Formatting for administrative assistants
As an administrative assistant, you’ll know that organisation is an essential skill for your career path. Organised formatting is also the key to cover letter success! Cover letter formatting generally follows this structure:
- Header
- Greeting
- Introduction
- Body Paragraphs
- Conclusion
While we’ll explore what each section is and why it’s important, we have a few tips to help you kickstart your career journey. First of all, we always recommend researching the company and learning more about them, their mission and the tone of voice they use across their website and social media. We recommend this not just so you’re well-prepared, but it will also help you with crafting your cover letter. For example, if the tone of voice used across their social media channels is more relaxed and informal, that might be a good sign to use less formal language and unnecessary jargon. Are there any keywords they use a lot across their website and in the job description? Incorporate them when relevant and necessary! This shows that you’ve done your homework, but it’ll also help you avoid Applicant Tracking Systems (ATS) that filter job applicants based on the keywords they use.
Here’s some more great examples from our Cover Letter Builder:
Customer Service Representative cover letter sample
- Administrative Assistant cover letter sample
- Receptionist cover letter sample
- Office Administrator cover letter sample
- Office Assistant cover letter sample
- Office Manager cover letter sample
- Personal Assistant cover letter sample
- Administrative Officer cover letter sample
- Call Center cover letter sample
- Front Desk Receptionist cover letter sample
- Virtual Assistant cover letter sample
- Secretary cover letter sample
Header
Headers are at the top of a cover letter page, and are often the first thing employers notice – so header presentation is important! Headers contain important contact details, including your first and last name, email address, contact number and sometimes mailing addresses too. Mailing addresses aren’t always necessary and you can omit this if you wish. The main thing to remember about headers is that they should be well-formatted and memorable. At CVapp.ie, we’ve got eye-catching, alluring header designs that have been designed and approved by industry-professionals. No stress, no worries!
By using our professional headers, you can avoid messy or unprofessional headers that can ruin your chances with employers. Sometimes, formatting can be the deciding factor on whether an employer reaches out to you or not!
Greetings
Great greetings for cover letters are professional and polite. It is always important that greetings are respectful and personalised where possible. For example, if you know the name of your potential employer, we always recommend going ahead and using it. “Dear Mr. Byrne” sounds significantly better than “Dear Employer.”
Dear Ms. Poole,
Introduction
Your cover letter introduction should help employers understand why you’re the ideal candidate for the role. It’s a great section to include your motivations behind applying and briefly mentioning any relevant qualifications or skills that you can expand upon in your body paragraphs. Don’t jump the gun! While it’s great to mention these aspects of your professional profile, it’s best to ease into it. Introductions should outline who you are and a brief professional background. Here’s a great example:
Dear Ms. Poole,
Managing the day-to-day operations of a company or business requires hard work, efficiency, excellent communication and strong coordination skills. After working as a retail assistant and administrative for nearly fourteen years, I believe that I have what it takes to support a business and take it to the next level. I am delighted to present my application for an administrative professional at Catagóir Co. Thank you for taking the time to review my application.
Body Paragraphs
Your body paragraphs are your chance to let your professional story shine! Integrate specific anecdotes and examples that can attest to your skills, qualifications and experiences. For example, what type of skills can you apply to this role, and how have you demonstrated these skills previously? Employers love when applicants use specific examples, so try to use actionable words and statistics or figures where relevant and possible. Remember, you’re on a mission to convince employers why you’re the most ideal candidate.
I have extensive experience with data entry, record and bookkeeping, managing company databases and customer relationships, report filing, minute keeping and arranging meetings for company staff. I am also fluent in English, Irish and French. My competency in these languages have proven to be an asset throughout my professional career as an administrative and have assisted me immensely. I received my Bachelor of Communication from IADT Dun Laoghaire and have successfully worked with clients across Dublin, London and Galway.
I believe that being a successful administrative goes beyond ordering office supplies when stock gets low or sending out birthday reminder emails. In my experience, being an administrative is about doubling down on the details to support the efficiency and workflow of a business. It's about the little things like providing support to staff and customers, keeping things organised and working hard to go above and beyond in the office each day. I would love the opportunity to demonstrate these qualities at the Catagóir Co office.
Conclusion
Your conclusion is your last chance to leave a positive and lasting impression with potential employers. Make sure that your conclusion is influential and engaging. To do this, consider adding a “call-to-action” statement to remind employers to contact you. For example, you may say, “I would be delighted to connect with you at your earliest convenience.” As a polite gesture, it’s always a great idea to thank them in your conclusion, too. To sign off, we suggest ending with a polite and professional phrase such as “Sincerely,” or “Best wishes,” followed by your name. Now you’re ready to start submitting your cover letter! Let’s do this!
I have attached my contact details and I hope to discuss this opportunity with you further. If you are available next week, I would love to connect with you and share more about my career profile and how I believe I would be an ideal fit for Catagóir Co.
Thank you for your time. I hope to hear from you soon!
Yours sincerely,
Ronan K Murphy
Get noticed and get hired faster!
Cover letters are one of the most effective ways to connect with employers. At CVapp.ie, we believe everyone should have access to the tools and resources that can help them land their next job. Check out our website for more professional tips and tricks to help you advance your career potential. Good luck – you’ve got this!
