How to write a cover letter: structure, example and checklist

A cover letter is a short, one-page letter you send with your resume or CV to explain why you want a specific job and why you'd be good at it. The best ones are 250 to 400 words, follow a simple structure (greeting, opening, why you, why them, close) and are written for one employer, not pasted into fifty applications.

Below: each part explained, a before-and-after rewrite, an annotated example and a checklist.

What is a cover letter, and how is it different from a resume?

Your resume (or CV) is a record: jobs, dates, skills and education in bullet points, built to be scanned in under a minute. It stays mostly the same from one application to the next.

A cover letter is an argument. It's written in full sentences to one employer, and it answers three questions:

• Why this job? What drew you to the role and the company.
• Why you? The two or three things in your background that matter most for this role, with proof.
• What's next? A polite request for an interview.

It's also where you explain what a resume can't: a career change, a gap, a move to a new city.

Cover letter vs application letter

"Application letter" and "letter of application" usually mean the same thing as a cover letter. Some employers, often in teaching and the public sector, use the term for a letter that stands on its own without a resume. If the ad asks for an application letter and doesn't mention a resume, use the structure below but include your key work history in the body.

When do you need a cover letter?

Send one when:

• The job ad asks for one, even if it says "optional."
• You're applying by email. The email itself becomes a short cover letter (our cover letter examples include a short email version).
• You're changing careers, returning after a break or relocating.
• You were referred by someone at the company. Say so in the first line.
• Communication is part of the job: admin, customer service, healthcare, anything client-facing.

You can usually skip it when an online form has nowhere to upload one, or when you're handing in a resume in person for hourly work.

UK vs US: "cover letter," "covering letter" and "CV cover letter"

In the US, you send a resume and cover letter. In the UK and Ireland, it's traditionally a CV and covering letter, though "cover letter," "CV cover letter" and simply "CV letter" are widely used there too. The letter works the same way everywhere; just adjust the details:

• Spelling and paper size. US spelling and Letter paper for US jobs, UK spelling and A4 for UK jobs. Match your resume or CV.
• Sign-off. "Sincerely" is standard in the US. In the UK, "Yours sincerely" goes with a named greeting and "Yours faithfully" with "Dear Sir or Madam," though "Kind regards" is fine for most jobs.
• Dates. "October 13, 2026" in the US; "13 October 2026" in the UK.

Cover letter structure, paragraph by paragraph

Each part of the letter has one job.

1. Header

Put your name, phone number, email and city at the top, matching your resume. A full street address is optional. Below that, add the date and, if you know them, the hiring manager's name, job title, company and address. If you're pasting the letter into an email or online form, skip the header and put your contact details under your name at the end.

2. Greeting

Use the hiring manager's name if you can find it: "Dear Ms. Patel," or "Dear Jordan Patel," if you're unsure of their title. No name? See the section on addressing a cover letter below.

3. Opening paragraph

Two or three sentences. Name the job, say where you saw it (or who referred you) and give the single strongest reason you're a fit. Don't spend the opening announcing that you're applying. They know.

4. Why you

The heart of the letter, one or two paragraphs. Pick the two or three requirements from the job ad that matter most and prove each with a specific example: "I trained four new starters on the till system during the holiday rush" beats "I'm a great team player." Don't repeat your resume line by line; add the context your bullet points don't have room for.

5. Why them

One short paragraph showing you know who you're writing to. Mention something real: what they sell, a service they're known for, a new location, or your own experience as a customer. Then connect it to you. Most people skip it, so it helps you stand out.

6. Closing paragraph

Restate your interest, mention availability if it matters (start date, shifts, notice period) and ask for the next step: "I'd welcome the chance to talk about how I can help your team." Thank them for their time.

7. Sign-off

"Sincerely," or "Kind regards," then your full name. Leave space for a signature on a printed letter; add your phone and email under your name in an email.

