A strong secretary cover letter shows employers you can keep an office running smoothly, handle sensitive information, and communicate professionally on behalf of leadership. Whether you are applying for your first administration role or moving up from a junior position, your cover letter needs to demonstrate reliability and attention to detail. This guide walks you through exactly what to include, what to avoid, and how to structure each paragraph. If you need a refresher on general principles first, see our guide on how to write a cover letter.
What employers look for in a secretary cover letter
Hiring managers screening secretary applications focus on a specific set of competencies. Your cover letter should address as many of these as possible with concrete evidence:
- Correspondence management — Drafting, formatting, and routing emails, memos, and formal letters on behalf of executives or departments.
- Scheduling and calendar coordination — Booking meetings across multiple time zones, resolving conflicts, and sending confirmations without errors.
- Minute-taking — Recording accurate, well-organized meeting minutes and distributing them promptly.
- Document management — Maintaining filing systems, both physical and digital, so records are retrievable within seconds.
- Discretion and confidentiality — Handling sensitive personnel, financial, or legal documents without breaches.
- Software proficiency — Working efficiently with Microsoft Office, Google Workspace, scheduling tools, and document management platforms.
Employers want proof, not claims. Wherever you can, pair each skill with a number, a result, or a specific scenario from your experience.
How to write a secretary cover letter that gets interviews
1. Open with relevance, not a generic greeting
State the exact role and company name in your first sentence. Mention one qualification that directly matches the job posting, such as years of experience coordinating executive calendars or a specific software tool the employer uses. This signals you have read the listing carefully, which is exactly the attention to detail a secretary role demands.
2. Highlight organizational impact with metrics
Vague statements like "I am very organized" do nothing to separate you from other candidates. Instead, quantify your contributions. For example, mention the number of calendars you managed simultaneously, the volume of correspondence you processed weekly, or how you reduced document retrieval time by implementing a new filing system. If you have experience similar to an administrative assistant, draw on those transferable achievements.
3. Show you understand office dynamics
Secretaries interact with every level of an organization. Demonstrate your ability to communicate upward with executives and laterally with departments. If you have supported C-suite leaders, reference that experience the way an executive assistant would. If your background is broader, emphasize versatility like an office assistant transitioning into a more specialized role.
4. Close with a clear next step
End your letter by expressing genuine interest in the specific company and suggesting a concrete follow-up, such as availability for an interview during a particular week. Avoid passive closings like "I hope to hear from you." A direct, professional close mirrors the proactive communication style employers expect from a secretary.
Secretary cover letter example
Replace company names, tools, and achievements with your own experience.
Subject: Application for the Secretary position
Before you send your application
Use this quick checklist to catch common mistakes before submitting:
- Company and role match — Confirm the company name and job title are correct throughout the letter. Generic letters get discarded.
- Metrics included — At least two concrete numbers appear in the body (correspondence volume, typing speed, meeting count, time saved).
- Software mentioned — Name the specific tools listed in the job posting.
- Length check — Keep the letter under one page, ideally 250 to 350 words.
- Proofread twice — Typos in a secretary application signal carelessness. Read it aloud, then have someone else review it.
For more role-specific tips within administration, see our guide on writing an administrative assistant cover letter.
FAQ
How long should a secretary cover letter be?
Aim for 250 to 350 words, which fits comfortably on one page. Hiring managers often review dozens of applications in a single sitting, so brevity works in your favor. For more on structure and length, see our cover letter format guide.
What if I have no secretary experience?
Focus on transferable skills from any role where you managed schedules, handled correspondence, or maintained records. Volunteer work, internships, and academic projects all count. Our no experience cover letter guide offers specific strategies for positioning yourself without direct job history.
Should I mention my typing speed?
Yes, if it is above average. A typing speed of 60 words per minute or higher is worth including because it signals you can handle high volumes of correspondence and data entry efficiently.
How do I write a secretary cover letter as a recent graduate?
Lead with relevant coursework, internships, or campus roles that involved scheduling, communication, or document handling. Emphasize your willingness to learn and any software certifications you hold. Our entry-level cover letter guide has additional tips for making a strong case without years of experience.
Do I need a different cover letter for every secretary job?
Yes. Tailor at least the opening paragraph and one body paragraph to each employer. Reference the company name, specific tools they use, and responsibilities listed in the posting. A generic letter suggests you are mass-applying rather than genuinely interested in the role.