6 Main Parts of a Cover Letter and Their Purposes

We’ll break down the six essential components to make it easier for you to write an effective cover letter.

1. Contact information

The header of your cover letter should include your full name, address, phone number, and email address.

Directly below your contact details, add the current date.

Next, include the contact information of the employer. This typically consists of the hiring manager’s name and title, followed by the company name and address.

Purpose: To allow potential employers to get in touch with you and establish a professional tone from the outset.

2. Greeting

Avoid generic openings like “To whom it may concern” or “Dear sir or madam.” These can come across as impersonal.

Instead, try to find the name of the hiring manager or department head. If that’s not possible, use a greeting like “Dear Hiring Manager,” “Dear [Department] Team,” or “Dear [Company Name] Hiring Team.”

Purpose: To create a personal connection with the reader. It shows that you’ve taken the time to research the company and aren’t just sending out the same generic letter to every company.

3. Opening paragraph (hook the reader)

Your opening paragraph is your chance to grab the reader’s attention. Start strong by highlighting a key achievement, skill, or qualification that’s particularly relevant to the position you’re applying for.

Then, explain how this can benefit the company. Your goal is to immediately demonstrate your value and make the reader want to learn more about you.

Purpose: To set the tone for the rest of your letter and encourage the hiring manager to read the rest of your cover letter more closely.

4. Main body paragraph (make your case)

The main body of your cover letter is where you should expand on your qualifications, skills, and experience – the details that make you a great fit for the position.

Use the job description as your guide. Identify key requirements and responsibilities listed, and then explain how your background aligns with these needs. Provide specific examples of how you’ve successfully performed similar tasks or demonstrated relevant skills in previous roles.

Purpose: To show the employer that you understand what they’re looking for and have the qualifications to excel in the position.

5. Closing paragraph (call to action)

To wrap up your cover letter, start by thanking the employer for taking the time to consider your application. Then, reiterate your enthusiasm for the opportunity and briefly summarize why you believe you’re an excellent fit.

Finally, end with a call to action. Express your interest in discussing the opportunity further and request an interview.

You might say something like, “I would welcome the chance to discuss how my skills and experience can contribute to your team’s success. I look forward to the possibility of speaking with you soon.”

Purpose: To show your initiative and eagerness to move forward in the hiring process.

6. Sign-off

The sign-off is your final opportunity to maintain a professional tone. Choose a closing that’s respectful and appropriate for a business context. Good options include “Sincerely,” “Best regards,” or “Thank you for your consideration.”

Avoid informal or casual closings like “Cheers,” “Take care,” or “Thanks,” as these can undermine the professional image you’ve built throughout your letter.

Leave a space under your closing for your signature if you’re submitting a hard copy. Below that, type your full name.

Purpose: To end your letter professionally and leave a polished impression.