The principles behind the writing style focus on what is truly valued in academia.
Therefore, you can apply them to any other application document too:
What You Want to Convey
In industry it is about proving that you fit a particular position, but little beyond that. In academia, it’s much more about your potential.
As a student, the keyword is passion. Show that you burn for the topic and how that expresses itself.
In industry it is all about proving that you are the right fit for a particular position, but little beyond that. In academia it’s more about what you can bring to the table. This is especially true for bachelor’s to PhD students, as there is no clear “role” that a student has to fulfill. But even for senior positions, it is more about self-direction (within the boundaries of your next group or institution) and the accomplishments associated with it because you cover several specialties that are distinct in industry.
For senior applicants, it becomes more of a mix of both worlds because you should clearly highlight the potential you will unlock.
However, just like in industry, there are clear expectations that can be expressed in numbers: Can you secure grants? | Have you published well? | Can you contribute effectively to teaching?
Decide What to Include
Since you are limited in space, your cover letter should present three to four strong arguments for why you are a good fit or how you add value.
Just as you should take care not to simply repeat your CV, the same applies—especially for senior applicants who submit additional documents such as teaching philosophies or research statements. In your cover letter, it is about highlighting why e.g., your research strategy makes you a valuable contribution to the institution - keywords are why and how. PS: find the template on the righthere.
However, compared to industry letters, you can be slightly broader; that is, not every example must map perfectly onto the position.
For instance, if you are applying in microbiology, relevant work in biochemistry can still be valuable because it demonstrates general academic competence and familiarity with molecular methods.
The key is knowing your institution - and that means you have to do your homework.
Read the job ad/program description carefully and make sure to identify all requirements and keywords.
Visit their website and read carefully about their programs, goals, and (non-generic) values. Especially when applying for study programs, make sure to read about relevant modules and research groups.
When applying for specific programs or a group, read about their research and at least skim their latest papers.
On the Oxford University Careers Service website, you can find concrete examples of how to match a potential job description. Again, tailoring your cover letter and including keywords from the advertisement is critical when applying for a position, even in academia. While you will be able to reuse several core elements of your cover letter, as a rule of thumb, if you can simply swap the institution’s name and reuse the letter unchanged, it is not specific enough.
If you are applying for a faculty position, get an idea of what work is published at the institute and think about how you might add a new perspective or supplement the current work.
Proof Will Convince Effectively
If possible, include qualifications and quantifications. This helps you be concrete by providing context and tangible evidence.
This applies to your experiences, accomplishments, as well as skills.
Your cover letter is the perfect place to provide a short narrative - giving an idea of why you did something, why it’s valuable or what specifically you learned during your volunteering is valuable.
For senior applicants, that is more important than for juniors. Include metrics and be concrete about the courses you taught or the outstanding features of a project or skill.
How to Frame Yourself
Think about how to differentiate yourself thoughtfully.
When it comes to showing your value, consider what your “boss” would value (we like and feel inspired by those who share similar values and ambitions) and what you bring to the table.
Think about who will be on your panel or reading your application. This will vary depending on where you apply but be critical and honest. Try to put yourself in their shoes. Remember, they are still human - they have values, assumptions, and preconceived notions, and have probably read several other applications before yours.
We talked about experiences and transferable skills. Beyond that, think about what you excelled at or achieved that your peers haven’t.
For senior candidates, access to niche methods, collaborations, or infrastructure can be particularly compelling.
For juniors, this is often shown through initiative (e.g., volunteering) or convincing depth of passion for science.
Tips on Layout
Academic cover letters are longer than industry ones, but readability still matters.
In contrast to applying in industry, you might still have fairly good chances with the former version, but even small details such as consistent spacing between paragraphs can prevent your reader from feeling the immediate urge to skim through your text.
Try to use a mix of shorter and longer sentences. A helpful pattern to catch your reader is: the first sentence is about what you did/achieved, the second sentence why it mattered.
Structure your sentences so that you include the key information at the beginning, and then add context, qualifications, or quantification.
Finding the Right Style
Clearly indicate what unique perspective or expertise you bring - what seems obvious to you might not be obvious to those who have only a few minutes to glance over your cover letter or who come from different fields.
If in doubt, choose the simpler and more direct version of what you want to say.
Since your cover letter is often the first impression of your voice, you want to come across as a capable, motivated, and collaborative.
In other words, someone who contributes meaningfully without appearing as someone who thinks of themselves as special (especially academics are sensitive to exaggeration or unsubstantiated claims).
Some Remarks About Tone
First, some degree of flattery (though not excessive) is often advisable and sometimes even expected.
If your reader has a slight smile on their face without even noticing it, you have done everything right. Again, it is about making them feel good. Don’t exaggerate to the point where you sound desperate or pretentious, but it is perfectly fine if your reader smiles inwardly. However, make sure it sounds natural and sincere - if you start to sound like nobility from the 18th century, you have gone too far.
Second, having a warm and aspirational tone is important, you do not want to sound serious or overeager.
In other words, maintain professionalism, but you don’t need to be as rigidly focused as in some industry letters. Instead, display ambition and convey genuine enthusiasm.
Pro Tip: avoid sounding overly formal or doubtful, for example, “I might possibly…”. Stronger phrasing such as “I will” or “I can” is often more effective. In the end, you still want to convince.
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