How To Write A Cover Letter For A Job In 2023 (With Examples)

Cover letters aren’t required with every application, but the majority of managers pay more attention to a candidate who includes a cover letter. This is especially so if you make an effort to tailor your letter to the specific position. It’s important not to just change the names and job positions, but also to show how your professional experience fits with the job.

A good cover letter greatly increases your chance of getting an interview. If you’re looking to write a cover letter, rework a letter that you have, or just want to know what’s involved in the job application process, then keep reading.

Key Takeaways:

• A cover letter should be a maximum of one page long, with three to five paragraphs.

• Before writing your cover letter, it’s important to reread the job description and include keywords from it.

• Do research to figure out who you are addressing, and make sure to keep your greeting gender neutral if you don’t know.

• Tailoring your resume to each job can help you stand out from other candidates.

What is a cover letter?

A cover letter is a one-page document that describes your professional background, fitness for the role, and interest in the company. Cover letters are a way of introducing yourself to hiring managers in a more engaging way than resumes can.

While your resume spells out the “who, what, where, when” of your relevant experience, a cover letter fills in the “why” and “how.” A good cover letter not only expands on your resume’s accomplishments but also highlights the soft skills that make you an excellent person to work alongside.

While there are no official formatting guidelines for cover letters, hiring managers and recruiters do have certain expectations regarding structure, length, and content.

Why cover letters are important

Writing a good cover letter is important because it is your chance to stand out from other potential candidates. Showing your personality while also matching the tone of the company will help recruiters to visualize how you could fit into the role.

Simply submitting a cover letter isn’t enough though. Each cover letter you write should be specifically tailored to the job you’re applying for (just like resumes). It’s essential that you show the reader that you’ve done your homework and understand exactly what function you’d be serving if hired. You do that by providing examples of past work experiences that directly relate to the responsibilities of the new job.

How to write a cover letter

Cover letters are inherently unique based on who’s writing them and for what position. However, as a cover letter is a business letter, it has an expected format that it should follow. This is important because you want the hiring manager to be able to look over your cover letter quickly and understand your qualifications and interest in the position.

Here’s the standard way that a cover letter should be formatted and what to include:

1. The header. The header of your letter is where you should input all of the contact information for yourself and the hiring manager. Do you best to address it directly to the person who’ll be reading the letter — typically either the hiring manager or HR manager.

   Traditionally, you should include both your name and address and the employer’s name and address. However, as the majority of applications are online, the employer’s address is often omitted. But a traditional cover letter’s heading would look like this:

   Header example:

   Page Roman
   444 Frog Rd.
   Marigold, TX, 10987

   August 27th, 2021

   Chris Morgan
   Marketing Manager
   New Media Company
   833 Rune Rd.
   Marigold, TX, 10987

   If you’re emailing your cover letter, you can simply include your name, telephone number, email address, and fewer address details (just your city and state will suffice). You can also include a zip code if you live in a big city with multiple zip codes.

   Jessica Dancer

   jessica.dancer@email.email | (555)-444-3333 | Colombus, OH 43110

   Be sure to use a professional-sounding email address that’s not associated with your current or past employer. It’s disrespectful to both your current employer and the company you’re applying to, and will likely hurt your chances of being invited for an interview.

2. The greeting or salutation. Traditionally, the best salutation would be to use Dear Mr./Ms. [Last Name]. Make sure that you know the person’s gender when doing this, however, as you don’t want to misgender the hiring manager. Using “Dear [First Name] [Last Name]” is becoming more popular for this reason, patriotically among younger workers.

   Greeting for a specific person examples:

   • Dear Mr. Morgan,

   • Dear Mrs. Smith

   • Dear Ms. Conner

   Avoid using generic greetings such as “To whom it may concern” as it’ll look like you didn’t bother to personalize the letter (even if you did.) That particular phrase has become somewhat controversial as well, so if you need to put a generic address — if you can’t find the hiring manager’s name, for instance — use something else, such as:

   • Dear Hiring Manager

   • Dear [Department] Manager

   • Dear [Title of the Person You’d Report to if Hired]

   • Dear [Department] Hiring Team

3. Opening paragraph. The opening of your professional cover letter should instantly grab the attention of your reader. Try to lead off with one of your most relevant and impressive accomplishments.

   • Open strong. Open with a statement other than your name or stating your interest in the position. Lead with an interesting experience or achievement that directly relates to the new position.

   • Convey your personal value. There are always other qualified applicants with similar skills, so it is key to express why you personally would bring value to the organization. Give specific details as to the value you brought in a previous position, and how that could transfer to the new role.

   • Show your enthusiasm. Recruiters want to hire candidates who are excited about the position. Express enthusiasm and convey why you are passionate about the role. This is another opportunity to share a quick personal anecdote related to the job.

   • Keep it short. All of these points in your opening paragraph shouldn’t be more than a sentence or two each. You don’t want your introduction to be too long, as you want the reader to be able to quickly go through your cover letter.

   Example opening paragraph

   As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description.

4. First body paragraph. Here is where you should really sell yourself across several areas. Showcase how your personality traits, such as being honest or having the ability to work under pressure, make you a good fit.

   • Emphasize transferable skills. Explain how the skills you’ve cultivated make you the perfect fit for the role. This can include collaborative work you’ve done in the past, a leadership role you had that drove results, or interpersonal skills.

   • Revisit the job description. Make sure to pull relevant skills from the job description and put them in your cover letter. If the hiring manager spent the time to list those skills, they’re going to be looking for candidates that have them.

