Writing a cover letter might feel like extra work, but it can make a real difference in your job search. It’s your shot to talk directly to the hiring manager and show why you’re the right person for the job.

If you’re unsure how to write a cover letter that actually gets noticed, you’re not alone. A clear, focused letter helps you stand out, build interest, and move one step closer to landing the interview.

What is a cover letter? (With Example)

A good cover letter is a short, one-page document that shows an employer who you are, what you want to do, and why you’re a good fit for an open position. It gives you a chance to explain your goals, highlight value, and connect the dots between your experience and the job.

Yes, your resume does that, to a degree, by highlighting your skills and qualifications, but the cover letter goes a step further.

When you write a future-facing cover letter, employers can learn about any career shifts you’ve had or are making. You can talk about how you’ve overcome past challenges and how those have prepared you to succeed in new jobs.

Basically, your cover letter is a story employers want to read. Here’s a great cover letter template you can use:

[Your Name]

[Your Address]

[City, State ZIP Code]

[Phone Number] | [Email Address]

(Make this match your resume layout)

[Date]

[Hiring Manager’s Name]

[Company Name]

[Company Address]

[City, State ZIP Code]

Dear [Position Title] Hiring Manager:

Paragraph 1: Grab Attention

Start with a bold statement or belief about your work. For example:

Helping teams solve tough problems has been the focus of my career in [your industry]. I’ve used this approach to lead projects, grow results, and make real impact. That’s why I was excited to see the [Position Title] opening at [Company Name]. Your work in [something specific about the company or role] matches my skills in [a quick summary of your top strength].

Paragraph 2 (or bullets): Show Results

Use bullet points to highlight real wins with numbers if possible:

Led a [project/team/task] that increased [result] by [number or percent].
Improved [process/system] and cut costs by [$ or %].
Helped boost [customer retention/sales/satisfaction] with [strategy or tool].

Paragraph 3 (or bullets): Prove Your Skills

List core skills with a short example for each:

[Skill 1] – Used to solve [challenge or task].
[Skill 2] – Helped the team [achieve outcome].
[Skill 3] – Supports your focus on [key company goal or value].

Paragraph 4: Close Strong

Wrap it up with one more reason to hire you:

I bring a mix of [key strength or mindset] and a real passion for [company’s mission or industry]. Thank you for considering my application. I’d love the chance to bring my experience to your team and support [Company Name]'s goals.

Sincerely,

[Your Name]

How to write a cover letter

If you’re wondering how to write a cover letter that actually works, the best advice you can have is to start with structure. A clear, business letter format helps hiring managers follow your message. Not only that, it makes your letter easier to write.

Here’s the basic layout of a cover letter:

Header: Your name and contact information laid out in a way that matches your resume
Date: Date you’re sending the letter
Salutation: Always try to use a person’s name, if you can
Intro paragraph: Mention the job you’re applying for and why
Body paragraphs (or bulleted sections): Highlight your experience, skills, and value
Closing paragraph: End with a call to action and next step
Sign-off/signature: Thank them and sign/type your name

It’s a good idea to have the font, margins, and alignment mirror your resume. This will help make your entire application appear more professional. Also, keep your cover letter on one page.

Since you’re trying to make a great impression with your cover letter in an attempt to distinguish yourself from other candidates, try to inject some of your personality into it. Let the hiring manager start to get to know the real you.

How to write a cover letter: A step-by-step guide

When you have the structure nailed down, or a good template to follow, the rest is basically plug-and-play. Keep your tone clear, confident, and direct. In fact, try to write the cover letter using the type of language you’d use if you were talking to someone at a networking event.

Of course, you still need to maintain professionalism. So, here’s how to write a cover letter that makes hiring managers want to keep reading.

How to write a cover letter: Header

Your cover letter and resume are a package, so you'll want them to match. Start your proper cover letter with your name (formatted like it is at the top of your resume) along with your contact information.

How to write a cover letter: Salutation

Below your contact information, add the date you're applying and greet your intended recipient. This small detail can help you stand out and show you’ve done your homework.

If the job description doesn't include the name of a hiring manager or team leader, here's how to find this information:

If the job listing has an email address, use it to search for a name on Google or through an online company directory.
If the job listing is on LinkedIn, see if you can track down the original poster.
If the job description mentions who the hired employee will report to, search for that individual or position title in a company directory.

If you still can't find a name to address your cover letter to, avoid phrases like “To whom it may concern,” “Hey,” or “Dear Sir/Madam” – these are overused cover letter cliches that won’t serve you well at all. Instead, address it to the department that's hiring (e.g. Dear Editorial Team) or the team manager (e.g. Dear Customer Service Manager).

