phd motivation letter netherlands

Personal statement and CV

Personal statement.

(called motivation letter on application form)

The personal statement is an opportunity for you to tell us more about yourself beyond what we have seen on your transcripts and CV. Submitting a personal statement is a required part of the admissions procedure and must be written in English. Your personal statement should not exceed 500 words.

Instructions

You should use your personal statement to share your personal story and to explain your motivation for applying to PPLE with us.

Why do you want to study at PPLE College? Why are you interested in an interdisciplinary education? And why these four disciplines?  How does a small-scale and intensive study programme suit you? Why are you interested in such a programme and not in a regular program with a lower study load? These are some of the questions that we would like you to address in your motivation letter. Tell us about your dreams and motivations and how you believe PPLE could help you with that.

In addition to your motivations, we are even more so interested in learning more about you and your personal story. You can use the following questions/prompts for guidance: What would you say is your greatest talent or skill and how have you developed and demonstrated this? What is your greatest deception in life and how did you deal with it? What have you done to make your school or community a better place? Discuss an accomplishment, event or realization that sparked a period of personal growth and a new understanding of yourself. Describe a problem you have solved or a problem you would like to solve, its significance to you and what steps you took/could take to identify a solution.

The letter should be written in English. This is also an opportunity to show us that you can communicate effectively in writing by presenting your ideas clearly, concisely, and accurately. Your motivation letter should not exceed 500 words.

Curriculum Vitae 

While filling out the application form you will be asked to upload a CV. Although the application form refers to a curriculum vitae, at PPLE we ask you to provide us with a timeline of your educational background. We are not looking for a multipage CV as if you were to apply for a job position. The main purpose of the “CV” is to provide the PPLE Admissions Office with an overview of your educational background.

Submit a 1-2 page document in Word or PDF format

Please make sure to include the following required information:

Personal information :

• Current address
• Date of birth
• Nationality
• E-mail address (preferably not a school email address)

Education :

• Include the full name of your diploma (to be obtained)
• Previous education (if applicable)

If you want, you may add the following information but this is not required

• E.g. waiter at the local restaurant, volunteering at a retirement home, babysitting, etc.
• Secretary of your high school book club, participating in a Model United Nations Conference
• Sports, music, etc.
• Taking care of family or others in need
• Prizes/awards earned through school or other activities
• Language skills
• Certificates earned

Please note that you are not limited to this list. If there is something we have not mentioned that you think should be included in your CV, feel free to add it.

Please note: The main purpose of the CV is to provide the PPLE Admissions Office with an overview of your educational background. Some students move between countries and schools and a CV can provide more clarity in this situation.

We understand that our applicants come from a wide range of different backgrounds and have had access to varying amounts of extracurricular activities and opportunities. Once again, we  understand that a high school graduate usually does not have an extensive CV, so do not stress over this or underestimate what you have done.

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Motivation letter guide & checklist

Within the motivation letter, you motivate why you are applying for a specific function and/or organisation. To help you write this letter, we made a step-by-step guide. Next to that, you can find a quick checklist with all elements that should be included in your letter.

Step-by-step guide

Find an elaborate guide on how to write your motivation letter below. Here, you will find which parts to include, in which order and how to elaborate on them.

Download motivation letter guide

Quick checklist

Find a quick checklist with everything that should be included in your motivation letter below.

• Name organisation (and optional department)
• Name contact person
• (Blank space)
• Location and date of writing the letter
• Subject: Application letter for (add function title or vacancy number)
• Dear Mr./Ms. (Last name),

First paragraph

• Catching first sentence
• Which position you are applying for
• Why you are interested in this position and/or organisation
• Mention name organisation in this paragraph

Second paragraph

• Explain why you are suitable for the position / capable to do the tasks
• Match vacancy criteria/requirements with your own skills
• Mention examples from your experiences (by using STAR)
• Focus on your achievements and how you would use your qualities in the job

Third paragraph

• Summarize why you are the best candidate for this job / why you feel like a capable candidate for this position
• End with a call to action: state you want to motivate your letter in a personal contact and that you hope to hear from them
• Suitable greeting (Kind regards, Best regards, etc.)
• Optional: telephone number and email address

How to apply for a PhD position

Admission requirements

To be admitted for a PhD position, several documents must be completed and added to your application. Below a list of required documents is presented.

