Small details, big signals
A shortlister often decides whether you are careful before reading your evidence. The address, the subject line and the attachments all send a signal. Get them right and nobody notices. Get them wrong and some panels stop reading.
Address the letter correctly
- Use the title the posting gives. Kenyan postings often name a role, such as the Human Resource Manager or the Secretary of a County Public Service Board. Copy it exactly.
- Add the organisation's name and address as the posting shows them.
- Use a person's name only if you are sure of it. A wrong name or spelling is worse than none.
- Without a name, "Dear Hiring Manager" suits most private firms and NGOs. "Dear Sir/Madam" is still common and acceptable for public bodies.
Match the sign-off to the greeting
The traditional pairing still applies in Kenya. A named person takes one sign-off; a title or "Sir/Madam" takes the other. Finish with your full name as it appears on your certificates.
Follow the subject line instructions exactly
Many postings tell you what to write in the email subject. Public bodies may reject applications that ignore it. Copy the wording and reference number character for character. If no format is given, keep it short: the role title and your name.
Inside the letter, a bold reference line above the greeting should repeat the role title exactly as advertised.
Choose the right sending format
- Email: attach your letter and CV as PDFs named with your name. Write a short, polite covering message.
- Portal: paste the letter into the box, leaving out parts the system already holds. Watch the character limit.
- Hard copy: print cleanly, sign in ink and deliver before the deadline. Keep a copy and note the date.
If the posting says something different, the posting wins.
The final check
Before you press send, check the organisation's name everywhere it appears. Reusing a letter and forgetting to change the employer is a common, avoidable mistake. It usually ends the application immediately. Then confirm every requested attachment is there, and nothing extra.
In the full lesson
- The subject line patterns Kenyan employers commonly specify, and a safe default
- How to lay out the reference line, date and contact block
- A sample covering email to send with your attachments
- Step-by-step guidance for portals and hand-delivered applications