How to Write a Cover Letter: Structure, Tips and Example

To write a cover letter, address it to a named person, say which job you are applying for, explain in two or three short paragraphs why your skills fit the role and why you want to work for that employer, then thank the reader and say you look forward to hearing from them. Keep it to one page, roughly 3–5 short paragraphs, and write a fresh version for every job.

A cover letter sits alongside your resume or CV. Its job is to connect your experience to this specific employer and show genuine interest, not to repeat your resume word for word.

Quick answer

• Length: one page, about 3–5 short paragraphs (roughly 200–400 words).
• Greeting: a named person if possible; otherwise a neutral greeting such as "Dear Hiring Manager".
• Paragraph 1: the role, where you saw it, and a line of enthusiasm.
• Middle paragraphs: your best evidence for the job, and why this employer.
• Closing: thanks, a pointer to your resume, and your availability for interview.
• Tailor every letter and match the font to your resume.

Step 1: Research Before You Write

1. Read the job advert carefully and highlight the essential skills and the exact words the employer uses.
2. Study the employer's website, recent news and values. Note one or two specific things that attract you.
3. If you know people who work there, ask what the team values.
4. Pick two or three of your achievements that best match what the employer is looking for.

Step 2: Set Up the Layout

1. Put your name, phone number and email at the top. Your city is optional.
2. Add the date, then the recipient's name, job title and organisation.
3. Use the same font and size as your resume so the two documents look like a set.
4. Keep it to one page. If you are applying online, the letter may go in the body of an email or as an attached file; follow the employer's instructions.

Step 3: Choose the Right Greeting

Try hard to find a name. Check the job advert, the company website or the team page for the hiring manager, head of department or recruitment lead.

Conventions vary by country. British English pairs "Yours sincerely" with a named person and "Yours faithfully" with "Dear Sir or Madam", while US letters usually close with "Sincerely". US government career guidance also advises against "To Whom It May Concern".

Step 4: Write the Opening Paragraph

State the role, where you found it, and why you are interested, in two or three sentences. Include a reference number if the advert has one.

Example opening:

"I am writing to apply for the Customer Service Team Leader role (ref. CS-214) advertised on your careers page. With four years of experience leading a busy support team and a track record of cutting response times, I would welcome the chance to bring that experience to your growing customer care department."

If you are sending a speculative letter for a job that has not been advertised, say clearly what kind of role or experience you are looking for.

Step 5: Show Why You Fit the Job

This is the heart of the letter. Use one or two short paragraphs.

1. Pick the two or three requirements from the advert that matter most.
2. For each, give a specific example of when you used that skill and what resulted. The STAR method (Situation, Task, Action, Result) helps here.
3. Use numbers where you can, such as team size, targets met or time saved.
4. Use different wording from your resume so the letter adds something new.

Example: "In my current role I trained six new advisers and introduced a shared reply library, which helped the team reduce average response time from two days to one."

Step 6: Show Why You Want This Employer

In a short paragraph, explain what draws you to this organisation and role. Mention something specific from your research, such as a product, project or value, and link it to your own goals or working style. Generic praise like "you are a leading company" does not convince anyone.

If relevant, you can add a brief optional paragraph to explain an employment gap, focusing on skills you gained during that time. Disclosing a disability is your choice; you do not have to mention it.

Step 7: Close Confidently

1. Thank the reader for considering your application.
2. Mention that your resume or CV is attached.
3. Say you would welcome the chance to discuss the role at an interview.
4. Sign off with the closing that matches your greeting, then your full name.

Example closing: "Thank you for considering my application. My resume is attached, and I would be glad to discuss how I could support your team at an interview. I look forward to hearing from you."

Step 8: Check Before You Send

• Is the company name, job title and contact name spelled correctly?
• Does every paragraph link to something the employer asked for?
• Have you used keywords from the advert, honestly?
• Is it free of spelling and grammar errors? Read it aloud.
• Do your contact details match those on your resume?
• Have you saved a copy? You may be asked about it in your interview.

Common Cover Letter Mistakes

• Sending a generic letter. Employers can tell when the same letter goes to everyone.
• Repeating your resume. Expand on your best evidence instead.
• Getting names wrong. A misspelled company or recruiter name is an easy reason to reject you.
• Making claims without proof. "I am a great communicator" means little without an example.
• Being too informal. Keep a friendly but professional tone.
• Pasting in AI text unedited. Tools can help you draft, but revise every line so it is accurate and sounds like you, and check the employer's guidance on AI use.
• Running too long. If it spills onto a second page, cut it back.

Once your letter is sent, start preparing with our job interview tips.

Frequently Asked Questions

How long should a cover letter be?

Keep it to one page. Around 3–5 short paragraphs, or roughly 200–400 words, is enough to make your case without losing the reader.

Do I always need a cover letter?

UK careers guidance says to include one whenever you apply with a CV, and it is essential if the employer asks for one. A short, tailored letter lets you explain your motivation and fit in a way a resume cannot.

Who should I address my cover letter to?

Use the hiring manager's name if you can find it. If not, try the head of the department or recruitment team. As a last resort use "Dear Hiring Manager", or "Dear Sir or Madam" in formal British style.

Should my cover letter repeat my resume?

No. Choose two or three highlights from your resume and give more detail about them, such as the context and results. Use fresh wording so the letter adds value.

How do I write a cover letter with no experience?

Focus on transferable skills from school, volunteering, part-time work or personal projects. Show enthusiasm for the employer, give one or two concrete examples, and explain what you are keen to learn.

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Sources

• National Careers Service (UK) – Covering Letter
• CareerOneStop (US Dept. of Labor) – Cover Letters
• Newcastle University Careers Service – Cover Letters