How to write a cover letter?
Quick Answer
A cover letter is a one-page document that introduces a job applicant and explains how their specific skills meet the needs of an employer. It provides professional context for the facts listed on a resume by using detailed examples of past work successes to show why a candidate is a good fit for a role.
The Basic Structure of a Professional Cover Letter
A professional cover letter usually follows a clear and organized layout to help hiring managers find information quickly. It starts with contact information for both the applicant and the employer at the top of the page. This is followed by a formal greeting that addresses the specific person hiring for the position if their name is known.
The first paragraph introduces the applicant and states exactly which job they are interested in. It also mentions why they are excited about the opportunity and the company. This helps show that the person has done their research and is not just sending out generic applications to every open role.
The middle sections focus on specific accomplishments that prove the person can do the work. Instead of listing every past job, these paragraphs highlight two or three major successes that relate directly to the new role. The letter then ends with a call to action and a professional sign-off like Sincerely or Regards.
Matching Qualifications to the Job Description
One of the most important parts of writing a cover letter is showing how a person's background meets the employer's needs. This process starts by reading the job posting carefully to identify the main skills the company wants. These keywords act as a guide for what information to include in the letter.
Successful letters use specific examples rather than just making broad claims about being a hard worker. If a job requires project management skills, the letter might describe a time the applicant led a team to finish a task on schedule. This provides evidence that the applicant has the practical experience the company is looking for.
It is helpful to focus on the value the applicant can bring to the team. Employers want to know how a new hire will solve their problems or help the company grow. By connecting past wins to future goals, the applicant makes it easier for the hiring manager to see them in the role.
Professional Formatting and Tone for Modern Applications
A cover letter should be easy to read and visually professional. Most experts suggest keeping the document to a single page with plenty of white space so it does not look crowded. Using a standard font like Arial or Calibri in a size between 10 and 12 points ensures the text remains clear on both screens and paper.
The tone of the letter should be professional yet friendly and approachable. It is best to avoid using overly formal or old-fashioned language that feels stiff. Writing in a natural way helps the applicant’s personality come through while still showing respect for the hiring process.
Consistency is also important for a polished look. Many people use the same header and font on both their resume and their cover letter to create a matching set. This attention to detail shows the employer that the applicant is organized and takes the application process seriously.
Final Steps and Proofreading for Accuracy
Before sending a cover letter, it is vital to check for any errors that might look unprofessional. Small mistakes like spelling the company name wrong or having typos can give the impression that the applicant does not pay attention to detail. Reading the letter out loud is a great way to catch awkward sentences or missing words.
Checking the contact information one last time ensures that the employer can easily reach out for an interview. It is also helpful to verify that the dates and job titles mentioned in the letter match what is listed on the resume. This consistency builds trust with the hiring manager throughout the review process.
Saving the final document as a PDF file is usually the best choice. This format keeps the layout exactly as it was intended, regardless of what device the hiring manager uses to open it. It also prevents any accidental changes to the text after the file has been sent.
Frequently Asked Questions
How long should a cover letter be?
A cover letter should ideally be between a half-page and one full page long, usually ranging from 250 to 400 words.
Should I use a cover letter template?
Templates are helpful for formatting, but the words should be unique for every job application to show genuine interest.
What if I do not know the hiring manager's name?
If a name is not listed, a professional greeting like Dear Hiring Manager or Dear [Department Name] Team is perfectly acceptable.
Is a cover letter still necessary in 2025?
Yes, many employers still value cover letters because they provide a better understanding of a candidate's personality and communication skills.
Should I repeat my resume in the letter?
No, the cover letter should expand on the resume by telling stories about your experiences rather than just listing job duties.