What is a cover letter?
A cover letter is a one-page, personalized note you send with your resume when applying for a job. It introduces you to the employer, explains why you want the role, and highlights the specific skills or achievements that make you a strong fit. Think of it as a short sales pitch that complements — not repeats — your resume.
Key takeaways
– Purpose: introduce yourself, show interest, and explain fit for the role.
– Length: one page or less; most employers prefer a short letter.
– Structure: typically 3–4 brief paragraphs — greeting, opening, evidence of fit, closing.
– Customization matters: tailored letters outperform generic ones.
– Presentation: include contact details, address the reader when possible, and proofread.
Role and impact
A resume lists your experience and qualifications; the cover letter adds context. It tells the hiring manager who you are professionally and why you want this particular job and employer. When recruiters must choose among many similar resumes, a focused cover letter can make your application stand out and improve your chance of getting an interview.
Different types of cover letters
Cover letters vary mainly by purpose and employer instructions. Common variations include:
– Standard application letter: the usual one-page introduction responding to a posted vacancy.
– Directed-response letter: answers specific questions or follows a word/format limit set by the employer.
– Short note/email submission: brief message when the application is sent via email or an online form.
How to craft an effective cover letter — step-by-step
1. Read the job posting carefully. Note required skills and any cover-letter instructions (questions, length limits, file format).
2. Address the letter. Use the hiring manager’s name if available; otherwise use a neutral title like “Dear Hiring Manager.” Avoid outdated forms such as “To whom it may concern” unless you have no option.
3. Header and contact details. Include your name, phone or email, and links to relevant work (portfolio, LinkedIn).
4. Opening paragraph (one short paragraph): state the position you’re applying for and a concise reason you’re interested.
5. Middle paragraph(s) (one or two short paragraphs): pick 1–3 specific accomplishments or skills that map to the job description. Use concrete examples rather than vague claims.
6. Closing paragraph (one short paragraph): restate interest, note cultural fit if relevant, and invite next steps (e.g., “I welcome the opportunity to discuss how I can contribute”).
7. Sign off and proofread. Use a polite closing (e.g., “Sincerely”), double-check for typos, and confirm the file format and submission method requested by the employer.
Essential tips and common pitfalls
– Customize each letter: adapt at least one paragraph to the employer’s needs.
– Keep it concise: long essays are often skimmed or skipped.
– Avoid errors: a single typo can undermine credibility.
– Follow directions: if the ad asks for specific content or a word limit, comply.
– Show fit: mention why you like the company or product if genuine and relevant.
Checklist — final pre-send review
– [ ] Is the cover letter one page or less?
– [ ] Does it include your contact details and any links to work?
– [ ] Is it addressed to a person or appropriate title?
– [ ] Does it reference 1–3 specific achievements that match the job?
– [ ] Did you follow any employer-specified instructions (questions, format, length)?
– [ ] Did you proofread for grammar, spelling, and clarity?
Worked numeric example (paragraph and word guidance)
Suppose you aim for a ~360-word cover letter and want three main paragraphs (opening, evidence, closing). Divide words roughly as:
– Opening paragraph: 90–120 words
– Middle paragraph(s): 150–180 words (one or two short paragraphs)
– Closing
Closing paragraph — suggested word allocation and content
– Aim for 50–90 words (to hit a ~360-word total when using the earlier split).
– Restate fit concisely: one sentence that links your strongest relevant achievement to the employer’s key need.
– Call to action (CTA): offer availability for an interview or to provide work samples.
– Polite close: thank the reader and include your full name and preferred contact method.
Example closing sentences you can adapt:
– “I welcome the chance to discuss how my cost-modeling experience could support Acme Capital’s portfolio evaluation; I’m available for a 30-minute call most mornings next week.”
– “Thank you for considering my application. I’ve attached a short case study and can provide references on request.”
