Motivation letter
Definition and significance of the term
The motivation letter is an independent document within the application process in which applicants set out their reasons for applying. It complements other documents such as the CV and cover letter and offers the opportunity to explain personal motivation, objectives, and relevant competencies with regard to the desired position in the company. In contrast to the CV, which primarily presents data and career milestones, the motivation letter focuses on the applicant’s individual engagement with the advertised position, the company, and their own development wishes.
The text often addresses questions such as: Why are you applying for this position? What attracts you to this specific employer? and What qualifications and personal qualities make you a suitable candidate?
Position in the application process
Role of the Motivation Letter
As part of an application for a position in a law firm, the motivation letter serves as additional insight into the reasons and personality of the applicant. It is usually requested in addition to the cover letter, especially in selection processes with higher competition or in the context of international applications and internships.
Relevance for entry into a law firm
While the cover letter addresses more formal aspects and core qualifications, the motivation letter allows for a differentiated presentation of the applicant’s individual interest in the field of activity, the law firm’s working methods, and potential development prospects. For employers, this document offers the opportunity to assess not only professional suitability but also the fit with the company culture and the areas of responsibility.
In the selection process, the motivation letter can be decisive in distinguishing between applicants with similar professional qualifications and in identifying candidates with high intrinsic motivation and commitment at an early stage.
Requirements and expectations from the employer’s perspective
Employers expect a convincing and coherent argumentation in the motivation letter. The contents should be individually tailored to the position and the company, clearly demonstrating why the applicant is a good fit for the advertised position.
Typical requirements include:
- Specific reference: A clear connection should be established between your own experiences, skills, and the requirements of the position.
- Structured presentation: The letter should have a clear structure, with an introduction, main section, and conclusion.
- Independence: Standardized or less personalized letters are generally rated less positively.
- Linguistic accuracy and clarity: Careful use of language, grammar, and spelling is expected.
- Length: The motivation letter should generally comprise one to a maximum of two pages in order to present the most important aspects precisely.
Common misunderstandings and misinterpretations
A common misunderstanding is the assumption that the motivation letter and cover letter serve the same purpose. While the cover letter initiates the application and focuses on qualifications and expectations for the position, the motivation letter is more strongly oriented towards personal reasons, goals, and interdisciplinary skills.
Another misconception is to use the motivation letter solely to repeat resume data. However, employers expect an independent engagement with content that goes beyond the CV.
Some applicants use overly general wording or omit individual references to the law firm, making it difficult to distinguish their application from others and risking being interpreted as a lack of interest.
Practical tips for applicants
Preparation and research
Before preparing the motivation letter, it is advisable to engage intensively with the law firm, its orientation, its main areas of activity, and cultural specifics. Information from the website, recent publications, or conversations with employees can help to formulate your motivations in a targeted manner.
Structure of the motivation letter
- Introduction: Personal introduction, stating the desired position, and motivation for applying.
- Main section: Illustration of your own qualifications, strengths, and experiences in relation to the job advertisement. Presentation of the intersection between your own goals and the development opportunities within the law firm.
- Conclusion: Summary emphasizing motivation and goals, outlook, and willingness for a personal interview.
Language style and content design
- Authenticity: Personal and honest motivations are more convincing than exaggerated self-promotion.
- Conciseness: Clear and concrete statements improve comprehensibility and readability.
- Individuality: Referring to specific projects, values, or offerings of the law firm shows genuine interest.
Formalities
A professional layout, flawless language, and adherence to formal requirements (such as page limits or format, if specified) are considered a matter of course.
Frequently Asked Questions (FAQ)
Is a motivation letter required for every application?
A motivation letter is not mandatory for every application. Whether it is required is usually determined by the specific job posting or the requirements on the law firm’s career page. If it is expressly required, it should be prepared with care.
How does the motivation letter differ from the cover letter?
The cover letter is generally a formal introduction to the application, summarizing qualifications in relation to the position. The motivation letter delves deeper into personal motivations and the fit with the law firm, and should contain new, additional aspects.
What length should a motivation letter have?
Generally, one to a maximum of two pages is sufficient. The letter should be precise and to the point.
Should the motivation letter address personal weaknesses?
