The short answer
A cover letter is one page of three or four short paragraphs: the job you're applying for, why you fit it, with one or two achievements, and a short close. Government posts usually don't need one: they use the Z83 and a CV. Mention salary only if the advert asks.
A cover letter (or covering letter) is the short note that goes with your CV. Many South African adverts ask for one, especially at smaller companies, NGOs, schools and universities, and for jobs where writing matters. Others only want a CV, or a form on their careers site. Read the advert first: if it doesn't ask for a letter, a good CV matters far more.
When you need one, and when you don't
- The advert asks for one. Then it is part of the application, and leaving it out can count against you.
- You apply by email. The email itself is your cover letter. Keep it short, and attach the letter as a separate file only if the advert asks for one.
- A careers site with an optional upload. A short, specific letter can help. A generic one adds nothing.
- Government posts. National and provincial departments use the Z83 form plus a CV, and some now use their own e-Recruitment systems where your online profile replaces the Z83. A cover letter isn't part of that process unless the advert asks. See how to fill in the Z83.
What goes in it
The top
Your name, phone number, email address and the town you live in. Then the date, and the employer's name. If the advert names a contact person, address them ("Dear Ms Dlamini"); if not, "Dear Sir or Madam" or "Dear Hiring Manager" is fine. Add a subject line with the job title and the reference number from the advert, for example Application: Debtors Clerk, Ref DC-2026-14. Recruiters often handle many posts at once, and the reference number gets your letter to the right pile.
Paragraph one: the job and why you
Name the post and where you saw it, then one sentence that sums up why you fit: "I have four years' experience in debtors and credit control at a Durban wholesaler, mostly on Pastel and Excel." Skip the "I am writing to apply" opening; the subject line already says it.
Paragraphs two and three: the evidence
Pick the two or three requirements in the advert that matter most and show, with an example, that you meet them. Use the advert's own words where they're true for you. A number helps: "cleared a three-month backlog of unallocated payments in six weeks" says more than "hard-working and dedicated". If you don't meet a requirement, don't pretend; say what you have that comes close, or leave it to the interview.
The last paragraph: practical details
When you could start (your notice period), whether you would relocate if the job is in another city, and that your CV is attached. If the advert asks for a salary expectation, give it here. Then thank them and sign off: "Kind regards" or "Yours sincerely", and your full name.
Keep it short and clean
- One page at most, in the same plain font as your CV.
- Don't repeat your CV. The letter picks out what matters for this job and points to it.
- Leave out your ID number, marital status, religion and a photo. An employer doesn't need them to shortlist you, and you should share personal information only when it's needed.
- Check the details. The wrong company name, a wrong reference number or a typo in the first line is the quickest way to the reject pile.
- Send a PDF or Word file if you attach it, named clearly, for example Thandi-Nkosi-Cover-Letter.pdf.
A short example
Dear Ms Dlamini
Application: Debtors Clerk, Ref DC-2026-14
I'd like to apply for the Debtors Clerk post advertised on your website. I have four years' experience in debtors and credit control at a Durban wholesaler, mostly on Pastel and Excel.
Your advert asks for month-end reconciliations and a firm but friendly approach to collections. At my current employer I reconcile about 300 accounts each month, and last year I brought the over-90-days book down from 18% to 7% by phoning the largest accounts each week.
My notice period is one calendar month. My CV is attached, and I'd be glad to come in for an interview.
Kind regards
Thandi Nkosi
The example is invented to show the structure; use your own facts and numbers.
Let Honde draft it
On paid plans, Honde reads each advert and drafts a cover letter and a tailored CV from the facts in your own CV, for you to check and change before anything is sent. Make sure the CV itself is easy for screening software to read, then browse open vacancies or critical skills jobs.
Questions people ask
Do government jobs need a cover letter?
Usually not. Public service posts are applied for with the Z83 form and a CV, or through the department's e-Recruitment profile. Add a letter only if the advert asks for one.
How long should a cover letter be?
One page at most. Three or four short paragraphs are enough.
Should I mention salary in my cover letter?
Only if the advert asks for your expected or current salary. Then give it plainly, as a monthly or annual figure, and say which.
Can I use the same cover letter for every job?
Keep a base version, but rewrite the middle for each advert. A letter that could go to any employer tells the reader nothing.
Is 'Dear Sir/Madam' still acceptable?
Yes, when the advert gives no name. If it names a contact person, address the letter to them.
Sources this guide was checked against
- DPSA: Public Service Vacancy Circulars (how to apply for public service posts) (dpsa.gov.za)
- DPSA circular annexure: Department of Sport, Arts and Culture e-Recruitment and the electronic Z83 (dpsa.gov.za)
- Information Regulator: Protection of Personal Information Act (POPIA) (inforegulator.org.za)
Rules and forms change. If an advert or tender document says something different, follow it.