Writing a strong cover letter is one of the most effective ways to stand out in a competitive job market. Below is a practical, step‑by‑step guide to writing a cover letter, including structure, examples, templates, and optimization tips.
# What Is a Cover Letter (and Why It Matters)
A cover letter is a one‑page document you send with your resume to:
- Introduce yourself professionally
- Show why you’re a great fit for a specific role
- Highlight a few key achievements
- Explain your motivation for joining that particular company
Unlike a resume, which is more factual and structured, a cover letter is your chance to tell a short story and show personality and communication skills.
# Ideal Cover Letter Length and Format
Length:
- 3–5 short paragraphs
- 250–400 words (1 page maximum)
Format basics:
- Font: Arial, Calibri, or Times New Roman, 10–12 pt
- Margins: ~1 inch (2.5 cm) on all sides
- Line spacing: 1.0 or 1.15
- File type: PDF unless the employer specifies otherwise
- Name your file clearly, e.g.
Jane-Doe-Cover-Letter-Project-Manager.pdf
# Cover Letter Structure: The 5 Essential Parts
- Header (your contact details and date)
- Employer details and greeting
- Opening paragraph (hook + role you’re applying for)
- Middle paragraphs (evidence you’re the right fit)
- Closing paragraph (call to action) and sign‑off
Below is exactly how to write each part.
# 1. Cover Letter Header Example
Place this at the top of the page, aligned left (or centered):
Your Name
City, State/Region (optional full address)
Phone Number
Email Address
LinkedIn Profile or Portfolio URL
Date
Hiring Manager’s Name
Company Name
Company Address (optional)
City, State/Region
Example:
Sarah Johnson
New York, NY
(555) 123-4567
sarah.johnson@email.com
linkedin.com/in/sarahjohnson
December 5, 2025
Alex Martinez
Head of Marketing
BrightWave Media
San Francisco, CA
If you don’t know the manager’s name, use the role, e.g. Hiring Manager or Recruitment Team.
# 2. Professional Greeting (Salutation)
Use a professional, personalized greeting whenever possible.
Recommended:
- Dear Mr. Smith,
- Dear Ms. Lee,
- Dear Alex Martinez,
- Dear Hiring Manager,
Avoid outdated or vague greetings like “To Whom It May Concern” if you can find a name on LinkedIn or the company website.
# 3. How to Write a Strong Opening Paragraph
Your first paragraph should:
- State the role you’re applying for
- Mention how you found it (optional, but useful)
- Give a quick reason you’re a strong match
- Show enthusiasm for the company
Formula:
I’m excited to apply for the [job title] role at [company name]. With [X years] of experience in [field/skills], including [1–2 relevant highlights], I’m confident I can help [company] achieve [relevant goal].
Example:
I’m excited to apply for the Marketing Coordinator position at BrightWave Media. With three years of experience managing social media campaigns and content calendars for B2B brands, including increasing organic engagement by 60% at my current company, I’m confident I can help BrightWave grow its digital presence and support your award‑winning marketing team.
# 4. Middle Paragraphs: Prove You’re the Right Fit
These 1–2 paragraphs are the core of your cover letter. Focus on:
- 2–3 key achievements
- Measurable results where possible
- Skills that match the job posting
- How your experience connects to this specific role and company
# Use the “PAR” Method (Problem–Action–Result)
For each example:
- Problem – What challenge or goal existed?
- Action – What did you do?
- Result – What measurable outcome did you create?
Example paragraph (for a marketing role):
In my current role at NovaTech, I manage multichannel campaigns targeting SMB customers. I led a website redesign project to improve lead generation, collaborating with designers and sales stakeholders. By refining our messaging and implementing A/B testing, we increased landing page conversion rates from 2.3% to 4.9% and grew monthly qualified leads by 40% within six months.
Example paragraph (for a software engineering role):
As a Software Engineer at CloudStack, I work primarily with Java and React to build scalable web applications. I recently optimized a key microservice by refactoring legacy code and implementing caching, which reduced API response times by 55% and cut infrastructure costs by 18%. I also introduced automated integration tests, helping to reduce production bugs by 30%.
# Mirror the Job Description
Read the job posting carefully and:
- Highlight keywords (skills, tools, soft skills)
- Use the same or similar wording in your cover letter when it’s true
- Demonstrate those skills with specific examples
For more on tailoring applications, see resources like:
# 5. Closing Paragraph and Call to Action
Your closing should:
- Reaffirm your interest
- Summarize your fit in 1–2 lines
- Politely invite next steps
- Thank them for their time
Example:
I’d welcome the opportunity to discuss how my experience in digital marketing, data‑driven optimization, and campaign management can support BrightWave’s growth goals. Thank you for considering my application; I look forward to the possibility of speaking with you further.
Sign‑off:
- Best regards,
- Sincerely,
- Kind regards,
Then your name:
Best regards,
Sarah Johnson
# Complete Cover Letter Example (General Professional Role)
Sarah Johnson
New York, NY
(555) 123-4567
sarah.johnson@email.com
linkedin.com/in/sarahjohnson
December 5, 2025
Alex Martinez
Head of Marketing
BrightWave Media
San Francisco, CA
Dear Mr. Martinez,
I’m excited to apply for the Marketing Coordinator position at BrightWave Media. With three years of experience managing social media, email campaigns, and content calendars for B2B brands, including increasing organic engagement by 60% at my current company, I’m confident I can help BrightWave grow its digital presence and support your award‑winning marketing team.
