Knowing how to write a cover letter well gives you something a resume can't: a chance to explain, in your own voice, why you want this specific job and why you're a strong fit. A good cover letter is short, tailored and full of evidence. This guide covers when you need one, the structure to follow, how to address it when you don't have a name, what it should look like, and a complete example.
If you're applying after a layoff, our guide on what to do when you get laid off covers the wider plan, and this guide shows how to handle a gap in your letter.
Are cover letters necessary?
Send one when the employer asks for it, and send one when it's optional but you have a reason that your resume can't show: a career change, a gap, a move to a new city, a referral, or a strong reason for wanting this company. If an application form has no place for a letter and doesn't ask for one, you can skip it and put the effort into tailoring your resume.
| Situation | Cover letter? |
|---|---|
| The advert asks for one | Yes, always |
| Optional upload field | Yes, if you can tailor it properly |
| You're changing careers or explaining a gap | Yes; it's where you tell the story |
| You were referred by someone | Yes; mention them in the first line |
| A quick-apply form with no field for one | Usually no |
How do you write a cover letter, step by step?
- Read the job advert closely. Highlight the top three to five requirements.
- Find a name. The advert, the company website and LinkedIn are the places to look.
- Pick your evidence. Choose two or three examples from your experience that match the top requirements.
- Find your reason for this company. Something specific: a product, a value, a recent project, the team's work.
- Draft the four paragraphs below.
- Cut to one page, ideally under 400 words.
- Proofread, especially the company name and the hiring manager's name.
The UK's National Careers Service gives similar advice: introduce yourself and the job, show you're a good fit, add context if needed, and close politely, usually in 3 to 5 paragraphs (National Careers Service).
Tell them you can do the job, then show them
Practise on job simulations of the real work in your target role and link a skills profile in your cover letter so employers see evidence. Free to start, no card.
What is the structure of a cover letter?
| Paragraph | Purpose | What to include |
|---|---|---|
| 1. Opening | Why you're writing | The job title (and reference number), where you found it or who referred you, and a one-line hook |
| 2. Why you fit | Your evidence | Two or three achievements matched to the advert's requirements |
| 3. Why them | Your motivation | What draws you to this company and how your values or style match |
| 4. Close | Next step | Thanks, a pointer to your resume, and that you look forward to hearing from them |
If you need to explain a gap or a career change, add a short paragraph between 3 and 4, or fold one sentence into paragraph 2. The National Careers Service suggests describing the skills you gained during a gap. Mentioning a disability is optional.
How do you start a cover letter?
Skip "I am writing to apply for..." on its own. Name the role and give the reader a reason to keep going in the same sentence.
Opening lines (examples):
- "I'm applying for the Customer Success Manager role at Brightwave because I've spent four years turning at-risk accounts into renewals, and your focus on mid-market SaaS is exactly where I want to grow."
- "Maya Patel on your data team suggested I apply for the Junior Analyst role. She thought my work automating reporting in retail operations would fit what the team is building."
- "After eight years teaching secondary science, I'm moving into instructional design, and your Learning Experience Designer role combines the two things I do best: explaining complex ideas and building courses."
How do you address a cover letter without a name?
First, try to find one. Look in the advert, on the company's team or careers page, and on LinkedIn for the hiring manager or head of the department. The National Careers Service suggests checking the company website for a head of department, head of HR or recruitment manager.
If you can't find a name, use one of these:
| Greeting | When to use it |
|---|---|
| Dear Hiring Manager | Safe default in most markets |
| Dear [Department] Team, e.g. "Dear Marketing Team" | When you know the team but not the person |
| Dear [Job title] Hiring Team | When the advert names the role clearly |
| Dear Sir or Madam | Traditional UK formal option; sign off "Yours faithfully" |
Avoid "To whom it may concern", which reads as generic, and never guess someone's gender. In the UK, the National Careers Service advises "Yours sincerely" when you've used a name and "Yours faithfully" after "Dear Sir or Madam". "Kind regards" or "Best regards" is fine for most emailed applications.
