steps to write cover letter

How to Write a Cover Letter in 2024 + Examples

After weeks of heavy job search, you’re almost there!

You’ve perfected your resume. 

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send your application and call it a day, you remember that the job ad requires a cover letter.

Now you’re stuck wondering how to write a cover letter ...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

• What’s a cover letter & why it’s important for your job search
• How to write a convincing cover letter that gets you the job (step-by-step!)
• How to perfect your cover letter with the Novoresume free checklist
• What excellent cover letter examples look like

New to cover letter writing? Give our resumes 101 video a watch before diving into the article!

So, let’s get started with the basics!

What is a Cover Letter? (and Why It’s Important)

A cover letter is a one-page document that you submit as part of your job application (alongside your CV or Resume). 

Its purpose is to introduce you and briefly summarize your professional background. On average, your cover letter should be from 250 to 400 words long .

A good cover letter can spark the HR manager’s interest and get them to read your resume. 

A bad cover letter, on the other hand, might mean that your application is going directly to the paper shredder. So, to make sure this doesn’t happen, it’s essential to know how to write a convincing cover letter.

How does a good cover letter look, you might ask. Well, here’s an example:

Keep in mind, though, that a cover letter is a supplement to your resume, not a replacement. Meaning, you don’t just repeat whatever is mentioned in your resume.

If you’re writing a cover letter for the first time, writing all this might seem pretty tough. After all, you’re probably not a professional writer.

The thing is, though, you don’t need to be creative, or even any good at writing. All you have to do is follow a tried-and-tested format:

• Header - Input contact information
• Greeting the hiring manager
• Opening paragraph - Grab the reader’s attention with 2-3 of your top achievements
• Second paragraph - Explain why you’re the perfect candidate for the job
• Third paragraph - Explain why you’re a good match for the company
• Formal closing

Or, here’s what this looks like in practice:

How to Write the Perfect Cover Letter (And Get Hired!)

Now that we’ve got the basics out of the way, we’re going to guide you through the process of writing a cover letter step by step. 

Step #1 - Pick the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, visual template?

You can simply pick one of our hand-picked cover letter templates , and you’ll be all set in a jiffy!

As a bonus, our AI will even give you suggestions on how to improve your cover letter on the go.

Step #2 - Start the Cover Letter with a Header

As with a resume, it’s important to start your cover letter with a Contact Information section:

Here, you want to include all essential information, including:

• Phone Number
• Name of the hiring manager / their professional title
• Name of the company you’re applying to

In certain cases, you might also consider adding:

• Social Media Profiles - Any type of profile that’s relevant to your field. Social Profiles on websites like LinkedIn, GitHub (for developers), Medium (for writers), etc.
• Personal Website - If you have a personal website that somehow adds value to your application, you can mention it. Let’s say you’re a professional writer. In that case, you’d want to link to your blog.

And here’s what you shouldn’t mention in your header:

• Your Full Address 
• Unprofessional Email - Make sure your email is presentable. It’s pretty hard for a hiring manager to take you seriously if your email address is “[email protected].” Whenever applying for jobs, stick to the “[first name] + [last name] @ email provider.com” format.

Step #3 - Greet the Hiring Manager

Once you’ve properly listed your contact information, you need to start writing the cover letter contents.

The first thing to do here is to address the cover letter to the hiring manager .

That’s right, the hiring manager! Not the overly popular “Dear Sir or Madam.” You want to show your future boss that you did your research and are really passionate about working with their team.

No one wants to hire a job seeker who just spams 20+ companies and hopes to get hired in any of them.

So, how do you find out who’s the hiring manager? There are several ways to do this. 

The simplest option is to look up the head of the relevant department on LinkedIn. Let’s say you’re applying for the position of a Communication Specialist at Novoresume. The hiring manager is probably Head of Communications or Chief Communications Office.

So, you do a quick lookup on LinkedIn:

And voila! You have your hiring manager.

Or let’s say you’re applying for the position of a server. In that case, you’d be looking for the “restaurant manager.”

If this doesn’t work, you can also check out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Here are several other greetings you could use:

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• To whom it may concern
• Dear [Department] Team

Step #4 - Write an Attention-Grabbing Introduction

First impressions matter, especially when it comes to your job search.

Recruiters get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph .

The #1 problem we see with most cover letter opening paragraphs is that they’re usually extremely generic. Most of them look something like this..

• Hey, my name is Jonathan and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a sales manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say pretty much anything except the fact that you’ve worked the job before.

Do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start off with 2-3 of your top achievements to really grab the reader’s attention. Preferably, the achievements should be as relevant as possible to the position.

So now, let’s make our previous example shine:

My name’s Michael and I’d like to help XYZ Inc. hit and exceed their sales goals as a Sales Manager. I’ve worked with Company X, a fin-tech company, for 3+ years. As a Sales Representative, I generated an average of $30,000+ in sales per month (beating the KPIs by around 40%). I believe that my previous industry experience, as well as excellence in sales, makes me the right candidate for the job.

See the difference between the two examples? If you were the hiring manager, which sales manager would you hire, Jonathan or Michael?

Now that we’ve covered the introduction, let’s talk about the body of your cover letter. This part is split into two paragraphs: the first is for explaining why you’re the perfect person for the job, and the latter is for proving that you’re a good fit for the company.

So, let’s get started...

Step #5 - Explain why you’re the perfect person for the job

This is where you show off your professional skills and convince the HR manager that you’re a better fit for the job than all the other applicants.

But first things first - before you even write anything, you need to learn what the most important requirements for the role are. So, open up the job ad and identify which of the responsibilities are the most critical.

For the sake of the example, let’s say you’re applying for the position of a Facebook Advertiser. You scan the job ad and see that the top requirements are:

• Experience managing a Facebook ad budget of $10,000+ / month
• Some skills in advertising on other platforms (Google Search + Twitter)
• Excellent copywriting skills

Now, in this section, you need to discuss how you fulfill these requirements. So, here’s how that would look for our example:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $20,000+ . As the sole digital marketer at the company, I managed the ad creation & management process end-to-end. Meaning, I created the ad copy , images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

Are you a student applying for your first internship? You probably don’t have a lot of work experience to show off in this section. Learn how to write an internship cover letter here.