How to address a cover letter when you don't know the hiring manager

Check the job ad, the company's team page and LinkedIn first, or phone a small business and ask. If you still can't find a name, use one of these:

• Dear [Department] Hiring Manager, for example "Dear Warehouse Hiring Manager,"
• Dear [Company] Team, for example "Dear Riverside Diner Team,"
• Dear Hiring Manager,

Avoid "To Whom It May Concern," which sounds like a complaint letter, and "Dear Sir," which assumes who's reading. In the UK, "Dear Sir or Madam" is still accepted, but a team or role greeting reads warmer.

How long should a cover letter be?

Aim for 250 to 400 words: three to five short paragraphs, comfortably under one page. Entry-level letters can sit at the shorter end; career changers may need the full length to explain their story. If yours spills onto a second page, cut repeated points first, then any sentence that would be true of every applicant ("I am hardworking and motivated").

How to tailor your cover letter to the job ad

1. Highlight the requirements. Mark every skill and duty in the ad, then circle the three that come first or appear most often.
2. Match each to proof. Write down one real example for each from work, school or volunteering.
3. Mirror their language. If the ad says "guest experience," use that phrase rather than "customer service," as long as it's true for you.
4. Get the names right. Check the job title and company name every time, especially if you're reusing a letter.

Tailor your resume the same way so both documents tell the same story. Our free ATS checker compares your resume with a job ad and shows missing keywords, and Build for a job ad tailors your resume to a specific job description.

Tone: confident, warm and plain

Write the way you'd talk in a good interview: polite, direct and enthusiastic without gushing.

• Prove, don't describe. "I kept a 4.8 rating across 300 delivery reviews" says more than "I'm extremely reliable." Only use numbers you can back up.
• Don't apologize. Skip "Although I don't have much experience…" and lead with what you do have.
• Keep it plain. Short sentences, everyday words, and not every sentence starting with "I."

Formatting: make your resume and cover letter match

Your resume and cover letter should look like a set: same font, same header with your contact details, same colors and margins.

• Font and margins: a clean font at 10.5 to 12 point, with margins of about 0.75 to 1 inch (2 to 2.5 cm).
• Layout: left-aligned, a blank line between paragraphs, no indents.
• File: PDF unless the employer asks for Word, named something like "Maria-Lopez-Cover-Letter.pdf."

If you build your resume from one of our resume templates, HiredResumeAI Premium can draft a 250 to 350 word cover letter from your resume and the job ad in the same design. Read it through and add the details only you know.

Before and after: rewriting a weak cover letter opening

Most cover letters lose the reader in the first paragraph. Here's a typical weak opening:

Before: My name is Daniel Brooks and I am writing to apply for the position of Administrative Assistant that I saw advertised on your website. I believe I would be a good fit for this role as I am a hardworking and motivated individual with good communication skills.

The reader already knows his name and that he's applying. "Hardworking," "motivated" and "good communication skills" could describe anyone, and there's nothing about the employer.

After: I'd like to apply for the Administrative Assistant role at Brightwater Dental. For the past three years I've run the front desk at a busy veterinary clinic, booking around 40 appointments a day, handling billing and keeping patient records up to date, and I'd love to bring that same calm organization to your practice.

It names the role and company up front, gives a specific qualification and ties it to the employer's needs.

A complete cover letter example, annotated

A full customer service cover letter; the bracketed numbers match the notes below.

