How to write an HR administrator cover letter (with example)

Updated 13 April 2023

Human resources (HR) administrators oversee the administrative tasks required to onboard new hires. They may manage the recruit's employment details on company databases, arrange training events or design staff handbooks that provide recruits with information about the terms of employment. If you wish to become a human resources administrator, writing a cover letter may help impress recruiters. In this article, we explain how to write an HR administrator cover letter before providing a cover letter template and two example letters.

How to write an HR administrator cover letter

This section provides a step-by-step guide on how to write an HR administrator cover letter:

1. Select a cover letter format

The first step that you might take to write a cover letter for human resources administrator roles is to choose a cover letter format. As hiring managers receive your letter alongside your CV, include three paragraphs that summarise essential details excluded from your CV. Use the paragraphs to split your argument into three key sections: the introduction, persuasion and conclusion. These paragraphs create a clear and flowing narrative that explains why firms can benefit from hiring you as a human resources administrator. Limit the paragraphs to 100 words so that hiring managers can easily understand your line of argument.

Related: How to use the best cover letter format (with examples)

2. List essential information

At the top of your cover letter, include several pieces of identifying information, such as your full name, email address, phone number, home city and postcode. If you plan to mention an education degree or certification in this letter, include it next to your name to show the reader that you're qualified to become a human resources administrator. Below your personal details, include the date of writing and the hiring firm's trading name.

3. Write an introduction

To introduce the first paragraph, use a greeting line that includes the hiring manager's name, such as dear Joe Smith. In the introduction, explain why you're applying for jobs as a human resources administrator and what attracted you to this organisation. You may also relate this attraction to your career goals. For example, if you view this role as a means of advancing to senior human resources roles, explain that you might use the job to develop effective organisation skills. By explaining how personal growth also benefits the hiring organisation, you're more likely to receive interview offers.

Related: HR administrator: job description, duties, salary and tips

4. Persuade the reader

In the second paragraph, outline how your past professional and academic experiences make you well-suited to a career in human resources administration. Use past statistical achievements to quantify the economic or productive benefits you may bring to the recipient's organisation. For example, if you currently work as an office administrator, explain that you delivered a 12% efficiency saving by merging colleagues' wages, benefits and insurance data into one database. You can also outline how you can leverage this experience to succeed in the role for which you're applying.

Related: What is persuasion? (A guide on how to use this skill)

5. Write a conclusion

In the final paragraph, show gratitude for being able to apply for the post of human resources administrator. You may also summarise your arguments from the second paragraph, outlining why you're ready to take on extra responsibilities. For example, if you aim to specialise in managing recruits' learning and development, explain that writing staff handbooks allowed you to learn how behavioural science theory influences staff training. At the end of the letter, include the complimentary close yours sincerely and attach a written signature.

Related: How to write a conclusion (including tips and examples)

Cover letter template for human resources administrators

This section includes a cover letter template for human resources administrators:

[First name] [Last name], [Degree or certification if applicable]
[Phone number] | [Email address] | [City], [County] [Postcode]


[Company name]

Dear [Hiring manager's first name] [Hiring manager's last name],

[Express excitement for the position, including the role title and the company name]. [Introduce yourself by explaining why you're applying for the job and how the job aligns with your career goals and what specifically draws you to the company].

[Explain your relevant experience and qualifications without repeating what's in your resume]. [Highlight one to two relevant achievements with facts and data when possible]. [Explain why you'd be a good fit for the company]. [Optional - address employment gap or career transition].

[Express gratitude]. [Summarise qualification]. [Restate interest in the role]. [Call to action + availability and preferred contact method]

[Complimentary close],


Related: Why and how to use a cover letter template in Word

Cover letter examples for human resources administrators

This section includes two sample cover letters for human resources administrators:

Data management specialist cover letter

Use this sample cover letter as a guide when applying for human resources administrator jobs that specialise in data management:

Darren Blackwood, BA in Human Resources Management 07194 123456 | | Southampton

November 2022

SoftCorp Ltd. UK

Dear Stephen Matthews,

I'm excited to apply for the human resources administrator (data management) job advertised by SoftCorp Ltd. UK. As an organised and resilient individual with over two years of experience in human resources, I believe that the job offers a good opportunity to specialise in data protection. I also feel I can use this opportunity to gain helpful experience influencing internal data privacy and access policies. As a leading innovator in the data security solution market, SoftCorp is the ideal place to further develop my data protection skills.

As a human resources administrative assistant for UltraTech, I manage data entry processes for contractual, payroll and timesheet data for new and existing employees. In this role, I've cut cost-per-hire rates by 30% by streamlining employment data into a single database. Before joining UltraTech, I earned a (BA) Human Resources Management degree, completing an administrative work placement in UK Foods Ltd's sales team for my third year of study. Here, I earned the 'Trainee of the Year Award' for the 2018/19 academic year.

Thank you for reviewing my application for the human resources administrator (data management) position. I look forward to learning more about the position's responsibilities. Given my career success so far, I feel well-positioned to advance into a mid-level human resources role and deliver financial savings for SoftCorp Ltd. UK. I look forward to hearing from you.

Yours sincerely,

Darren Blackwood

Related: Complete guide: how to write a human resources cover letter

Employee relations specialist cover letter

Use this sample cover letter as a guide if you're applying for human resources administrator jobs specialising in employee relations:

Alexandra Smith, Level 7 Diploma in Workplace Management
07419 234567 | | Wolverhampton

November 2022

GB Bargains

Dear James Whitlock,

I'm writing to express interest in the human resources administrator (employee relations) role made available by GB Bargains' store in Wolverhampton. With four years of experience working in junior human resources administration jobs, I possess the conflict resolution and critical thinking skills required to create harmonious and constructive work cultures. I also feel that this role provides an opportunity to gain experience creating SMART goals to maximise colleagues' output and personal growth potential. I could use this knowledge to meet my long-term career goal of becoming a human resources manager.

As a junior human resources administrator at Taylor's Superstores, I follow instructions from senior colleagues to create training materials for new recruits. Here I've cut average onboarding training periods by four days, helping recruits to carry out independent learning by accessing training resources via a self-service portal. I feel that I might transfer the experience to create training policies that enable new recruits to integrate smoothly into existing teams. I've also balanced work with further education, earning a Level 7 Diploma in Workplace Management in the past 18 months.
Thank you for taking the time to consider my application. Given my track record of organising training processes for new recruits, I feel that I'm the perfect candidate to take on senior human resources administration responsibilities. I look forward to receiving your response in the next few weeks and discussing this position further.

Yours sincerely,

Alexandra Smith

Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.

Disclaimer: The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

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