Step #6 - Explain why you’re a good fit for the company

Once you’ve written the last paragraph, you might be thinking - I’m a shoo-in for the job! What else do I need to write? I’ll just wrap up the cover letter and hit that sweet SEND button.

Well, no. You’re not quite there yet.

The HR manager doesn’t only look at whether you’ll be good at the job or not. They’re looking for someone that’s also a good fit for the company culture.

After all, employees that don’t fit in are bound to quit, sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary . 

Meaning, you also need to convince the HR manager that you’re really passionate about working with them.

How do you do this? Well, as a start, you want to do some research about the company. You want to know things like:

• What’s the company’s business model?
• What’s the company product or service? Have you used it?
• What’s the culture like? Will someone micro-manage your work, or will you have autonomy on how you get things done?

So, get to Googling. Chances are, you’ll find all the information you need either on the company website or somewhere around the web.

Then, you need to figure out what you like about the company and turn that into text.

Let’s say, for example, you’re passionate about their product and you like the culture of innovation / independent work in the organization.

You’d write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features such as Made-Up-Feature #1 and Made-Up-Feature #2 were real game changers for the device. 

I really admire how Company XYZ thrives for excellence for all its product lines, creating market-leading tech. As someone that thrives in a self-driven environment, I truly believe that I and Company XYZ will be a great match.

What you don’t want to do here is be super generic for the sake of having something to write. Most job seekers tend to mess this one up. Let’s take a look at a very common example we tend to see (way too often):

I’d love to work for Company XYZ because of its culture of innovation. I believe that since I’m super creative, I’d be a good fit for the company. The company values of integrity and transparency really vibe with me.

See what’s wrong here? The example doesn’t really say anything about the company. “Culture of Innovation” is something most companies claim to have. 

The same goes for “values of integrity and transparency” - the writer just googled what the values for the organization are, and said that they like them.

Any hiring manager that reads this will see through the fluff.

So, make sure to do a lot of research and come up with good reasons why you're applying.

Step #7 - Wrap up with a call to action

Finally, it’s time to finish up your cover letter and write the conclusion.

In the final paragraph, you want to:

• Wrap up any points you couldn't in the previous paragraphs. Do you have anything left to say? Any other information that could help the hiring manager make their decision? Mention it here.
• Thank the hiring manager for their time. It never hurts to be courteous, as long as you don’t come off as too needy.
• Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. You should ask the hiring manager to take some sort of action.

And now, let’s turn this into a practical example:

So to wrap it all up, thanks for looking into my application. I hope I can help Company X make the most out of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your facebook marketing goals.

Step #8 - Use the right formal closing

Once you’re done with the final paragraph, all you have to do is write down a formal “goodbye” and you’re good to go.

Feel free to use one of the most popular conclusions to a cover letter:

• Best Regards,
• Kind Regards,

And we’re finally done! Before sending off the cover letter, make sure to proofread it with software like Grammarly, or maybe even get a friend to review it for you.

Does your cover letter heading include all essential information?

• Professional email
• Relevant Social Media Profiles

Do you address the right person? I.e. hiring manager in the company / your future direct supervisor

Does your introductory paragraph grab the reader's attention?

• Did you mention 2-3 of your top achievements?
• Did you use numbers and facts to back up your experience?

Do you successfully convey that you’re the right pro for the job?

• Did you identify the core requirements?
• Did you successfully convey how your experiences help you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

• Did you identify the top 3 things that you like about the company?
• Did you avoid generic reasons for explaining your interest in the company?

Did you finalize the conclusion with a call to action?

Did you use the right formal closure for the cover letter?

5+ Cover Letter Examples

Need some inspiration? Read on to learn about some of the best cover letter examples we’ve seen (for different fields).

College Student Cover Letter Example

Middle Management Cover Letter Example

Career Change Cover Letter Example

Management Cover Letter Example

Senior Executive Cover Letter Example

Want to discover more examples AND learn what makes them stand out? Check out our guide to cover letter examples .

Next Steps in Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application is for naught. 

After all, a cover letter is just an introduction. Imagine going through all this effort to leave an amazing first impression, but flopping at the end because of a mediocre resume.

...But don’t you worry, we’ve got you covered on that end, too.

If you want to learn more about Resumes & CVs, we have a dedicated FREE guide for that. Check out our complete guide on how to make a resume , as well as how to write a CV - our experts will teach you everything you need to know in order to land your dream job.

Or, if you’re already an expert, just pick one of our resume templates and get started.

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

• A cover letter is a 250 - 400 word document that convinces the hiring manager of your competence
• A cover letter goes in your job application alongside your resume
• Your introduction to the cover letter should grab the hiring manager’s attention and keep it all the way until the conclusion
• There are 2 main topics you need to include in your cover letter: why you’re the perfect candidate for the job & why you’re passionate about working in the company you’re applying to
• Most of the content of your cover letter should be factual , without any fluff or generalizations

At Novorésumé, we’re committed to helping you get the job you deserve, every step of the way! Follow our blog to stay up to date with the industry-leading advice. Or, check out some of our top guides…

• How to Write a Motivational Letter
• How to Write a Resume with No Work Experience
• Most Common Interview Questions and Answers

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How to Write a Cover Letter and Get Noticed

A cover letter is a chance to explain your specific interest in a company and why you'd be a strong fit.

When you apply for a job, you can submit a cover letter in addition to your resume and any other requested materials. While it’s not always necessary to include one, doing so can expand upon your unique professional story.

Whereas your resume covers important information, like the dates of your past employment and the skills you’ve developed, your cover letter is an opportunity to dive more fully into your motivation for applying in the first place. In writing a cover letter, you should aim to answer two primary questions: 

Why are you interested in this role at this particular company? 

Why are you a strong fit? 

In this article, we’ll go over how to write a strong cover letter and when to include one. 

What is a cover letter, and when do you need one?