Additional admission requirements for prospective PhD's can be found on the website of the Erasmus University Rotterdam. 

A candidate must have a MSc, MD (Doctor of Medicine) or DVM (Doctor of Veterinary) degree. Candidates with a non-Dutch diploma need to have their non-Dutch diplomas accredited. This procedure will happen when they are registered in Hora Finita, and this could take up to six months.

English Language Requirements for PhD candidates

All teaching and research at Erasmus MC Graduate School is in the English language and, therefore, to be able to follow your programme you must be sufficiently fluent in English. 

International applicants to PhD programmes at Erasmus MC Graduate School need to provide a proof of English language proficiency  to qualify for admission. Erasmus MC Graduate School follows Erasmus University English language Policy. 

The following official English proficiency tests are accepted: 

IELTS (International English Language Testing System)

• Only IELTS Academic is accepted 
• The minimum IELTS score is 7. 
• Your IELTS score needs to have been attained within the last two years. Older scores will not be accepted. 

TOEFL (Test of English as a Foreign Language)

The minimum TOEFL scores are: 

600 for the paper based test; 

95 for the internet based test. 

Your TOEFL score needs to have been attained within the last two years. Older scores will not be accepted.  

Cambridge Proficiency Exemption

• Cambridge Advanced and Cambridge Proficiency are accepted 
• The minimum Cambridge score is 180
• Cambridge Proficiency scores have no expiration date. 

English Language Requirements Exemptions

English language requirements will be waived if an applicant has one of the following: 

• Completed the European Baccalaureate Diploma with English as First or Second Language; or 
• Completed a diploma of International Baccalaureate (IB) (valid for 5 years); or 
• Completed at least 2,5 years of secondary or tertiary education in English in the USA, Canada (with the exception of Quebec), Australia, New Zealand, United Kingdom, Ireland, South Africa; or 
• Obtained a bachelor's diploma from a university in the Netherlands; or 
• Obtained a pre-university education (VWO) diploma and English was one of the subjects included in the assessment conferring that diploma and graded a 7.0 or higher.  

Writing a motivation letter

The vacancies contain short research descriptions and show a few publications. This is the source for further reading. Supervisors expect PhD candidates to write a good motivation letter, describing their interest in the professor’s research interests and how the candidate’s previously obtained experience would match or would add to the PhD project.

Since nearly all PhD students at Erasmus MC have their position based on a research grant or their own PhD scholarship it is recommended to mention that you, once accepted by the professor, will apply for a PhD scholarship. This could be a CSC, a university-based or university hospital-based PhD scholarship. Obtaining a scholarship may feel as a requirement, but we see it as an extra admission exam that will function as a proof of quality later in your career.

You are accepted, now what?

Once you have had your interview (or several interviews) and are accepted our Human Resource department will check all the required documents. Your supervisor will register you at Erasmus MC Graduate School. At Erasmus MC Graduate School you will be registered in Hora Finita, our registration service where all processes related to your journey will be recorded.

Documents that you need for HR in order to prepare your application & registration

You will need the following documents for HR:

• A color copy of your passport( all the written and stamped pages);
• Proof of a medical insurance with coverage in the Netherlands; If you don’t have one, you can arrange the medical insurance once you are in the Netherlands (you can enter the Netherlands with a travel insurance);
• Proof of independent means: for example stipends, grants, sponsorship, periodical payments, a letter of appointment or a contract of employment.
• A copy of a certificate that proves that you have the appropriate qualifications for the research to be done; your diploma or university certificate. The diploma’s or University certificate must be approved by a notary or the municipality;
• A copy of the research proposal, signed by your supervisor.