What should a cover letter look like?
A cover letter should look like your resume's companion: the same font and size, the same header with your name and contact details, and plain, left-aligned paragraphs on a single page.
- Length: one page, three to five paragraphs, ideally under 400 words.
- Font: match your resume. The National Careers Service recommends using the same font and size as your CV.
- Header: your name, phone, email and LinkedIn, then the date and the employer's name.
- Spacing: a blank line between paragraphs and normal margins.
- File: PDF named "Firstname-Lastname-Cover-Letter.pdf", unless the employer asks for Word.
If you're pasting it into an email or a text box, drop the address block and start with the greeting.
What should you write in the middle paragraphs?
This is where most letters fall flat. Each claim should map to something the employer asked for and come with proof.
| The advert says | Weak line | Strong line |
|---|---|---|
| "Strong stakeholder management" | "I have excellent stakeholder management skills." | "I ran the weekly delivery call with three client teams and the vendor, and kept a six-month migration on schedule." |
| "Data-driven" | "I'm passionate about data." | "I built the dashboard our regional managers used to plan staffing each week." |
| "Fast-paced environment" | "I thrive under pressure." | "During peak season I led a team of 12 handling twice our usual order volume." |
The strong lines are illustrative. Use your own facts, and the advert's keywords where they truthfully fit. The National Careers Service also suggests backing up claims with facts, for example using the STAR method.
Cover letter example
This full example is illustrative.
Dear Ms Chen,
I'm applying for the Operations Analyst role at Harbour Logistics (ref. OA-114), which I found on your careers page. I've spent three years improving warehouse operations with data, and Harbour's investment in same-day delivery is exactly the kind of problem I want to work on.
At Northfield Retail, I built a weekly capacity model in Excel and SQL that three site managers used to plan shifts, and I redesigned our pick-wave schedule with the night team to cut late dispatches. I also ran the monthly KPI review for our regional director, so I'm used to turning numbers into decisions for busy people.
I'm drawn to Harbour because of how openly you share your operations work. Your team's post on reducing failed deliveries showed the kind of practical, test-and-learn approach I enjoy. I'd like to bring the same habits to your network.
My role at Northfield was one of several cut in a restructure in June. Since then I've completed a Power BI course and built a demand-forecasting project, which I'd be glad to walk you through.
Thank you for considering my application. My resume has more detail, and I'd welcome the chance to talk about how I could help your operations team.
Yours sincerely,
Jordan Lee
What mistakes should you avoid in a cover letter?
- Repeating your resume. Pick the best evidence and add context; don't list every job.
- Making it about you. Frame your experience around what the employer needs.
- Using the same letter for every job. The National Careers Service advises writing a new letter for each application.
- Getting the company or person's name wrong. It's the fastest way to be rejected.
- Going over a page.
- Apologising for a gap or a career change. State it, then show what you bring.
How do you write a cover letter with no experience?
Lead with motivation and transferable evidence: coursework, projects, volunteering, part-time jobs, sport or caring responsibilities. Show how each one proves a skill the advert asks for. A portfolio piece or a scored practice test can stand in for job history. On Cohesyve you can practise on job simulations of the real work in your target role and link your skills profile in the letter.
FAQs
How long should a cover letter be?
One page, three to five paragraphs, ideally under 400 words.
Should I write a cover letter for every application?
Write one whenever it's requested, and whenever it's optional and you can tailor it properly. A generic letter adds little.
Can I use "Dear Hiring Manager"?
Yes. It's the most widely accepted greeting when you can't find a name.
Should I mention salary in a cover letter?
Only if the advert asks you to. Otherwise, save it for the interview stage.
How do I explain a layoff in a cover letter?
In one or two sentences: what happened, without blame, and what you've done since. Our guides on how to explain being laid off in an interview and employment gap have wording you can adapt.
What next
Your cover letter and resume should tell the same story. Our guides on how to write a resume and resume format cover the other half, and our job interview tips cover what to do once you get the call.
Sources
- National Careers Service (UK): How to write a covering letter