Salutation Do’s

Do use the hiring manager’s full name if you know it (“Dear Marsha Hebert”)
Do include the title if appropriate (“Dear Ms. Hebert”)
Do address the team or department if no name is available (“Dear Content Editor Hiring Team”)

Salutation Don’ts

Don’t use “To Whom It May Concern”
Don’t write “Hey” or “Hi there” because that’s too casual
Don’t guess a gender or use outdated terms like “Dear Sir or Madam”

Example salutations that work

Dear Hiring Team
Dear Finance Hiring Manager
Dear Taylor Smith
Dear Direct or Product Development
Dear Recruiting team at Acme Corporation

How to write a cover letter: Introduction paragraph

When you get the greeting finished, it’s time to build a strong opening. Obviously, you should kick off your cover letter by introducing yourself and explain why you're interested in the role and the company.

This is also your chance to demonstrate you've done your homework, showing you know something about the company or industry. Additionally, if you found the job through a colleague already at the company or through a mutual connection, it’s a perfect time to drop their name.

Be bold, be confident. Swap out the boring and overused, “I’m excited to apply for ___ job at ___ company with an anecdote related to your work. This will grab the reader's attention and also illustrate a top achievement or the most important – and relevant – skills you possess for the job at hand.

Communications expert Danny Rubin explains “storytelling” cover letters with examples. This is definitely a great way to hook the reader into wanting to read your entire cover letter.

Would you like some copy and pasteable introductions? Well, here you go!

Results-first approach to cover letter writing

When I boosted online engagement by 40% in six months, it was not luck – it was strategy. I bring that same focus to every online marketing campaign I touch. It’s why [Company Name]’s [Position Title] caught my attention.

Company-focused approach to cover letter writing

It’s clear that the team at [Company Name] is tackling problems that matter. I’ve followed your work in streamlining patient access and would love to bring my background in support services to help move your mission forward.

Skill-focused approach to cover letter writing

Building strong relationships is my superpower. Over the years, I’ve built a solid foundation of active listening and leadership skills that translate no matter if I’m talking to customers, teammates, or senior executives. I noticed that’s exactly the type of skill set [Company Name] is looking for in [Position Title].

Referral mention approach to cover letter writing

Mike Thompson told me about the [Position Title] opening. His exact words were, “You’d be a great fit!” After reading the job post, I can see it, too. My experience in lead generation and team sales lines up perfectly with what [Company Name] needs.

Changing careers approach to cover letter writing

My career teaching young people has taught me how to stay organized and calm in trying situations. Not only that, but I can solve problems at lightning speed. Now, I’m ready to bring those skills to your [Position Title], because I can tell from the job description that you’re looking for someone adept in a position where structure and people both matter.

Approach to cover letter writing when you have no experience

My work history may be short, but I know how to show up, stay sharp, and keep learning. I’ve handled school, part-time jobs, and leadership roles in my school’s [Team Event or Extracurricular] and I’m ready for more.

How to write a cover letter: Achievements section

After you've introduced yourself, it’s time to start proving why you’re the best person for the job. The best way to do that is with numbers and impact. This section is all about your career wins.

The template may have this section broken into bullets, but you could turn it into a paragraph, if that’s your preference. Remember though, you want your cover letter to be easy to skim through. Either way, just focus on results, not just responsibilities.

Here’s how to write the achievements section of your cover letter. Start with a lead-in sentence. Then, add in no more than five achievement statements. This isn’t the place to tell a story. Just give them the results with very little context. You want them to ask you about the story behind the results in an interview.

A few of the repeatable results I can bring to [Company Name] include:

Launched a new onboarding system that cut training time by 30%
Led a cross-team project that brought in $1.2M in new business
Increased customer satisfaction scores by 15% over two quarters
Managed social campaigns that grew followers from 8K to 25K in one year

How to write a cover letter: Skills section

After you’ve shown what you’ve done, talk about the skills that helped you secure those career wins. This part will help hiring managers understand how you work and it goes a long way to allowing them to connect the dots between your career history and what they need in a new hire.

Just like with the achievements section, you can write bullets or a paragraph. If you use bullets, keep each point focused on one skill or qualification and give a quick example of why that skill is valuable to the new role.

