southampton uni cover letter

Theses: Templates

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Guidance from Quality Handbook :

• Producing your thesis
• Submitting your thesis
• Permission to Deposit Thesis Form
• Permission to Deposit Thesis - Guidance
• Declaration of authorship form
• Submission of a Research Paper PhD Thesis: Guidance
• Intention to submit research thesis form

There are also examples of the thesis title and abstract pages in submission and completion section of the Quality Handbook . 

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For research data management queries please email [email protected]

Need further help? Use our L ibrary Research Skills support service   

Thesis Templates

The University provides templates in Word and LateX which meet the requirements set out in the Regulations.  

Training : iSolutions also offer sessions on using Word to work with text, graphics and page layout in your thesis and turning your thesis into a PDF/A. The full course schedule and booking links can be found in the PGR Development Hub

Word or LaTeX?

LaTeX is extensively used by engineers and scientists because it handles maths and equations brilliantly, and by linguists because it can cope with multiple (and obscure) languages.  The University now offers Professional Accounts via Overleaf. Sign up for an account via the University of Southampton portal .

Word is the most widely used word processing software in the university. Unless you will be including lots of special character sets or equations, we would recommend using Word.

Whole thesis template

Use this to produce the whole thesis in one long Word document. It contains all of the required sections from title page to bibliography, with refreshable Tables of Contents, Table of Figures and Table of Tables.

• Word template help
• Always  use in conjunction with the Quality Handbook Producing your thesis guidance

Separate Chapter, Front Matter & End Matter templates for Word & Mac

If you don’t wish use the whole document template then use these to create each chapter of the thesis and the front matter. It comes ready made with usable styles that meet the University’s thesis Guidance requirements

• Chapter template for Word 2007 /2010 /2013 /2016 (PC) or 2008 /2011 /2016 (Mac)
• Front matter template for Word 2007 /2010 /2013 /2016 (PC) or 2008 /2011 /2016 (Mac)
• End Matter for Word 2007 /2010 /2013 /2016 (PC) or 2008 /2011 /2016 (Mac)

Copyright Statement coversheet

All e-theses require the University thesis copyright statement  is included in front of the main title page in the final e-version submitted.  The wording of the statement should not be altered in any way. 

The Word template (PC or Mac) above has the statement included but earlier versions did not. Should the statement be missing from your file it should be:

• added before creating the final pdf version 
• located in front of the main title page using the document below 
• should not be included in the numbering of the thesis.

LaTeX templates currently do not include instruction on how to add the statement so it will need it to be added individually as a single double-sided page. Alternatively, add the pdf version into your final pdf file using Adobe Acrobat Pro.

The statement is not required in the print copies submitted for examination or as a final copy.

• Thesis Copyright Statement Thesis copyright statement cover sheet
• Thesis Copyright Statement PDF version of the thesis copyright statement to be included in every thesis

The following guides outline how this can be done in Word documents. 

• Adding copyright statement in Word (PC) Guide to adding the statement in Word on a PC
• Adding copyright statement in Word (Mac) Guide to adding the statement in Word on a Mac

Visual guides are also available on YouTube:

Using UoS Thesis Templates

iSolutions have created a training guide to introduce the Word template for theses and show you how to use a range of useful Word features to make creating and working with your thesis easier. These also direct you to relevant LinkedIn Learning.com videos on the use of features in Word.

• Thesis guidance 

iSolutions also offer sessions on using Word to work with text, graphics and page layout in your thesis. The full course schedule and booking links can be found in the PGR Development Hub

LaTeX Templates

Support for the use of LaTeX can be found on the Overleaf website . LaTeX is  also supported by a wide online community - see LaTeX Project .

How to make sure your thesis is an archival PDF/A

Your final University e-thesis must submitted in an accessible and archival format so that it will be readible in years to come, currently this format is PDF/A-3 .