A cover letter is a one-page document, around four to five brief paragraphs long , that goes into more detail about your career. It can be especially useful when your application makes it past an applicant tracking system (ATS) and into the hands of a hiring manager, or if you’ve been asked to email your application directly.  

There’s no strong consensus about cover letters: some recruiters and hiring managers prefer them, while others pay more attention to your resume and don’t review your letter. Still, there’s evidence that customized cover letters lead to more interviews than generic cover letters. 

When should you include a cover letter?

Cover letters take time to craft because you’ll need to research the company and role, building a specific explanation about why you want to work there. As such, you may want to reflect on whether it’s a good investment of your time to complete one. 

It can be helpful to include a cover letter when:  

You’re especially interested in the job or company

You’ve been referred by someone

You’re changing careers and want to explain your reasons further

If you’re unsure about whether you should submit a cover letter as part of your application, err on the side of caution and write one, so a recruiter or hiring manager has more information about you. 

Cover letter sections

There are five main sections included in a cover letter: 

Header: At the top of the document, include your contact information, such as your name, city and state, phone number, and email address. Leave space after that information and address your cover letter to the hiring manager once you conduct further research and identify the appropriate person. If you can't find a specific name, go with a generic greeting: “Dear [Department] Hiring Team.”  

Intro: In the first paragraph, demonstrate your fit. Explain who you are, what excites you about the role, and what you hope to accomplish in your next career move, whether that’s more responsibility, moving into a new but relevant area, or something else. 

Body paragraphs: In the subsequent two or three paragraphs, spend time discussing your experience. Don’t simply restate what you’ve already shared through your resume. Instead, talk about any notable effect you’ve had, such as increasing profitability or performance or when you went above and beyond.   

Conclusion: In your final paragraph, restate your interest in the role, remind the hiring manager why you’d be a good fit for their team and company, and state what you want.  

Signature: Include a signature line, using a formal farewell like “Sincerely” along with your name. 

3 tips before writing your cover letter

Whether you’re drafting an entirely new cover letter or updating a previous version for a new application, there are a few steps worth taking before you begin writing: 

1. Research the company.

Visit the company’s website and pay close attention to the “About Us” section. If the company has a careers section, read over any information about workplace culture. Consider what interests you—either about what the company does or how it does it—and note it to include in your letter. 

2. Review the job description. 

Compare the job description to your work history: What have you done in previous roles, and what areas of growth particularly excite you? A hiring team will want you to have many of the skills necessary to handle the job’s responsibilities, but you can also highlight the kind of growth you’re seeking and how the role feeds into that. 

For example: While I’ve regularly contributed strategically to my team’s output, I’m excited to take on the opportunity to lead strategic development.

3. Reflect on your transferable skills.

Transferable skills are those you take with you from job and job, like problem solving and an ability to work collaboratively. These can be beneficial to point out in your cover letter, showing a recruiter or hiring manager how you approach work so they can think about how well you’d fit their team.  

Learn more: Cover Letter Tips: How to Stand Out to a Hiring Manager

3 tips for writing your cover letter

Once you begin writing, follow the steps below to craft and review your letter before completing your job application: 

1. Grab the hiring manager’s attention with a strong opening.

Cover letters used to be more formal, often beginning with a dry introduction like, “I am writing to apply for X.” Now, you can infuse more personality into the introduction, speaking about your passion, interest, and enthusiasm about the opportunity. Think back to your research about the company and role, and integrate that information into your intro. 

For example: I’m a seasoned UX designer who appreciates a challenge. I’ve been especially impressed with the app redesign XYZ Company recently launched, and I’m interested in joining your team’s efforts to make users more engaged.  

2. Align your tone. 

Much like how you might tailor your outfit depending on where you interview , it can be useful to tailor your tone in a cover letter. For example, formality might seem rigid if you’re applying to a tech start-up, but it might be expected at an established financial institution. Think about the tone the company conveys through its website and other communications, and strive to align your writing without overshadowing your personality. 

3. Proofread.

Take time to proofread your letter before you send it, making sure it’s error-free. If possible, find someone to review it for you or try reading it aloud, which can often help you catch any tangled sentence constructions or issues. 

Cover letter example

Let’s break down a cover letter for a project manager role using the sections we outlined above. If you’d like another example, take a look at the cover letter for a data analyst role.

October 4, 2021

Harland Sanders

123 Animal St

Chicago, IL 60290

Dear Mr. Harland Sanders,

[Introduction] My name is George Lee, and I am excited to be applying to the Junior Project Manager position at Animax. I am currently a Project Coordinator at Square Paws, where I have supported several projects successfully to completion. I have long admired Animax’s work to improve animal adoption processes and would be delighted to contribute my skills to the team.

[Body] At Square Paws, I oversaw multiple aspects of running numerous projects. I worked closely with the project manager to develop project schedules, ensure team members had the resources they needed to complete their tasks, and coordinated communication with stakeholders on project updates. I am particularly proud of a project to roll out a feature on our app that users could use to book appointments with veterinarians. As a complex project that involved multiple stakeholders, it was important to be mindful of the details and listen continuously to feedback from users. My efforts to coordinate an early feedback system in a trial period led to the discovery of several bugs and pain points that we fixed for the launch. We were able to reduce customer concerns by 80% and ultimately completed the project under budget by $3,000.

[Body] I have long been familiar with animal adoption centers and believe wholeheartedly in Animax’s mission. I have volunteered consistently at animal shelters since high school and am familiar with their processes. In college, I took several courses that I believe can be useful to the project manager role, including zoology and business administration. Working as a project manager in this field will allow me to expand my knowledge of the industry, and assist in my ultimate goal to make the world a more livable place for shelter animals.

[Conclusion] I believe that my past experience, skill set, and passions make me a strong candidate for Animax’s team. I hope to hear from you soon. Thank you for your time.

[Signature]

Cover letters for specific situations

Sometimes your cover letter needs to do something more than what we’ve discussed above. When you’re interested in changing careers or are applying for an internal position or internship, the cover letter you draft may look slightly different. 

