How to Write a Cover Letter: Structure, Length and a Template

A good cover letter is short, specific to the job and adds something the resume cannot: why you want this role, the evidence that matters most and any context a reader needs. Use three or four short paragraphs, about 250 to 350 words, on one page. Open with the role and your strongest point, give one or two pieces of evidence that match the posting, explain anything the resume leaves unclear and close with a clear next step. Write to a person if you can find one. If the letter could be sent unchanged to another company, rewrite it.

Many recruiters skim or skip cover letters, and others read them closely, so write for the reader who does.

When a cover letter is worth writing

Structure

Opening: the role and your strongest point

State the role and give a reason to keep reading. For options, see cover letter opening lines. Example: "I'm applying for the operations coordinator role. For the past four years I have scheduled deliveries for 30 suppliers at a food distributor, and I want to do the same for a company that values careful planning."

Evidence: one or two matching examples

Pick the two requirements that matter most in the posting and give one example for each. Do not restate the resume. Add the context it lacks.

"The posting asks for experience handling supplier conflicts. Last year I rebuilt our delivery schedule after a supplier closed, moving 12 accounts to new slots in two weeks without a missed delivery."

Why this company

One or two sentences showing you looked at the company. Reference something real: a product, a project, a value in their materials, a challenge in their sector. Avoid empty praise.

Close

Say what you would like to happen next, and thank the reader. "I would welcome the chance to talk about how I could help with your autumn schedule. Thank you for considering my application."

A template to adapt

"Dear [Name, or Hiring Team],

I'm applying for the [role] at [company]. [One sentence: your strongest, most relevant fact.]

[Paragraph 2: Evidence for requirement one, with a specific example and result.]

[Paragraph 3: Evidence for requirement two, or the context the resume lacks, such as a career change or a gap. Why this company and this role.]

I would welcome the chance to discuss the role. Thank you for your time.

Kind regards, [Name]"

Replace every bracket with specific content. A template with generic sentences will read as one.

Writing style

• Plain language and short sentences.
• One idea per paragraph.
• First person, active verbs, a natural voice.
• No clichés such as "I am a team player" or "I am passionate about excellence". Show it.
• No jargon you would not use in conversation.
• Proofread aloud. See common resume mistakes, which applies equally to letters.

Addressing the reader

Look for a name in the posting, on the company site or in the team page. If you cannot find one, "Dear Hiring Team" is fine. Avoid "To whom it may concern". If the posting says to address the hiring manager and names them, use it exactly.

Special cases

Career changers: use the letter to explain the bridge between your experience and the role, and give evidence of recent steps. See career change resumes.

Gaps: one sentence, factual, followed by what you can offer. See explaining an employment gap.

Referral: mention it in the first line: "Priya Shah in your analytics team suggested I apply." See how to get a referral.

Graduate: use projects and activities as evidence. See student resume.

Format

One page, the same font as your resume, left aligned, with your contact details at the top and the date. Send it as a PDF, or paste it into the email body if the employer prefers. Name the file clearly: "Maria-Lopez-Cover-Letter.pdf". See PDF or Word.

A last check

• Does it name the role and company correctly?
• Could another company receive it unchanged?
• Is every claim supported by something in the resume?
• Does it add information the resume does not have?
• Is it under a page?

If the answers are right, send it with the resume. For the next step in the process, see how to follow up on a job application and the wider plan in job search strategy.