Full 360-word sample cover letter (works to match the paragraph-word guidance above)
[Opening — ~100 words]
Dear Hiring Manager,
I am writing to apply for the Financial Analyst position posted for Acme Capital. With three years of corporate finance experience and a track record of turning monthly reports into actionable forecasting tools, I can help your team improve decision speed and accuracy. I was particularly drawn to Acme’s emphasis on data-driven portfolio monitoring, which matches my hands-on experience building rolling forecasts and automating variance analysis for cross-functional stakeholders.
[Middle — ~170 words]
At my current employer, I redesigned the monthly reporting package to focus on KPIs tied to profitability and cash conversion. Using Excel and Power Query, I consolidated five disparate reports into a single dashboard, reducing reporting time by 30% and giving leadership same-day insights for budget reallocation. I also developed an EBITDA bridge that identified a recurring $120k annual drag in service costs, enabling management to renegotiate vendor terms.
I bring technical skills relevant to the role: pivot tables, Power BI for visualization, and SQL for query-based reconciliations. Beyond tools, I prioritize communication—translating model outputs into three-line recommendations for nontechnical managers. If Acme is seeking someone to tighten forecasting processes and produce board-ready materials, my combination of process improvement and stakeholder-facing reporting aligns with that objective.
[Closing — ~90 words]
I’d welcome the opportunity to show a brief demo of the dashboard I built and to discuss how similar improvements could apply to Acme’s funds. I am available for a 30–45 minute conversation most weekdays; you can reach me at (555) 123-4567 or [email protected]. Thank you for reviewing my application—I look forward to the possibility of contributing to Acme’s analytics capabilities.
Sincerely,
Your Name
Formatting and submission checklist (quick)
– Keep to one page; 10–12 pt readable font (e.g., Calibri, Arial, Times New Roman).
– Margins: 0.5″–1″ all around.
– File name: Lastname_Firstname_CoverLetter.pdf (or .docx if employer requests).
– Attach the cover letter as a separate file unless asked to paste in the email body.
– If emailing, put the position and your name in the subject line (e.g., “Financial Analyst — Jane Doe”).
– Avoid graphics, headers/footers, and unusual fonts that break ATS parsing.
Applicant Tracking System (ATS) tips
– Match keywords from the job description (role title, core skills, certifications) naturally in sentences.
– Use standard section headers when relevant (e.g., “Education,” “Experience”) in your resume; for cover letters, address the role and company names explicitly.
– Prefer .docx if the job site lists problems with PDFs; otherwise PDF preserves formatting.
– Do not use images, text boxes, or tables—many ATS tools can’t read them.
Common mistakes to avoid
– Repeating your resume verbatim—cover letters should synthesize and add context.
– Starting with vague phrases like “To whom it may concern” when a hiring contact is available.
– Overuse of jargon or long technical blocks without outcomes (always link skill → result).
– Neglecting to follow explicit employer instructions in the posting.
3-step customization checklist before sending
1. Replace the company name and one sentence that references a specific company priority.
2. Swap in 1–2 achievements that directly map to the job’s top requirements.
3. Proofread aloud and run a spell-check; ensure contact information is correct.
Short sign-off options
– Sincerely,
– Best regards,
– Thank you for your time,
Sources for further reading
– Harvard Business Review — How to Write a Cover Letter: https://hbr.org/2014/02/how-to-write-a-cover-letter
– Indeed Career Guide — How to Write a Cover Letter: https://www.indeed.com/career-advice/cover-letter-samples
– U.S. Department of Labor / CareerOneStop — Cover Letters: https://www.careeronestop.org/JobSearch/Resumes/cover-letters.aspx
– The Muse — Cover Letter Examples: https://www.themuse.com/advice/cover-letter-examples
(These are general career
resources; adapt them to your industry and the job.