Learn more about each scenario with the specific articles below: 

How to Write a Cover Letter When You’re Changing Careers

How to Write a Cover Letter for an Internal Position

How to Write an Internship Cover Letter

Sharpen your cover letter writing skills with Coursera

For a structured approach to writing a cover letter you're proud of, consider taking the Guided Project Create a Resume and Cover Letter with Google Docs on Coursera, which takes around two hours to complete.  

If you'd like a more comprehensive overview that includes writing convincing accomplishment statements and strategic resume layouts, the University of Maryland offers the self-paced online course, Writing Winning Resumes and Cover Letters .

To build out other areas of your application, consider developing or strengthening your skills in data analysis, social media marketing, and UX design with a Professional Certificate from industry leaders like Google, Meta, and IBM. Sign up for Coursera today and begin a 7-day free trial. 

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How to write an effective cover letter (with samples)

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You will have to prepare a number of materials for employers while looking for a job. One type of document is the cover letter, which is included with your resume when requesting a job interview. An effective cover letter is directed towards a specific position or company, and describes examples from your experience that highlight your skills related to the role.

You want to convince the reader that your interest in the job and company are genuine and specific. You also want to demonstrate ways that your experience has prepared you for the role by sharing a few brief stories that highlight your qualifications. This takes time and research; use the job description and the company’s web site or LinkedIn page to identify traits and skills the company values.

Cover letter structure and format

A cover letter should be no longer than one page with a font size between 10-12 points. Be sure to include your contact information and address it directly to the hiring manager, using their name. If you are not sure who to address the letter to, write “Dear Hiring Manager.” If the role you are applying for has a reference number or code, be sure to include it in your letter so that human resources is able to accurately track your application. The reference code is usually included

Cover letters typically take the following structure:

Introduction (1st paragraph)

• State clearly in your opening sentence the purpose for your letter and a brief professional introduction.
• Specify why you are interested in that specific position and organization.
• Provide an overview of the main strengths and skills you will bring to the role.

Example : I am a second year master’s student in MIT’s Technology and Policy Program (TPP) writing to apply for a consulting position in Navigant’s Emerging Technology & Business Strategy group. After speaking with John Smith at the MIT career fair, I realized that Navigant’s values of excellence, continuous development, entrepreneurial spirit, and integrity align with the principles that guide me every day and that have driven me throughout my career. Moreover, I believe that my knowledge of the energy sector, passion for data analysis, polished communication skills, and four years of consulting experience will enable me to deliver superior value for Navigant’s clients.

Body (2-3 paragraphs)

• Cite a couple of examples from your experience that support your ability to be successful in the position or organization.
• Try not to simply repeat your resume in paragraph form, complement your resume by offering a little more detail about key experiences.
• Discuss what skills you have developed and connect these back to the target role.

Example : As a graduate student in MIT’s Technology and Policy Program, I spend every day at the cutting edge of the energy sector. In my capacity as an MIT Energy Initiative research assistant, I use statistical analysis to investigate trends in public acceptance and regulation related to emerging energy technologies. Graduate classes in data science, energy economics, energy ventures and strategy, and technology policy have prepared me to help Navigant offer the expert services that set it apart from competitors. Furthermore, I will bring Navigant the same leadership skills that I used as the student leader for the MIT Energy Conference’s Technology Commercialization round-table, and as the mentorship manager for the MIT Clean Energy Prize.

Even before MIT, my four years of work experience in consulting—first at LMN Research Group and then at XYZ Consulting—allowed me to develop the skillset that Navigant looks for in candidates. As a science writer and policy analyst at LMN Research Group, I developed superb technical writing and visual communication skills, as well as an ability to communicate and collaborate with clients at federal agencies such as EPA and DOE. As a research analyst at XYZ Consulting, I developed an in-depth understanding of data analysis, program evaluation, and policy design.

Closing (last paragraph)

• Restate succinctly your interest in the role and why you are a good candidate.
• Thank the reader for their time and consideration.

Example : I take pride in my skills and experience in several domains: critical thinking and analysis, communication, and leadership. I note that Navigant values these same ideals, and I very much hope to use my abilities in service of the firm and its clients. Thank you for your time and consideration, I look forward to speaking with you further about my qualifications.

Additional cover letter tips

• Be sure that each cover letter is specifically tailored to the company you are writing to. Research the company to help you determine your approach. Check the company’s website and other resources online. You can also use MIT’s extensive alumni network through the Alumni Advisors Hub to seek first-hand knowledge, advice, and insight about the company.
• Are you seeking a position in a field or industry that does not have an obvious parallel or connection to your academic training? Be explicit about why you are interested in that particular field, organization or job, and what value you bring. For example, if you are an electrical engineer applying to a finance or consulting position, highlight your quantitative skills and ability to problem-solve.
• If you are applying for a summer job or internship and do not yet have any experience that is directly related to the position, focus on transferable skills that will add value to the role – leadership, communication, problem-solving, project management, etc.
• Lastly, cover letters are a chance to demonstrate the communication skills necessary to most jobs. Careful composing and revision are essential. To put your best foot forward and ensure your cover letter will be effective, schedule an appointment with a CAPD career advisor.

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How to Write a Cover Letter in 5 Easy Steps

Write a Winning Cover Letter and Stand Out From the Crowd

5 Easy Steps for a Successful Cover Letter

• Analyze the Job Listing
• Look for a Specific Employee Name
• Create a Table or Paragraphs
• Format Your Cover Letter
• Finish With a Follow Up
• How to Send or Upload the Letter

Izabela Habur / E+ / Getty Images

Do you need to write a cover letter for a job? By following these five easy cover letter steps, you can ensure that your cover letter will be drafted, written, and sent off without much stress—and with a good chance of success.

Once you've got a system in place for writing your cover letters, it will make the process of applying for jobs much simpler.

This guide gives you five steps to writing a winning cover letter.

1. Analyze the Job Listing

Give the job listing a careful read to identify the areas where your own experience best matches up with the employer's needs.

Be discriminatory about which of the company's requirements you choose to highlight, as you are going to use these selections to make a table in your cover letter.