Maria Lopez
(555) 012-3456 · maria.lopez@email.com · Columbus, OH

October 13, 2026

Jordan Patel
Customer Support Manager
Northgate Home Supplies
220 Market Street, Columbus, OH 43215 [1]

Dear Mr. Patel, [2]

I'm applying for the Customer Service Representative position at Northgate Home Supplies, which I saw on your careers page. In my two years at Lakeside Hardware, I've answered product questions, processed returns and resolved complaints for a steady stream of DIY and trade customers, and I'd love to do the same for your growing online store. [3]

Your ad asks for someone who stays calm under pressure and knows their way around home improvement products. At Lakeside, I'm the person managers send to handle difficult returns, and I've learned to turn frustrated customers into regulars by listening first and fixing the problem fast. I also handle about 30 phone and email inquiries a day during our busy spring season, logging each one in our ticketing system so nothing gets missed. [4]

Because I trained two new team members on our returns process last year, I'm comfortable learning new systems quickly and explaining them clearly, which I know matters as your support team expands. [5]

I've shopped at Northgate for years, and your same-day pickup service is the reason I recommend you to friends. I'd be proud to help other customers have that experience. [6]

I'm available to start with two weeks' notice and can work any of the shifts listed in the ad. I'd welcome the chance to talk about how I can support your team. Thank you for your time and consideration. [7]

Sincerely,
Maria Lopez [8]

What each part is doing:

1. Header. Matches her resume. The recipient block is there because she found the manager's name on LinkedIn.
2. Greeting. A named greeting shows effort straight away.
3. Opening. Role, source and her strongest qualification in two sentences.
4. Why you. Takes two requirements from the ad ("calm under pressure," "product knowledge") and proves both.
5. More why you. Answers a likely question: can she learn their systems?
6. Why them. A genuine, specific reason, tied to the job she'd be doing.
7. Close. Availability, a request for an interview, and thanks.
8. Sign-off. Simple and professional.

It's about 300 words. For more, see six complete cover letter examples for jobs from servers to nurses, including a first job and a career change.

Common cover letter mistakes

• Repeating your resume. Add context and proof instead of listing your jobs again.
• Focusing on what you want. "This role would be a great next step for my career" is about you. Say what you'll bring.
• Generic praise. "Your company is a leader in the industry" could be about anyone. Be specific or leave it out.
• The wrong company name. The fastest route to the rejection pile.
• Clichés. "Team player," "go-getter," "think outside the box." Replace them with examples.
• Apologizing for little experience. Focus on transferable skills; our guide to a resume with no experience shows what counts.
• Typos. Read it out loud before you send it.

Cover letter checklist

Before you send it, check that your cover letter:

• Is addressed to a named person, or a specific team or role
• Names the exact job title and company in the first paragraph
• Gives two or three specific examples that match the job ad
• Includes at least one real reason you want to work for this employer
• Ends with availability and a clear request for an interview
• Is 250 to 400 words and fits on one page
• Uses the same font, header and design as your resume
• Uses US or UK spelling and paper size consistently
• Is saved as a PDF with a clear file name (unless Word is requested)
• Has been proofread, including every name

Frequently asked questions

Do I really need a cover letter if it's optional?

It's usually worth sending one. An optional cover letter lets you show interest in the specific job and explain anything your resume doesn't, and some hiring managers use them to choose between similar candidates. A short, tailored letter is far better than none, while a generic one adds little.

How long should a cover letter be?

Aim for 250 to 400 words, which is three to five short paragraphs on a single page. That's enough to make your case with real examples without asking the reader for more than a minute or two. If it runs onto a second page, cut repeated points and generic statements first.

What's the difference between a cover letter and a CV cover letter?

There's no real difference. "Cover letter" is the usual term in the US, while "covering letter" or "CV cover letter" is common in the UK and Ireland, where a resume is called a CV. The structure is the same; just match the spelling, date style and paper size to the country you're applying in.

Who should I address my cover letter to if there's no name?

Check the job ad, the company website and LinkedIn first, or call a small business and ask. If you can't find a name, use "Dear [Department] Hiring Manager," "Dear [Company] Team," or simply "Dear Hiring Manager." Avoid "To Whom It May Concern," which sounds stiff and impersonal.

Can I use the same cover letter for every job?

You can reuse a basic structure, but every letter should be tailored. At a minimum, change the job title, company name, the examples you highlight and the "why them" paragraph for each job ad. Hiring managers can usually spot a mass-produced letter within a few lines.