The cover letter is your chance to make a good first impression, and you should send one even if it is not mandatory when applying for a job (although, in many cases, it is). It is an essential step in the application process because it provides a glimpse into the applicant’s personality and training, helps the future employer understand whether the applicant might be a good candidate, and shows how much and why the applicant wants this job.
However, one must write a good cover letter to ensure an advantage in the selection process. Read along to learn how to write a cover letter step by step, what you should include in one, and how to work with a cover letter template. Quick tips and tailored examples will help you toward an efficient cover letter and a better chance to get the job of your dreams.
A cover letter is a document submitted alongside the resume when applying for a job. It summarizes the applicant’s resume and background, emphasizing their strengths, and provides insight into their reasons for applying for a particular position or job within a specific company.
A cover letter is more than just a summary of your resume. It provides the necessary context, highlighting what’s important, explaining what the resume doesn’t cover, and showcasing your motivation and purpose. It's a crucial part of your application package.
Like any professional document (e.g., resume, business letter, etc.), a cover letter has a clear multi-section structure that helps the writer include everything that should be included, be concise, and stay on point. At the same time, the structure allows the reader to find information quickly, take in the main points briefly, and be efficient. Thus, if you write a cover letter from scratch, make sure you include the following sections:
Following the structure above, we’ve developed a step-by-step guide to writing a cover letter. There are only six steps to simplify things, each with an example. It’s better to follow the steps in order so you won’t miss any information.
Before you even start writing, a crucial step is often overlooked: research. Understanding the company’s culture and values, the job’s demands and responsibilities, and selecting your achievements and skills that align with these can significantly influence how the employer perceives you. So, be prepared before you start writing.
Using a template has a few benefits. It’s faster, more efficient, and easily replicable in the future. So, if you have multiple cover letters or predict you’ll have more to write in the future, try using a template. You can download a template from a library or create your own in your favorite text editor. If you decide to make your own, check out the cover letter structure we provide and leave room for all sections. If you prefer a ready-made template, download our free cover letter template for Word.
This straightforward and easy-to-use template is the first step towards writing the perfect cover letter and getting the job of your dreams. It's free to download!
Download the Cover Letter Template
Now that you have a structure, filling in the information is easy. Your contact details are at the top of any cover letter. Use your professional contact details, and spell-check everything before sending the letter.
Immediately after your contact details come the recipient’s contact information and the date of writing. If you have a contact person, use their full name and title. If not, write the company’s details.
Example:
John Smith
New York 100, Fifth Avenue |1-212-1234567 | johnsmith@gmail.com
www.johnsmith-photography.com
March 5th, 2025
Mary Marshall
HR Manager
Software Designs Co.
New York, 12, 68 Street, Corp 1
marym@softwaredesigns.us
www.softwaredesigns.com
The header is done; you can now start writing your cover letter—first things first: the greetings. If you know the contact person, address the greetings to them. Use formal greetings and add their title and full name. Avoid greetings such as “Hi” or “Hello.”
Example: In the attention of Ms. Mary Marshall,
If you don’t know the contact person’s details, you can address your letter to the department’s manager or use a generic greeting like this:
Example: Dear Madam or Sir,
The introduction is brief, consisting of no more than a few sentences. It introduces you, mentions where you found the job posting, and specifies the position for which you are applying. Its purpose is to capture the reader’s attention and assist them in categorizing your cover letter accurately. Additionally, it should provide a glimpse of your expertise and skills to entice the reader to continue reading. Aim to write the introduction to compel the employer to read further.
Example:
I am writing to apply for the Senior Graphic Designer position at Software Designs Co., which is available according to the job posting on your website. I’ve worked as a graphic designer for 10 years, starting my first job while studying Product Design at the University of New York. I am a longtime fan of your products and appreciate your innovative spirit and creative approach.