The points you choose to highlight should be the ones that are most significant to the position, but also the ones that provide specific examples and compelling anecdotes about your experience.

 Remember, your  cover letter should only be one page long . So, aim to match half of the company's requirements, but keep it under five or six total in the cover letter. Make sure that you know  how to match your qualifications to a job listing .

What to Keep in Mind: 

• When you copy and paste from the job listing into your word processor, proofread for typos that might be in the listing. The person who gives your application a first read probably won't know (or care) that the mistake wasn't your fault.

2. Look for a Specific Employee Name

If it's not provided in the job announcement, check through Facebook, LinkedIn, Twitter, and even Instagram to find the name of a relevant employee to whom you can address your cover letter.

For example, you can use Twitter's advanced search to find names, and if the company has a profile on LinkedIn, you can view its employees from there.

Don't just choose a random individual. Instead, seek out someone in Human Resources - preferably a director or manager - or a higher-up within the department you're applying to. This is a key way to kickstart your application and make sure it gets to where it needs to go.

Don't stress if you can't find a contact person. Some employers don't make the information public. Instead, use a different option for addressing your letter .

What to Keep in Mind:

• If you're going on a major stalking spree on LinkedIn, adjust your privacy settings so that other people can't see that you've viewed their profile. While  connecting with a company on LinkedIn  can be a good way to increase your visibility, you probably won't want them to see that you've clicked through their entire staff on LinkedIn.
• If you know someone at the company  who can refer you for the job , mention them in the first paragraph of your cover letter.
• If you can't find a person's name, know  how to address your cover letter  appropriately without a name.

3. Create a Table or Paragraphs Highlighting Your Qualifications

Next, make a two-column table with the company's requirements on the left side, and your matching attributes on the right side. Then, take the number of requirements you're choosing and add one for the header. So, for this example, which has focused on five points, the table is two columns by six rows. 

• If you get stuck for ideas of your experience that fit with the job to enter on the right side of the table, find a copy of the job description for your current or past position, which will give you a guideline on how to phrase your past responsibilities and your professional and personal attributes. 
• If you're having difficulty creating a table, you can include your qualifications  in paragraph form .

4. Format Your Cover Letter

Now that you've made your table, copy and paste it into the body of your cover letter. This is often called a "T"-shaped cover letter format. The table should go between your introductory paragraphs, and before your close.

It's a nice look to format the table with invisible borders, although it's not absolutely necessary. To achieve this in Microsoft Word, right-click on the table, select  Borders and Shading , and then click  None  on the left-hand side of the small window that pops up.

If you'd prefer not to include a table, simply write how you  match the employer's job requirements  in paragraph form.

Review examples  to see what this finished cover letter format looks like.

Unless the company requests a different file format , save your cover letter as a PDF file so that the document retains the proper formatting when it is opened and viewed. 

5. Finish With a Follow Up

Finish strong and close the cover letter with the promise of a "next step." That way, even if your application gets lost at the bottom of a pile, when you reach out to the potential employer they'll be reminded to retrieve your cover letter and resume to take another look.

Finally, be sure to carefully proofread your cover letter so it's error-free.

• Reach out when you say you will so that you demonstrate your punctuality and ability to follow through on promises.
• If you have submitted many different applications and have trouble keeping track of dates, stay organized with an Excel sheet, set reminders with your phone, or use one of these  other ways to organize your job search .

How to Send or Upload Your Cover Letter

How you get your cover letter and resume to the employer depends on the organization's requirements. You may be asked to upload your application documents to the company website or to a job board. Or, you may be asked to email your resume and cover letter, or even to mail it.

What's most important is to follow the employer's instructions. Otherwise, your application may not be considered.

Key Takeaways

Try to find a contact person.  A letter addressed to a contact at the company will have the best chance of being read.

Target your letter.  Take the time to match your qualifications carefully to the requirements listed in the job posting.

Follow up.  If you don't hear back from an employer within a week or so,  follow up to check on the status  of your application.

More From Forbes

How to craft a compelling cover letter.

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During the job application process, you should always submit a cover letter alongside your resume. This is particularly important when you’re applying for more competitive, senior positions.

A carefully crafted cover letter allows you to grab the recruiter’s attention and explain to them why you're the best candidate for the job.

But this will only happen if it’s well-written, so your cover letter needs to be persuasive, concise, and engaging. That’s a lot of pressure on just a few sentences, but getting it right will boost your chances of getting a response.

Here is how to craft a compelling cover letter, along with some top tips to increase your chances of securing an interview.

Understand how to set out your cover letter

Your cover letter should appear in the body of an email or as a message if you’re applying through a job site. You should avoid attaching your letter as a separate document, otherwise the recipient is unlikely to read it.

It’s also important that you keep your cover letter short and sweet, remembering that recruiters are busy people and they have to review a lot of applications every day.

With that in mind, it’s best to stick to between 4 and 6 short and snappy sentences.

Make your subject line appealing

The first thing the recruiter will see when they open their inbox is the subject line and a bad subject can instantly ruin your chances of them opening your email at all.

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Instead, you need to stand out and give them a reason to read on.

Don’t simply label the email with the job title or the phrase ‘job application’. Go one step further to prove you are the perfect candidate in just a few words.

What this means is providing a subject line that is a short summary of your experience. For example, ‘project manager with 15 years experience’ or ‘web developer with JavaScript experience’.

Kick-off with a strong introduction

The purpose of your cover letter is to engage the reader instantly and make them want to review your resume and get to know more about you.

So you need to kick off with a strong introduction.

This means addressing the recipient by their name, whether that’s the hiring manager or the employer. You might need to do a little research to find this information, either using the job description, LinkedIn, or the company website.

You should also try to steer clear of overly formal greetings like “Dear sir/madam” and instead, take a professional but friendly tone starting with ‘hello’ or ‘hi’.

Next, your introductory sentence should outline which role you're applying for and demonstrate what makes you the most suitable candidate for the role.

Crafting a compelling cover letter can be the key to securing your next role.

