How to Write a Cover Letter (Templates + Examples)

A cover letter is one page. Three to four paragraphs. 250 to 400 words. That's all anyone reads. The rest is overthinking.

People still struggle with these. Not because the format is complicated. Because they freeze at the opening line, second-guess every word, and wonder if anyone even reads cover letters anymore.

Short answer: yes, they do. A 2024 ResumeGo study found that applicants who submitted tailored cover letters were 53% more likely to get a callback than those who sent resumes alone (ResumeGo, 2024). Another survey from Robert Half found that 78% of hiring managers prefer candidates who include cover letters, even when they're listed as optional (Robert Half, 2023).

This guide gives you the format, the templates, and the thinking behind each part. You'll get three ready-to-use cover letter examples for different career stages, plus the common mistakes that get letters rejected before the second paragraph.

What Goes in a Cover Letter (The 6-Part Anatomy)

Every cover letter follows the same six-part structure. Hiring managers expect this order. Changing it makes them work harder to find what they need. That costs you.

Here's the standard cover letter format:

That's six parts. One page. Let's walk through each.

Part 1: The Header

Your header should mirror your resume header. Same font, same contact details. This creates a consistent, professional package.

[Your Name]
[Email] | [Phone] | [LinkedIn URL]

[Date]

[Hiring Manager's Name]
[Title]
[Company Name]
[Company Address]

What to include: Full name, email, phone number, LinkedIn URL (optional but increasingly expected). Then the date and the recipient's details.

What to skip: Your full mailing address. Physical addresses on cover letters are a holdover from postal mail. Unless the job posting specifically asks for it, leave it off. It takes space and adds nothing.

Part 2: The Greeting

"Dear [Name]" is still the standard. It works. Use it.

Finding the hiring manager's name takes five minutes. Check the job posting, the company's team page, or LinkedIn. Search "[Company Name] + [Job Title] + hiring manager." If you genuinely cannot find a name, use:

• "Dear Hiring Manager" (safe, clear)
• "Dear [Department] Team" (slightly warmer)

Never use: "To Whom It May Concern" (feels outdated), "Dear Sir/Madam" (assumes gender), "Hi there" (too casual for most industries).

Part 3: The Opening Hook

This is where most cover letters fail. The first two sentences decide whether your letter gets read or skimmed.

What kills an opening:

• "I am writing to apply for the [Position] role at [Company]." (They know. They're reading your application.)
• "I am a passionate, detail-oriented professional with 7 years of experience..." (So is everyone else.)
• "I was excited to see your job posting on LinkedIn." (This tells them nothing about you.)

What works: Lead with your strongest connection to the role. A result, a shared value, or a specific reason this company stood out.

Good opening examples:

"When Greenfield Partners launched its sustainability reporting framework last quarter, I watched our competitor scramble to catch up. I built the team that did the scrambling, and I'd rather be on your side of that equation."

"Your posting mentions needing someone who can cut onboarding time for enterprise clients. At my current role at TechFlow, I reduced client onboarding from 45 days to 18 by redesigning the implementation playbook."

"Three years ago, I used your financial planning tool to manage my own student loans. That experience is why I majored in fintech, and why I'm applying for your Product Analyst internship."

Each opener does three things: mentions the company by name, shows you did research, and connects your background to their needs. That's the rule of 3 in a cover letter.

Part 4: The Body (1-2 Paragraphs)

The body is your evidence section. Pick two achievements that align with what the job posting asks for. Use numbers when you can.

The formula: Situation + Action + Result. Keep each story to 2-3 sentences.

Body paragraph 1: Your strongest qualification.

"As marketing coordinator at Apex Solutions, I managed a $120K annual content budget and grew organic traffic by 67% in 14 months. I built the editorial calendar, hired freelance writers, and ran the SEO strategy that moved us from page 4 to page 1 for our three highest-value keywords."

Body paragraph 2: A secondary skill that adds depth.

"Beyond content strategy, I bring hands-on experience with HubSpot, Google Analytics 4, and Salesforce CRM. I've trained two junior team members on these tools and created the onboarding documentation our department still uses."

Key rule: Mirror the job posting's language. If they say "project management," don't say "overseeing initiatives." If they mention "Salesforce," name Salesforce. Many companies still filter applications with applicant tracking systems (ATS), and matching their terminology helps your letter get through.