• Mac users If you are using Word for Mac then start by using the Save As PDF facility. This produces a really good baseline file to continue working on in Adobe Acrobat Pro DC. If for any reason you are not happy with the output as this process, then try converting the file by using Adobe Acrobat Pro's own 'Create a PDF from'. If you are still not happy with the result then contact serviceline to discuss other options.
• PC users For PC users the Adobe Acrobat Pro DC facility will produce the best output. You'll find the steps below under the heading  Create the PDF for PC  below.
• LaTeX to PDF/A-3 If you are using Overleaf, the automatic pdf conversion will be create a PDF/A file. Overleaf have created instructions on how to make sure your LaTeX PDF conforms to the archival standards . Please note we would prefer that you chose a-3b (propritising display) or a-3u (prioritising searchability) rather than a-1b. You may find the following paper helpful: Moore, R. (2014). PDF/A-3u as an Archival Format for Accessible Mathematics . In: Watt, S.M., Davenport, J.H., Sexton, A.P., Sojka, P., Urban, J. (eds) Intelligent Computer Mathematics. CICM 2014. Lecture Notes in Computer Science(), vol 8543. Springer, Cham. https://doi.org/10.1007/978-3-319-08434-3_14 , also available as an ArXiv pre-print .

Checking you PDF/A accessibility: You can check how well your PDF meets the PDF/A accessibility standards using the Abode Acrobat Pro preflight checker and the accessibility checker .

How to download Abode Acrobat Pro: Details of how to access or download Adobe Acrobat Pro DC can be found at iSolutions' How to install Adobe Acrobat DC Advice page .

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Proof of enrolment letter

If you need to prove that you are enrolled on a course at the University of Southampton you can produce a letter containing this information by logging into SUSSED .

This letter also contains proof of your address.

This is the letter you might use if you need to provide evidence for Council Tax exemption, proof of address for police registration or to apply for a National Insurance Number.

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• Cover Letters

A cover letter is your chance to tell YOUR story! It is a written interview. Take advantage of the fact you can write yourself to a job. When writing a cover letter, focus on your selected experiences and relate those experiences into the position you want! 

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CVs and Cover Letters

A one-stop-shop for everything you might need regarding your CV or for a cover letter! 

If you’re applying for graduate jobs, placements, other work experience or further study, it’s highly likely that you’ll need to produce a curriculum vitae, commonly known as a CV.

A CV is a summary of your academic, work and extra-curricular achievements. But most importantly, it should be a carefully crafted communication tool between you and a prospective employer. We've put together a step-by-step guide to perfecting your CV and cover letter.

Step 1: First impressions matter 

Employers sift through hundreds of CVs – many of which are rejected immediately because they don’t follow basic principles. For advice on building one that'll make a great impression, view the CV guidelines in our Resource Library .

A traditional CV is officially called a Reverse Chronological CV. It's the most commonly recognised as it presents readers with a clear timeline of your skills, competencies and experiences. You can view some examples in our Resource Library .

Step 2: Tailor and personalise

Different employers and occupations will require different combinations of skills and abilities. Take time to research the company and the role you’re interested in. You can then match your skills/competencies and experience to those required and adjust your CV content accordingly.  

Whether it's for part-time work, a graduate role or a placement, every CV should be tailored to the specific job. 

Step 3: Use the resources available

Our comprehensive Resource Library  has lots of advice on creating a winning CV. Put aside some time to read through the information and plan properly. 

As an Aston University student or recent graduate, you also have access to Aston360 – this platform features an automated CV feedback tool called CV360 that'll help you spot issues with your CV with just the click of a button.

Step 4: Cover letter

A cover letter (or covering letter) accompanies your CV when applying for a job vacancy or further study opportunity – view some examples in our Resource Library . It’s a vital part of your sales pitch, as well as a key opportunity to introduce yourself and emphasise what you’ll bring to the organisation ( researching the employer  will help you here!). Employers will often read your cover letter before your CV, so making a strong first impression here is a great way to stand out.

While your CV should be kept short and factual, a cover letter allows you to provide more information about your motivation and achievement. The reader will get a feel for your personality and why the role is important to you. Remember, cover letters tailored to each individual company take time, but are much more likely to lead to interviews and job offers!

