Cover Letter Writing Guide
A well-crafted cover letter complements your resume and provides a personal touch to your job application. It's your opportunity to introduce yourself, highlight key qualifications, and explain why you're the perfect fit for the position and company.
What Makes a Great Cover Letter?
An effective cover letter is personalized, concise, and compelling. It should:
- Complement your resume without simply repeating the same information
- Address a specific person whenever possible
- Demonstrate your understanding of the company and position
- Highlight relevant skills and experiences that make you a strong candidate
- Express enthusiasm for the role and organization
- Include a clear call to action regarding next steps
- Maintain professionalism in tone, formatting, and language
- Remain concise — typically no more than one page
Cover Letter Structure and Format
1. Header and Contact Information
Start with your contact information at the top, followed by the date and the recipient's details:
Your Information: Name, Address, City, State, ZIP, Phone, Email
Date: Month Day, Year
Recipient Information: Name, Title, Company, Address, City, State, ZIP
Pro tip: Match the header style and formatting to your resume for a consistent, professional look.
2. Professional Greeting
Address the hiring manager by name whenever possible:
- "Dear Ms. Johnson,"
- "Dear Mr. Smith,"
- "Dear Dr. Williams,"
If you cannot find the hiring manager's name after thorough research, use:
- "Dear Hiring Manager,"
- "Dear [Department] Team,"
- "Dear Hiring Committee,"
Pro tip: Avoid generic openings like "To Whom It May Concern" or "Dear Sir/Madam" when possible.
3. Opening Paragraph
Your first paragraph should grab attention and clearly state:
- The specific position you're applying for
- How you discovered the opportunity
- A brief statement of your enthusiasm or qualifications
"I am excited to apply for the Marketing Manager position at XYZ Company, which I discovered through your LinkedIn posting. With over five years of experience developing successful digital marketing strategies in the tech industry, I am eager to bring my creative approach and analytical skills to your innovative team."
4. Body Paragraphs (1-2)
The body of your cover letter should make the case for why you're a great fit:
- Highlight relevant accomplishments and skills that directly relate to the job description
- Use specific examples with measurable results when possible
- Explain why you're interested in the company specifically
- Address any potential concerns (employment gaps, career changes) positively
"In my current role as Digital Marketing Specialist at ABC Inc., I developed and implemented a content strategy that increased organic traffic by 45% and lead generation by 30% within six months. I particularly enjoyed collaborating with cross-functional teams to align our messaging across platforms, resulting in a more cohesive brand experience and a 25% increase in customer engagement metrics."
5. Closing Paragraph
Your closing should be confident and action-oriented:
- Reiterate your interest in the position
- Briefly summarize why you're a good fit
- Include a clear call to action
- Thank the reader for their consideration
"I am particularly drawn to XYZ Company's commitment to innovative solutions and community engagement, values that have guided my own professional development. I would welcome the opportunity to discuss how my background in digital marketing and passion for creative storytelling align with your team's goals. Thank you for considering my application, and I look forward to the possibility of speaking with you soon."
6. Professional Sign-off
End with a professional closing followed by your name:
- "Sincerely,"
- "Best regards,"
- "Respectfully,"
- "Kind regards,"
If submitting a physical letter, leave space for your handwritten signature above your typed name. For digital submissions, a typed name is sufficient.
Essential Cover Letter Tips
Do's and Don'ts
Do:
- Customize each letter for the specific job and company
- Research the company thoroughly before writing
- Align your skills with the job requirements
- Use a professional, clean format
- Keep it concise (250-400 words)
- Proofread carefully for errors
- Use active voice and action verbs
- Include keywords from the job description
Don't:
- Use generic templates without customization
- Simply repeat your resume content
- Include irrelevant personal information
- Use overly formal or stiff language
- Focus solely on what you want from the job
- Exceed one page in length
- Discuss salary expectations unless requested
- Include negative comments about previous employers
ATS Considerations for Cover Letters
Just like with resumes, many employers use Applicant Tracking Systems (ATS) to screen cover letters. To ensure your cover letter passes ATS scanning:
- Use standard formatting - Clean, simple layouts without complex designs or tables
- Include relevant keywords - Incorporate industry and job-specific terms from the posting
- Use standard section headers - Make it easy for both humans and ATS to navigate
- Submit in the right format - Follow application instructions for file type (.docx or .pdf)
- Use a standard font - Stick with Arial, Calibri, Times New Roman, or other common fonts
- Avoid images, charts, and special characters - They may not parse correctly
Sample Cover Letter Template
[Your Name]
[Your Address]
[City, State ZIP]
[Your Phone]
[Your Email]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Company Address]
[City, State ZIP]
Dear [Recipient's Name],
Opening Paragraph: State the position you're applying for, how you found it, and a brief overview of why you're a good fit.
Body Paragraph 1: Highlight your most relevant skills and experiences that qualify you for the position. Use specific examples with measurable results when possible.
Body Paragraph 2: Explain why you're interested in this specific company and position. Show that you've done your research and understand the company's mission, values, or recent achievements.
Closing Paragraph: Reiterate your interest, thank the reader for their consideration, and include a call to action regarding next steps.
Sincerely,
[Your Name]
Ready to create a professional resume to pair with your cover letter?
A strong resume and cover letter work together to present your qualifications effectively. Use our AI-powered resume builder to create a professional, ATS-friendly resume that highlights your skills and experiences.