The body of the letter should provide a brief overview of your resume, detailing why you are a strong candidate, your future career prospects, and your personality and interests. After reviewing the body of your letter, the prospective employer should be convinced that you are a good fit for this position and eager to learn more about you. Make references to the company’s culture and products, incorporate keywords from the job posting, and remain focused on the topic.
Example:
In my previous jobs as a Graphic Designer, I had the opportunity to work in different industries and accumulate vast experience in areas such as industrial design, home design, and product design. I was responsible for redesigning all products and creating new ones, and, in the last two years, I was in charge of a small design team.
At the same time, I have been continuously improving my education, following a Master’s Program at the University of Toronto and multiple training courses. Diversity and sustainability in design are two of my main preoccupations, and I am glad to find them among your company’s values. It’s important to me to stay true to what I believe in, and your involvement in the environmental crisis motivates me to want to be part of your team.
Like the letter's opening, the closing must be formal and polite. You can reiterate your hope of joining the company, including a call to action to get a response, or thank the receiver for reading your letter. Don’t forget to add a formal closing and sign the letter.
Example:
I look forward to hearing from you and discussing my qualifications and career path with you.
Sincerely,
John Smith
Let’s summarize with a checklist you can always return to before sending your cover letter. It’s a quick way to ensure you write everything as expected and make no mistakes.
So, what are the few tips that will ensure you write a successful cover letter? Following a well-structured format and developing a consistent writing workflow are suitable methods to keep you on track and away from mistakes. However, the following tips will help you take cover letters to the next level and transform them into an essential ingredient of your job-hunting process.
Here are some examples to get you going. Use them as inspiration only and infuse yours with personality. Remember, those subtle details distinguish between being called for an interview and not.
John Smith
New York 100, Fifth Avenue |1-212-1234567 | johnsmith@gmail.com
March 5th, 2025
Robert Weiss, Manager
Software Designs Co.
New York, 12, 68 Street, Corp 1
contact@softwaredesigns.us
www.softwaredesigns.com
Dear Manager,
I am excited to apply for the Team Leader position at Software Designs Co. My extended leadership experience makes me a good candidate for this position. I was recommended by Senior Developer Carla Yeo.
I have a strong computer science background and have been trained in team management, business management, and project management. Being productive involves more than technical knowledge, and I motivate my team by leading by example. In my previous jobs, I was appreciated for never missing a deadline, increasing productivity, and leading happy teams.
Over the past few years, I’ve concentrated on creating collaborative environments and enhancing digital platforms. I have streamlined processes for remote work, established effective project tracking systems for employees with flexible schedules, and played a key role in improving my team’s performance. I am confident that I can help lower your operational costs while adding significant value to your organization.
I look forward to working with you.
Best Regards,
John Smith
John Smith
New York 100, Fifth Avenue |1-212-1234567 | johnsmith@gmail.com
github.com/john.smith
March 5th, 2025
Robert Weiss, Manager
Software Designs Co.
New York, 12, 68 Street, Corp 1
contact@softwaredesigns.us
www.softwaredesigns.com
Dear Mr. Weiss,
I am writing to express my interest in the IT Engineer position at Software Designs Co. I have long known your company’s reputation and followed its progress from a small startup to the big corporation it is today. I would be honored to be part of your team.
I started my career as a Junior IT Engineer and quickly advanced to Senior positions, with occasional leadership positions. I’m passionate about technology and aim to help everyone enjoy it as much as I do. This means reducing maintenance time, implementing the best software and hardware solutions for each employee, and keeping up with the latest innovations in the industry.
Furthermore, I have trained in server management and maintenance, acquiring valuable knowledge that matches the requirements of a big company such as Software Designs Co. I believe I can be a useful asset and help optimize IT support procedures and the efficiency of your equipment.
I look forward to discussing my expertise and skills in detail.
Sincerely,
John Smith
John Smith
New York 100, Fifth Avenue |1-212-1234567 | johnsmith@gmail.com
March 5th, 2025
Anna Hey, HR Manager
Software Designs Co.