     It also helps with applicant tracking systems that may sift through cover letters looking for keywords.

   • Don’t skimp on personality traits. These are especially important if you don’t have a lot of experience. Desirable skills such as ambition, dedication, and getting work done on time are good for both entry-level positions and if you’re making a career change.

   Example

   I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame.

   I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses.

5. Second body paragraph. Just as an employer wants to know why you’d want the role, they also want to know why you’d want to work at their company. Do your research and learn more about the core values of the company. Discuss how they align with your own.

   Check the company’s website but also start to explore LinkedIn for greater insights. Employers want to make sure that you fit into the overall culture, and this is also something you should consider for yourself. However you feel you fit into the work culture, explain to the recruiter why. Paint a picture of how you’ll be better from the company, and how the company will also benefit.

   Example

   I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas.

6. Closing. The closing of your letter is your final impression to the hiring manager, and therefore should clearly express your eagerness to take on the position. You don’t need to rehash all of the accomplishments and skills highlighted in previous sections. Consider this more of a statement of intent.

   First, express gratitude that they took the time to consider you for the job by making it all the way through your letter. Then, quickly remind them of the benefits that you can bring to the role and company.

   Finally, your closing should state a clear call-to-action (CTA) for the recruiter to take next, such as calling you to schedule an interview. Being confident and direct at the end of your cover letter helps to close the deal.

   Example

   I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application.

   Sincerely,

   Jessica Dancer

Cover letter examples

With thousands of cover letter templates on the internet, you want to make sure you choose the right one. Here’s a basic format of what a good cover letter will contain:

If you’re putting the cover letter in an email, you can omit putting the contact information at the top and instead include it below your signature. You want to make sure to include your name, phone number, and LinkedIn link, as well as a professional portfolio, if applicable.

Cover letter template

Do’s and don’ts in a cover letter

Knowing the proper format of a cover letter is the most important factor, of course, but there are some additional dos and don’ts that if you follow can make your cover letter better. It’s during the editing process, it’s important to go over and make sure that you haven’t made any common mistakes that’ll hurt your chances.

Here are 10 dos and don’ts for writing a good cover letter:

Do’s:

• Do start by scanning the original job posting for keywords you can include in your letter.

• Do be proud of your accomplishments and make sure to highlight them.

• Do clearly express why you would be an asset to the organization.

• Do tailor your cover letter to every hiring manager and position that you apply for.

• Do try to find unique experiences, but make sure to always discuss measurable and relevant results.

Don’ts:

• Don’t feel the need to lie about your skills or accomplishments. One of the worst mistakes to make is being caught in a lie.

• Don’t copy and paste a template and only change your name and job titles. Recruiters will not see the value in a plug-in-play cover letter that has been used by multiple applicants.

• Don’t forget to be direct and include a call to action.

• Don’t make your cover letter too long. Similar to your resume, you want the reader to sum up who you are and get a quick explanation of why you’re a good fit.

• Don’t forget to proofread. Grammatical errors on a cover letter and resume are a quick way to get your packet in the “no pile”.

Cover letter FAQ

1. What do you write in a cover letter?

   In a cover letter, you should mostly write about impressive accomplishments from past jobs or academic experiences that relate to the job you’re applying for.

2. What is the purpose of cover letter?

   The purpose of a cover letter is to help a hiring manager see why your background makes you suitable for the role in question. While a resume lists achievements, educational background, and skills, it doesn’t give the reader an idea of your actual expertise or personality.

   A cover letter allows you to share your approach to work, as well as your ability to communicate your value effectively. A good cover letter makes it easy for a reader to think “I could imagine this person working for us.”

3. How do you write a simple cover letter?

   To write a simple cover letter, start with the header and greeting we outlined above. Next, state your interest in the position (give the exact job title as listed in the job description) and mention your years of industry/job experience.

   To keep your cover letter simple, you can now briefly mention in 1-2 sentences or 3-4 bullet points what parts of your background are most important for the hiring manager.

   Finally, thank the reader for considering your application, and sign off as usual (e.g., “Sincerely, [full name]”).

4. What is the best way to start a cover letter?

   The best way to start a cover letter is with an accomplishment that speaks directly to your ability to provide value for the company. Other good strategies include describing your long-standing passion for the field, mentioning an important reference at the company, or referring specifically to challenges the company is currently facing.

5. Do you introduce yourself in a cover letter?

   No, you do not introduce yourself in a cover letter. By that we mean you do not say “My name is so-and-so” — you simply jump into your background and why you’re interested in the position.

   Your name can be found at the bottom of the cover letter, as well as the header, your email address, and your resume, so there’s no need to force it awkwardly into your cover letter’s opening.

6. How do you end a cover letter?

   To end a cover letter, thank the reader for their time and/or consideration, express enthusiasm for further correspondence and conversation, and sign off with a standard closing like “Sincerely.”

7. How long should a cover letter be?

   A cover letter should be a maximum of one page long, with three to five paragraphs. Half a page is the shortest that your cover letter should be.

References

1. Harvard Business Review — How to Write a Cover Letter

2. University of Washington — Writing the Cover Letter

Expert opinion

What’s a quick cover letter tip?

Michael Akbar
Vice President
Certified Professional Career Coach

Use your six seconds to show the employer in a tailored cover letter and resume that you understand their pain and will make their lives better if put in the position.

Author

Chris Kolmar

Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

Expert

Matt Warzel, CPRW, CIR

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.