- You will learn a step-by-step process to plan, write, and polish a concise cover letter tailored to each job.
- A strong opening and specific examples of your impact make your letter more convincing to recruiters and ATS systems.
- Keep your cover letter to one page, aim for 200 to 400 words, and match language from the job posting.
- Use a simple format, proofread carefully, and follow up with a tracking plan to improve responses over time.
If you are wondering how to write cover letter that gets read, this guide walks you through each step from research to final proof. You will get practical examples, length and formatting rules, and templates you can adapt for different roles.
Step-by-Step Guide
Research the company and role
Before you begin writing, gather the job posting, the company website, and a recent news item or product update. Research helps you show genuine interest and lets you match the language the employer uses so your letter reads relevant and specific.
Look for the key responsibilities, required skills, and three phrases or keywords the posting repeats. Jot down one or two tangible results from your past work that map to those responsibilities so you can use concrete examples in the body of the letter.
Expect to spend 10 to 20 minutes on this step for each application. If you cannot find a company contact name, address the letter to the hiring team and note the hiring manager role to make your greeting less generic.
- Save the job posting text in a note and highlight 3 required skills to reference later.
- Check LinkedIn for the hiring manager or team lead to personalize the greeting when possible.
- Use the company’s values or recent product news as a brief line showing you researched the organization
Draft a concise opening, how to write cover letter
Start with a one-sentence opener that states the role you are applying for and a short reason why you are excited about it. This immediately tells the reader why your letter matters and sets context for the examples that follow.
Follow the opener with a single sentence that summarizes your top qualification, for example your title plus a measurable outcome. Example bad opener: "I am writing to apply for this job because I need a new opportunity.
" Example better opener: "I am applying for Product Manager, bringing five years building features that increased retention 15 percent at my last company.
Keep this section to two to three sentences total so the reader can quickly see relevance. Avoid repeating your resume verbatim, focus on the one claim you will prove in the next paragraph.
- Include the exact job title from the posting to pass simple ATS checks.
- If you have a referral, mention the person and their relationship in the opening sentence.
- Keep the opening to three lines or fewer when viewed on a phone
Show impact with one strong example, how to write cover letter
Choose one clear accomplishment that demonstrates the skill the role needs, and explain it with numbers or specific outcomes when possible. Recruiters read many letters, so one vivid example trumps a long list of generic responsibilities.
Structure the example in three sentences: the challenge, your action, and the result. For example: "At Acme Co.
, the team faced a 20 percent churn rate. I led a cross-functional pilot that redesigned onboarding flows, reducing churn to 9 percent in six months.
That work improved customer lifetime value and informed company roadmap decisions.
If you lack hard numbers, describe the scope and impact in qualitative terms, such as team size, project timeline, or product reach. Avoid overclaiming, and be prepared to discuss the example in an interview.
- Use one metric if you have it, such as percent change, dollar value, or time saved.
- Keep the example focused on the reader’s needs, not a laundry list of tasks.
- If you worked on a team, name your role clearly, for example "I led the data analysis" or "I contributed design mockups"
Connect your skills to the role and show culture fit, how to write cover letter
After your example, explain briefly how your skills map to two or three items in the job posting and why you would enjoy working at the company. This helps the reader picture you in the role and signals that you will be a productive teammate.
Use one short paragraph to match skills, for example: "My experience running weekly stakeholder reviews maps to your need for cross-functional collaboration, and my background in data analysis fits the role’s emphasis on metrics-driven decisions. " Then add one sentence about culture fit, such as shared values or product interest.
Avoid generic praise like "I love your company. " Be specific, for example reference a product feature, mission statement, or recent release that aligns with your values or experience.
This shows you did the research in step one.
- Quote one phrase from the job posting to show a clear match with your experience.
- Mention a product or project the company announced recently to demonstrate authentic interest.
- If remote work or flexible hours matter to you, note how you have succeeded in similar environments
Close with a clear next step and proofread
End with a concise closing that thanks the reader and suggests a clear next step, such as a brief call or interview. A simple line like "I would welcome the chance to discuss how my experience can help your team, and I am available for a 20-minute call next week" gives the recruiter direction.
Keep the whole letter to one page, typically 200 to 400 words, and use a standard font like Arial or Calibri at 10 to 12 points. Use standard section headers in your resume, but for the cover letter keep a single-column layout and include your contact details at the top.
Finally, proofread aloud and run a quick spell check, then save a PDF copy before sending. Track the application in a spreadsheet with date sent and follow-up date so you remember to follow up in one to two weeks if you have not heard back.
- Aim for 200 to 400 words, which reads well on mobile and respects the recruiter’s time.
- Export to PDF to preserve formatting unless the job asks for plain text.