New York, 12, 68 Street, Corp 1
ahey@softwaredesigns.us
www.softwaredesigns.com
Dear Ms. Hey,
I am writing in response to your LinkedIn advertisement for a Junior HR Officer. My background in Social Studies and people-focused personality make me a good candidate for this role.
I have a Bachelor’s Degree in Social Studies and a Master’s Degree in Human Resource Management, both from the prestigious Oxford University. After finishing my education, I had the opportunity to be an intern in the HR departments of both non-profit organizations and big corporations, establishing high standards of work ethics and gathering new skills.
Furthermore, I have trained in server management and maintenance, acquiring valuable knowledge that matches the requirements of a big company such as Software Designs Co. I believe I can be a useful asset and help optimize IT support procedures and the efficiency of your equipment.
I look forward to discussing my expertise and skills in detail.
Sincerely,
John Smith
John Smith
New York 100, Fifth Avenue |1-212-1234567 | johnsmith@gmail.com
March 5th, 2025
Administrative Manager
Software Designs Co.
New York, 12, 68 Street, Corp 1
admin@softwaredesigns.us
www.softwaredesigns.com
Dear Manager,
I was so happy to find out on LinkedIn that Software Designs is looking for an Administrative Assistant, as I’ve been looking for a job opening with your company for a long time. I am an experienced Administrative Assistant with over 15 years of experience, and, like you, I have a passion for technology and innovation.
Throughout my career, I have focused on efficiency, optimization, and attention to detail. My passion for technology has motivated me to enroll in many training programs and develop my computer skills. I am eager to work in challenging environments and take my professional journey to the next level.
I look forward to hearing from you.
Best Regards,
John Smith
John Smith
New York 100, Fifth Avenue |1-212-1234567 | johnsmith@gmail.com
March 5th, 2025
Hiring Manager
Software Designs Co.
New York, 12, 68 Street, Corp 1
admin@softwaredesigns.us
www.softwaredesigns.com
Dear Hiring Manager,
I am writing to express my interest in the Project Manager position at Software Designs, as advertised on your website and social media. With over 15 years of experience in project management, I am excited about the opportunity to contribute to your team.
Throughout my career, I have successfully demonstrated my ability to lead diverse teams and manage complex projects. My expertise lies in optimizing processes, enhancing efficiency, and ensuring meticulous attention to detail. I have consistently delivered projects on time and within budget, resulting in high client satisfaction. My portfolio, which I have attached to this letter, serves as testimony.
I have a project management certification from Google and am currently onboarded as a PMI Agile practitioner course, which will benefit your projects. I thrive in challenging environments and am eager to bring my skills and experience to Software Designs Co.
Thank you for considering my application. I look forward to discussing how my background, skills, and certifications align with your organization goals.
Best Regards,
John Smith
FAQ
How long should a cover letter be?
A cover letter should be 200 – 500 words and contain a few paragraphs. It should fit on one page and include large spaces between sections to facilitate reading.
What makes a good cover letter?
A good cover letter showcases your professional journey and interests, emphasizes accomplishments, and demonstrates fit for the role. It is explanatory but not apologetic, enthusiastic but not oversharing, formal but not rigid, and tailored for each job offering and company.
What is the purpose/goal of a cover letter?
A cover letter introduces the candidate, summarizes their qualifications, and illustrates why the candidate is a good fit for the job. It simplifies the selection process and provides valuable insight into a person’s work ethic and personality.
How to write a cover letter for an internship?
A cover letter for an internship focuses on education and career interests rather than on experience. It emphasizes the candidate’s career goals and how the internship could help them reach their goals. It also underlines specific passions, values, and skills that promote the candidate and make them a good fit for the position.
How to write a cover letter with no experience?
A cover letter presents a unique chance to narrate your journey, highlight your abilities and strengths, and express your individuality, commitment, and professional aspirations. You can delve into your academic performances, educational background, specialized training, community service, personal interests, and other accomplishments that demonstrate why you're an excellent match for the role, even if you lack direct experience.
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