Writing a strong cover letter can feel daunting, but it presents a valuable opportunity: a concise, targeted message that explains why you, precisely, are the right person for the role. This guide walks you through how to write a cover letter—from what to include to how to format it—so you can submit with confidence and purpose.
What a Cover Letter Is (and What It Isn’t)
A cover letter is not a second‑resume. Instead, it complements your resume by:
- Introducing yourself and stating the role you’re applying for.
- Explaining why you’re interested in the company and role.
- Sharing how your key experiences and skills specifically align with the job’s requirements.
- Expressing genuine enthusiasm and closing with next‑step language.
What a cover letter should avoid: simply repeating your resume bullet‑points; generic statements unrelated to the role; long rambling paragraphs.
Before You Start: Research & Preparation
To write a meaningful cover letter, you should first:
- Read the job description carefully and highlight 2‑3 of the most important responsibilities/qualifications.
- Research the company: its mission, culture, recent achievements or challenges. This helps you make the letter specific and shows you’re not just sending the same generic letter everywhere.
- Gather your career “stories” – one or two specific achievements that speak to the responsibilities you highlighted. Numbers, when available, boost credibility.
Structure & Format: A Step‑by‑Step Walkthrough
Here’s a reliable structure to follow:
Header & Greeting
At the top: your name, contact information, date; then the employer’s name, title, company, address (if you’re using formal letter format).
Use a greeting that addresses the hiring manager by name if possible (“Dear Ms. Smith,”). If you cannot find a name, “Dear Hiring Manager,” is acceptable.
Opening Paragraph
Your opening should:
- State the job title you’re applying for and how you found out about it (referral, job board, etc.).
- Express your interest in the role and the company—reference something specific you learned in your research.
- Provide a brief summary of what you bring (one sentence) that aligns with the role’s major requirement.
Middle Paragraph(s)
This is the “meat” of the letter. Usually one to two paragraphs, each focused on a key skill or experience. For each:
- Start with a topic sentence like: “In my role as … I…”
- Provide a specific example: what you did, how you did it, and the impact (quantify when possible).
- Connect that example back to the company’s need, showing you understand the role. Avoid simply restating your resume; instead, elaborate on one or two accomplishments with narrative context.
Closing Paragraph
In your final paragraph:
- Reiterate your interest in the role and company.
- Briefly restate how you will contribute (e.g., “I look forward to bringing my client‑management expertise and enthusiasm for X to your team”).
- Politely signal next steps: “Thank you for considering my application. I look forward to the possibility of discussing how I can help [Company] achieve [goal].”
- End with a professional closing: “Sincerely,” “Best regards,” followed by your name.
Formatting Tips
- Keep the letter to one page, ideally ~250‑400 words unless the job posting says otherwise.
- Use a simple, readable font (10‑12 pt, e.g., Times New Roman, Arial) and keep margins standard (one inch).
- Save and submit the letter as PDF unless the job posting specifies otherwise—this preserves formatting.
- Use active voice and avoid starting too many sentences with “I”.
- Proofread carefully: typos or formatting issues can knock you out before your content is read.
Common Mistakes to Avoid
- Sending a “one-size-fits-all” letter for every job instead of tailoring.
- Repeating your resume without adding new value.
- Addressing to “To Whom It May Concern” when you can find a name.
- Focusing too much on what you want rather than what they need. Remember the employer’s perspective.
- Ignoring the job description or formatting instructions—even minor compliance issues can signal a lack of attention to detail.
Example Outline (you can adapt this template):
[Your Name]
[City, State] | [Email] | [Phone]
[Date]
[Hiring Manager Name]
[Title]
[Company Name]
[City, State]
Dear [Hiring Manager Name],
Opening paragraph: State the role and how you found it, express interest, and outline your value.
Middle paragraph(s):
- First key experience/achievement related to the role.
- Second key experience/achievement that shows another relevant skill.
Closing paragraph: Reiterate interest, tie your contribution to their goals, express next‑step readiness, thank them.
Sincerely,
[Your Name]
When Might You Skip a Cover Letter?
There are instances where employers explicitly say “No cover letter required” or a field is optional. While some hiring managers may not read every cover letter, submitting one when optional still signals professionalism and genuine interest. In most cases, including a well‑written letter gives you an edge.
How This Relates to Using an AI‑Powered Tool
If you’re using a tool like LetterLab, you can accelerate the draft creation—while still ensuring you personalize the letter, add your unique examples, align with the job description, and maintain your authentic voice. Use the tool as a foundation, then refine and tailor.
Conclusion
Crafting a thoughtful cover letter might take more effort than uploading a standard document, but when done well, it can sharpen your application and differentiate you from others. The key is: research the role and company, tell your story through specific examples, and show how you’ll contribute. When you’re ready to draft, you might also consider visiting LetterLab to generate and refine your cover letter faster. Good luck—you’ve got this.