Quick final checklist before you hit send
1. Tailoring: company name, one sentence on company priority, and 1–2 role-relevant achievements swapped in.
2. Length: aim for 200–350 words (see sample breakdown below).
3. Formatting: single page, 10–12 pt readable font, 1-inch margins, left-aligned.
4. Contact info: your phone, email, and LinkedIn (if relevant) appear and match your resume.
5. Attachments and filenames: resume and cover letter saved as PDF, filenames like LastName_FirstName_Cover.pdf.
6. Follow instructions: do exactly what the job posting requests (subject line, attachments, application portal).
7. Final proof: read aloud, run spell-check, and confirm correct hiring manager/company name.
Three-paragraph cover letter template (practical, word-count guide)
– Paragraph 1 — Opening (35–60 words): one sentence that states the role you’re applying for, a brief connection (referral or company reason), and one skill that aligns with the top requirement.
– Paragraph 2 — Evidence (90–170 words): two short bullets or 2–3 sentences describing measurable achievements that map to the job’s top requirements. Use numbers where possible (revenue, time saved, percent improvement).
– Paragraph 3 — Close (30–60 words): a sentence summarizing fit, a sentence asking for next steps or offering availability, and a short sign-off.
Worked numeric example (midlevel marketing role)
– Opening (50 words): “I am applying for the Marketing Manager position at Acme Co. I led cross-channel campaigns at BetaCorp that increased qualified leads, and I’m excited about Acme’s focus on product-led growth.”
– Evidence (140 words): “At BetaCorp I managed a $120K monthly ad spend and redesigned our email program, boosting MQLs by 42% and reducing CPL by 27% year-over-year. I collaborated with product and analytics teams to implement a lead-scoring model that shortened sales cycle time by 18 days. Those results came from tight A/B testing, dashboard-driven decisions, and clear KPI ownership—skills I see reflected in Acme’s job description.”
– Close (40 words): “I’d welcome the chance to discuss how my experience driving measurable demand could support Acme’s growth. I’m available for a 30-minute call next week and can provide additional campaign case studies. Sincerely, [Your Name]”
One-line opening examples you can adapt
– Referred candidate: “I’m writing to apply for X role; [Referrer’s Name], your Senior Product Designer, recommended I get in touch.”
– Recent graduate: “As a recent graduate in Finance (M.S.) with internship experience in financial modeling, I’m applying for the junior analyst role.”
– Career changer: “With five years in customer success and completed UX coursework, I’m applying for your entry-level UX researcher position.”
Common pitfalls (quick)
– Generic statements without results. Replace “responsible for projects” with “led X that produced Y.”
– Overlong storytelling. Keep the narrative tightly tied to job needs.
– Copying the resume verbatim. The cover letter should add context and motivation, not repeat job entries.
Final proofing checklist (5 minutes)
1. Read each sentence aloud. If it’s hard to say, shorten it.
2. Confirm one or two metrics support your main claim.
3. Verify names, titles, and company spelling.
4. Check attachments open and are the right files.
5. Ensure the email subject or portal fields match the posting’s instructions.
Further reading (reputable sources)
– Harvard Business Review — How to Write a Cover Letter: https://hbr.org/2014/02/how-to-write-a-cover-letter
– Indeed Career Guide — How to Write a Cover Letter: https://www.indeed.com/career-advice/cover-letter-samples
– U.S. Department of Labor / CareerOneStop — Cover Letters: https://www.careeronestop.org/JobSearch/Resumes/cover-letters.aspx
– The Muse — Cover Letter Examples: https://www.themuse.com/advice/cover-letter-examples
– LinkedIn Career Advice — How to Write a Cover Letter: https://www.linkedin.com/pulse/how-write-cover-letter-linkedin-news/
– SHRM (Society for Human Resource Management) — Resume and Cover Letter Tips: https://www.shrm.org/resourcesandtools/hr-topics/talent-acquisition/pages/default.aspx
Educational disclaimer
This content is for general educational purposes only and is not individualized legal, career, or financial advice. Consult a qualified professional for guidance specific to your situation.