- Use a checklist: role, one example, skills match, culture line, closing, contact details
Common Mistakes to Avoid
Pro Tips from Experts
Save three flexible templates: one for your current role, one for a related role, and one for a career change, then customize briefly for each application.
Use a simple filename for your PDF like Firstname_Lastname_CoverLetter_Company.pdf to make it easy for recruiters to find later.
If an application allows a text box only, paste plain text and remove headers to keep formatting consistent
Writing an effective cover letter is a short, repeatable process you can complete in 30 to 60 minutes when you follow these steps. Start with research, present one strong example, link your skills to the role, and finish with a clear next step to increase your chances of getting noticed.
Overview — What a strong cover letter does
A cover letter does three things: introduce you, explain why you fit the role, and prompt the reader to act. Employers typically spend 6–10 seconds on a first scan, so lead with your strongest point.
Keep the letter to 250–400 words (about 3–4 short paragraphs) to respect recruiters’ time.
Structure your letter deliberately:
- •Header: Name, phone, email, LinkedIn or portfolio link. Match formatting to your resume.
- •Opening line: Mention the role and a concise reason to read on (example: “I’m excited to apply for the Product Manager role at Acme Corp — I grew revenue 30% year over year for my current product.”).
- •Body (1–2 short paragraphs): Tie 1–3 concrete achievements to the job’s top 2–3 requirements. Use numbers — e.g., “reduced churn by 18% in 9 months” — and name tools or methods.
- •Closing: Restate enthusiasm and ask for the next step (request an interview or offer availability). Include a professional sign-off.
Tone and customization matters. If the job description asks for “cross-functional leadership,” describe a specific team size or stakeholder mix (e.
g. , “led a 7-person team across marketing, engineering, and design”).
Avoid repeating your resume line-for-line; instead, explain impact. Also, run the final version through a spellchecker and an ATS keyword check to ensure readability and discoverability.
Actionable takeaway: Draft a 300-word letter that highlights two metrics-driven achievements tied to the job’s top requirements.
Subtopics — Key elements to master and how-to steps
Tailoring to the job description
- •Step 1: Highlight the top 3 requirements from the posting.
- •Step 2: For each requirement, list one achievement that proves you meet it. Use numbers (e.g., “cut costs 12%” or “onboarded 150 customers”).
- •Example opening: “As a digital marketer with 5 years building acquisition funnels, I increased paid-channel ROAS by 2.4x.”
Storytelling with structure
- •Use a mini STAR (Situation → Task → Action → Result) in one paragraph. Keep the Situation to one sentence, Action to two, Result to a single quantified sentence.
- •Example: “At Beta Inc., facing 25% declining retention (S), I led a product update (T), implemented A/B tests and a loyalty email series (A), and lifted retention 17% in 6 months (R).”
Addressing gaps or changes
- •Career gaps: Be honest and brief; focus on recent learning (courses, projects). Example: “During a 9-month break, I completed a 12-week data analytics bootcamp and built a customer-churn model.”
- •Career changers: Tie transferable skills with a specific result (e.g., “as a teacher, I managed classroom budgets of $10K annually, which translates to disciplined cost control”).
Format and delivery
- •Email vs. attachment: Send the letter in the email body when the posting requests it; attach only if asked. Use a clear subject line: “Product Manager — Jane Doe — 5 yrs PM.”
Actionable takeaway: Pick one job, write three evidence-backed bullet points linking your experience to the top three listed qualifications.
Resources — Tools, templates, and examples to use
Templates and examples
- •3-paragraph template: Intro (1 sentence + hook), Evidence (2 short paragraphs with metrics), Close (1 sentence + availability). Save this as a reusable document and adapt per job.
- •Example lines to customize: “I reduced onboarding time 40% by redesigning our welcome flow” or “I negotiated vendor contracts that saved $45K annually.”
Online tools
- •Job description analyzers: Use tools like Jobscan to compare your letter to the posting and identify missing keywords; aim for 60–80% match on critical keywords.
- •Grammar and clarity: Run the letter through Grammarly and Hemingway for grammar and reading-level feedback; target a grade 8–10 reading level.
- •Formatting and portfolios: Use Google Docs or Microsoft Word for final formatting; link live work on GitHub, Behance, or a personal site.
People resources
- •Informational interviews: Spend 20–30 minutes with someone in the role to learn what hiring managers value; then reference one insight in your letter.
- •Recruiter feedback: After applying, ask for brief feedback if rejected — it helps refine future letters.
Practical checklist
- •Spellcheck ✓, keyword check ✓, 1 metric per paragraph ✓, contact info visible ✓, deliver in requested format ✓.
Actionable takeaway: Use Jobscan for one draft, run grammar checks, and include at least two measurable results before submitting.