You can find a full breakdown of what to include in our Cover Letter Guidelines which can be found in the Resource Library . But as a start, make sure to introduce yourself, outline your motivation (why you’re applying for the role and what interests you about the type of job or organisation), and highlight your suitability (the relevant skills and experience you have that match the requirements in the job description).

Most importantly…

Every time you learn something new or gain some more experience, make a note. It may be significant for a future position! And always keep your CV up-to-date in case the perfect opportunity presents itself at short notice.

If you need more advice, book an appointment with a Placement Coordinator or Careers Consultant on Aston Futures .

CVs and Cover Letters (2024 update)

1 st February 2024 by  David Forrest

Probably the single most important thing about your CV and your cover letter is that you tailor them to the opportunity to which you are applying. An application for a research position should not include huge amounts of detail about your retail experience (although you might be able to evidence some skills through this experience) and, conversely, an application for a retail position should not include huge amounts of detail about your research experience and your module grades. So, while it is always good to have a sample CV ready to use, be ready to alter it.

Cover Letter Guidance

Cogent Skills ‘How to write a captivating cover letter’:  Download PDF

Example FBS CV for laboratory/research role

You can use the example given below as a base for creating your own CV which you can then target to the specific role you are applying for.

Download example CV template

What are employers looking for in a CV?

These guidelines have been compiled based on discussions with employers on our Industrial Advisory Board and a sample of universities surveyed relating to PhD applications.

NOTE: Above all, CVs must be targeted to the role that you are applying for.  For all applications, please ensure that you take note of anything specific that the company or academic states in their job/PhD specification and make sure you follow the specific guidance and give evidence of the criteria they have included.

The most important things to consider when writing your CV/Cover letter are:

Underselling  – avoid using negatives and qualifiers, for example “I’m not good at” or “I’m quite good at”

Format  – Is your document easy to read and does it follow the conventions of that industry/country?

Relevance  – if the job description has essential and desirable criteria, evidence them. If it has no criteria, think about what they might be and evidence them!

Spelling and grammar  – many employers will discard applications with any spelling and grammar errors

Knowledge of industry  – you must show that you understand the industry/company to which you are applying. Research before you apply!

Register (formal or informal?)  – CVs, cover letters and applications via email should ALWAYS use formal language. No ‘Hi, Mary’. No contractions e.g. I’ve, I’m.

Repetition of words/phrases  – find a different way to say it!

Length  – normally 1 page for a cover letter, 2 pages for a CV. CVs for research posts/academia will be longer.

Enthusiasm  – You should show your enthusiasm for the industry/company/position, particularly in the cover letter.

Attention to detail  – check through your documents and ask at least two other people (ideally Careers Centre, Personal Tutor etc) for their comments

Avoid ‘Red Flag’ words/phrases  e.g. stressful/party animal.

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A covering letter accompanies your CV and provides you with a space to bring your skills and experiences to life. It explains to the recruiter why you are interested in and suitable for their vacancy. Recruiters use both the CV and covering letter to assess your suitability so both are important.  Our top tips and mini course will take you through the processes of creating a great covering letter.

• Always send a covering letter: Never send a CV without a covering letter – unless your CV is uploaded to an online application, recruitment website or agency.
• Never send the same letter twice:  Tailor each letter to demonstrate your motivation and your research of the organisation to which you are applying. 
• Make it professional: It is important that you use a professional business format and double check to eradicate any spelling or grammatical errors. The University recommends Grammarly for proof reading software.
• Make it work for you: The covering letter is an opportunity to summarise your suitability, draw attention to key aspects of your experience that you particularly want the employer to know about you.

Your letter should follow the formal business letter layout which includes a date and address blocks at the top (although you can sometimes omit this if you are upoloading your letter to an online application form) and a signature at the bottom. Aim for a neat and professional look. Your letter should:

• Be no longer than one page A4 (unless applying for an academic position).
• Use the same font style and size as your CV.

For more information on the layout of your letter, have a look at our  covering letter format .

