Cover letters are necessary to make a strong first impression on employers. But how do you write one that stands out?
In this guide, we’ll walk you through the process of writing an effective cover letter that will catch any hiring manager’s attention and increase your chances of landing an interview.
1. List your contact details in the header
Your cover letter’s header should include your name and contact information so the hiring manager can easily reach out to you if they’re interested in interviewing you. Make sure the following information is prominently displayed at the top of your cover letter:
- Email address
- Phone number
- City and state (optional)
- Linkedin profile (optional)
- Portfolio or website (optional)
- Pronouns (optional)
2. Greet the hiring manager
After your header, include the date and the company contact information in this format:
Name or job title of the person or team you’re writing to
Company name
Company’s street address
Company’s phone number
Hiring manager’s email address
Next, address your cover letter to the hiring manager — by name if possible. This personal touch shows that you’ve done your research and are genuinely interested in the position.
If you can’t find the hiring manager’s name, use a professional cover letter salutation such as “Dear Hiring Manager” or “Dear [Department Name] Team.”
Avoid outdated or overly formal greetings like “To Whom It May Concern” or “Dear Sir or Madam,” as these can make your letter feel impersonal and old-fashioned.
Cover letter greetings
Dear Jane Smith,
Dear Ms. Smith,
Dear [Department] Team,
Dear [Company Name] Recruiter,
Dear [Company Name] Hiring Team,
3. Write an opening paragraph that hooks the reader
Your opening paragraph is your chance to capture the reader’s attention and make them want to continue reading. Start your cover letter by expressing your enthusiasm for the position and the company.
Briefly mention how you learned about the job opening and why you’re excited about it. You can also use this paragraph to highlight a key achievement or skill that makes you an ideal candidate.
4. Explain why you’re qualified in your body paragraph(s)
Your body paragraphs should convince employers that you’re the right person for the job. Use this opportunity to market yourself by discussing your relevant work experience, skills, achievements, and enthusiasm for the job.
First body paragraph: Make a clear connection between your qualifications and the requirements of the job. Carefully review the job description and identify the skills and experiences the employer is looking for.
Second & third body paragraphs: In the following paragraph(s), demonstrate how your background aligns with these needs. Provide specific examples of your accomplishments and how they relate to the position you’re applying for.
This approach shows that you’ve done your research and are genuinely interested in adding value to the company, not just securing a job for yourself.
5. Finish with a concise closing paragraph and sign-off
The final paragraph is the “call to action” portion of your cover letter. When ending your cover letter, be polite and confident, and continue to market yourself as the best candidate for the job.
First, restate your excitement about the job opportunity. Then, encourage the hiring manager to interview you (remember to mention when you’re available) and thank them for their time:
Finally, wrap up your cover letter with a professional closing salutation. The standard closing is “Sincerely,” but here are some more options:
Cover letter closings
Best wishes,
Cordially,
Respectfully,
Kind regards,
Best regards,
Then, add two line breaks below the salutation and type your full name.
For some professional (but optional) flair, sign your cover letter either with a scan of your signature or by using software like DocuSign.
Tips for writing an effective cover letter
Here are some additional tips to help you create the best cover letter possible:
Research the company
A little research goes a long way toward showing employers that you’re committed and genuinely interested in the role.
Take the time to thoroughly research the company you’re applying to. Visit their website, read recent news articles, and familiarize yourself with their products, services, and company culture.
Then, in your cover letter, mention specific aspects of the company that appeal to you and explain how your skills and experiences align with their mission and values.
Here are some company-related tidbits you can mention:
- Founding or origin story
- Reputation and position in the industry
- Notable successes or growth
- Measurable impact
- Future goals
- Challenges to overcome
Don’t forget to tie in why you find their mission motivating or how you can contribute. Here’s an example:
I’m inspired by EcoPower Solutions’ impressive track record in advancing sustainable energy, shown by the remarkable reduction of carbon emissions by 15% over the past year. Your dedication to environmental stewardship aligns seamlessly with my passion for clean energy, and I’m enthusiastic about contributing to the company’s future impact. My experience in implementing energy-efficient solutions that led to a 20% increase in operational efficiency perfectly complements your commitment to driving positive environmental change.
Tailor it to the job
Avoid using a generic cover letter for all of your applications. Instead, tailor each cover letter to the specific job and company you’re applying to. Use the job description as a guide, addressing the key requirements and qualifications mentioned.
Show how your skills and experiences directly relate to what the employer is looking for. This approach allows you to strategically incorporate relevant keywords to use in your cover letter and demonstrates your genuine interest in the position, making it more likely that you’ll stand out from other applicants.
Here’s a job ad with keywords highlighted:
And here’s how one candidate worked those keywords into their cover letter:
As an experienced software developer with over five years in the industry, I’ve cultivated a diverse skill set that aligns perfectly with your requirements. My programming skills span multiple languages, with particular expertise in object-oriented development using Java and scripting with Python. My proficiency in Agile development methodologies has enabled me to adapt swiftly to evolving project needs, consistently delivering high-quality software on schedule. I’ve extensively worked with cloud computing platforms, especially AWS, leveraging these technologies to architect scalable and efficient applications.
Throughout my career, my strong problem solving skills and capacity to work collaboratively have been key to my success, empowering me to tackle complex challenges and make significant contributions to team projects. Furthermore, my in-depth knowledge of database management and version control systems will allow me to seamlessly integrate into your development workflow, making meaningful contributions from day one.