Please note that the above mentioned documents must be translated in to English, Dutch or France by an official translator.

In addition to the above-mentioned mandatory documents it is advised to submit

• a copy of a birth certificate (and if relevant: a marriage certificate), which has been legalised or provided with an apostille stamp for ascertaining personal details for the Municipal Personal Records Database (BRP).
• These certificates must be translated by an official translator in Dutch or English only.

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Motivation Letter Tips

Here we will share with you some tips on writing a motivation letter.

While preparing your application profile, one of the essential tasks is to write a motivation letter to support your application for a job, University admission or internship. In order to achieve your goals, you should approach the matter responsibly. The letter of motivation is a crucial document in your application, so it must be tailored toward the particular program, job, scholarship, internship and ect., mentioning all important factors that differentiate you from the other candidates. You should clearly understand, in which way, you distinguish yourself from others with the same education and diploma.

To begin with, you have to make a list of the programs you are applying for, go into details about each of them and evaluate your professional compliance with the chosen programs. Prepare a list of deadlines and make sure you have enough time to collect all the necessary documents and write a motivation letter. You need at least 2-3 month.

Important, for each program you should write another motivation letter. Of course, you can leave the same basis of the letter, but you have to make it very specific for each program.

Start with a plan, take your time and write down all the necessary facts about your character trades, education, results of your professional and extracurricular activities and etc. Write down some of your main ideas, important points you would like to approach and then enrich their content. Providing a short preview of your letter, make your goal clear.

Ask yourself 10 questions:

• Why this program, university, internship is interesting and suitable for you?
• Which is your professional goal?
• How this program will help you to reach your targets?
• Which of the offered courses are particularly beneficial for you in purchasing your professional goals? Make sure you are well informed
• Why do you think you are the right person for the chosen program?
• What knowledge and skills gathered in your previous education will be useful?
• Have you already gain any relevant professional experience?
• Have you taken part in volunteer projects?
• What do you estimate your personality? (emphasize your strong points but be realistic)
• Why do you want to study/have internship/work in a chosen country?

Afterwards, think over the structure of your letter. The first impression always counts, it is important the way your letter looks, the way it is organized and structured in paragraphs, the font size and the length of the letter (usually 1 page). You can write several letters, then combine them or just choose the one. Present your letter in a professional format, style and grammar. Ask native speakers to check it for mistakes. Avoid all kind of platitudes, flowery phrases and flattery.

Quick tips:

• Don’t repeat your CV
• Make sure that you don’t mention new items in your motivation letter which are not mentioned in your CV
• Be as concrete as possible
• Don’t copy your motivation letter from others
• Make sure you use a “serious” e-mail address
• Formulate your letter positive and future-oriented
• Ask your friends, a teacher or someone who has already done such an application for advice.

Always believe in yourself!

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University College Utrecht

Cv and motivation letter, writing a cv.

A professional and well-written CV is often the first and therefore essential part of the application procedure. Your CV is the first piece of information that the University you’re applying to is receiving, so you need to make sure that you leave a good first impression. Keep in mind that an application officer will pay attention to a wide range of aspects and that he will be most capable about drawing conclusions himself whether you are fit for the program you’re applying for.

Your CV can stand out amongst all other applications not only through your past experiences and education, but also through a clear structure and apprehensive layout. Your CV should reflect your positive qualities as much as possible and your accomplishments listed on your CV should speak for themselves; you do not need to draw conclusions about what they say about you.

• Divide your CV into sections, such as education and qualifications, work experience, extra-curricular activities and interests, additional information, skills and referees.
• In each section, put the most recent information first, and work backwards.
• Start with the most relevant section first. In the case of a Masters application, this will be your education. Briefly list the relevant courses you have taken and their grades (if they’re good!). Also list relevant projects, extended essays, or dissertations.
• Describe what you have done, not what you think it says about you. Provide the necessary information for the reader to draw his/her own conclusions.
• Be concise: limit your CV to 2 pages, preferably 1 page.
• Make sure the layout is very clear and easy to skim over. Make use of headings, bullet points and spacing.

