To write a cover letter, open by naming the job and why you want it, use one or two middle paragraphs to match your experience to what the employer asked for, and close by asking for an interview. Keep it to one page. Around 250 to 400 words is plenty.
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A cover letter is not a second copy of your CV. The CV lists what you have done. The letter picks the two or three things that matter most for this job and explains them in plain sentences, so the reader can see you fit without having to work it out.
What Is a Cover Letter For?
A cover letter tells an employer why you want this particular job and why you would be good at it. It gives context that a CV cannot: a career change, a move to a new city, a gap in work, or the reason a small company’s mission appeals to you.
Not every employer reads them, and some application forms do not ask for one. When the job ad asks for a cover letter, though, sending a generic one or none at all is an easy way to drop out of the pile. Where it is optional, a short, well-aimed letter can still help you stand out.
Before You Write: Read the Job Ad Closely
The best cover letters are written from the job ad, not from a template. Before you start, read the ad twice and note:
- The two to four skills or experiences that appear most often or come first.
- Any must-haves, such as a licence, a language or a software tool.
- Words the company uses to describe itself or its customers.
- The name of the hiring manager or team, if it is given.
- How they want you to apply, including the file type and any subject line.
Then match each key requirement to one real example from your own work, study or volunteering. These examples become the body of your letter. If you can’t find an example for a requirement, it is better to leave it out than to claim it.
How to Structure a Cover Letter
A cover letter follows a simple structure: header, greeting, opening, one or two body paragraphs, closing and sign-off. Here is what goes in each part.
Header and Greeting
Put your name, phone number and email at the top, matching your CV. Add the date and the employer’s name if you are sending a formal letter.
Address the letter to a named person where you can. Check the job ad, the company’s website or its LinkedIn page for the hiring manager’s name.
If you cannot find one, “Dear Hiring Manager” or “Dear [Team name] Team” is fine. Avoid “To Whom It May Concern”, which reads as dated. In the UK, “Dear Sir or Madam” is still widely used, with “Yours faithfully” as the sign-off.
Opening Paragraph
The opening paragraph names the job and gives one strong reason you are a good fit. Skip lines like “I am writing to apply for”, which the reader already knows. Compare these two openings:
| Weak opening | Stronger opening |
|---|---|
| “I am writing to apply for the position advertised on your website.” | “I’d like to apply for the Customer Support Lead role. For the past three years I have run the support inbox for a 40-person online shop, and I kept reply times under four hours through two busy Christmas seasons.” |
If someone referred you, mention them by name in the first line.
Body Paragraphs
The body paragraphs show how your experience meets the employer’s needs. Take the two or three requirements you noted from the job ad and give one example for each.
A simple pattern for each example is: what the situation was, what you did and what changed as a result. Numbers help when you have them, such as the size of a team, how many customers you served or how much time a change saved. Keep each example to a few sentences.
You can also add a short paragraph on why this company in particular. Mention something specific: a product you use, a recent project, or the kind of customers they serve. One honest sentence beats a paragraph of praise.
Closing Paragraph and Sign-Off
The closing paragraph thanks the reader and asks for the next step. For example: “I’d welcome the chance to talk about how I could help your support team. Thank you for your time.” Sign off with “Kind regards” or “Sincerely”, followed by your full name.
How Long Should a Cover Letter Be?
A cover letter should fit on one page. MIT’s career advising office says no longer than one page, and Indeed’s career guide suggests 250 to 400 words in no more than four paragraphs, unless the employer asks for something different. Hiring managers often read quickly, so shorter and specific beats longer and general.
If your draft runs over, cut the sentences that repeat your CV and any line that could appear in anyone’s letter, such as “I am a hard-working team player”. Keep the examples, because they are what make the letter yours.
Cover Letter Mistakes That Get It Skipped
The mistakes that get a letter skipped are a generic letter, the wrong company or job title, a repeated CV, talking only about what you want, typos and the wrong file type, and all are easy to fix once you know them:
- Sending the same letter to every job. Readers spot a generic letter quickly. Change at least the opening and the examples for each application.
- Getting the company or job title wrong. This happens when you reuse an old letter. Check names before you send.
- Repeating the CV line by line. Pick a few highlights and explain them instead.
- Talking only about what you want. Balance what the job gives you with what you bring to the employer.
- Leaving typos in. Read the letter aloud, or ask someone else to read it. Spellcheck misses wrong words that are spelled correctly.
- Using the wrong file type or name. Save the letter as a PDF unless the job ad asks for another format, so the layout looks the same on any device, and give it a clear name such as FirstName_LastName_CoverLetter.pdf. Indeed’s career guide recommends both.
A Simple Cover Letter Checklist
Check these eight points before you click send:
- It is addressed to a person or a specific team.
- The job title and company name are correct.
- Your first paragraph names the job and gives one strong reason you fit.
- Each key requirement from the ad has one real example.
- There is at least one specific line about this company.
- The letter fits on one page.
- The contact details match your CV.
- You have read it aloud for typos and clumsy sentences.
Save a copy of each letter you send with the job ad. If you get an interview, you will want to remember exactly what you told them.
FAQ
Do you still need a cover letter?
It depends on the employer. If the job ad asks for one, send one. If it is optional, a short, tailored letter can still help, especially when you are changing careers or explaining a gap.
Can a cover letter be sent in the body of an email?
Yes. When applying by email without an upload option, a shorter version of the letter can go in the email body, with your CV attached. Keep the same structure: role, fit, examples and a clear close.
What should you not put in a cover letter?
Leave out salary demands unless asked, negative comments about past employers, and personal details that are not relevant to the job. Avoid copying text straight from the job ad.
