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Table of contents

Secretary cover letter example
Related cover letter examples
Cover letter template for a secretary
Format your secretary cover letter
How to write a secretary cover letter
Add a matching resume
Key takeaways
Resources to help prepare for your interview

From schools to hospitals to law offices, secretaries are responsible for all of the little tasks that make the world run smoothly. Handling schedules, keeping track of paperwork and running the office are just a few of your vital responsibilities as a secretary.

To land the perfect role, your resume is key because it outlines your important skills and your track record of success as a secretary. But to land the job, you need more than a great secretary resume. You also need a cover letter that explains why you’re the best possible choice for the role.

This might sound like a lot, but our guide can help you pull it off. In this guide we’ll cover:

Secretary cover letter examples tailored to inspire your writing.
A customizable cover letter template designed specifically for secretary roles
Step-by-step guidance on building each section of your cover letter.
Additional resources to enhance the impact of your application.

Need a polished cover letter right away? Try our Cover Letter Generator. This tool generates text, formatting and cover letter templates so you can submit your application right away.

Secretary cover letter example

Secretary cover letter sample

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What makes this a great cover letter for a secretary?

It’s formatted neatly
Professional formatting that adheres to standard expectations for this type of business document helps this cover letter appear polished and thoughtful.
Features numerical data
Measurable achievements help this cover letter shine by presenting the candidate’s qualifications as real-world accomplishments.
Ends with a polite call to action
Indicating her desire for an interview allows this candidate to assertively suggest next steps without appearing overly pushy.

Cover letter template for a secretary

Carolyn Collins
Nashville, TN 37204
555-555-5555
example@example.com

April 18, 2024

Roy Torres, HR Associate
The Minto Group
29 East Ave.
Nashville, TN 37202

Dear Mr. Torres,

As advertised, I am writing to express my strong interest in the secretary position at The Minto Group. With seven years of experience in administrative roles and a proven track record of providing exceptional support, I am confident in my ability to contribute effectively to your team.

As a secretary at Compass, I successfully managed and coordinated office activities, ensuring seamless operations. One of my key achievements was implementing a new organizational system that resulted in a 20% increase in overall efficiency. Additionally, I optimized office processes, leading to a 15% reduction in response time to internal and external inquiries.

Throughout my career, I have consistently demonstrated strong organizational and multitasking abilities. I effectively scheduled and coordinated meetings, managed calendars and handled travel arrangements for executives, contributing to a 25% improvement in executive time management. My proficiency in utilizing office software, including advanced skills in Microsoft Office, enabled me to create detailed reports and presentations that enhanced communication within the organization.

Thank you for considering my application. I am excited to discuss further how my skills and achievements align with the needs of The Minto Group. I look forward to the possibility of an interview to elaborate on how I can contribute to your team.

Sincerely,

Carolyn Collins

Format your secretary cover letter

As a secretary, you handle paperwork and business documents on a regular basis. That’s why it’s extra important that your potential employer sees that you know how to format a formal business letter.

Your cover letter needs to be professional to make the right first impression. That’s why you need to know the basic standards of cover letter formatting.

Consider the following formatting elements as you start working on your cover letter for a secretary role:

Font choice plays a crucial role in maintaining a professional tone for your secretary cover letter. Stick to standard options such as Arial or Times New Roman to ensure readability. Aim for an 11- or 12-point font size, aligning with traditional business letter styles.
Effective spacing is essential for readability. Opt for a single space between lines and two spaces between paragraphs. Consistency is key, as irregular spacing can distract from your impressive qualifications. Create a clean and organized appearance by adhering to these spacing guidelines.
Simple margins help avoid causing yourself a headache. Apply 1-inch margins and align the text to the left of the document. This uniformity contributes to a neat and organized presentation, reflecting your commitment to professionalism and attention to detail in the role of a secretary.

Cover letter templates for secretaries

Create your cover letter

The design of your cover letter sets the visual tone of the document and should align with the professional nature of the secretary role you’re pursuing. Tailor your cover letter template choice to complement the corporate environment you aim to be a part of.

