Crafting Motivation Letters For Austrian Universities

Writing a letter of motivation for a job application in Austria requires careful consideration of cultural differences. In Austria, the cover letter is often more important to employers than the CV, as it gives an insight into the applicant's future plans and how they will fit into the company. The cover letter should be written in a clear, factual, and engaging tone, with no embellishments. It should be no longer than one A4 page, and include the applicant's name, address, telephone number, and email address. If applying from abroad, it is crucial to mention the right to work in Austria.

Language: German or foreign languages depending on the company and your fluency

When applying for a job in Austria, you may use either German or another foreign language, depending on the company and your fluency. However, it is important to stick to one language once chosen. It is worth noting that not knowing the German language will put you at a disadvantage compared to local job seekers, as basic knowledge of German is considered necessary for daily office life and life outside of work.

Your cover letter should be typed in the correct German or other foreign language on one to a maximum of one and a half A4 pages. It should include your name, nationality, and contact information, such as your address, phone/fax, and email. Any contact details you provide must remain accurate over the long term, as cover letters and CVs are often kept on file for extended periods. A daytime phone number with an international access code and an email address are particularly important.

If you are applying from abroad, it is crucial to mention if you possess an Austrian work permit or are an EU citizen due to the rigorous work permit restrictions in the country. Additionally, if you are an American or British applicant, you may be at a slight disadvantage due to the difference in application systems. In most cases, you will not have any written references, which are commonly included in Austrian applications. It is recommended to explain this discrepancy to your potential employer and, if possible, obtain at least one written reference from your previous employer. Ensure that any references are translated into German, as you cannot expect your Austrian employer to understand English well enough to read the original.

Format: Typed, clean typeface, factual and engaging

When writing a motivation letter as part of a job application in Austria, it's important to follow a few basic rules to make a good impression. Here are some guidelines for formatting your letter in a clean typeface with engaging, factual content:

Contact Information:

Start with your name, address, telephone number, email address, and nationality. This is crucial as employers often keep cover letters and CVs on file, so your details need to remain accurate and up to date.

Greeting:

If you know the name of the contact person, address them directly ("Dear Mr Mustermann"). If not, use "Sehr geehrte Damen und Herren," or an English greeting if writing in English. Avoid using "Sir/Madam" if possible, as a personal form of address is preferred and comes across as more engaging.

Subject:

State the subject of the letter, which in this case would be your motivation for applying for the position.

Body:

The body of your letter should be clear, concise, and engaging. Focus on your present and future plans, showing how your past experiences and skills are relevant to the position and what you can offer the company in the future. Avoid simply repeating what is in your CV. Instead, highlight your academic and professional qualifications, work experience, and personal skills that make you a strong candidate. If you are an international applicant, mention if you possess an Austrian work permit or are an EU citizen due to work permit restrictions.

Finish the letter by expressing your interest in the position and requesting an invitation for an interview. This shows your eagerness to present your application personally.

Formatting:

Type your letter, ensuring it adheres to the correct format standards in Austria (e.g., ÖNORM A 1080). Use a clean typeface, and keep the letter to one or, at most, one and a half pages. Avoid grammatical and spelling errors by proofreading and having someone else review your letter.

Remember, while it's essential to follow these formatting guidelines, don't be afraid to use your creativity and individuality to make your application stand out!

Content: Current and future plans, academic and professional titles, and motivation for applying

A cover letter is your chance to set yourself apart, attract the employer's interest and draw them in for a closer look at your CV. It is an integral part of your job application and should refer to your present and future plans, showing your prospective employers what you want to do now and what you will do for them in the future. Recruiters and employers are interested mostly in the future of the companies they represent.

• Begin your cover letter with your name, nationality, and contact information, including your address, phone/fax, and email. Include a daytime phone number with an international access code as this is the most important.
• Type the cover letter in the correct German or another foreign language on one to a maximum of one and a half A4 pages.
• Name the position, the source of information about the job, and qualifications for it without simply repeating what is in the CV.
• Remember that academic and professional titles carry a lot of importance in Austria.
• Mention your education, practical experience, and personal skills.
• Explain why you are applying for the job and why you consider yourself the right person for it.
• If you are applying from abroad, mention if you possess an Austrian work permit or are an EU citizen due to rigorous work permit restrictions.
• Finish the letter by asking for an invitation to interview and enclose copies of diplomas, testimonials, and exam results.

Length: One to one-and-a-half pages

A motivation letter is your initial contact with a company, so it's important to get it right. This is your chance to make a good first impression, stand out from other applicants, and convey why you are a good fit for the role.

Format and Language:

The letter should be one to one-and-a-half pages long and typed in a clean typeface. It is recommended to use the German language if you are fluent, as this will give you an advantage over other applicants. If you are not fluent, you can use another language, but be sure to stick to one language throughout.

Contact Information:

Begin the letter with your name, nationality, and contact information, including your address, phone number, and email. Ensure that any contact details you provide will remain accurate in the long term, as cover letters are often kept on file.

Position and Source:

Clearly state the position you are applying for and where you saw the job advertisement.

Qualifications and Experience:

Highlight your qualifications and experience relevant to the role. Mention your academic and professional titles, as these carry a lot of weight in Austria. If you have work samples, you can refer to them here and include them as part of your application.

Education and Skills:

Briefly describe your educational background, practical experience, and personal skills. Explain why you are a strong candidate for the position and why you are interested in it.

Work Permits:

Due to work permit restrictions in Austria, it is important to mention if you possess an Austrian work permit or are an EU citizen.

Invitation to Interview:

Finish the letter by requesting an invitation to interview and expressing your interest in presenting your application in person.

Attachments:

Enclose copies of relevant documents such as diplomas, testimonials, exam results, and written references. If you are applying from abroad, remember to include proof of your right to work in Austria.

Salutation:

Use a correct personal form of address. Avoid using a generic "Dear Sir/Madam". Take the time to find out the name of the person who will be reading your letter and address it to them. If you cannot find a contact person, address it to the personnel department or the company's HR department.

Proofreading:

Before sending your letter, have someone proofread it for spelling and grammar mistakes. Ensure that your letter is clear, factual, and engaging.

Remember, while it is important to follow the above guidelines, you can also use your creativity and individuality to make your letter stand out, especially if you are applying for a role in a creative field. Good luck with your job search!

Address: Named contact person or HR department, postal and email addresses

The address section of your motivation letter is the first thing your prospective employer will see, so it's important to get it right. Here are some tips to help you format this section correctly and make a good impression:

• Named Contact Person or HR Department: If you know the name of the contact person, address the application personally to them. This is always preferable to a generic greeting. If you don't know the name, address it to the personnel department or use "Sehr geehrte Damen und Herren" (Dear Sir or Madam in German). If you are applying to a university and don't know who will be reading the letter, it is acceptable to use an English greeting.
• Postal Address: Include the full postal address of the company or institution you are applying to. Ensure that you follow the standard format for Austrian postal addresses.
• Email Address: Find out the email address of the named contact person or HR department and include this below the postal address.
• Your Address: At the top of your letter, include your name, address, telephone number, and email address. This is important as employers often keep cover letters and CVs on file, so any contact details you provide need to remain accurate for the long term.
• Format: Type your address and the recipient's address in a clear and easy-to-read format. The addresses should be left-aligned. Your address should be on the right, and the recipient's address should be underneath on the left.
• Language: Use either German or another foreign language, depending on your fluency and the company's preferences. If you choose to use a foreign language other than German, stick to that language throughout the letter. However, keep in mind that not knowing German will put you at a disadvantage compared to local job seekers.

Frequently asked questions