Showcase your most relevant skills and experience

It can be tricky to know what to include in your cover letter , but the body of your email (or message) should be made up of three or four sentences that highlight your key skills and experience.

You can use the job description to determine which skills and abilities are most important to the employer. That way, you can highlight these and show them what you have to offer.

You should also provide examples from past roles that prove how your previous experience has shaped you and made you the ideal candidate.

Just remember that you only have a few sentences in which to impress them, so first focus on any requirements that are essential to the job. That way, the reader can instantly see that you’re a good fit.

This will encourage them to open your resume.

End with a strong call to action

You should conclude your letter by once again expressing your enthusiasm for the role and stating your desire to secure a personal interview.

Remember, recruiters are busy people, so it’s also important to thank them for taking the time to read and consider your application.

Proofread your letter very carefully

Once you've finished writing your cover letter, you need to proofread it thoroughly to make sure there are no errors. In fact, it’s best to do this several times.

A polished and compelling cover letter should not have any spelling or grammatical mistakes.

This looks unprofessional and sloppy, so take the time to re-read your application. You might even consider using an online spell checker or have a friend or family member review your letter before you send it off, just to be sure.

A well-structured cover letter, complete with tailored, impactful writing is the key to standing out in a crowded job market, and help you to land a job quicker than the average time of 3.8 months.

So, if you hope to secure an interview, be sure to use these tips and insights to craft an engaging and compelling cover letter. It may only be a few sentences long, but it really can give you a competitive edge.

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How To Write a Cover Letter With Examples

Cover letters can help differentiate you from other job applicants and be the determining factor of landing your dream job. By taking the time to craft a custom cover letter, a single sheet of paper can help communicate all the human elements that a resume may fall short of capturing about yourself. 

But what do employers and recruiters have to say about how to write a cover letter? What are the best tips they have to offer for graduate students who are writing a cover letter?

We asked 11 employers for their best cover letter tips. Here is what they had to share.

Let it Set the Stage

In many ways, cover letters should provide background information and context to your resume, while simultaneously addressing how that resume addresses the specific requirements of the job opportunity. The cover letter is your opportunity to "set the stage" and to convince the hiring manager why your specific set of skills, experiences and interests will provide value to their team and its objectives.

Andrew Horrigan '11 BSBA (Management Information Systems), Product Manager at Cisco

Research the Hiring Manager

If possible, find out who the hiring manager is and look them up on LinkedIn. Do your research on the company you're applying for. What's their mission statement and how do they portray their company culture? Hopefully what you're looking for in a job is reflected by those things. Make sure the hiring manager knows that and understands who you are and what drives you. A resume is often about as robotic as things can be. Make sure your cover letter is the opposite—personalize it and let yourself shine through.

Joshua Schlag ’05 BS (Computer Science) ’11 MBA, Digital Marketing Manager at Pyramid Analytics

Utilize Career Development Resources

The University of Arizona and Eller College of Management go to great lengths to make sure students are prepared for their impending career journey. Because cover letters are so important to getting your foot in the door, there are several career development resources online and on campus to take advantage of. The university’s cover letter builder serves as a nice template to get started. And of course, it never hurts to make an appointment with an Eller Career Coach through eSMS to have a professional review your letter before submission. 

Brett Farmiloe, ’06 BSBA (Accounting), Founder, Featured

Discover Past Samples of the Position

Do your research on the company and personalize your cover letter to the role for which you are applying. Don't be afraid to Google, "How to write a good cover letter for X position." Seriously, it helps! There is so much information out there from various perspectives—applicants, hiring managers, etc. Most importantly be yourself and let your personality come through. And don't forget to spell check!

Mariam Nikola '17 MS MIS, Consultant at Point B

Highlight Your Soft Skills

When writing a professional cover letter, there are a couple things you can do to set yourself apart from the pack. First, make sure you tailor your letter to the specific position you are applying for. This should not be a general, "one size fits all" letter—be sure to discuss specific details surrounding the role or the company itself. Secondly, this is an opportunity for you to show a little bit of your personality. Obviously, you want to remain professional, but this is a great time to highlight some of your soft skills that might not be fully conveyed through your resume.  

Brian Ellis ’17 BSBA (Management), Staffing Manager at Randstad Office and Administrative Professionals

Fill in the “Why” Gaps

As a talent advisor, I review a lot of applicants and agree that a cover letter can be a great way to stand apart, if it is done correctly. A great cover letter for me covers the ‘why’ that I cannot understand from just a resume alone. It should clearly state why you are interested in the role, what your goals are for utilizing your graduate degree (if recently graduated) and explain any career pivots reflected on your resume. If you answer those questions in a direct, concise manner it will add value to your application.

Monica Larson , ’11 BSBA (Marketing) ‘20 MBA, Talent Advisor

Tell Your Story

A cover letter is your opportunity to tell your story—tying your experience and personal interests into why you want a position and why you are the best candidate for it. Paint the picture of your journey and what about the position excites you personally and professionally. Similar to your resume, keep it short and sweet. No need to repeat what’s already on your resume. Recruiters and hiring managers don’t have time to comb through a novel, so you need to engage them with as few words as possible while also grabbing their attention.

Kelly Castoro, ’06 BA (Spanish, Portuguese), Project Manager at Squarespace

Tailor Each Cover Letter to the Position You Are Applying

Be sure to research the role and customize your cover letter for each position, relating your experience to the particular role you are applying for. Personalization is key—research who you are sending the cover letter to and address the letter to them directly. End your letter with a call to action, stating you will follow up by phone or email if you haven’t heard from anyone. Follow ups are very important! 

Jessica Rosenzweig, ’15 BSBA (Business Management), Account Manager at PeopleWare Staffing

Communicate Bankability and Personality 

Your cover letter answers two crucial questions; are you bankable and are you someone the company will enjoy working with? Communicate bankability with your knowledge of the company, industry and why your skills, capabilities and interests are a great fit. Share your passion for their mission, culture, brand—whatever excites you about becoming a member of their team.  

When conveyed through a concise, well-formulated, well-worded cover letter, you demonstrate the ability to write an effective business case—communicating that you are a ready professional and worthy teammate who will hit the ground running.