Choosing the right template establishes the overall tone of your cover letter. A legal secretary cover letter should use a classic and professional template that doesn’t introduce any distractions. If you’re working on a school secretary cover letter, though, you may have more room to be creative and choose a template with more expressive visuals.

Explore our collection of secretary-focused templates to ensure your document also seamlessly aligns with your resume. Maintaining a cohesive look between your cover letter and resume enhances the impact of your application.

Consider using our resume templates to perfect the professional branding of your secretarial credentials.

How to write a secretary cover letter

Recognizing the importance of a well-crafted cover letter is essential for any prospective secretary. Studies reveal that 83% of hiring managers consider cover letters to be important to the hiring process, underscoring the need to include cover letters in your job search.

Crafting a strong cover letter is not an optional extra but a key component to maximize your chances of success in the job application process.

Perfecting the art of writing a cover letter holds particular importance in the field of secretarial work. Whether you’re a recent graduate venturing into the realm of secretary roles or an experienced professional seeking new opportunities, the process of creating an effective cover letter becomes more straightforward when approached systematically.

Step 1

Study the secretary job description

A truly impressive secretary cover letter is tailor-made for the job in question. Your cover letter should be written with the specific role in mind and should emphasize the specific qualifications that the job listing is looking for.

Many employers use applicant tracking systems, or “ATS,” to filter for qualified candidates. ATS screens for keywords representing qualifications that the ideal candidate is expected to have. To make sure your resume is ATS-friendly, pay attention to the specific word choices that the hiring department uses in the job listing and try to incorporate those keywords into your cover letter.

Step 2

Include your contact information in the header

This step, though simple, is paramount. Your cover letter serves the purpose of convincing potential employers to reach out to you. Make sure your contact details are easily accessible and accurate by placing them in the header, matching precisely with your resume’s header. Include:

Your name
City and state
Phone number
Email address
Relevant links to your portfolio or LinkedIn, if applicable

Pro tip

Present a professional image by avoiding inappropriate email addresses. Consider creating a new address if your usual one is silly or inappropriate. Remember, it’s all about that first impression! On a similar note, promote a strong first impression by double-checking for typos or mistakes, especially in your header. Your contact info needs to be accurate.

Step 3

Address the hiring manager by name

Whenever possible, personalize your greeting by addressing the letter directly to the hiring manager. Researching and identifying the individual responsible for reviewing your application can leave a lasting first impression.

If the hiring manager’s name is not readily available, utilizing placeholders like “Dear HR Team,” “Dear Hiring Manager” or “Dear [team you applied to]” is acceptable.

Pro tip

Many job listings provide contact information for a hiring manager. If not, take the time to research the role within the company to identify the person responsible for hiring. Adding a personal touch by addressing the recipient by name demonstrates thoughtfulness in your application.

Step 4

Introduce yourself in the first paragraph

The opening paragraph of your cover letter serves as your introduction to potential employers. Quickly introduce yourself and summarize the basics of your secretary career so far.

Legal secretary cover letter opening paragraph:

I am writing to express my strong interest in the legal secretary position at [Company/Organization Name] as advertised. With a keen eye for detail, a solid foundation in legal procedures and a commitment to maintaining the highest standards of professionalism, I am confident in my ability to contribute effectively to your esteemed legal team. Having recently earned my [Degree/Certification] and equipped with hands-on experience in legal support roles, I am eager to bring my skills and enthusiasm to a dynamic legal environment.

School secretary cover letter opening paragraph:

I am writing to express my interest in the school secretary position at [School Name], which I recently came across in your job posting. With a background in administrative roles and a genuine enthusiasm for creating a well-organized and inclusive school atmosphere, I am eager to bring my skills to support the operational excellence of your educational institution. My commitment to efficiency, strong communication and fostering a positive environment align well with the values of [School Name] and I am excited to learn more about the role.

Pro tip

Keep your introduction paragraph short and sweet to make sure it catches the reader’s attention. Try to stay under three sentences.