Universities have varying demands with regards to the content of your CV. Where American universities often find your extracurricular activities very important, British universities tend to focus on a sufficiently high GPA. Try to find information on the website of the University to which you’re applying to; see whether they have indications about what they would like to see on your CV. If you have made a CV, you can always have the Student Life Officer or Career Development Officer look over it for you.

Motivation letter/cover letter

Your CV is always accompanied by a motivation or cover letter. This letter should quite simply be the guide to your motivation and a description of the development of your interests and competences that have encouraged you to choose this specific Master’s. It should also include an overview of what you intend to learn and what how this program fits into your broader future plans. A motivation letter is perhaps the most important part of the application; it provides you with an opportunity to stand out between all other applications. Do not be afraid to ask friends, teachers or tutors to proofread your motivation letter before you send it in.

• Your statement of purpose should be a coherent essay, with a clear structure and beginning, middle and end.
• You should make it as short as possible while still hitting the important points. Remember, the committee has to read a lot of these: short and sweet is important!
• Change a vague and floppy sounding formulation like "I am not completely sure what I want to do after obtaining my graduate degree. However, I am very interested in doing research" to something like "After obtaining my graduate degree, I am interested in working in a research environment."
• Address the specific content of your academic interests. Adding meaningful discussion of content earlier would make a big difference in the impact of your statement.
• Your essay should be in formal academic English, even though it is a personal statement. Your writing ability will be judged on the quality of the essay. Be sure to use informal, colloquial language sparingly.
• Specify what you are applying for and say how you learned of the opportunity and why you are doing this one specifically.
• At the end suggest having an interview, these usually increase your chances since personal contact is just better.
• Avoid making the same point several time; comes across as shallow, boring.
• Avoid expressions like 'I think', and 'in my opinion', 'I am convinced'. These are wordy and make you sound less confident. Avoid intensifiers like "very" and vague words such as "interesting". The most deadly combination of all is 'very interesting'. Show the depth of your academic interests by explaining them.

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Cultural Anthropology

Admission as phd, important information.

The department of Cultural Anthropology welcomes students that want to pursue a PhD. At Utrecht University, PhDs do not pay an admission fee and are often appointed as employees. There are no PhD funding schemes offered by the Faculty of Social Sciences or structural PhD grants/competitions that offer students funding. There are therefore two routes by which you can pursue a PhD at the Cultural Anthropology department of Utrecht University. These routes are related to the different funding possibilities. Each of these routes will be explained in detail below. Before taking a closer look at the routes, we advise you to first examine whether your profile matches our research identity and requirements.

Profile and requirements

By and large, the research of the Cultural Anthropology focuses on the rise and interplay of multiple forms of governance in our globalized world. In terms of a transnational academic field, many of us practice political anthropology in relation to other fields such as: economic anthropology, urban studies, anthropology of religion, extraction studies, policing and security. The research program SoSCo centers on the notion of sovereignty, which allows us to reflect upon major shifts in forms of organization and authority. Our program is offered fully in English, proficiency of Dutch is not required. As anthropologist, we mostly employ qualitative research and we build on a long tradition of ethnography. For examples, see: https://www.uu.nl/en/research/sovereignty-and-social-contestation-sosco/research

We encourage applicants to apply who:

• Have affinity and interest with the themes and topics closely to the SoSCo research program.
• Have obtained an MA in the social sciences or humanities. Applicants who have not studied Cultural Anthropology are welcome but candidates who have a background in a disciple that has affinities to Cultural Anthropology are more likely to feel at home in our program. Such disciplines are, for example: gender studies, social and cultural geography, developments studies, religious studies, etc. Students who have no affinity with qualitative research are not likely to be selected.
• Feel motivated to work on a PhD project for four consecutive years and who enjoy the mixture of reading, writing, doing ethnographic fieldwork and exchanging their thoughts with peers and supervisors.
• Can show that their previous work has a high quality in comparison to their peers. This may be demonstrated by grade average, but it can also be shown by means of (the grade of) a master’s thesis or a published article.

