A cover letter is a short letter that goes with your CV or application. Its job is simple: explain why you are interested in this role, show that you understand what the employer needs, and give the reader a reason to invite you to interview. It is not a repeat of your CV. It is the story behind it, told in your own voice. The direct answer is this: keep it to one page, use three or four short paragraphs, and tailor every letter to the specific job. A generic letter that could be sent to any employer rarely works, because it tells the reader nothing about why this role matters to you.
Start with the basics. Put your name and contact details at the top, followed by the date. If you are sending a digital application, your city, phone number and email address are usually enough; you do not need to include your full home address. If you know the hiring manager’s name, use it in the greeting: Dear Alex Johnson reads far better than a vague greeting. If you cannot find a name after checking the job advert and the company website, Dear Hiring Manager is a safe choice. Avoid outdated greetings such as To Whom It May Concern.
The opening paragraph
Open with the role you are applying for and one clear reason you are excited about it. Name the company, not just the job title, and show that you have done a little research. For example, you might mention a project, a value, or a product that drew you to the employer. Keep it to two or three sentences. The reader should know within seconds that this letter was written for them. A weak opening says only that you are applying and that you are a hard worker. A stronger opening connects your interest to something real: the work itself, the team, or the kind of problem the role solves. That connection is what makes a letter feel personal rather than copied.
The middle paragraphs: evidence, not claims
This is where most cover letters succeed or fail. Do not list every skill you own. Instead, pick two or three strengths that match the job description, and support each one with a brief example. If the role needs organisation, describe a time you planned something under pressure. If it needs customer care, describe a situation where you helped someone and what changed as a result. Keep each example short. One or two sentences are enough: what you did, and what happened because of it. Numbers help when they are honest and easy to check, such as the size of a team you worked with or a deadline you met, but do not invent figures to sound impressive.
It also helps to show soft skills in action rather than simply naming them. Saying you are a good communicator proves nothing; describing how you explained a difficult change to a team, or how you listened to a frustrated customer and resolved the problem, shows it.
The closing paragraph
End by thanking the reader for their time and stating clearly that you would welcome an interview. Keep the tone confident but polite. You do not need to repeat everything you have already said, and you do not need to apologise for taking up the reader’s time. A simple, direct close works best: you are interested, you believe you are a good fit, and you would be glad to discuss the role further. Sign off with a professional closing such as Sincerely or Best regards, followed by your full name. If you are sending a printed letter, sign above your typed name.
A simple structure to follow
- Your contact details and the date.
- A greeting addressed to a named person where possible.
- Opening paragraph: the role, the company, and why you are interested.
- One or two middle paragraphs: your most relevant strengths, each with a brief example.
- Closing paragraph: thanks, and a clear request for an interview.
- A professional sign-off and your name.
Tailoring checklist before you send
Have you used the company name and the exact job title? Does at least one sentence show you understand the role, not just your own career? Have you removed any paragraph that would fit a completely different employer? Is the letter one page, with clear spacing and a readable font? Have you read it aloud once to catch awkward sentences and spelling errors? Reading aloud is a small step that catches more mistakes than re-reading silently.
Common mistakes to avoid
Do not start every sentence with I. Vary your sentence openings, and let some sentences focus on the employer or the work. Do not repeat your whole CV; the reader already has it. Do not use the same letter for every application with only the company name changed, because the middle paragraphs will give you away. And do not overstate your experience. If you are changing careers, say so plainly and explain the link. Transferable skills such as clear communication, careful planning, and calm problem-solving matter in almost every role, and a short, honest explanation of why you are moving fields is far stronger than pretending the change is not happening.
Frequently asked questions
How long should a cover letter be? One page is the usual guide, with three or four paragraphs. If your letter runs longer, cut anything that repeats your CV.
Do I always need a cover letter? If the employer asks for one, yes. If it is optional, a short, tailored letter still helps, because it shows genuine interest and gives context your CV cannot.
What if I do not know the hiring manager’s name? Use Dear Hiring Manager. It is polite and current, and it is better than guessing a name or a title.
Should I mention salary in a cover letter? Only if the advert asks you to. Otherwise, leave salary for a later stage of the process.
A good cover letter does not need fancy language. It needs clarity, honesty, and a clear link between what you can do and what the employer needs. Write it for one reader, about one job, and read it once aloud before you send it.