Step 5

Explain why you’re the best candidate for the job

The body paragraphs of your cover letter are your opportunity to really dig into what you do best in a secretary role. In this section, highlight aspects of your career that ignite your passion and articulate why you are the most qualified and dedicated candidate for the position. Focus on the following key points:

Specify relevant secretarial experience
While your resume offers a comprehensive overview of your career, the cover letter allows you to provide nuanced details. Concentrate on facets of your secretarial experience that align seamlessly with the requirements of the secretary position. Share measurable accomplishments tied to the expected responsibilities of the role.
Showcase transferable skills
A well-rounded cover letter should spotlight both hard and soft skills. Include demonstrable administrative abilities alongside personal qualities such as organizational prowess and attention to detail. Strive for balance to present a comprehensive professional profile. Ensure that the skills you emphasize align with the priorities highlighted in the job listing to resonate with the hiring department.
Address resume gaps
Treat your secretary cover letter as your chance to provide context for any gaps in your resume. Whether you took time off for personal or professional development, temporarily left the workforce or transitioned roles, this is your platform to articulate your journey in your own words.

Example body paragraphs for a secretary cover letter:

In my capacity as a secretary, my commitment to maintaining efficient office operations has consistently resulted in streamlined processes and a well-organized work environment. By implementing innovative organizational strategies, I facilitated seamless communication between departments, leading to a notable 20% improvement in overall office efficiency.

Despite a brief hiatus for professional development and the enhancement of my administrative skills, my dedication to ensuring a smooth and organized office environment remains steadfast. During this time, I participated in relevant workshops and training sessions to stay abreast of the latest advancements in office management and technology.

Step 6

Write your cover letter closing

As you approach the conclusion of your cover letter, summarize your interest in the secretary role and reinforce your suitability. Avoid duplicating content from the body of the letter; instead, offer a concise closing statement that leaves a lasting impression.

Include a call to action, expressing your eagerness for further discussion or suggesting they reach out to you.

Example closing paragraph for a secretary cover letter:

I am eager to explore the possibility of contributing to the administrative success of [Organization Name], leveraging my proven track record in maintaining a well-ordered office environment. I am available for an interview at your earliest convenience to discuss how my skills align with the mission of [Organization Name].

Pro tip

Maintain a professional tone in your call to action and avoid making demands that may come across as desperate or arrogant.

Add a matching resume

Create your resume

A strong cover letter is just one part of an effective application. To land the job you also must know how to write a resume that shows off your skills and experience as a secretary. Take a look at some resume examples for inspiration to help get started.

If you need a professional secretary resume in a hurry, give our AI Resume Builder a try. With this tool, you can generate a perfectly formatted resume using a template that matches your cover letter.

Key takeaways

Review secretary cover letter examples

Enhance your cover letter crafting process by examining examples tailored to the secretary role. Our collection of secretary cover letter examples offers valuable insights and visual references to assist you in creating a compelling document that distinguishes you in the competitive job market.
Highlight hard and soft skills

A strong application portrays you as a well-rounded professional with a diverse range of transferable skills. Emphasize your proficiency in office management, organizational abilities and attention to detail. Additionally, highlight interpersonal traits such as communication skills, adaptability and discretion, which are crucial for a secretary.
Select an appropriate secretary cover letter template

Explore a variety of cover letter styles, ranging from classic to contemporary, to find a template that aligns with the secretary role. Choosing a template that suits the corporate environment enhances the visual appeal and professionalism of your cover letter.
Keep your introductory paragraph concise

Capture the employer’s attention with a succinct opening paragraph that provides a glimpse of your candidacy. Avoid overwhelming the reader with excessive details and focus on introducing yourself as a candidate with enthusiasm and relevant qualifications for the secretary position.
Write detailed body paragraphs

The body paragraphs serve as the substance of your cover letter, offering an opportunity to delve into specific qualifications that showcase your excellence as a secretary. Provide detailed examples of your experience, emphasizing how your skills align with the responsibilities of the role. This is also the ideal space to address any gaps in your resume or unconventional career paths.
Ensure proper formatting

Pay meticulous attention to the formatting of your cover letter to convey professionalism. Choose an appropriate font style and size, and maintain 1-inch margins throughout the document. Double-check line spacing to ensure a polished presentation that complements the substance of your cover letter.

Resources to help prepare for your interview

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Hailey Brophy is an experienced writer with a diverse career in digital publication. She is passionate about using her unique skills and experiences to help job seekers find the information that they need to succeed.