How to write a cover letter
A cover letter is a short note you send with your resume to introduce yourself and explain why you're applying. It doesn't need to be fancy or long. It just needs to be honest and direct.
Do you actually need one?
Sometimes yes, sometimes no. A few rules of thumb:
- If the job posting asks for one, write one. Skipping a requested cover letter is one of the easiest ways to get screened out before anyone reads your resume.
- If the job posting says "optional," write one anyway. Most applicants skip the optional letter. Writing one sets you apart.
- If you're applying through a quick-apply form on a job board (like Indeed's "Easy Apply"), a cover letter usually isn't expected, and you can skip it.
- If you're emailing your resume directly to a hiring manager, the body of your email essentially is your cover letter. Treat it that way.
The template that works
A good cover letter has four short paragraphs:
Paragraph 1 — Why you're writing. Two or three sentences. State the job you're applying for, where you saw it, and your overall pitch in one line.
Paragraph 2 — Why you're qualified. Three or four sentences. Connect your specific experience or skills to the requirements of the job.
Paragraph 3 — Why this specific job, this specific company. Two or three sentences. Why are you interested in working for them, specifically? Show you've actually read about them.
Paragraph 4 — Close. One or two sentences. Thank them, express interest in talking further, and provide your contact info.
That's it. Four paragraphs. Total length should be no more than three-quarters of a page.
Hiring managers spend less than thirty seconds on a cover letter. Don't waste their time, and don't waste yours.
A real example
Dear Hiring Manager,
I am writing to apply for the Warehouse Associate position posted on Indeed. With three years of warehouse experience, an active forklift certification, and a strong record of perfect attendance, I believe I'd be a strong fit for your team.
In my current role at SafeShip Logistics, I've maintained 99% pick accuracy across more than 50,000 orders, trained four new associates on safety procedures, and consistently met daily productivity targets even during peak season. I'm comfortable with both stand-up and sit-down forklifts, and I've received zero safety violations in my time on the job.
I'm specifically drawn to your company because of your reputation for treating warehouse staff well and offering real opportunities for advancement into team lead and supervisor roles. That's the kind of long-term home I'm looking for.
Thank you for considering my application. I'd welcome the chance to talk in more detail about how I could contribute to your team. You can reach me at (205) 555-0100 or jsmith@example.com.
Sincerely,
John Smith
What to leave out
- "To Whom It May Concern." Old-fashioned and impersonal. Use "Dear Hiring Manager" or, if you know the person's name, "Dear [Name]."
- Restating your whole resume. The cover letter is a complement to the resume, not a duplicate.
- Why you're leaving your current job. Save it for the interview, and even then, keep it short and positive.
- Salary expectations. Unless the posting specifically asks. That conversation comes later.
- Personal struggles or sob stories. Even if your situation is real, the cover letter is not the place. Save it for the interview, only if asked, and only if relevant.
- Generic phrases. "I'm a hard worker." "I'm passionate about this industry." Everyone says these things. They've stopped meaning anything.
Format and tone
A cover letter should look like a business letter, not a text message. Use the same font as your resume. Plain formatting. No graphics. Header at the top with your name and contact info, then date, then the company's address, then the salutation. Sign off with "Sincerely" or "Best regards."
The tone should be professional but warm. You're not writing to a robot, you're writing to a human being who is reading dozens of these in a row. A small amount of personality and a clear voice will set you apart from generic applications.
A typo in a cover letter is more damaging than a typo in a resume. Read it out loud. Have someone else read it. If you're using a phone keyboard, double-check it's not autocorrected something to a word you didn't mean. Spelling the company's name wrong is an automatic rejection in many places.
Customize for each job
The biggest mistake people make with cover letters is writing one generic letter and sending it out to every job. Don't. Each cover letter should mention the specific company, the specific job, and ideally one specific thing about that company that interested you.
This takes five extra minutes per application. It's the difference between an applicant who looks lazy and an applicant who looks invested. The five minutes is worth it.
We may add a cover letter builder to this site soon. In the meantime, the resume builder will get the resume part of your application done in five minutes — leaving you the time and energy to write a strong cover letter.