If you are applying by email, you have the option of pasting your letter into the body of the email. In this case, you should aim for an even shorter letter. Use the job title and/or reference number as the subject line and omit the addresses. It can be neater to attach your covering letter as a separate document (or merged with your CV to create one 3-page document). Your email should then consist of a simple paragraph which summarises your suitability, demonstrates your motivation and refers the employer to the attachment(s).

Covering letters generally consist of four or five paragraphs:

• Opening paragraph  – Explain why you are writing and briefly introduce yourself.
• About the employer  – Demonstrate a knowledge of the organisation by explaining what draws you to apply to them  such as areas of specialisation, values and ethos, or training on offer.
• About you  – Match yourself to the requirements of the job and demonstrate your skills using your work experience, studies and interests. Cross-reference with your CV by using specific job or course titles, employer names etc.
• Final paragraph  – Confidently s ummarise your suitability and end positively with what you hope to contribute going forward.

Sign your letter off with "Yours sincerely" if you have a contact name ("Dear Mr/Mrs/Ms…") and "Yours faithfully" if you do not ("Dear Sir/Madam").

Once you have drafted your covering letter and double checked the spelling and grammar, we can give you some feedback on the content, layout and impact of your letter.

Covering letters: tips and hints

When applying for a job you want to make a great impact, with a stand out CV. But before employers even read your CV, they will generally be greeted with a covering letter. They are going to be reading your covering letter before your CV, so it’s important to keep them interested from the first page. You typically only get 30 seconds to grab the attention of an employer! In order to make a good first impression, your covering letter needs to be well structured, grammatically correct and support your CV.

Take a look at our useful tips for creating a successful letter below, and some links for further information.

• Introduce yourself and inform the employer which vacancy you are applying for Begin with a clear indication of the job you’re applying for and where you heard about it. If you have the name of a direct contact or referral, this is the place to mention it.
• Highlight your relevant skills and how they can be used in this role Relate your skills and experience to those outlined in the job description, making sure you tailor the covering letter for each application. Explain why you are applying for this particular role, at this specific company.
• Mention any additional skills over and above the job advert Add any supporting information you feel is necessary, such as applied aspects of the role or what additional skills you can bring over and above the job specification.
• Personalise each letter Try to find out the name of the person responsible for recruiting the role and some key company information can also show that you’ve done your research.
• Research the company you are applying to , and include information about them in your covering letter, detailing what attracts you to work for them. This will demonstrate that you have taken the time to research their work, and you are enthusiastic to work for them, rather than just sending a generic letter.
• Keep it clear and concise One A4 page will be enough for a covering letter. you want to grab the employer’s attention in the first few lines, as you would with your CV. However, don’t rewrite your CV, just include key statements that will impress a prospective employer.
• Spell Check Ensure your letter is free of spelling mistakes and grammatical errors! Employers may be put off if your application consists of lots of grammar mistakes, especially if the role requires attention to detail!
• Contact Details Where ever possible send your letter and CV to a named individual, rather than using sir/madam. Research using websites or contact their HR department and get yourself a name of who to address your letter to.

If you need further advice, or you would like a staff member to look over your covering letter, the  Careers and Employability Service  Drop Ins (daily, 10.30am – 12.30pm and 2pm – 4pm in the Careers Building) are a great place to start, where qualified employability and careers advisers are on hand with support and advice.

Useful sites for further information:

CV and cover letter advice

Top ten tips for writing cover letters

Cover letters advice from Prospects

Writing a cover letter

Getting started

Let employers know why you're the right choice for the job

The aim of a cover letter is to persuade an employer to read your CV - so it's vital to make an impact with yours. It needs to highlight why you're interested in the job and why you're suitable for the role you're applying for.

Tips for a good cover letter

• Target your cover letter towards the employer and the job - researching the employer  is essential to show knowledge of the position applied for, and how you fit in the company
• Highlight relevant information from your CV – but don't just copy and paste
• Use the cover letter to explain any inconsistencies in your CV such as gaps in your employment history
• Tell the employer how their company will benefit from employing you
• Make sure the paragraphs are short and clearly themed
• Use no more than one side of A4
• Wherever possible, address the cover letter to a named person - you may have to ring the employer to find the name of the person you should be writing to

How to structure your cover letter 

Contact details.