In my current role at NovaTech, I manage multichannel campaigns targeting small and mid‑sized business customers. I led a website redesign project to improve lead generation, collaborating closely with designers and sales stakeholders. By refining our messaging and implementing A/B testing, we increased landing page conversion rates from 2.3% to 4.9% and grew monthly qualified leads by 40% within six months.
I’m particularly drawn to BrightWave’s focus on data‑driven storytelling and your strong track record with SaaS clients. At NovaTech, I implemented a new reporting framework in Google Analytics and HubSpot that made campaign performance more transparent to leadership. This helped us reallocate 25% of our ad budget to higher‑performing channels and improved overall campaign ROI by 32%. I’d be excited to bring the same analytical and creative approach to your team.
I’d welcome the opportunity to discuss how my experience in digital marketing, data‑driven optimization, and campaign management can support BrightWave’s growth goals. Thank you for considering my application; I look forward to the possibility of speaking with you further.
Best regards,
Sarah Johnson
# Simple Cover Letter Template You Can Reuse
Copy, paste, and customize this template for your own applications:
[Your Name]
[City, State]
[Phone Number]
[Email Address]
[LinkedIn URL or Portfolio]
[Date]
[Hiring Manager’s Name]
[Company Name]
[Company City, State]
Dear [Mr./Ms./Mx. Last Name] or Dear Hiring Manager,
I am writing to apply for the [Job Title] position at [Company Name], as advertised on [where you found the job]. With [X years] of experience in [your field/area], including [1–2 key strengths or achievements], I am confident I can contribute to [a relevant company goal, team, or project].
In my current/previous role at [Current/Previous Company], I [briefly describe a key responsibility or project]. By [actions you took], I was able to [quantifiable result or positive outcome]. This experience strengthened my skills in [relevant skills], which align closely with the requirements listed in your job description.
I am particularly excited about this opportunity at [Company Name] because [specific reason related to their products, culture, mission, or industry]. I believe my background in [your key skills] and my passion for [relevant interest] would allow me to add value to your team and support [specific team, department, or project].
I would welcome the chance to discuss how my experience and skills can support [Company Name]’s goals. Thank you for your time and consideration. I look forward to the possibility of speaking with you.
Sincerely,
[Your Name]
# How to Write a Cover Letter with No Experience (Entry Level or Student)
If you’re a student, recent graduate, or changing careers, focus on:
- Education and coursework
- Internships and volunteer roles
- Projects and competitions
- Transferable skills (communication, teamwork, problem‑solving)
Example entry‑level opening:
I’m excited to apply for the Junior Data Analyst position at Insight Analytics. As a recent graduate with a B.S. in Statistics from State University, where I completed multiple projects using Python, SQL, and Tableau, I’m eager to apply my analytical skills to real‑world business problems and support your clients’ decision‑making.
Example skills paragraph (no formal work experience):
During my final year, I led a team project analyzing customer churn for a telecom dataset of over 5,000 records. I cleaned and transformed the data in Python, created logistic regression and random forest models, and presented our findings using Tableau dashboards. Our model achieved an 82% accuracy rate, and my professor selected the project as one of the top three in the class for its clear communication of technical insights to a non‑technical audience.
For more ideas, see:
# Quick Checklist: Before You Send Your Cover Letter
Use this checklist to ensure your letter is ready:
- Addressed to the correct person and company
- Mentions the specific job title
- Tailored to the job description (keywords and requirements)
- Includes 2–3 concrete achievements with results
- Free of spelling and grammar errors
- Matches the style and formatting of your resume
- Saved as a PDF with a clear file name
- Contact details accurate and up to date
Use tools like Grammarly or Hemingway Editor to quickly catch mistakes and improve clarity.
# Common Cover Letter Mistakes to Avoid
Avoid these frequent errors:
- Writing a generic, copy‑paste letter for every job
- Repeating your resume line by line
- Making it too long (more than one page)
- Focusing on what you want instead of what the company needs
- Using informal language or slang
- Including irrelevant personal details
- Forgetting to include a clear call to action in the closing
# How to Optimize Your Cover Letter for Applicant Tracking Systems (ATS)
Many employers use ATS software to scan applications. To increase your chances:
- Use standard section headings (e.g., “Experience”, “Education” in your resume)
- Include relevant keywords from the job description naturally
- Avoid heavy graphics, tables, or unusual fonts
- Submit your cover letter and resume in the requested format (often PDF or DOCX)
See more tips on ATS‑friendly applications:
# Final Tips: How to Make Your Cover Letter Stand Out
- Research the company website, news, and LinkedIn company page
- Mention a specific product, project, or company value that resonates with you
- Show enthusiasm, but stay professional and concise
- Focus on how you solve problems and deliver value
- Keep a master template and customize it for each role
If you’d like, you can share a job description and your resume text, and I can help you draft a tailored cover letter based on this structure.