Theresa L Garcia, ’83 BSBA (Human Resources), Senior Change Management and Organization Capability Consultant at Boeing

Keep it Concise but Compelling

A cover letter is your chance to speak directly to the hiring team and tell them why you are not only the best match for the position for which you are applying but also give them additional insight into yourself as an individual that is less visible from your experience.

A great cover letter should be attention grabbing and touch upon the qualities that make you stand out from others in the applicant pool, highlight both your recent and most distinguished accomplishments and drive home why you are the right person for the job. Professionalism is always important, but don’t be hesitant to put your voice into the letter to let your personality shine through. Research the company, understand where they currently are, where they are going and show why you are the right person to get them from point A to point B. Recruiters spend a lot of time reviewing applicants and making yourself stand apart from the crowd is key. Keep it concise but compelling!

Matt Reineberg, ’14 BSBA (Marketing), Senior Talent Acquisition Sourcer at Cox Enterprises

Highlight the “Why”

Why are you applying to this company? Why do you want this position? Your cover letter should aim to answer the why behind applying for the job. Conveying an interest and excitement for working specifically for this job at this company, rather than a desire to get any job anywhere that will give you money, can go a long way. Show the company that they should hire you and your passion over someone that might have the skills needed for the job, but doesn’t care about the work as much as you do. 

Ryan Nouis, Trupath 

Ready to Learn More?

How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of  questions from job seekers  about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more  interview invitations  than 50 generic ones will.

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How To Write a Cover Letter in 2024

Home Blog others How To Write a Cover Letter in 2024

Do you want to demonstrate to your prospective employers that you are highly interested in their organization? Then, the best thing you can do is to learn how to write a cover letter! While every job applicant will send a resume, only those genuinely excited about the positions will take the time to write a cover letter.

Approximately 77% of recruiters prefer to hire candidates who submit cover letters, even when it is mentioned as optional. As an HR executive in a reputable company, I consider cover letters to be valuable sources for assessing candidates.

When I was searching for a job in my early days, I enrolled in  KnowledgeHut online training courses to boost my skills and knowledge. Then, I considered cover letters redundant additions to a grueling job hunt. I have already shown my skills and experience gained with my certification. Do I need to reiterate them? Surprisingly, the answer is a BIG YES!

A cover letter is a competitive advantage for your job application, as it explains career gaps, provides prospective ideas, and establishes a connection with the recruiters. Now, are you wondering how to write a cover letter? In this guide, I will walk you through the approach of writing a cover letter that will get you noticed more by employers, inching your way closer to your dream job.

What is a Cover Letter?

Are you seeking a job in this competitive era? The job application process can be long and exhilarating. You find yourself repeatedly attaching your resume and copying the information it contains into the form on the website. Nevertheless, you cannot skip the part of adding a cover letter to your applications.

Now, what exactly is a cover letter? A cover letter is a one-page document that serves as an introduction of yourself to the recruiter. The document comprises a summary of your achievements, qualifications, skills, and personal qualities. It gives you the chance to stay top of mind with the recruiters and prioritize your candidacy for the role.

If you learn how to write a cover letter to accompany your resume, you can demonstrate your passion for the position to the employer, which will help you stand out from the candidates whose applications didn’t have one.

While learning how to write a cover letter,   I wondered to myself – Does my recruiter even read these pieces? Yes!

A recent study from ResumeLab shows that 64% of job vacancies require sample cover letters for job applications. The bottom line is that a cover letter is a valuable tool for your job search collateral. Learn to nail your cover letter, and you could get hired for your dream role.

Why is a Cover Letter Important?

Are cover letters necessary? I hear this question a lot during workshops and on social media platforms. There is much debate on whether cover letters are still relevant. Before you learn how to write a cover letter , let me tell you the fact—cover letters are as important as your resume/CV. Why? Fishbowl by Glassdoor finds that 42% of participants might consider a cover letter a necessary toolkit in a job application.

Here, I have revealed the importance of a cover letter and some benefits .

Impress Employers

Learning how to write a cover letter is the primary benefit. It will allow you to make a fine first impression on employees. A well-crafted cover letter will demonstrate your role-specific strengths and spark recruiters' interest in reading your resume.

Provides Context to your CV

Including a cover letter with your job application adds context to your CV and will help you address employment gaps in your career. Whether you took time to further your education or due to personal responsibilities, a cover letter is the perfect space to mention the reason.

Showcases your Personality

Your CV/resume is a document filled with facts. However, when you learn how to write a cover letter, you can bring your personality and skills to life. You can use the space to demonstrate your positive personal qualities, such as leadership and self-motivation, and other traits that might add value to the organization.

Build a Strong Relationship with the Employer

A compelling cover letter is a powerful tool for building strong relationships with employers. It allows you to demonstrate how your career goals align with the organization's interests. The employer will appreciate your unique blend of experience, skills, and personality, giving a glimpse into how you will make the position and company a better place.

How To Write a Cover Letter

You sit down to write a cover letter, open a document, browse good cover letter examples, and finally search on Google – how to write a cover letter, which possibly brings you here. When I was an active job seeker, I used to break into a cold sweat whenever I sat down and pondered how to write a cover letter.   To ensure your letter is in its best format, I've got easy-to-follow steps plus examples below. Let’s dive in!

Step 1 – Extensive Research

Before you begin with how to write a cover letter,   thoroughly read the job description, the requirements of the job, and about the organization. According to a survey, 49%  of HR managers consider your cover letter to be one of the best ways to draw attention to your CV. I always advise aspirants to check out the job description and consider the following while writing their cover letter:

• What are the priorities of the company?
• What are the goals for the role?
• What accomplishments from your previous roles match the objectives of the current role?
• What are the company's key phrases?

This will help you customize your cover letter, provide a better narrative to impress the hiring manager and demonstrate that you are a better fit for the role.

Step 2 – Clear Header

In the cover letter, you need to include a clear header with information about yourself. The details should include

• Your first and last name
• Phone number
• Email address
• Name of the hiring manager, tile, city, and state of the company you're applying for.

