How to write a cover letter: examples, templates, and tips

A cover letter is a 1-page document you send alongside your resume when applying for a job. Its purpose is to explain why your specific background makes you the right fit for the role and the organization.

Unlike a resume, which lists your qualifications, a cover letter tells the story behind them. It gives you space to connect your past work to the employer’s current needs, and to show you’ve done your research.

A strong cover letter is 250 to 400 words, 3 to 4 paragraphs, and written for that specific job. A generic letter sent to 50 employers reads like one. Tailored letters get responses.

A well-structured cover letter has 5 core components:

1. Header and greeting: Your contact information, the date, and the hiring manager’s name
2. Opening paragraph: The role you’re applying for and a direct statement of why you’re a strong fit
3. Body paragraph(s): 1 to 2 key achievements framed with evidence, tied directly to the job description
4. Company fit paragraph: Why this specific organization, not just any employer in the field
5. Closing and call to action: A clear request for an interview and your contact details

Each section has a specific job. If one is missing or vague, the letter weakens.

Follow these 5 steps to write a cover letter that gets from application to interview.

Put your name, phone number, email address, and city at the top of the page, matching the format of your resume. Below that, add the date and the hiring manager’s full name, title, and company address.

If you can find the hiring manager’s name, use it. “Dear [First name] [Last name]” is always stronger than “Dear Hiring Manager.” Check LinkedIn, the company website, or the job posting itself. If you still can’t find a name, “Dear [Company Name] Hiring Team” works.

Avoid “To Whom It May Concern.” It signals you didn’t research the role.

State the exact role you’re applying for and where you found it. Then, in 1 to 2 sentences, make the case for why you’re a strong fit.

Don’t open with “I am writing to apply for.” That’s how every other letter starts. Instead, lead with the most relevant thing about you.

The body paragraph is where most cover letters fall flat. Instead of listing duties, use the CAR method: Context, Action, Result.

• Context: What was the situation or problem?
• Action: What did you specifically do?
• Result: What was the measurable outcome?

Pick 1 to 2 achievements from your resume that map directly to what the job description asks for. Quantify the result wherever you can. Numbers make the claim credible and memorable.

This is the paragraph most applicants skip, and it’s often the one hiring managers read first. In 2 to 3 sentences, explain why you want to work for this company specifically.

Reference something concrete: a product launch, a public initiative, a value from their mission statement. Generic lines like “I admire your culture” add nothing.

Thank the reader, restate your interest, and ask for an interview. Be direct.

Sign off with “Yours sincerely” if you used a name in the greeting, or “Yours faithfully” if you used a title. Add your full name below.

A cover letter with no experience works when you shift the focus from what you’ve done to what you can do.

Use these strategies when you have little or no direct work history:

• Lead with transferable skills. Communication, project coordination, data analysis, and problem-solving apply across industries. Name the skill, then back it with a concrete example from education, volunteering, or a personal project.
• Use academic or extracurricular achievements. A final-year project with measurable results, a student organization you led, or a part-time role where you took on added responsibility all count.
• Reference the job description directly. Show you understand the role by mirroring the employer’s language. If they want someone “detail-oriented,” describe a situation where your attention to detail produced a specific outcome.
• Be clear about what you’re actively building. A sentence like “I’m currently developing my SQL skills through [specific course]” is stronger than leaving a gap unexplained. It shows initiative.
• Keep it shorter. 200 to 300 words is enough when you’re early in your career. Use the space well.

The opening still matters. Don’t lead with an apology for lack of experience. Lead with what you bring.

These are the errors that most often send a cover letter to the discard pile:

• Repeating your resume. The cover letter should add context, not restate bullet points.
• Writing one letter for every job. A generic letter tells the reader you haven’t thought about their specific role.
• Opening with “I am writing to apply for.” It wastes the first impression.
• Describing duties instead of outcomes. “I was responsible for X” is weaker than “I did X, which led to Y.”
• Making the letter about you, not the employer. Every paragraph should answer: what does this mean for them?
• Sending without proofreading. Spelling or formatting errors in a cover letter undermine the whole application.
• Going over 1 page. Anything longer signals you can’t prioritize information.
• Using a generic salutation when a name was findable. It signals low effort before the reader gets to the first sentence.

Format determines whether your letter gets read at all. Apply these rules before you send:

• Length: 250 to 400 words, 3 to 4 paragraphs, 1 page maximum
• Font: Match the font and size from your resume. 10 to 12pt in a clean serif or sans-serif font (Calibri, Georgia, Garamond)
• Margins: 1 inch on all sides
• File format: Save as a PDF unless the application asks for a Word document. PDFs preserve your formatting across every device.
• File name: Use your name and the role. “JaneDoe_CoverLetter_PeopleManager.pdf” is cleaner than “CoverLetter_Final_v3.pdf.”
• ATS compatibility: Avoid tables, text boxes, or graphics. Applicant tracking systems often can’t read them.
• White space: Short paragraphs with line breaks between them are easier to scan than dense blocks of text.

A well-formatted cover letter takes less than 5 minutes to set up and signals professionalism before anyone reads a word. Careerminds participants who approach their search with this level of preparation land new roles in an average of 11.5 weeks, with a 95% placement rate across our programmes.

Do you always need a cover letter? Not always. Some job postings explicitly say “no cover letter required.” If the field is optional, include one. Leaving it blank is a missed opportunity to separate yourself from applicants who also have strong resumes.

How long should a cover letter be? 250 to 400 words on 1 page. A hiring manager should be able to read it in under 2 minutes.

Should a cover letter match your resume format? Yes. Use the same font, size, and color scheme. A mismatched cover letter and resume look like they were put together quickly.

Can you use AI to write a cover letter? You can use AI to draft a structure or generate a starting point, but every letter still needs to be tailored to the specific role and employer. AI-generated letters often rely on generic language that experienced hiring managers recognize.

What’s the difference between a cover letter and a letter of interest? A cover letter responds to a specific job posting. A letter of interest is sent to an organization you’d like to work for when no specific vacancy is listed. The structure is similar, but a letter of interest focuses more on your broader skills and why you’re drawn to that organization.

What should you never include in a cover letter? Salary expectations (unless the posting asks), reasons for leaving your current role, negative comments about a previous employer, or anything that doesn’t directly support your case for the role.

• A cover letter is a 1-page, 250 to 400-word document that connects your experience to the employer’s specific needs
• Use the 5-step structure: header and greeting, opening hook, CAR-method body paragraph, company fit, and call to action
• Every cover letter must be tailored. A generic letter rarely produces an interview.
• When you have no experience, lead with transferable skills, academic achievements, and direct references to the job description
• Formatting matters: match your resume, save as a PDF, keep it under 1 page, and check for ATS compatibility
• Careerminds participants who follow a structured job search approach land new roles in an average of 11.5 weeks, with a 95% placement rate