Start with your contact details in the top right-hand corner of the A4 letter.

Then write the company address in the top left-hand corner.

First lines

You should try and find out the name of the person to whom you're addressing the letter. If it’s not possible, you should use "Dear Sir/Madam".

In the next line, include a reference to the job title and reference number such as "RE: Graduate Trainee – Finance stream (reference: abc/123/pb)".

Introduction

The first section of a cover letter is a chance to briefly introduce yourself. Include what subject you are studying at University and at what stage of University you are. Confirm the role that you're applying for and where you saw it advertised.

The next sections should consist of no more than two or three brief paragraphs. Explain why you're interested in the role and provide evidence to support your interest. For example, you may want to talk about work experience or aspects of your course that inspired your interest. Ensure all your evidence from your studies, work experience and volunteering is related directly to the position you're applying for.

Evidence how you meet the job requirements, keeping it clear and concise. Explain your specific interest in the organisation you’re applying to and why you want to work for them. You need to research the employer well . You may want to evidence your interest in one of the organisation’s projects, area of work, ethos or values. Make sure you come across well prepared. Remember to be positive in explaining what you could contribute to the role and the business of the employer.

Final paragraph

In the final paragraph, remember to conclude the letter on a friendly note. Thank the reader for their attention and for considering your application. You can also use this space to offer to supply additional information, such as a reference.

End the letter by signing off "Yours sincerely" if addressed to a person or "Yours faithfully" if you have addressed it to Sir/Madam.

Disability disclosure

The decision to disclose a disability to an employer is a personal one and may be based on factors such as the nature of the disability and the demands of the role being applied for. Disabilities can be disclosed in a cover letter, but may also be disclosed at other stages in the application process and decisions about this are largely a matter of personal preference and judgement.

If disclosing disabilities, always do so in a very positive manner, explaining any assistance that may be needed. If necessary, speak with a careers adviser or contact the employer directly before sending in any applications to discuss any support that may be required during the selection process or in the role itself. It's important to answer any direct questions from the employer fully and honestly.

If you are a student or graduate with a disability, disclosing your disability is a personal choice. You could choose to disclose your disability within the cover letter. Alternatively, you may choose to wait and discuss this in person at a later date. We have a guide to disability, equality and diversity  when applying for jobs.

Get more guidance on applying for jobs

Book an appointment with one of our advisers for more help with applying to jobs! 

Cover letters

A cover letter is the introduction to your job application. It focuses on why you are applying and how you fit both the job and the organisation. You usually use a cover letter to respond to a job advertisement or to make a speculative application .

The purpose of a cover letter is to impress an employer, encourage them to read your CV and leave them wanting to find out more about you. It’s also usually the first thing an employer reads, so it needs to convincingly explain how you are a match for the job you are applying for. You should write a new cover letter for every job you apply to.

To get immediate, AI-generated feedback on your cover letter, you can  submit your cover letter to CareerSet . Students can access CareerSet using their university email address. Graduates can access CareerSet by emailing  [email protected]  for an access code.

Content and structure

In general, your cover letter should include five paragraphs:

• Introduction – Explain why you are writing. Say where you saw the job advert and introduce yourself.
• Why this type of work – Describe why you are interested and motivated by the type of work you are applying for.
• Why this employer – Explain why you are interested in this particular organisation, showing evidence of researching the employer. Mention if you have met anyone from the organisation at a careers event or through LinkedIn .  Avoid repeating text from the organisation’s publicity information.
• Why you – Explain briefly why you are suited to the job. Mention your relevant skills, experience and knowledge. Look at key words that occur often in the job description and structure what you say around them. For example, if the job description repeatedly refers to the need to have ‘sales skills’, include your skills and experience in sales wherever you can. Ensure that you also note the specific outcome of what you have done, and quantify when possible. For example, if you saved a previous organisation a certain amount of money, say what amount it was; if you led a team that delivered a presentation, say how many were in the team and the audience you presented to.
• Conclusion – End politely, saying you believe you've shown that you've met the requirements of the job and you look forward to hearing from them.

