How to Write a Cover Letter
Step-by-Step Guide
Learn to write compelling cover letters that get noticed by employers with our comprehensive writing guide
What Is a Cover Letter?
Master the fundamentals of professional cover letter writing and boost your job application success rate by 65%.
A cover letter is a formal introduction to hiring managers and potential employers in which you detail your past tasks and responsibilities, what you learned in your previous roles, and how you can contribute to this new role.
Your cover letter complements your resume by providing context and showcasing your motivation and suitability for the role. Your cover letter should accomplish the following:
Introduce yourself to the hiring managers.
Provide details about your qualifications.
Tell employers why you want to work for them.
Illustrate why you're the best match for the job.
Explain circumstances like job hopping or gaps in employment.
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Build my cover letterI am writing to express my strong interest in the Marketing Manager position at Marketing Solutions Corp...
What to Include in a Cover Letter
The standard cover letter format is the same as the business letter format and should include the following sections:
Explore our guide on what to include in a cover letter for a detailed overview of each section.
What to include in a cover letter
A professional cover letter must contain:
As an experienced Customer Service Supervisor with a love for home design and improvement, the advertisement for Customer Service Manager with Floor & Decor sparked my interest...
I bring a comprehensive set of skills that I believe will be valuable to Floor & Decor. In my Customer Service Supervisor role at American Airlines, I trained and educated a team of 18 customer service agents...
Please review my enclosed resume for a more in-depth illustration of my work history and accomplishments. I would appreciate the opportunity to interview at your earliest convenience...
How to Write a Cover Letter for a Job Application
Follow these essential steps to create a compelling cover letter that stands out to employers
Research the company
Preparation is crucial for a successful application! Begin by thoroughly examining the job description to align your professional skills and qualifications. Create a checklist highlighting:
Noteworthy professional achievements from past role.
Volunteer experiences that honed skills listed in the job description.
Relevant skills encompassing both technical abilities and interpersonal strengths.
Academic credentials, including certificates and licenses.
Pertinent awards and distinctions.
Then, delve into researching the company to grasp its core principles. This groundwork enables you to craft a tailored cover letter that reflects your authentic interest in the company and job. Be sure to do the following:
Familiarize yourself with the company's culture, mission and values, which will enable you to articulate your alignment with its objectives.
Stay informed about recent company developments through news and press releases.
Learn the hiring manager's name so you can address your cover letter to them.
Add a professional header
Incorporate a professional cover letter header at the top of your cover letter, following the standard business letter format. The header should include:
Your name
Phone number
Email address
City and state
ZIP code
It can be aligned to the page's left or center as shown here:
Include the recipient's contact information
First, write the current date followed by a space. Then include contact details such as the hiring manager's name and title, email address, and the company's address. It should look like this:
Always follow the instructions in the job listing. If a job description directs you to address your cover letter to a human resources team member or the HR department, use the information the prospective employer provides for the recipient's address.
Greet the hiring manager
Address the hiring manager by name whenever possible to establish a personal connection. If you're unsure of their gender or want to be gender-neutral, use their full name (e.g., "Dear Alex Taylor").
If you know the hiring manager's gender, you can use the title "Mr." or "Ms." (e.g., "Dear Mr. Smith" or "Dear Ms. Johnson"), but avoid titles like "Mrs." or "Miss" to prevent assumptions about marital status.
Steer clear of informal greetings such as "Hello" or "Hi," as well as outdated salutations like "Dear Sir or Madam" or "To Whom It May Concern."
If you cannot find the hiring manager's name, use "Dear Hiring Manager" or "Dear Hiring Team" as a respectful alternative. See examples for how to address your cover letter and how not to address it below:
Dear Lucy Garcia,
Dear Ms. Lowe,
Dear Hiring Manager,
Dear Vice President of Marketing,
Hi there!
Hey Mr. Jones,
Dear Sir,
Sam Spade:
Craft a compelling introduction
Your opening paragraph is crucial for making a strong first impression. It should immediately capture the hiring manager's attention and set the tone for the rest of your cover letter. A compelling introduction combines several key elements to demonstrate your value and fit for the role.