Here’s what your skills section could look like:

Some of the skills I bring to [Position Title] include:

Project coordination: Kept teams on track through deadlines, daily standups, and shared tools
Customer service: Resolved high-volume support tickets with a 98% satisfaction rating
Writing and editing: Created weekly newsletters, social copy, and client updates with brand voice consistency
Problem-solving: Found and fixed gaps in our onboarding process that were costing time and money

How to write a cover letter: Close with a call to action

You're almost done! Now, it's time to wrap up your cover letter with a specific call to action.

Rather than merely asking for the hiring manager or recruiter to review your resume, let them know when you will follow up with them about your application. This keeps the ball in your court and gives you a legitimate reason to follow up.

Your closing statement is also the perfect spot to show your enthusiasm and excitement. Don't go overboard, but don't be afraid to let them know you're excited about this opportunity.

[Company Name] would benefit from business development and sales leadership expertise coupled with my passion for winning and pride in my performance. Thank you for taking the time to review my resume. I look forward to the opportunity to connect and learn more about how I can contribute to your team.”

Do’s for closing your cover letter

Do keep it short: 2-3 sentences max
Do restate your value, e.g., what you bring to the table
Do thank them for their time
Do match your tone to the company’s style
Do invite a follow-up or conversation

Don’ts for closing your cover letter

Don’t say “Please consider me” or “I hope to hear from you” because they lack confidence
Don’t rewrite your resume, no one wants to read the same thing twice
Don’t close with a generic line like “Thanks for your time and consideration” since you’re trying to stand out from the crowd and be unique
Don’t make the closing longer than the introduction

How to write a cover letter: Sign off

Once you've thanked them for their time and injected a confident call to action, it's time to sign off. Keep it simple, stay professional, and match your tone. Think of how you’d close a respectful email.

Use one of these sign-offs:

Best regards
Sincerely
Thank you
Kind regards
Warm regards

After your sign-off, leave a blank space and type your full name. While you don’t have to sign your name if you’re sending the resume via email or using it to apply online, you will want to sign it if you print it out and hand the hard copy to a person.

Do’s for Signing Off

Do keep it professional and brief
Do use a common, polite sign-off (like “Sincerely”)
Do leave a space before typing your name
Do double-check for typos in your name and contact info

Don’ts for Signing Off

Don’t write “Cheers,” “Take care,” or “Thanks!”
Don’t sign with just your initials
Don’t forget to include your full name
Don’t add quotes, emojis, or extra flair

How to write a cover letter with no experience

Even if you haven’t had a full-time job yet, you can still write a great cover letter. Focus on your potential, your effort, and your alignment with the role by using the right keywords.

Just like you added keywords to your resume, you'll want to do the same for your cover letter. They become even more important when you have little to no experience because keywords from the job description are the bridge between what you’ve done and what the job requires.

Remember, these aren't just catchy buzzwords. Keywords are the words you see repeated in the job listing. As you dissect the job description, look for phrases like:

Strong communication skills
Team player
Attention to detail
Problem solving
Organized
Willing to learn

Then think: Where have I done that?! School, part-time jobs, internships, clubs, sports, and volunteer roles all count.

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Copyable Example: No experience cover letter intro

Helping people feel heard and respected is something I take seriously – in class, on volunteer teams, and in my part-time job. When I saw your opening for a Front Desk Assistant, I saw clear overlap between what you need and what I do well.

Copyable bullet example: Entry-level achievements

Volunteered 50+ hours at a local food pantry, managing check-ins and helping clients feel comfortable
Handled daily customer service at a retail job with high foot traffic
Led a group project that earned top marks for organization and delivery
Balanced a full class schedule while tutoring three days a week

Copyable bullet example: Transferable skills

Communication: Comfortable speaking with all kinds of people and keeping conversations professional
Time management: Used planners and checklists to stay on top of work, school, and activities
Problem-solving: Resolved tech issues as the go-to helper for friends, family, and classmates
Work ethic: Showed up early, stayed late, and stayed positive in every role I’ve held

How to write a cover letter using AI

You’ve likely heard people say something to the effect of, “Just have ChatGPT write your cover letter.” AI tools can definitely make the writing process a lot easier, but they can’t replace your human voice. Instead of using AI as a substitute for writing your own letter, use it as a tool.

ChatGPT is wonderful at helping you brainstorm ideas and it can quickly analyze multiple job descriptions to pull out similarities, differences, and ATS-friendly keywords. Even if you use an AI tool to create a first draft for you, you’ll want to go through it and tell your story in a way that feels real to you.

