How to Make a Cover Letter: Step-by-Step Guide
Learn how to write a compelling cover letter that complements your resume, speaks to hiring managers, and helps you stand out in your job search.
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What Is a Cover Letter?
A cover letter introduces you beyond your resume and explains why you are a strong fit for a specific role.
A cover letter is a one-page document that accompanies your resume when you apply for a job. While your resume lists your experience and skills, your cover letter tells the story behind them — why you are interested in the role, what value you bring, and how your background aligns with the company's needs.
Hiring managers often read cover letters to gauge communication skills, motivation, and cultural fit. A well-written cover letter can differentiate you from candidates with similar resumes.
Cover Letter Structure
Follow this proven structure to keep your letter clear, professional, and easy to scan.
Header: Your name, phone, email, and date. Include the hiring manager's name and company address when available.
Opening paragraph: State the role you are applying for and a compelling reason you are interested. Mention a specific achievement or connection to the company.
Body paragraphs (1–2): Connect your experience to the job requirements. Use metrics and examples. Mirror keywords from the job description naturally.
Closing paragraph: Reiterate enthusiasm, thank the reader, and include a call to action (e.g., request an interview).
Sign-off: Use a professional closing such as "Sincerely" or "Best regards," followed by your name.
Cover Letter Writing Tips
Practical advice to make every sentence count.
- Customize each letter for the specific job — generic letters rarely impress recruiters.
- Keep it to one page (250–400 words is ideal for most roles).
- Lead with your strongest qualification in the opening line.
- Use action verbs and quantify results where possible.
- Address the hiring manager by name when you can find it on LinkedIn or the job posting.
- Proofread carefully — typos signal lack of attention to detail.
- Match the tone to the company culture (formal for law/finance, conversational for startups).
Common Cover Letter Mistakes
Avoid these pitfalls that cause hiring managers to pass on otherwise qualified candidates.
- Repeating your resume verbatim — your cover letter should add context, not duplicate bullet points.
- Using a generic template — "To Whom It May Concern" and boilerplate openings feel impersonal.
- Focusing on what you want instead of what you offer the employer.
- Being too long or too short — aim for 3–4 concise paragraphs.
- Negative comments about past employers or gaps in employment.
- Formatting issues — inconsistent fonts, missing contact info, or odd file names.
Format and Submit Your Cover Letter
Presentation matters as much as content when you are competing for attention.
File format: Save as PDF unless the employer specifies otherwise. PDF preserves formatting across devices.
File name: Use a clear name like Jane-Doe-Cover-Letter-CompanyName.pdf.
Font and spacing: Use a readable font (Arial, Calibri, or Times New Roman) at 10–12 pt with standard margins.
ATS considerations: Avoid headers/footers, text boxes, and images that applicant tracking systems cannot parse.
When applying through an online portal, paste plain text if a rich-text editor strips formatting — keep a plain-text backup ready.
Cover Letter FAQ
Quick answers to the questions job seekers ask most often.
Do I always need a cover letter?
Not always — some applications mark it optional. When in doubt, include one. It shows initiative and can tip the scales in competitive roles.
How long should a cover letter be?
One page is standard. Three to four short paragraphs (250–400 words) is ideal for most industries.
Can I use the same cover letter for multiple jobs?
Use a base template, but customize the opening, company references, and skills emphasis for each application.
Should I mention salary expectations?
Only if the employer asks. Otherwise, save salary discussions for later in the process.
How do I explain a career change?
Address it directly in the opening or first body paragraph. Highlight transferable skills and explain your motivation for the switch.
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