Route 1: Obtaining a PhD position as an employee

Students can apply for a PhD vacancy in a research project of a staff member. PhD vacancies regularly appear on the following websites and mailing-lists:

• UU Vacancies
• Academic Transfer
• Anthropology Matters

How to apply?

See SoSCo admission protocol and committee.

Route 2: Obtaining a PhD position without being employed by UU

Not all PhDs need to be or need to become UU employees or will be part of pre-designed research projects. You can also finance and start your PhD in various other ways. Route 2 implies that you will need to apply for a PhD position by sending your application to the UU Cultural Anthropology PhD committee that gathers twice a year (see below). Route 2 is for persons:

• These scholarships can come from foreign governments, international organizations or Dutch funds for foreign PhD candidates. Please note that Utrecht University has stopped participating in the NFP PhD scholarship program in 2014.
• This is an option for employees of a university of applied sciences who have been given a PhD voucher. It can also be an option for people who work for the government or a company that finances the PhD
• In this case, you will work on your dissertation in your own time, with your own funding.
• In this case, you will work on your proposal in your own time, with your own funding. You may approach a potential supervisor at the department and inquire if he or she is interested to support you with the writing and the application. For a list of possible grants see: https://hetpnn.nl/en/2018/11/03/subsidiesites-2/

SoSCo admission protocol and committee

The PhD admission committee of the department of Cultural Anthropology at Utrecht University works with a PhD project submission deadline . The admission committee gathers twice a year to select candidates who can start their PhD at the department. Collecting applications first before deciding on individual admission allows the committee to see how many and what kind of PhD’s apply per six months so members can make decisions based on criteria such as diversity and inclusivity. It also stimulates the forming of PhD cohorts.

The PhD admission committee consists of all the people at the Cultural Anthropology department who have the right to supervise PhDs ( promotierecht/ius promovendi ). At the time of writing these are: Wil Pansters, Rebecca Bryant, Martijn Oosterbaan. It also consists of one Assistant Professor and one PhD who both will be appointed for the duration of two consecutive years. The committee consists of five members so that decisions can be based on a vote. The criteria for selecting a candidate are:

• The candidate should have affinity with the themes and topics closely to the SoSCo research program.
• The candidate should have obtained an MA in the social sciences or humanities. Applicants who have not studied Cultural Anthropology are welcome but candidates who have a background in a disciple that has affinities to Cultural Anthropology are more likely to be selected. Students who have no affinity with qualitative research are not likely to be selected.
• The candidate should convincingly be motivated to work on a PhD project for four consecutive years.
• The candidate’s previous work has a high quality in comparison to his/her peers. This may be demonstrated by grade average, but it can also be shown by means of (the grade of) a master’s thesis or a published article.
• Candidates who do not hold a Dutch University master’s degree and are not native English speakers nor native Dutch speakers need a proof that their English language has the required level (at least IELTS: 6.5 (overall band) minimum of 6.0 for writing, or Cambridge Certificate: Cambridge English C1 Advanced (CAE). Minimum score: 176 total, 169 writing Cambridge English C2 Proficiency (CPE). Minimum score: 180 total, 169 writing or TOEFL: minimum score 93 (for the internet-based test).

Candidates who wish to apply can send their application to the SoSCo research director: Martijn Oosterbaan ( [email protected] ). The application should include:

• A research proposal of no more than 1000 words (excluding references).
• A motivation letter that states why the candidate wants to pursue a PhD at the Cultural Anthropology department at Utrecht University.
• A description of the (planned) grants that can support the PhD trajectory and/or a description of the financial situation and available time the candidate can work on the dissertation.
• The candidate’s CV.
• The candidate’s master’s thesis.
• Two recommendation letters.

