How to Write a Cover Letter (Format, Structure, and Examples)
Quick Answer
A cover letter is a one-page document you submit alongside your resume that explains why you're a strong fit for a specific role. The standard format has four parts: a header with your contact details, an opening paragraph that states the role and grabs attention, one or two body paragraphs proving your fit with specific examples, and a closing paragraph with a call to action. Keep it under 400 words.
What Is a Cover Letter?
A cover letter is not a repeat of your resume in paragraph form. It's your chance to explain, in your own voice, why your background matters for this particular job, at this particular company — something a bulleted resume can't fully do on its own.
Cover Letter Format
| Section | What Goes Here |
|---|---|
| Header | Your name, phone, email, and (optionally) LinkedIn/portfolio link |
| Greeting | A named hiring manager if you can find one, otherwise "Dear Hiring Team" |
| Opening paragraph | The role you're applying for and one strong hook — an achievement or genuine interest |
| Body (1-2 paragraphs) | Specific proof you can do this job, tied to the posting's requirements |
| Closing paragraph | A clear call to action and thank-you |
| Sign-off | "Sincerely," followed by your full name |
How to Write Each Section
1. The Opening Paragraph
Skip "I am writing to apply for..." — it wastes your strongest sentence. Instead, open with either a relevant achievement or a specific reason you want this role:
"In my current role, I increased organic traffic by 45% in six months — the kind of growth-focused work I'd love to bring to your marketing team as your next Content Strategist."
2. The Body
Pick two or three requirements from the job posting and match them to real examples from your experience. Use numbers wherever you can — they're the fastest way to make a claim believable.
"In my previous role as a customer success associate, I managed a portfolio of 40+ accounts and maintained a 96% renewal rate by proactively flagging at-risk clients before they considered leaving. I bring that same proactive approach to every account I manage."
3. The Closing Paragraph
End with confidence and a clear next step, not a passive "I hope to hear from you."
"I'd welcome the chance to talk through how my experience in account management could support your team's renewal goals. Thank you for your time and consideration."
Full Example Cover Letter
Dear Hiring Team,
In my current role, I increased organic traffic by 45% in six months — the kind of growth-focused work I'd love to bring to your marketing team as your next Content Strategist.
Over the past three years, I've built and executed content calendars that combine SEO research with a clear editorial voice. Most recently, I led a content refresh project that moved four cornerstone pages into the top 3 search positions, directly contributing to a 20% increase in qualified leads. I'm comfortable owning a strategy end-to-end, from keyword research through to publishing and performance reporting.
What draws me to your team specifically is the emphasis on data-informed content — it's exactly how I already work, and I'd welcome the chance to bring that approach to a larger audience.
I'd love the opportunity to discuss how my experience could support your content goals. Thank you for your time and consideration.
Sincerely,
Jordan Alvarez
Cover Letter Mistakes to Avoid
Avoid
- Repeating your resume word for word
- Generic openers like "I am writing to express my interest"
- Going over one page
- Addressing it "To Whom It May Concern" when a name is findable
Do This Instead
- Tailor at least one paragraph to the specific company
- Lead with your strongest, most relevant proof point
- Keep it to 250-400 words
- Proofread out loud before sending
Frequently Asked Questions
What is a cover letter for a job application?
It's a short, tailored document that accompanies your resume and explains why you're a strong match for a specific role.
What should a cover letter look like?
A single page, four short paragraphs, matching the font and formatting of your resume for a consistent, professional look.
How long should a cover letter be?
250 to 400 words is the standard range — long enough to make your case, short enough to actually get read.
Do I still need a cover letter if it's optional?
Yes, when possible. A tailored cover letter is one of the easiest ways to stand out from candidates who skip it.
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