Use this practical NZ guide to structure your cover letter, personalise it for the job and avoid the mistakes that make applications feel generic. Start with the copy-and-paste template, then use the example and tips to make it your own.
A good cover letter introduces you, explains why you want the role and shows how your most relevant skills or experience match what the employer needs. It should support your CV rather than repeat it.
For most applications, aim for one page with a clear opening, one or two short proof paragraphs and a confident closing.
Use this five-part structure to keep your letter focused and easy to read.
Include your name, phone number and email. Address the contact person named in the job ad. If no name is available, use “Kia ora Hiring Manager” or “Dear Hiring Manager”.
Name the position and give the employer an immediate reason to keep reading, such as a relevant strength, achievement or area of experience.
Choose one or two examples that show the skills the employer asked for. Explain what you did and the result, rather than listing duties from your CV.
Mention something specific about the role, team, organisation or purpose. This shows that the letter was written for this application.
Thank the employer, express interest in discussing the role and finish with your name and contact details.
Official NZ guidance: Tahatū recommends keeping a cover letter to one page, using simple wording, tailoring it to the role and sending it as a PDF unless the employer requests another format.
Replace every bracketed section and rewrite the wording so it sounds natural for you.
Do not send the template unchanged. A strong cover letter should include the job title, the employer’s name and at least one genuine example from your own experience.
This example shows how to connect a measurable achievement to the employer’s requirements without repeating a full CV.
Jordan Taylor
021 555 0142 | jordan.taylor@email.co.nz
17 June 2026
Kia ora Hiring Manager,
I am applying for the Office Administrator position at Harbour Services. With three years of customer service and administration experience, I can bring organised record keeping, clear communication and a calm approach to a busy team.
In my current role, I coordinate appointments, update customer records and respond to enquiries across phone and email. After introducing a simple daily follow-up list, our team reduced overdue customer responses by 35% over three months. Your advertisement highlights accuracy and prompt service, which are both central to the way I work.
I am particularly interested in Harbour Services because of your focus on accessible support for local businesses. I would welcome the opportunity to contribute my administration experience and continue developing within your team.
Thank you for considering my application. I would be pleased to discuss how my skills could support the Office Administrator role.
Ngā mihi,
Jordan Taylor
“I am applying for the Retail Assistant position at Northside Books. Through school projects, volunteering and helping at community events, I have developed reliable communication, teamwork and organisation skills. I am keen to bring that attitude to a customer-focused role and learn from an experienced team.”
Aim for one page. Remove any sentence that does not help explain your fit for this particular role.
Identify the skills and qualities repeated in the advertisement, then use similar wording where it genuinely describes your experience.
Your CV records your employment and skills. Your cover letter should select the most relevant evidence and explain why it matters for this job.
Name the role and connect it to a relevant result, strength or area of experience. Avoid a long introduction about your entire background.
Briefly explain the situation, what you did and the result. Our STAR method guide can help you structure the example.
When changing industries, connect what you have already done to the new role. For example, retail rostering can demonstrate planning, while cash handling can demonstrate accuracy.
Mention something genuine about the organisation, its customers, the role or its purpose. Avoid vague statements that could be sent to any employer.
Use a clear font, short paragraphs and standard headings. Avoid graphics, text boxes and complicated layouts that may be difficult for recruitment software to read.
Check the job title, organisation name and contact name carefully. These small details can quickly reveal a reused application.
Thank the reader and state that you would welcome the opportunity to discuss the role. Keep the closing professional and direct.
AI can help you create a first draft, organise your ideas or improve awkward wording. However, you should check every claim, remove generic phrases and rewrite the draft in your own voice.
Never submit achievements or experience that are not true. The strongest final letter will still include your own examples and a specific reason for wanting the role.
Keep it to one page. Use short paragraphs and focus only on the experience, skills and motivation that are relevant to the job.
Yes, “Kia ora” can be an appropriate professional greeting in New Zealand. Use the contact person’s name where possible, or use “Kia ora Hiring Manager” when no name is available.
Use examples from study, volunteering, community activities, sport or personal projects. Focus on transferable skills such as communication, reliability, teamwork, organisation and willingness to learn.
No. Select one or two relevant points from your CV and explain how they match the job. The letter should provide context and motivation rather than list your full history again.
Use a PDF unless the job advertisement asks for another file type. A PDF usually preserves the layout across different devices.
Yes. You can reuse the basic structure, but update the role, employer, examples and reason for applying so the letter is genuinely tailored.
TCA students can access CV and cover letter support through our Career Centre, including practical resources and personalised guidance.