Assert your interest in the role or company
Clearly state your enthusiasm for the specific position and organization to show genuine interest.
Emphasize your skills and experience
Highlight your most relevant qualifications that directly align with the job requirements.
Demonstrate your research
Show that you've done your homework about the company's values, mission, or recent developments.
Highlight measurable accomplishments
Include specific numbers, percentages, or achievements that demonstrate your impact in previous roles.
Tell your professional story
Briefly connect your career journey to why you're the perfect fit for this opportunity.
Mention a shared contact
If applicable, reference a mutual connection who referred you or suggested you apply for the position.
Write the body paragraphs
The body paragraphs are where you provide evidence to support your claims from the introduction. This is your opportunity to showcase your qualifications, demonstrate your fit for the role, and convince the hiring manager that you're the right candidate. Tailor your approach based on your career stage and background.
Experienced professionals
If you have work experience in your target role or industry, detail your work accomplishments and use numbers to quantify the results of your actions.
First-time job seekers
If you're applying for your first job, connect the new opportunity with a personal or school project, extracurricular activity, or internship.
Skills application
Highlight relevant skills from your work experience and explain clearly how you can apply them to the job.
Cultural alignment
If you think you're a shoo-in for the company's culture, show it! For example, if you enjoy volunteering for social justice causes and you are applying to a nonprofit organization focused on social justice, explain why the company's mission is meaningful to you.
Career changers
If you're changing careers, emphasize your transferable skills. Career change cover letters that emphasize transferable skills are more effective because they show prospects that you can perform the work with little or no experience.
End strong with a closing paragraph
Your closing paragraph is your final opportunity to leave a lasting impression and encourage action from the hiring manager. A strong conclusion reinforces your interest, summarizes your value proposition, and provides a clear next step. This is where you transition from selling yourself to facilitating the next stage of the hiring process.
Reiterate your enthusiasm
Express genuine excitement about the opportunity and the company to reinforce your motivation for the role.
Summarize your key qualifications
Briefly recap the most compelling reasons why you're the ideal candidate for the position.
Include a clear call to action
Request an interview or meeting, and indicate your availability for next steps in the hiring process.
Use professional sign-off
End with appropriate closing phrases like "Sincerely," "Best regards," or "Thank you for your consideration," followed by your full name.
Maintain confident tone
Strike a balance between confidence and humility, showing eagerness without appearing desperate or overly aggressive.
Avoid weak closing statements like "I hope to hear from you" or "Thank you for your time." Instead, use proactive language that demonstrates confidence in your candidacy and creates momentum toward the next step.
Sign off professionally
Your sign-off is the final element of your cover letter and should maintain the professional tone you've established throughout. The right closing phrase reinforces your professionalism and leaves the hiring manager with a positive final impression. Choose a sign-off that matches your industry, company culture, and the overall tone of your letter.
Professional Sign-offs to Use
Sign-offs to Avoid
Always follow your sign-off with your full name, exactly as it appears on your resume. If applying via email, consider including your contact information below your name for easy reference.
Writing a Cover Letter That Stands Out
Create professional cover letters that get noticed by employers with our comprehensive tools and expert guidance
Job-specific phrases and skills
Click to add job-specific content suggestions written by Certified Professional Resume Writers (CPRW).
Step-by-step guidance
Get expert advice on how to write a good cover letter at every step to help you showcase your top skills and qualifications.
Easy customization
Write a cover letter for every job application and save as many versions of it as you need.
Matching templates
You can select matching cover letter and resume templates to create a polished and cohesive job application.
Key Takeaways
Essential points to remember when writing your cover letter
A cover letter is a one-page document that introduces you to the hiring manager, expands upon the information in your resume, and explains why you're an excellent fit for the role.
Address the cover letter to the hiring manager. If you can't find their name, then address them as "Hiring Manager" or address the department.
Write a cover letter introduction that immediately grabs the hiring manager's attention and compels them to keep reading.
Use a professionally designed cover letter template to ensure your cover letter is formatted correctly and looks professional.
Tailor your cover letter to your target job and use keywords from the job description that accurately reflect your skills and qualifications.