Simplify your writing
Aim for clarity and simplicity in your writing. Use concise, straightforward language to convey your enthusiasm for the role. Avoid:
- Jargon or overly complex words (unless it’s specific to the industry and necessary for the position)
- Overused buzzwords and phrases like “dynamic,” “think outside the box,” and “go-getter”
- Vague or generic statements
Break up long sentences and paragraphs to improve readability. Remember, hiring managers often skim cover letters, so make it easy for them to quickly grasp your key qualifications and enthusiasm for the role.
Here’s a comparison between a straightforward writing style and an overly formal one:
Excited and professional
I’m thrilled to apply for the customer service position at [Company Name]. Having been a customer service representative for 5+ years at Walmart, I’m confident I can quickly apply my experience using Zendesk and Salesforce to make a positive impact on [Company Name]’s bottom line.
Too formal
It is with great interest that I apply for the open customer service position posted by your company on Indeed. I possess the requisite skill set to ably perform the customer service duties described in the job requirements.
Keep it concise
Keep your cover letter’s length to about 250–400 words, or roughly one page.
Focus on your most relevant skills and experiences, and avoid repeating information that’s already in your resume. A concise, well-written cover letter demonstrates your ability to communicate effectively and respect the reader’s time.
Check your formatting
Proper cover letter format ensures that your application looks professional. A well-written cover letter is normally:
- 200–400 words (short cover letters are easier to skim)
- Single-spaced
- US Letter (USA) or A4 (elsewhere) page size
- Left-aligned (except for your name and contact details, which can be centered)
Take a look at the checklist below before you submit your application to make sure your cover letter is formatted correctly:
Proofread carefully
Typos and grammatical errors in your cover letter will leave a negative impression on employers.
Here are two quick tricks professional editors use to catch mistakes:
- Read your writing out loud: Reading your letter aloud forces you to consider every word, sentence, paragraph, and punctuation mark. Plus, you’ll more easily notice hard-to-read sentences, and can then simplify them.
- Change the font: A new font forces your brain to process something that seems new. Switching your cover letter’s font can help you notice mistakes you’d otherwise miss.
After you’ve read your cover letter out loud, have someone else read it over. They can provide helpful feedback and (hopefully) notice any small grammar and spelling errors you missed.
Use online tools to save time
If you’re short on time, there are several powerful cover letter builders online that you can try out. In this video, we’ll walk you through our own cover letter generator, so you can create your own in a few quick steps.
AI tools can help identify keywords to include in your cover letter. Check out our list of the best AI cover letter generators to learn more.
Cover letter example that successfully landed our content manager his job
When you’re trying to figure out how you want to write your cover letter, sometimes what’s most helpful is seeing an example that actually worked.
Here’s a cover letter our very own content manager, Conrad Benz, submitted to land his first role at Resume Genius:
Geoff Scott, Hiring Manager at Resume Genius, provided several reasons he found Conrad’s cover letter effective:
- Conrad immediately touches upon his relevant experience in the first paragraph, which makes me want to continue reading.
- It’s important to note that he claims to have extensive experience writing and editing, and also proves his ability to string sentences together coherently, which I appreciate.
- I like that Conrad focuses first on his most relevant experience, because it makes a more compelling case for him as a candidate.
- In the closing paragraph, Conrad’s statement of interest in pursuing his passion for writing holds more weight because he’s already used the preceding paragraphs to establish his experience effectively.
In his cover letter, Conrad did an excellent job of describing how his past experiences and the skills he developed translated to the Content Writer position, what interested him about the role, and the value he would add to the team.
However, if we were to suggest one area for improvement in retrospect – it would be to include some quantified achievements that demonstrate the scope of Conrad’s experience and maximize the impact of his cover letter.
Additional cover letter examples
Want to see some more cover letter examples? Check out the industry-specific examples below:
Office Manager Cover Letter
Retail Sales Associate Cover Letter
Video Editor Cover Letter
Engineering Cover Letter Example
Bartender Cover Letter Sample
Elementary Teacher Cover Letter Example
Frequently asked questions about how to write a cover letter
Still unsure about something? Here are answers to some of the most commonly asked questions about writing a cover letter:
Do I need a cover letter?
Yes, generally cover letters are necessary. A well-written cover letter can complement your resume, explain your fit for the position, showcase your written communication skills, help overcome lack of experience, and provide context for unusual circumstances.
Even when optional, including a tailored cover letter can significantly boost your chances of landing an interview.
Where can I find cover letter templates?
You can find many cover letter templates online, but not all of them are free. Try browsing our library of 200+ free cover letter templates for every profession to find one that works for you.
What makes a good cover letter?
A good cover letter expands upon the information in your resume, providing context for your skills and accomplishments. The best cover letters also give employers insight into your personality so they can determine if you’d be a good cultural fit for the company.
How do I write a cover letter if I don’t have work experience?
If you’re writing a cover letter without work experience, you should instead highlight details like your academic achievements, extracurricular activities, or volunteer work:
Lauren Mastroni
Digital Content Writer
Lauren Mastroni is a Digital Content Writer dedicated to crafting engaging content and providing actionable advice that empowers people in their job searches. An enthusiastic contributor to the Resume Genius team, Lauren has a passion for developing valuable resources for job seekers. Lauren holds an M.S. in Psychology from University of Derby and currently lives in Taipei, Taiwan. She enjoys learning all she can about the career space, and is committed to helping job seekers of all experience levels navigate the job hunt and advance their careers. You can reach Lauren at lauren@resumegenius.com.
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