Part 5: The Closing

End with a clear next step. Don't be vague. Don't be aggressive. Be specific and polite.

Good closings:

"I'd welcome the chance to discuss how my content marketing experience can support Greenfield's growth goals. I'm available for a call or video interview at your convenience."

"Thank you for considering my application. I look forward to learning more about the team's priorities and sharing how I can contribute."

Bad closings:

• "Please let me know if you have any questions." (Passive. You should be the one with questions.)
• "I know I'm the perfect fit for this role." (Let them decide that.)
• "I'll follow up next Tuesday." (Feels pushy unless the posting invites it.)

Part 6: The Sign-Off

Keep it simple:

• Sincerely, (always works)
• Best regards, (slightly warmer)
• Thank you, (fine for most contexts)

Then your full name. If submitting digitally, your typed name is enough. No need for a scanned signature unless they specifically request one.

How Long Should a Cover Letter Be?

250 to 400 words. One page. No exceptions.

Hiring managers spend an average of 7 seconds scanning a resume (Ladders, Inc., Eye-Tracking Study). Cover letters get slightly more time, but not much. If yours bleeds onto page two, the second page won't be read.

Here's a word count guide by experience level:

Quick test: Print your cover letter. If it fills more than 70% of the page (with standard margins and 11-12pt font), cut something.

Cover Letter Template 1: Entry-Level / New Graduate

No experience? Lead with education and projects. This template works for recent graduates, internship applicants, and anyone applying for their first professional role.

[Your Name]
[Email] | [Phone] | [LinkedIn URL]

[Date]

[Hiring Manager's Name]
[Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Last Name],

I'm a recent [degree] graduate from [University] applying for the
[Job Title] position at [Company Name]. Your work on [specific
project, product, or initiative] stood out to me because [specific
reason tied to your interests or coursework].

During my time at [University/Internship/Volunteer Role], I
[specific achievement with a number]. For example, [brief story:
what you did, what happened, what the result was]. This experience
taught me [relevant skill] that directly applies to [something
from the job description].

I also bring [secondary skill or tool proficiency]. Through
[coursework, project, or extracurricular], I developed [specific
capability] that I'm eager to apply in a professional setting.

I'd welcome the opportunity to discuss how my background in
[field] can contribute to [Company Name]'s goals. Thank you for
your time and consideration.

Sincerely,
[Your Name]

Why this works for entry-level: It leads with education (your main credential), pivots quickly to a concrete achievement, and shows initiative by mentioning a secondary skill. The tone is eager without being desperate.

Pro tip for students: Class projects, thesis research, and student org leadership all count as experience. Frame them with the same Situation + Action + Result format you would use for paid work.

If you need help generating strong bullet points from your coursework or projects, the Resume Bullet Points tool can turn vague descriptions into specific, results-focused statements.

Cover Letter Template 2: Experienced Professional

3+ years of experience means you lead with results, not credentials. This template fits candidates applying for a role at or slightly above their current level.

[Your Name]
[Email] | [Phone] | [LinkedIn URL]

[Date]

[Hiring Manager's Name]
[Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Last Name],

[Opening hook: 1-2 sentences connecting a specific company
initiative or challenge to your experience. Show you did your
research.]

In my current role as [Job Title] at [Current Company], I
[achievement #1 with metrics]. Specifically, I [action you took]
which resulted in [measurable outcome]. This experience maps
directly to your requirement for [specific skill or responsibility
from the job posting].

I've also [achievement #2 in a different skill area]. At
[Previous Company or same company], I [what you did], leading to
[result]. My proficiency with [relevant tools, technologies, or
methodologies] means I can contribute from day one without a
lengthy ramp-up period.

What draws me to [Company Name] is [specific reason: culture,
product, market position, team, mission]. I'd welcome a
conversation about how my background in [your specialty] can
support [team or department]'s objectives.

Best regards,
[Your Name]

Why this works for experienced professionals: It skips the "I'm applying for" filler and opens with a hook. Two body paragraphs give enough space for different skill demonstrations without running long. The closing names a specific reason for interest, which shows genuine intent.

Cover Letter Template 3: Career Changer

Career changers have the hardest cover letter to write. The goal: show that your past experience is relevant, not random.

