How to Write cover letter

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.

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.

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.

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.

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.