Smart ways to use AI for your cover letter

Cure writer’s block: Paste the job description into ChatGPT and ask for a first draft or outline based on the qualifications you possess and how they align with the requirements of the role.
Check tone: Ever try to write something and have it turn out like rambling. You can ask AI to make your writing sound more professional or have it break long-winded musings down into more concise and confident language.
Scan for repetition and cliches: Upload your draft and ask ChatGPT to point out phrases you’re overusing or if there are parts that sound too generic.
Tailor your cover letter for different jobs: When you finally have a great cover letter, consider it your base document. You have to customize it for each role. Give your AI tool the new job description and your cover letter draft and have it help you tailor it.

Things AI can’t do very well

Tell your real story: AI doesn’t know what your career wins are, how your personal values align with the mission of new companies, or what your writing voice is, e.g., how you say things.
Understand your goals: ChatGPT has no clue why you’re applying for a new job or what matters to you. Those are definitely the types of insight that should be guiding your cover letter.
Prioritize what’s most relevant: To AI a keyword is a keyword is a keyword. They all have the same weight. Your job as a human is to weed through the noise to zero in on what will actually sell your qualifications to a new company.
Capture personality: If you spend any amount of time reading AI-generated content, you quickly learn that it all sounds basically the same. The human tone that evokes curiosity, drive, integrity, and grit isn’t something AI can replicate.

The biggest cover letter mistakes you need to avoid

Here are cover letter mistakes that can get your cover letter rejected before it ever stands a chance of being noticed:

Starting with “I’m excited to apply...” It’s overused and says nothing specific.
Repeating your resume: Use the space to explain and connect, not duplicate
Writing too much: One page max; short paragraphs or bullets are best
Using vague buzzwords: “Team player” means nothing without proof
Being too formal or too casual: Match the company’s tone, not a template
Skipping keywords: Use language from the job post to show you're a match
Forgetting a call to action: Always close with a clear next step
Using a generic salutation: “To Whom It May Concern” is a red flag
Making it about what you want: Focus on how you can help them
Relying too much on AI: Use tools to assist, not to write it all for you

Quick cover letter checklist

Before you send out your cover letter, double-check these things:

Did you customize it for the job and company?
Is the name of the position correct?
Did you use the hiring manager’s name or a specific team title?
Does the intro grab attention in a clear, original way?
Did you highlight achievements with real results (numbers help)?
Did you include relevant skills tied to the job description?
Did you use keywords from the job posting?
Is it one page, with short paragraphs or bullets?
Did you close with a confident call to action?
Is your sign-off professional (e.g., “Sincerely,” “Best regards”)?
Did you proofread for typos, tone, and clarity?

FAQs about cover letters

Since most people treat cover letters as an after thought the same questions generally pop up. They’re things like, “What is an example of a cover letter?” or “What is a good sentence for a cover letter?” Let’s take a look at a few frequently asked questions related to writing a good cover letter.

1. What are the three parts of a cover letter?

Since there are really more than three parts, this question is obviously focused on the letter itself and isn’t considering things like the header, salutation, and sign-off. Considering just the body of your cover letter, there are three big chunks:

The opening: Which job you’re applying to and why
One to two body paragraphs: A narrative that talks about how your career achievements, skills, and qualifications make you a great match for the positon
Call to action: The thing you want the hiring manager to do, after of course, you take a moment to thank them for their time.

2. How to write a killer cover letter

So many cover letter templates you find online are boring recitations of a job seeker’s skills. Most of them start almost all sentences in the cover letter with “I” or “My.” Instead of writing a cover letter that’s inward focused, you should be thinking about how to describe your skills in a way that’s outward focused. It’s the best way to demonstrate what you can do for the new team you want to be a part of.

3. What is the KISS method of cover letter writing?

KISS stands for “Keep It Short and Simple.” It means you write a cover letter that’s clear, direct, and easy to scan. Don’t fill it up with jargon and avoid long-winded intros that are full of fluff. Remember, one great paragraph beats a page full of filler.

The right cover letter can open the right door

Hiring managers are busy. You can bet that every single one of them is skimming and scanning their way through resumes and cover letters as fast as possible. You need to be the one who jumps out at them with a message that says you get what they’re dealing with.

Be the one job seeker among HUNDREDS who use their cover letter to tell a story, not just regurgitate the resume. Use this guide, choose your best examples, and write like a real person. You’ll be noticed!

Nailed your cover letter but still not feeling so hot about your resume? Let an expert help with a resume rewrite.

This article was originally written by Amanda Augustine. It’s been updated by Carson Kohler and Marsha Hebert.