can communicate well to a range of audiences
• Make sure you sound confident by using a tone that is collegial (rather than like a junior talking to a senior)
• Demonstrate your insight into what the department/group is doing in areas of research and teaching and say what you would bring to these areas from your work so far.
• Give quantifiable evidence of teaching, research and funding success where possible.

Teaching Statements

What is a Teaching Statement and Why Do You Need One?

When making an academic job application, you may be asked for a teaching statement (sometimes referred to as a ‘philosophy of teaching statement’). These statements may also be requested of candidates for grant applications or teaching awards.

A teaching statement is a narrative that describes:

• How you teach
• Why you teach the way you do
• How you know if you are an effective teacher, and how you know that your students are learning.

The rationale behind a teaching statement is to:

• Demonstrate that you have been reflective and purposeful about your teaching. This means showing an understanding of the teaching process and your experience of this
• Communicate your goals as an instructor, and your corresponding actions in the laboratory, classroom, or other teaching setting.

Format and style of a Teaching Statement

There is no required content or format for a teaching statement because they are personal in nature, but they are generally 1-2 pages, and written in the first person. The statement will include teaching strategies and methods to help readers ‘see’ you in a lab, lecture hall, or other teaching setting. The teaching statement is, in essence, a writing sample, and should be written with the audience in mind (i.e. the search committee for the institution(s) to which you are applying). This means that, like a cover letter, your teaching statement should be tailored for presentation to different audiences.

Articulating your teaching philosophy

Consider your experiences as both teacher and learner, and always keep your subject at the forefront. Consider all opportunities that you have previously had to teach, mentor, or guide, and determine instances that were both successful and perhaps not so successful. Understanding why and how learning happens is an important part of your teaching philosophy.

Here are some general areas to focus on in your teaching statement:

Goals: Convey your teaching goals. What would you like students to get out of your courses? What matters most to you in teaching and why?

Strategies: List effective teaching strategies. How will you realise your goals? What obstacles exist to student learning and how do you help students overcome them?

Evidence: Specific examples of your teaching experience are powerful in a teaching statement. Provide evidence that your students have learned (or not) in the past.

Research Statements

Some applications ask for a short research statement. This is your opportunity to showcase your vision for your research, propose a research plan and show how this builds on your current expertise and achievements. It forms the basis for discussions and your presentation if you are invited for interview.

Remember to:

• Provide a big picture overview of your research vision
• Make sure there are clear links between your proposal and the work of the recruiting institution.  Each statement must be tailored to the particular role you are applying for
• Write about your research experience stating the aims, achievements, relevant techniques and your responsibilities for each project
• Write as much (within the word limit) about your planned research and its contribution to the department, and to society more broadly
• Invest time and ask for feedback from your supervisor/principal investigator or colleagues.

Read the job description carefully to understand what is prioritised by the recruiting College or institution(s) beyond furthering your research.  If there are additional responsibilities such as outreach, mentoring, expanding or fostering academic networks, you will need to provide evidence of your interest and experience in these areas, as well as statements about how you would fulfil these roles when in post.

Try to meet current junior research fellowship (JRF) holders to gain further insight into what the role entails on a daily basis and what is expected by senior colleagues.

Show how your research contributes to, extends and/or maximises the impact of other work going on in the university. Then state why the JRF would enable you to further these in specific ways.

Think about how to demonstrate your experience in the following areas:

• Your research vision.  Can you outline a big picture view of the research you want to do and its impact, for the department, the field and the wider society
• Publications, think broadly here and include journal articles, book chapters, policy papers, expert reviews, public commentaries and any other type of media coverage
• Funding, give prominence to any funding awards and to your grant-writing experience
• Participation in professional activities such as establishing collaborations with people or organisations outside the university, reviewing journal articles and membership of relevant societies
• Outline how you intend to participate in knowledge exchange and public engagement within your fellowship. These activities are now recognised as significant components of academic life

Look at Vitae’s Research Developer Framework to identify any other academic-related competencies that you could demonstrate in your application (particularly project-management, leadership, developing innovative partnerships/strategic thinking).

Have your application reviewed by a careers adviser by booking a short discussion appointment on CareerConnect. 

Example Cover Letters

• Sample cover letter
• Sample cover letter for internships
• Vitae for examples and advice relating to academic cover letters

Related pages

• CVs
• Demonstrate You Fit the Job Criteria
• Application Forms
• Use of AI in Job Applications and Assessments

External websites with guidance and examples

• TARGETjobs: Cover letter essentials
• Prospects: Cover Letters