Candidates can send their applications throughout the year, yet there are two selection rounds per year and two possible dates selected candidates can start:

• The committee meets in April. Applications sent the end of March will be discussed and the application procedure will be completed in June. The PhD can start their trajectory in September.
• The committee meets in September. Applications sent before the end of August will be discussed and the application procedure will be completed in December. The PhD can start their trajectory in January.

All candidates that are shortlisted by the committee will be invited for an (online/offline) interview that is part of the selection process. During the interview, the candidate is invited to answer additional questions that the members of the admission committee might have.

SoSCo PhD supervision and evaluation

The supervision team consists of one supervisor ( promotor ) and one co-supervisor ( co-promotor ) at least. The supervisor is responsible for the overall supervision of the PhD and can be expected to take the lead and to make sure meetings are scheduled on time and mutual responsibilities are met. Supervisor and co-supervisor are expected to share the supervision tasks and work-load equally. The supervision team meets on a regular basis to discuss the progress, the obstacles and the papers, proposals, chapters or articles produced by the PhD. Below you may find a list of actions and attitudes that parties may expect from each other and an outline of the supervision plan and PhD trajectory. Please note, the outline provides a general overview of what is expected of the PhDs and what PhDs may expect from their supervisors. PhD projects might differ in terms of their design, which may result in different supervision schedules. Moreover, supervision is ultimately in the hands of the supervisor and co-supervisor and the success depends on the collaboration of the PhD, the supervisor and the co-supervisor who together need to find a satisfactory working relation.

SoSCo supervision generally takes place in the Netherlands and contact between PhDs and supervisors is face to face. However, other arrangements are possible in consultation.

In the first year(s), PhDs are expected to follow between 2 and 4 graduate courses. PhDs are obliged to take part in the National School of Anthropology Graduate Program, inaugurated in the academic year 2021-2022. This program consists of two courses per year, of which the methodology course is mandatory – unless PhD presents a waiver.

a. Series of masterclasses (5 per year) on Contemporary Anthropology. Content of the classes varies for year to year but seek to offer PhDs state-of-the-art theoretical approaches in combination with examples of current anthropological research.

b. Core course on Anthropological Methods (once per year). The content is relatively unchanging and seeks to offer PhDs state-of-the-art methodological approaches.

In consultation with the supervising team PhDs can select courses from the following list:

• Castor (Cultural Anthropology: Sociocultural Transformation, Research Master)
• CERES (Research School for Resource Studies for Development)
• OLA (Interuniversity PhD Forum on Latin America)
• CEDLA (Center for Latin American Research and Documentation)
• AFS (African Studies Centre)
• IIAS (International Institute for Asian Studies)

There are also possibilities to engage with PhD peers on a faculty level (PhD Council), on a university level (PROUT) and even on a national level (PNN). These networks also offer various activities that can help PhDs to finalize their dissertation and prepare for an academic career.

> More information on other PhD courses of our Faculty of Social Sciences.

Utrecht University Heidelberglaan 8 3584 CS Utrecht The Netherlands Tel. +31 (0)30 253 35 50

Motivation Letters

Employers typically want CVs to be accompanied by motivation letters, and your letter can be a major determinant of whether you proceed to the next recruitment stage. It should help an employer see how suitable you are for a particular job and persuade them to read your CV. By demonstrating your career interests and highlighting your most relevant strengths and experiences, a well written letter can say much about your professionalism as well as how you match the requirements of the post.

Information

You will usually be writing in response to an advertised vacancy but you could also write an open application to a company you would like to work for.

Open letters

A motivation letter for an open application should emphasise what you can do for the employer rather than what you want from them. Make clear that you understand there may not be any vacancies currently available and your enquiry is open to establish personal contact and stay in touch. Remember to be concise as no one wants to read a lengthy, unsolicited letter.

