Letter of Motivation

In the motivation letter (or cover letter) you explain briefly and clearly your motivation, your qualifications, and the value you can add for the position and the employer. It should give a clear, professional picture of you, create interest, and match your CV without repeating it. Unlike the CV, the motivation letter is written in a more personal way and focuses more on your reasons, your fit, and your goals. Use this chance to show your motivation in a concrete way instead of using general phrases. Avoid unnecessary openings such as «I am hereby applying…» or «I found the position on your website…», and write every sentence as clear and relevant as possible.

Key points about the form

• Length: no more than one page (for online forms, follow the given character or field limits)
• Perspective: first person (I)
• Clear and easy to read: layout, structure, and font size should match the CV
• Spelling and grammar: ask someone to proofread the text

Key points about the content

• Position your profile: show how you fit the position and stay authentic, honest, and realistic.
• Relevance: always make the link to the specific position and the employer.
• Do not repeat the CV. Instead, go deeper and show selected points with examples.
• Do not use a standard letter for every application. Adapt your text to the position, the employer, and the industry.
• Translate academic experience into skills and results that are relevant for the employer (for example project management, data analysis, stakeholder communication).
• Use active, concrete, and positive language (facts and examples instead of value judgements).
• If you use AI tools for support, check the text critically, adapt the language so it sounds like you, and add your own examples. Your writing style should stay personal and credible.

Focus on structure: YOU – ME – WE – Closing

Divide your motivation letter into sections so that it is clear and easy to read. The following model helps you:

YOU: Opening and link to the position

• Goal: show why exactly this position and this employer interest you
• Describe what appeals to you about the tasks, the environment, or the values of the employer.
• Explain in a concrete way why this activity motivates you, not only that you are excited, but exactly what creates this interest.
• Example questions for orientation: What stands out to you in the job advertisement? Which aspects of the company culture or the projects fit you?
• Avoid: standard sentences and marketing or advertising slogans from the employer's website

ME: Who am I and what do I bring?

• Goal: outline your profile and show your fit.
• Describe briefly your professional background and relevant experience, as an addition to the CV.
• Highlight 2 to 4 skills that fit the position especially well (for example analytical work, project coordination, communication, teamwork).
• Support your statements with concrete examples from your studies, projects, internships, work, or involvement (for example a club or volunteer work).
• Avoid: a one to one repetition of the CV and simple claims (instead of «I am organised», better: «In project X, I coordinated … and through this achieved …»)

WE: Why me? Why us?

• Goal: explain why you fit the role well and what value you bring.
• Connect your motivation with your skills and the requirements of the position.
• Show what you want to achieve in this position (for example which topics you want to deepen, which responsibility you want to take on).
• Describe the specific contribution you can make (for example a fresh perspective, specific knowledge, experience in a certain context).
• Example questions for orientation: Why are you the right person for this position? What makes you different from other applicants? How do you want to work together with the team and the employer?

Closing: Outlook and next steps

• Write a confident and friendly outlook, for example that you look forward to an interview in which you can go deeper into your motivation and your questions.
• Avoid: language that is too careful and uses the conditional («I would be happy if…»); write in a clear and positive way.

Focus on form and layout: classic document vs. online form

Depending on the application process, your motivation letter can be uploaded as a PDF, pasted directly into a text field of an online form, or requested in another form. Adapt the form as needed:

1. If you create a PDF document, the motivation letter can be built like a letter:

• Header: your name and contact details, ideally in the same style as in the CV
• Below on the left (with some space): name and (optional) full address of the employer or the contact person
• Subject line: «Application for …» (without the word «Subject»)
• Place and date (left or right)
• Salutation: try to find the specific contact person (for example «Dear Ms …», «Dear Mr …», «Dear Sir or Madam»)
• Body text, ideally in 3 to 4 sections
• Closing phrase (for example «Kind regards»)
• A digital or scanned handwritten signature
• Your full name (typed)

You create a separate document (often in the same design as the CV), which you upload in the application portal or attach by email. This is typical when the advertisement explicitly asks for a «motivation letter» or «cover letter», or when you hand in a complete application file as a PDF.

2. If you use an online form Many companies use application platforms in which you paste your text directly into a free text field or answer specific motivation questions (for example «Why do you want to work for us?»). In this case:

• You can leave out formal elements such as the address, place and date, and signature.
• For the content, you still follow the structure below (YOU/ME/WE), but without the «letter frame».

3. Short motivation / pitch (for example 3 to 5 sentences) On some portals or with «Easy Apply» on platforms such as LinkedIn, only a very short reason is expected. In this case you focus on a clear opening (YOU), 1 to 2 core skills (ME), and one sentence about your added value (WE).
4. Motivation in other formats In modern processes, your motivation can also be shown through video statements, question lists, or your LinkedIn profile. The content follows similar principles (concrete, short, related to the position), but the form looks different.

Focus on language and tone

• In the motivation letter itself, the formal form of address is still standard, even if the company uses an informal tone in the advertisement.
• Pay attention to professional, respectful, and at the same time authentic language.
• Keep the tone positive and solution oriented; avoid justifications or negative comments about former employers.
• Adapt your style to the industry and the employer (for example a bit more relaxed in a start-up environment, more formal in public administration or classic large companies).

Decision: Motivation letter, yes or no?

Job advertisements often leave open whether an additional motivation letter is needed. The following criteria can help you decide:

1. Rather YES: write a motivation letter when…

• the position is especially attractive or competitive (many applications are expected)
• the company puts a high value on culture, values, or «purpose»
• your application tends to need some explanation (career change, move from science to business, and so on)
• your profile does not look 100% «classically fitting» at first sight, but you have good arguments for your fit
• you have relevant motivation or experience that is not visible in the CV
• language skills are important for the position
  
  2. Rather NO: no additional motivation letter when…
• the advertisement clearly asks only for a CV and references, and the application portal does not offer any space for a cover letter
• the process is highly standardised (for example online assessments, a form with several motivation questions); there it is better to answer these questions well instead of attaching a separate document
• you apply for very operational short-term jobs, where a short statement in the email or form is enough (for example student jobs with high turnover)