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How to write a cover letter

What goes into each part, what to avoid, and an outline you can fill in.

What is a cover letter?

A cover letter is a one-page letter you send with your CV. Your CV lists what you’ve done; the letter explains why you want this particular job and why you’re a good fit for it. A good letter is short (250–400 words), written for one company, and backs every claim with a concrete example.

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The parts of a cover letter

  1. Part 1:Header

    Your full name, email, phone number and city at the top, followed by the date and the company’s name (and the hiring manager’s, if you know it).

  2. Part 2:Greeting

    Address the hiring manager by name if you can (“Dear Ms Smith,”). If you can’t find a name, use “Dear Hiring Manager,”; avoid “To whom it may concern”.

  3. Part 3:Opening paragraph

    Name the position and where you saw it, then say in one or two sentences why the company interests you. Make the first sentence about them, not about you.

  4. Part 4:Why you: one or two paragraphs

    Pick 2–3 requirements from the job posting and match each with an achievement from your experience. Use numbers and results (“raised customer satisfaction to 92%”) rather than adjectives (“hard-working”).

  5. Part 5:Why this company

    Show you’ve done your homework: a product, value, project or piece of news that connects to your own goals. This is what turns a generic letter into one written for them.

  6. Part 6:Closing paragraph

    Summarise what you’d bring, mention your availability, and invite them to the next step (“I’d welcome the chance to discuss…”). Thank them for their time.

  7. Part 7:Sign-off

    End with “Kind regards,” or “Sincerely,” followed by your full name.

Do

  • Write a new letter for each application, using the company’s own words from the posting.
  • Keep it to one page: 3–4 short paragraphs.
  • Back every strength with a concrete example or number.
  • Use the same contact details as your CV.
  • Read it aloud before sending; check names and the company’s spelling.

Don’t

  • Repeat your CV line by line.
  • Use the same generic letter for every company.
  • Talk only about what you want from the job.
  • Use clichés such as “I am a team player with excellent communication skills” without proof.
  • Mention salary expectations unless the posting asks for them.

An outline you can fill in

Replace the parts in brackets with your own details.

Dear [Hiring manager’s name],

I’m writing to apply for the [position] role at [company], which I saw on [where you found it]. [One sentence about what draws you to the company.]

In my role as [your current or last title] at [company], I [an achievement with a number]. This experience matches your need for [a requirement from the posting]. I also [a second achievement linked to another requirement].

What excites me most about [company] is [a product, value or project]. I’d love to bring my experience in [skill] to [team or goal].

I’m available from [date] and would welcome the chance to discuss how I can contribute. Thank you for your time and consideration.

Kind regards, [Your full name]

Tips

  • Send it as a PDF unless the posting asks for another format; name the file “Name-Surname-Cover-Letter.pdf”.
  • If you apply by email, put the letter in the body of the email and attach your CV.
  • Write the letter in the same language as the job posting.
  • If you’re changing careers or have a gap in your CV, the letter is the right place to explain it in one or two sentences.

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