[Your Name]
[Email] | [Phone] | [LinkedIn URL]

[Date]

[Hiring Manager's Name]
[Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Last Name],

After [X years] in [previous industry/role], I'm making a
deliberate move into [new field] because [honest, specific
reason]. Your posting for [Job Title] caught my attention because
[connection between the role and your motivation].

My background in [previous field] built skills that transfer
directly to this role. At [Previous Company], I [transferable
achievement #1 with metrics]. The [specific skill: project
management, client relations, data analysis, budget oversight]
I developed there is the same skill your job description
lists under [exact requirement from posting].

To prepare for this transition, I've [specific steps: completed
a certification, built a portfolio, taken coursework, freelanced,
volunteered]. For example, [brief story of applying your new
skills in a real context, even if unpaid or self-directed].

I understand that career changers need to prove more than
traditional candidates. I'm prepared to do that. I'd appreciate
the chance to walk you through how my [previous field] experience
and my [new field] training create a combination that benefits
[Company Name].

Thank you for your consideration.

Sincerely,
[Your Name]

Why this works for career changers: The opening addresses the switch head-on instead of hiding it. Paragraph two bridges the gap with transferable skills. Paragraph three shows you have done the work, not just thought about it. The closing acknowledges the reality without apologizing.

If you're writing a letter of interest (reaching out to a company that may not have a posted opening), the approach shifts. A letter of interest leads with why the company interests you, then offers your value. The Letter of Interest prompt can help you structure that pitch.

How to Start a Cover Letter (5 Strong Opening Lines)

The first two sentences decide whether your letter gets read or skimmed. Here are five formulas that work across industries:

1. The Results Lead

"In my last role, I [specific result]. I'd like to do the same for [Company Name]."

2. The Company Research Lead

"Your team's [specific initiative, product launch, or public achievement] is the reason I'm applying."

3. The Mutual Connection Lead

"[Name] on your [team/department] suggested I reach out. After learning about [role/project], I knew this was a strong fit."

4. The Problem-Solution Lead

"Your posting mentions [specific challenge]. I spent the last [X years] solving that exact problem at [Company]."

5. The Personal Story Lead (use sparingly)

"I've been a [Company] customer since [year]. What started as a consumer experience turned into a career interest."

Pick the formula that fits your situation. Then make it specific. Generic openers get generic responses.

What 5 Things Should a Cover Letter Include?

If you only remember five elements, remember these:

1. A specific connection to the company. Name the company. Reference something real about them. This proves you didn't send the same letter to 50 employers.

2. Your strongest qualification for this exact role. Not your whole career history. One achievement that maps to their top requirement.

3. A number. Revenue generated, percentage improvement, team size managed, projects completed. Numbers stick. Words blur together.

4. A second skill that adds depth. Show you're more than one thing. If the main skill is technical, the second can be collaborative. If the main is strategic, the second can be hands-on.

5. A clear next step. Tell them what you want to happen next. "I'd welcome a conversation" is enough. Don't leave the ending open.

8 Cover Letter Mistakes That Get You Rejected

Most rejection happens in the first paragraph. Knowing what to avoid is just as useful as knowing what to include.

1. Repeating Your Resume in Paragraph Form

Your cover letter isn't a prose version of your resume. If someone can learn the same things from both documents, one of them is wasted. The cover letter should tell the stories behind the bullet points, not restate them.

2. Writing "To Whom It May Concern"

This greeting signals that you spent zero time finding out who will read your letter. Even "Dear Hiring Manager" shows you thought about the audience. "To Whom It May Concern" suggests a form letter, and nobody wants to feel like the recipient of a mass mailing.

3. Starting Every Sentence With "I"

Read your draft out loud. If three or more consecutive sentences start with "I," rewrite. Flip the subject. Instead of "I managed a team of 12," try "A team of 12 reported to me across three product lines." Same information, different rhythm.

4. Being Vague About Achievements

"I helped increase sales" tells a hiring manager nothing. How much? Over what period? Compared to what? "I grew territory sales by 31% in Q3, exceeding team targets by $47K" tells a complete story in one sentence.

5. Making It About What You Want

"This role would be a great opportunity for my career growth" is about you. The employer doesn't care about your career growth in a cover letter. They care about what you bring to their team. Frame everything through their lens.