The focus should be on strengths, skills, and positive development perspectives. Challenges or development potentials can be addressed if they result in a positive learning effect or self-reflection.
Are there any formal requirements that must be observed?
Unless the job posting contains specific instructions, a factual letter style is recommended. Graphic design elements or unusual layouts should be avoided.
The motivation letter offers applicants the chance to convincingly present their personality and motivation for the desired position in a law firm. Careful and individualized preparation significantly contributes to success in the application process.
Frequently Asked Questions
What legal requirements exist for the contents of a motivation letter?
Motivation letters are generally subject to the principle of freedom of contract under German law, which gives applicants and employers considerable freedom regarding form and content. However, applicants must observe applicable laws in their motivation letter, in particular the General Equal Treatment Act (AGG). Discriminatory statements—especially regarding gender, age, religion, disability, sexual identity, or ethnic origin—are strictly prohibited by law. All statements made are also subject to the requirement of truthfulness, meaning that false information given for application purposes may constitute fraudulent misrepresentation and result in employment law consequences (e.g., immediate termination or claims for damages). In addition, the protection of personality rights and data protection regulations is essential; for instance, no sensitive third-party data may be included in the letter without their consent.
What data protection requirements must be observed when sending a motivation letter?
The motivation letter contains the applicant’s personal data and is therefore subject to the provisions of the General Data Protection Regulation (GDPR). In principle, the transmission of a motivation letter should take place via secure channels in order to prevent unauthorized access by third parties. Applicants have the right to request information about the processing of their data and to request deletion once the processing purpose has been fulfilled. Employers are obliged to destroy or return application documents, including the motivation letter, after completion of the application process, taking into account statutory retention periods. If motivation letters are sent by email, attention should be paid to encryption and secure storage to minimize data protection risks.
Is a motivation letter legally binding?
A motivation letter does not legally constitute a binding contract offer within the meaning of the German Civil Code (BGB), but rather is a one-sided declaration of intent intended to set out motivation, qualifications, and suitability. Nevertheless, statements made in the motivation letter may be considered as assurances or quality specifications should an employment contract be concluded, provided they were essential to the employment. False statements or deliberate misrepresentation (‘application fraud’) may subsequently result in the contract being voided or immediate termination. Its legal binding effect is therefore indirect and depends on the specific circumstances in each individual case.
Can statements in a motivation letter have employment law consequences?
Yes, false or misleading statements in the motivation letter can have employment law consequences. If significant deception—regarding, for example, qualifications or previous employment—is discovered after the fact, this may constitute grounds for rescinding the employment contract due to fraudulent misrepresentation in accordance with § 123 BGB. Employment courts assess the severity of the deception and its relevance to the employment relationship. Minor infractions are often deemed insignificant, whereas serious misstatements (e.g., about professional qualifications) almost always have employment law consequences, including claims for damages.
What legal limitations apply to the scope of a motivation letter for application purposes?
There are no statutory requirements regarding the length or scope of a motivation letter. However, in line with the principle of purpose limitation under the GDPR, only information relevant to the application may be processed. Employers may not request more information from applicants than is necessary. The principle of data minimization obliges both parties to avoid unnecessary or irrelevant information. In addition, applicants have the right to refuse to provide certain—particularly highly sensitive—details such as marital status, pregnancy, or union membership unless they are strictly necessary for the recruitment process.
Are there templates or legally verified samples for motivation letters?
Legally binding or even mandatory templates for motivation letters do not exist. Templates and samples available on the internet serve only as guidance and do not constitute legally verified documents. Applicants should therefore ensure that templates do not contain discriminatory language or prompt the disclosure of unnecessary, data-sensitive information. As a rule, it is advisable to customize publicly available templates and, in case of doubt, seek legal advice regarding compliance with legal requirements.
Must employment references, certificates or proof be included or mentioned in the motivation letter?
There is no legal obligation to quote or enclose employment references, certificates or proofs in the motivation letter. They are usually submitted as separate attachments as part of the complete application documents. However, false statements about qualifications or experience must not be made in the motivation letter as such assertions must be demonstrable in case of a dispute. Referring deliberately to certain proofs in the letter is permitted, but not a mandatory requirement. From a data protection perspective, only relevant evidence may be processed and stored.