Motivation letter in response to an advertised vacancy

Your motivation letter is your chance to demonstrate to an employer that you have not picked them at random, but that you want this particular job and have the skills to do it. Employers want candidates who demonstrate their knowledge and enthusiasm for the company. Perhaps you are attracted to them because of a recent high profile project, or their type of client base. If you relate your skills and experience to a specific aspect of their business you will be telling them more than they already know and giving them something to work with. A poorly written letter without good arguments could mean that you are not invited, even when your profile matches the organisation.

When writing your motivation letter, it is important to address the hiring manager or recruiter. This small detail can make a large impact as taking the time to address an individual shows you are detail-oriented and that you put effort into finding out a little more about the company and indicates you have a real interest in the role and company. Avoid using the common phrase “Dear Hiring Manager of Dear Sir/Madam” as it demonstrates lack of effort.

So how do you find the name of the contact person if it isn’t stated on the advert? Well, there are many sources of company information available. You can begin with an internet search: LinkedIn enables you to search the name of the company and roles or company websites often list the names of the leadership team and sometimes other company employees. Alternatively, you can call the company reception or recruitment team directly and ask for the contact name – it’s a perfectly reasonable question.

There is a standard format to most covering letters with slight variations according to circumstances. Aim to use one side of A4 paper, preferably use 2/3 of the A4. Although they are generally short in length, they may take some time to get right. The guidelines below will be useful whether you are applying for a job or sending an open letter.

Why are you writing to the employer?

If you are applying for an advertised job, you should state in the first paragraph where you saw the advertisement and quote any reference numbers. If you are making an open application, be very clear about what type of role you are interested in.

Why do you want this type of work and why are you interested in this employer?

Highlight why you are interested in doing the work. Include some information that shows you have done some research and understand what the company does and what the job might involve.

What are you offering the employer?

Highlight relevant aspects of your skills, knowledge and experience. If the advertisement listed certain essential requirements, then draw brief attention to how you meet these. What is your key strength in relation to the position? Cross-referring to your CV can be useful: 'You will see from my CV that I ...'

Call for action

It is important to close your letter with a positive call to action to the employer e.g. I would welcome the opportunity to meet with you to discuss my application further.

A motivation letter should be clear, concise and business-like. Unless you are specifically requested not to, write and present your letter in a formal manner.

• Use plain, clear language. Avoid using overly emotional language such as ‘passionate about’ and ‘love to’ in your letter. Other terms such as ‘enthusiastic’ or ‘committed’ are probably better.
• Apply the 20 second rule. Any paragraph that takes longer than 20 seconds to read is too long. Keep your sentences and your paragraphs short and snappy.
• Use powerful words such as ‘contributed’, ‘influenced’, ‘managed’ and ‘negotiated’, which are proactive and indicate that you have the initiative and ability to make things happen. It stimulates the reader to want to learn more about you.
• Check your letter carefully for typos and spelling errors.
• Cliches: The use of clichés suggests a lack of imagination and independent thought: two things you don't want to demonstrate!
• Imprecision: Indeterminate, vague words may give the impression that you aren't really sure about your qualities or achievements.
• Small-talk: You want to come across as likeable and pleasant, but there is little point in using small-talk when ending your covering letter. Although polite it does nothing to persuade the recipient to reply to you. A better option is to say something positive, such as offering yourself for interview.
• No need to apologise! Concentrate on the positive things you can offer. Your letter should not be apologetic or highlight any negative aspect of you or your background. Some things, such as your age, are what they are. There's no need to assume that they are a difficulty or apologise for them.
• Don’t tell them what they already know, they know!
• Generalisations and unsupported claims: General claims, unsupported by specific evidence, will not help the employer have faith in your abilities or pick you out from the crowd.

Your motivation letter may be the organisation’s first impression of you, so make sure you spend some time on it. If possible, ask someone else to look over it to check it for mistakes. Always keep a copy of your letter for reference.

We advise waiting 7-10 working days before following up your motivation letter by telephone. Come straight to the point. Ask if they have received your application and if they would like you to attend for an interview. Be prepared to be knocked back: success isn't guaranteed, but it does happen and you have nothing to lose.

Quick guide motivation letter checklist

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