6. Apologizing for What You Lack

"Although I don't have direct experience in..." is a red flag disguised as honesty. If you lack a qualification, don't highlight it. Focus on what you do have. If the gap is too big, this may not be the right role.

7. Using a Generic Template Without Customizing

Templates are starting points. Sending the same cover letter to every company is worse than sending none. Hiring managers can spot a template within the first paragraph. Change the company name, the opening hook, and at least one body paragraph per application.

8. Forgetting to Proofread

A single typo in a cover letter carries more weight than a typo in a 10-page report. It suggests carelessness at the moment you're trying hardest to impress. Read it out loud. Have someone else read it. Run it through a spell checker. Then read it one more time.

Cover Letter Format: The Technical Details

Standard formatting gets you past the first filter. Here are the specifics:

Always submit as PDF unless told otherwise. PDFs preserve formatting across devices. A .docx file can shift fonts and spacing depending on what version of Word the reader uses.

What Not to Say in a Cover Letter

Some things hurt your application no matter how true they are. Leave these out:

• Your salary expectations (unless they ask in the posting)
• Why you left your last job (save it for the interview)
• Personal problems or health issues (not relevant to your candidacy)
• Negative comments about a previous employer (always backfires)
• "I'm a perfectionist" or any dressed-up weakness (hiring managers see through it)
• Anything you wouldn't say in a job interview (the letter is a preview of the conversation)

When You Don't Need a Cover Letter

Not every application needs one. Honesty.

Skip the cover letter when:

• The application system has no place to upload one
• The posting explicitly says "no cover letter needed"
• You're applying through a quick-apply system that only takes a resume

Always write one when:

• The posting says "optional" (it's not optional)
• You're changing careers or industries
• You have a gap in your employment history
• Someone at the company referred you
• The role is competitive and you need an edge

When in doubt, write one. A short, strong cover letter never hurts an application. A missing one sometimes does.

How AI Tools Can Help (Without Writing It for You)

AI is useful for cover letters, but not the way most people use it. Pasting a job posting into ChatGPT and asking it to "write me a cover letter" produces text that sounds like every other AI-generated cover letter. Hiring managers are already learning to spot that flat, overly formal tone.

Better approach: use AI to draft, then rewrite in your own voice.

The Cover Letter Writer prompt is built for this. It asks you targeted questions about the role, your experience, and your connection to the company. Then it generates a draft you can edit rather than a finished product you paste and send.

Here's where AI actually helps with cover letters:

• Matching keywords to job postings. Paste the job description and your resume into an AI tool. Ask it to identify which of their requirements you haven't addressed. Then address them.
• Tightening wordy paragraphs. First drafts are almost always too long. AI can cut 400 words to 280 without losing meaning.
• Generating opening hooks. If you're stuck on the first line, AI can offer five options. Pick the one closest to your voice, then rewrite it.
• Checking tone. Ask AI to evaluate whether your letter sounds confident, desperate, or arrogant. Then adjust.

The goal: AI handles the structure. You provide the substance. Your cover letter should sound like you wrote it, because you did.

For building the resume that goes with your cover letter, the Professional Summary prompt creates the top section of your resume, and the Resume Bullet Points prompt turns job duties into achievement statements. Together with your cover letter, they create a consistent application package.

If someone at the company offered to write a recommendation for you, the Recommendation Letter Generator can help them draft it quickly.

Cover Letter Checklist (Before You Hit Send)

Nine checks before you hit send. Run through this list for every application:

• Is it one page or less?
• Did you address a specific person (or at minimum, "Dear Hiring Manager")?
• Does the opening mention the company by name?
• Do you have at least one achievement with a number?
• Does each body paragraph map to a requirement from the job posting?
• Is the closing clear about next steps?
• Did you proofread for typos, especially the company name and the contact's name?
• Is the file named professionally (FirstName-LastName-Cover-Letter.pdf)?
• Did you save it as a PDF?

If all boxes are checked, send it. A good-enough cover letter sent today beats a perfect one sent next week. Hiring timelines are short. Roles get filled fast. Your best competitive advantage is speed combined with quality.

The cover letter isn't meant to get you the job. It's meant to get you the interview. Keep it focused, keep it honest, keep it to one page.

Need help drafting your cover letter? The Cover Letter Writer prompt walks you through each section and generates a customized draft in minutes. Pair it with the AI Career and Resume Prompts collection for your full job search toolkit.