How to Write a Cover Letter
A good cover letter is short, specific and about the employer's needs, not yours. Five quick lessons show you how, then a builder turns your answers into a ready-to-edit draft.
What it's for, and its four parts
Your resume lists what you've done. The cover letter connects the dots: why you fit this specific job and why you want it. Hiring managers often skim it in under a minute, so every line should earn its place.
Length: keep it to one page, usually 250 to 400 words in three or four paragraphs. Shorter is fine if every sentence is specific.
Write an opening that gets read
The first lines decide whether the rest gets read. Skip the throat-clearing (“My name is…”, “I am writing to apply…”) and lead with what makes you a fit.
“I am writing to express my interest in the Customer Success Manager position I saw on your website. I believe I would be a great fit.”
“After three years helping 120 small-business clients get the most out of their software, I'd love to bring that experience to Brightline as your Customer Success Manager.”
Three reliable ways to open:
- Lead with a result: a number or achievement that matches the role's main job.
- Lead with a connection: “Jordan Lee on your design team suggested I reach out…” (only with their permission).
- Lead with genuine interest: something specific about the company, like a product, project or mission, and how it ties to your experience.
Match the letter to the job
A generic letter is easy to spot. Tailoring takes ten minutes and is the single biggest improvement you can make.
- Read the job posting twice. Highlight the 2 or 3 requirements that appear first or most often. Those are what they care about most.
- Find proof for each one. For every requirement, pick one example from your experience, ideally with a number: money saved, customers served, time cut, ratings earned.
- Use their words. If the posting says “stakeholder communication”, use that phrase rather than “talking to people”. Many employers screen applications with software that looks for these keywords.
- Research the company for five minutes: its website, recent news, and what it says about itself. Use one real detail in your closing.
Posting says: “Experience managing schedules for a busy team.”
You write: “At Greenway Dental, I managed the schedules of six hygienists and cut no-shows by 30% by introducing text reminders.”
Don't repeat your resume. Pick your two best examples and tell the short story behind them: the problem, what you did, and the result.
Tone, and the mistakes that sink letters
Aim for professional but human: how you'd write to a respected colleague. Confident, not boastful. Plain words beat fancy ones.
- Focus on them, not you. “This job would help me grow” is about you. “I can help your team reduce wait times” is about them.
- Show, don't claim. “I'm a hard worker” means little. “I covered extra shifts through the holiday rush” proves it.
- Cut “I” where you can. Starting every sentence with “I” sounds self-focused. Mix it up.
Common mistakes
- The wrong company name or job title, left over from your last letter. Check twice.
- Typos, especially in the hiring manager's name. Read the letter out loud before sending.
- “To Whom It May Concern”: it feels dated. Use a name, or “Dear Hiring Manager”.
- Too long: more than a page, or long blocks of text.
- Negativity about a past employer, or apologizing for missing skills.
- Generic AI text. If you use an AI tool to draft, rewrite it in your own voice, add your real examples, and check the employer's rules on AI use.
Formatting and sending
| Setting | Use |
|---|---|
| Font | The same simple font as your resume (such as Arial, Calibri or Georgia), 10 to 12 point |
| Margins | About 1 inch on all sides, single-spaced, left-aligned |
| Spacing | A blank line between paragraphs, no indents |
| File type | PDF unless the employer asks for Word. Open it after saving to check nothing shifted. |
| File name | Firstname-Lastname-Cover-Letter.pdf, never letter_final_v3.pdf |
- Online form with a text box? Paste the body of your letter: greeting, paragraphs and sign-off. Skip the address header.
- Sending by email? Either attach the letter and write a 2- to 3-sentence email, or put the letter in the email body. Use a clear subject: Application: Customer Success Manager, Jane Doe.
- Follow up politely if you haven't heard back in a week or two, with one short email restating your interest.
Need help with that email? See Write a Professional Email.
Build your cover letter
Fill in the boxes and your draft writes itself below. Nothing you type leaves your browser. Treat the result as a first draft: read it out loud and make it sound like you.
FAQCommon questions
Do I still need a cover letter if it says “optional”?
Usually, yes. An optional letter is a free chance to explain your fit, a career change or a gap. A short, tailored one is better than none; a generic one is not much better than none.
How long should a cover letter be?
One page at most. Three or four short paragraphs, about 250 to 400 words, is typical. If the application gives a word or character limit, follow it.
How do I find the hiring manager's name?
Check the job posting, the company's team page, or LinkedIn for the manager of that department. If you can't find it in a few minutes, “Dear Hiring Manager” is perfectly fine.
Should I mention salary?
Only if the posting asks you to. Then give a range based on research for that role and area, and keep it to one sentence.
How do I explain a career change or a gap?
Briefly and positively, in one or two sentences. Focus on the skills that carry over and why you're excited about this direction. You don't need to give personal details.
Can I use the same letter for every job?
You can reuse the structure and some sentences, but change the opening, examples and company details every time. Always check the company name and job title before sending.