Formatting and length

Your cover letter should be consistently and professionally presented.  Employers will reject applications with poor spelling or grammar, so write in good English and revise   English grammar rules . If applying for jobs in the UK, ensure you use British spelling throughout.

If you use English as a second language, the University's  Academic English Service  offers one-to-one tutorials to help you improve the accuracy of your language in job and internship applications.

Your cover letter should also follow the layout of a professional letter. This means including your own address details, as well as the employer’s.

You should also take note of the following points:

• Aim for one A4 page in length. Avoid using too much text – be concise.
• The font should be no smaller than size 10 and no larger than size 12. You should choose a modern and professional font style, such as Arial, Calibri or Times New Roman.
• If possible, always write to a named individual. Ensure your tone is formal and professional: you should say ‘Dear Ms/Dr/Mr Smith’ and end with ‘Yours sincerely’. If you can’t find a named individual, write ‘Dear Sir or Madam’ and end with ‘Yours faithfully’.
• Give your cover letter a title to reflect what it is about, including the job title or job reference code. These are important as the organisation may be recruiting for several posts at the same time, and it may not be obvious which one you are applying for.
• As your cover letter and CV are a package, present them similarly, including using the same font.

Emails and cover letters

When applying for a position by email, you can use the email itself as a cover letter and attach your CV, or write a brief email message and attach a separate cover letter and your CV.

If you choose to use the email as your cover letter, structure and format your email as described above. Use the email subject line to explain the purpose of the email.

If you choose to attach your cover letter to your email, avoid repeating information in the email which is in your cover letter. The email should be brief and professional, referring to your CV and cover letter attached.

Cover letter example

As a guideline, here is an example cover letter to give you an idea of how to put the above advice into practice:

• Example cover letter (PDF)

Additional resources

• General cover letter advice (Prospects)
• Speculative cover letters (Prospects)
• General speculative application advice (TargetJobs)
• Graduate CV and covering letter templates (TargetJobs)
• Graduate attributes (Careers Centre)

Erica school Cover Letter (1)

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Make applications

Covering letters.

Whenever you submit a CV you also need to send a tailored covering letter (or email). It should explain your motivation for that role and organisation and emphasise your relevant skills and experience.

Your covering letters need to:

• Be specific to the role and highlight why you are suitable, refering to your CV where necessary
• Show you have researched the company and reflect this in your reason for applying
• Present you in a concise, logical and structured way, that is readable and interesting

For further information and advice, head over to our Careers Network Learn Module CA007 , to see examples, checklists and top tips, and to access our interactive online course Excel in Employer Selection Processes.

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Careers at UW–Madison Extension

Extension is your opportunity to bring university resources to communities across Wisconsin. We bring research, solutions, guidance, and partnership to all areas of the state. Make a difference where you live by joining our team and supporting families, businesses, organizations, and more.

Application Information

Resume tips.

Before applying, be sure to update your resume to best reflect your experience and qualifications related to the job you are applying for.

• Include experience – include your work history and lived experience that is relevant to the position. Highlight roles and responsibilities that are related to the qualifications on the job announcement.
• Include relevant skills – provide a clear overview of your skills and how they fit the job.
• Include training/education – describe any coursework that matches the job requirements.
• Include any personal details in your resume that do not relate to the job. Examples include gender, ethnicity, photos, or political party.

Letter of Qualifications (cover letter)

A letter of qualifications is a document which highlights specific examples of your experience and/or training as they relate to each of the required and preferred qualifications listed in the position description.

Example: The job that you are applying for includes experience in planning and teaching educational programs and ability to work cooperatively with other agencies and community-based organizations. In your letter of qualifications, you would list these details:

• My experience in planning and teaching educational programs is….
• Examples of work I have performed that include planning and teaching educational programs are….
• My experience working cooperatively with community-based organizations is….
• Examples of work I have performed in cooperation with community-based organizations include….

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