In addition, you can also add professional social media accounts like LinkedIn or a link to your portfolio of professional websites.

Step 3 – Address with Proper Salutation or Greetings

While writing your cover letter, make sure to address a real person by their name. It will make the letter personal and show the recruiters that you took time and effort in your research. You can simply make a greeting with ‘Hello (name)’. In certain cases, if you cannot find their name, you can use the following:

• Dear Hiring Manager,

Step 4 – Engaging Introduction

Now, it's time to write an intro paragraph that should captivate the attention of your reader. In this stanza, you will state who you are, what role you are applying for, and why you have chosen the company.

You can lead this pace by mentioning an impressive accomplishment or featuring a belief statement that matches the values and goals of the employer. In other terms, you can show your passion and enthusiasm to market yourself as a driven candidate.

Step 5 – Explain your Skill Set

Take advantage of this section and prove to the prospective employer how your background and experience make you the best fit for the role. This section is extremely important if you are switching careers. Highlight your relevant achievements in your cover letter and explain how you can help the company address challenges and accomplish goals.

Step 6 – Closing Paragraph

The conclusion section of your cover letter is a call to action for employers. Rather than making an uninspiring finish, paint a picture of what it will be like to work with you. In the middle section, you have already laid out persuasive arguments and undeniable, impressive facts. Use the conclusion section as your final opportunity to describe some of your characteristics.

Step 7 – Closing Salutation

Don’t forget to close the letter using a formal signature. You can use terms like "Sincerely," "Regards," or "Best" for a professional sign-off. You can use your first and last name as your signature.

Step 8 – Proofreading

Proofreading your letter is as important as learning how to write a cover letter.   Make sure it's error-free before you send it to the prospective employer. If possible, ask peers to review it for you, which will help you catch any tangled issues.

Step 9 – ATS Optimization

Nowadays, most recruiters use ATS (Application Tracking System) to screen applications and shortlist suitable candidates. Through the ATS database, your hiring manager will search for specific skills or keywords. Hence, make sure to optimize your cover letter to match the search criteria and secure a position in the list of top candidates. To optimize your cover letter, you should:

• Carefully read the job description.
• Take note of relevant skills and keywords.
• Incorporate the keywords into the cover letter.

Examples of Cover Letter

Whether you want a sample for a cover letter with no experience or for a skilled professional, you can find countless templates in the digital space. These will help you to learn how to highly hone your skills and express your passion for the job. To help you out, I have compiled some good examples of cover letters for your reference.

Sample 1: Sample Cover letter

Sample 2: Cover letter for Graduates

Sample 3: Cover letter with no experience

Sample 4: Cover letter explaining the gap in your CV

Sample 5: Cover letter for career transition

Sample 6: Cover letter for internships

Pro Tips for Writing a Cover Letter

I have read thousands of cover letters in my career. If you think that sounds like a boring one, you are right. What I can tell you is most aspirants are terrible in their cover letters, which squandered their opportunities. A cover letter should be written in the right way to increase your chances of getting an interview.

So, let me give you some pro tips on how to write a cover letter in the right way!

• Keep it brief – Your cover letter should not be more than one page and include only four paragraphs. Excess or little information will frustrate the employer, leaving a bad impression on your application.
• Focus on format— Always use standard business letter format when writing cover letters. They should look professional. Don’t underline, italicize, or bold anything that is not consistent information.
• Be confident— Avoid using phrases like ‘I believe’ or ‘I feel’. Instead, use phrases like ‘I am confident’ or ‘I am positive’ to show your confidence to the employer.
• Count on customization- Your cover letter should be specific to the job requirements for which you are applying. If you are answering a job position, try to include the relevant keywords in your cover letter. Instead of using the general ‘to whom it may concern’, try to address the letter to the hiring authority.

So, you've found a job vacancy that fits your skills the best. You feel like you will excel in the role, and the company seems like a great platform for which to work. While you plan to customize your resume, don’t forget to learn how to write a cover letter!

A cover letter is your first, maybe your only chance to impress the employer. However, don't let that fact intimidate you. I always consider a cover letter as an opportunity to shine. It gives a glimpse of your success, personality, experience, and enthusiasm, which all play a pivotal part in helping you land the dream job.

When you learn how to write a cover letter,   be honest, genuine, and professional.

While you have learned about how to write a cover letter, have you thought of upskilling yourself for a better career path? I recommend every aspirant to enroll in  Online Free Training Courses ! The certificate program is designed to prepare you for professional examinations or assessments related to our field.

Join the course today and stay ahead of the competition!

Frequently Asked Questions (FAQs)

Yes, you need to learn how to write a resume cover letter. Experts say cover letters play a vital role in hiring decisions. Most employers consider cover letters an important part of any aspirant’s toolkit. A cover letter is a robust medium where you convey your skills, commitment, and enthusiasm to the recruiter. It will make you stand out from applicants with the same background and experience.

Learning how to create a cover letter is primary. The purpose is to convince the employer that you are a great candidate, encouraging them to read your resume and interview you. The cover letter complements your resume/CV by making it easy for employers to see how your interests and experience suit the position. It offers the prospective employer a glimpse of your passion and skills.

Once you learn how to write a good cover letter, you might ponder its perfect length. Generally, a cover letter should be between half a page and a full page long. Make sure to aim for 250-400 words, encompassing three to six paragraphs. For instance, if you are an entry-level candidate, aiming for 200 words for a cover letter can be ideal. It allows the candidates to provide a concise explanation of their experience, skills, and what they can offer to the organization.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

Avail your free 1:1 mentorship session.

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Introducing WriteCream’s AI Personalized Job Search Cover Letter Opening Lines Generator: Crafting Opening Lines with a Single Click

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With Writecream’s AI-powered opening line generator as your secret weapon, you’ll be crafting cover letters that have hiring managers hooked from sentence one. So ditch the writer’s block and unleash your inner job search rockstar. Writecream has got your back (and your cover letter opening line) covered! Now go forth and conquer your job search, one captivating cover letter at a time!

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