How To Write A System Administrator Cover Letter (With Tips)

Updated 13 February 2023

Cover letters are often the first point of contact between a recruiter and a potential candidate. A well-written cover letter helps you gain the hiring manager's attention and distinguishes you from other candidates. Knowing how to write an engaging and impressive cover letter can help advance your career as a system administrator. In this article, we explain what to include in your system administrator cover letter, share a template and example to use as inspiration while writing your own and also discuss tips to help you better understand the cover letter writing process.

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

How To Write A System Administrator Cover Letter?

Here are a few tips to help you write a compelling system administrator cover letter:

1. Include the essentials

Ideally, a cover letter is one page and contains the following essential components:

  • Professional header

  • Greeting or salutation

  • Introduction

  • Letter body, usually two to three paragraphs

  • Conclusion

  • Closing

  • Signature

Ensure that your cover letter has a clean, professional look that matches your resume. Use white space to improve readability. Aim for a balanced look by keeping the paragraphs equal in length and avoiding large blocks of unbroken text. Choose a professional font between 10 and 12 points in size to make it easy for the reader to view your document on any device.

Related: How To Format A Cover Letter (With Example)

2. Begin with an engaging introduction

Use the introduction to gain the hiring manager's attention. Start by mentioning the job you are applying for and highlighting why you are applying for it. You can include your most impressive job qualifications, such as years of experience, a relevant certification or results you achieved in your previous roles, to explain why you are the most suitable candidate for this position.

Related: How To Become A System Administrator: A Complete Guide

3. Emphasise your technical skills

System administrators maintain an organisation's computer systems, networks and other IT infrastructure. They troubleshoot errors, repair system failures and ensure that all IT systems function seamlessly. Show employers that you can handle these tasks by highlighting your technical skills in the body of the cover letter. Here are a few ways to demonstrate your technical skills and establish your suitability for the role:

  • Share the operating systems and hardware platforms you are familiar with to demonstrate your suitability for the role.

  • Mention any certifications relevant to the position.

  • Include numbers, facts and other data to quantify your professional accomplishments.

Related: 11 Systems Administrator Skills (Plus How To Develop Them)

4. Emphasise your problem-solving skills

As a system administrator, you handle multiple IT issues and use your technical skills to resolve them. Critical thinking and quick problem-solving are two core skills that help you successfully perform your job as a system administrator. Use the situation-task-action-result (STAR) methodology to share examples of how you used these skills to resolve issues and deliver desired outcomes. You can include numbers, expenses and other factual details to quantify the impact of your actions and distinguish yourself from other candidates.

Related: How To Highlight Problem-Solving Skills On A Resume

5. Customise the letter to match the employer's requirements

Read the job description carefully to identify what employers are looking for in potential candidates. Make a list of the specific requirements for the role and try to align your skills and experiences to match them. You can also find more details about the job by browsing online job boards or checking the company website.

Related: How To Write A Windows Administrator Resume (With Template)

6. Include a call to action in the conclusion

Include a call to action in the final paragraph of the letter. For example, specify your availability and preferred communication channels so the hiring manager can quickly contact you to discuss the next stage of the hiring process. Complete the letter by summarising what you have mentioned so far, including one or two genuine compliments about the company and expressing gratitude to the hiring manager for taking the time to read and review your application.

Related: Interview Questions For System Administrators (With Answers)

7. Proofread and edit

System administrators are detail-oriented individuals who work efficiently and accurately. Ensure that your cover letter is error-free. You can use grammar checker tools to help you identify and rectify any inconsistencies. Alternatively, consider sharing the letter with a trusted colleague or mentor to get feedback and improve it.

System Administrator Cover Letter Template

You can build a professional cover letter by customising this template:

[First name] [Last name], [Degree or certification if applicable]
[Phone number] | [Email address] | [City], [State or Union territory]
[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 are applying for the job, 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 is in your resume.] [Highlight one to two relevant achievements with facts and data when possible.] [Explain why you would be a good fit for the company.] [Optional: address employment gap or career transition.]

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

[Complimentary close],


Related: How To Become A Database Administrator: A Complete Guide

System Administrator Cover Letter Example

You can use this example to help you create your cover letter:

Neeraj Kumar +91 77234 99000 | | Kolkata, West Bengal

25 January 2023

Crossfire Solutions

Dear Anupama Parthiban,

I am excited to apply for the role of System Administrator at Crossfire Solutions. With over seven years of experience at two major IT service providers, I have amassed system administrator and network security experiences that match the company's niche, making me an excellent fit for the role at Crossfire.

My previous professional responsibilities included installation, maintenance and functional testing of new hardware and software. I also have extensive experience designing and implementing robust network security solutions that protect organisational data and user privacy. I am proficient at preparing documentation and presentations that help other employees stay updated with the latest IT infrastructure and cybersecurity procedures.

My attention to detail and critical thinking helped my previous employer reduce IT costs by 25% in a year while improving the overall efficiency of IT systems by 40%. Besides systems management, I also developed a bespoke cybersecurity solution that helped my previous employer reduce spyware attacks and cyber intrusions by 15%. I have completed systems administration certifications from West Bengal University and enjoy gaining new knowledge to improve my skills.

I have previously met a few of your engineering and network security team members at professional conferences. I greatly enjoy the company's open culture and employee-friendly policies. I would love to share more about my skills and professional experiences in a formal interview at your convenience. I am available for further discussions and you can reach me via email. Thank you for taking the time to review my application.

Looking forward to hearing from you.


Neeraj Kumar

Related: How To Write A Linux Administrator Resume (With Example)

Tips For Writing A Cover Letter For A System Administrator Role

Here are a few tips to make your cover letter engaging and impressive:

  • Add new information not covered in the resume. Usually, employers request candidates to attach a cover letter and resume to their job applications. Highlight different experiences and skills on your resume and cover letter to add more value for the reader and distinguish your profile.

  • Address the letter to the right person. Research the job description and company to find the hiring manager's name and include it on the cover letter. If you cannot find the recruiter's name, you can address it as "Dear Hiring Manager".

  • Specify how you add value to your future employer. Review the job description carefully and draft the letter to emphasise how you can add value to the company and help them resolve their technical challenges.

  • Highlight your passion for the role. The cover letter is your first opportunity to impress the recruiter. Include natural wording and authentic phrases to convey your commitment to the role and convince the recruiter that you are the ideal candidate.

  • Align the letter to match the company's culture and goals. Research the company to learn more about its objectives, mission and organisational culture. Customise the letter to show how your personal qualities and professional experiences align with the company's culture.

  • Conclude with an exciting offer. Instead of concluding the letter by requesting an interview, engage the recruiter's attention by specifying how you can contribute to the company. For example, include a closing statement such as "I would love to have an opportunity to show you how to increase the reliability and security of your data servers by 60%."

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