How to write a cover letter (with a template)
A good cover letter is short, written for one job, and answers one question the resume cannot: why you, for this role, at this employer. Three or four paragraphs, about 250 to 400 words, is enough.
When you need one
- Always when the posting asks for it. Leaving it out can mean the application is never read.
- Usually when you are changing careers, returning after a gap, moving to a new city, or applying to a small employer where a person reads every application.
- Optional when an online form has no place for one and does not ask. You can put two or three lines from it in a "message to the hiring team" box if there is one.
Even when it is optional, a tailored letter can tip a close decision. A generic one adds nothing.
The four-paragraph structure
- Opening: the job and the hook. Name the position, and give the single strongest reason you fit, or the person who referred you. Do not start with "My name is…" or "I am writing to apply…"; the reader already knows that.
- Proof: what you have done. Pick the two or three requirements that matter most in the posting and show, with a specific result, that you have done that work. This is the heart of the letter.
- Fit: why this employer. One or two sentences that show you know what they do: a product, a service, a recent project, the community they serve. Connect it to your own experience or interest.
- Close: the next step. Say you would welcome an interview, and thank them. Keep it confident and simple.
Fill-in template
Template. Replace everything in [brackets].
[Your name]
[City, State] · [Phone] · [Email] · [LinkedIn URL]
[Date]
Dear [Hiring manager's name, or "Hiring Team"],
[Name of referrer] suggested I apply for the [job title] position at [employer]. / I am applying for the [job title] position because [one-line reason tied to the job]. In [number] years as a [your role], I have [your strongest relevant result].
Your posting asks for [requirement 1] and [requirement 2]. At [current or past employer], I [what you did], which [result with a number]. I also [second example], so [result].
I am especially interested in [employer] because [specific reason: product, service, mission, project]. [One sentence connecting that to your experience.]
I would welcome the chance to talk about how I could help [team or goal]. Thank you for your time and consideration.
Sincerely,
[Your name]
A full example
Here is the template filled in for an applicant moving from retail into an operations coordinator role (names are made up):
Example. Dear Ms. Chen,
I am applying for the Operations Coordinator position at Lakeview Health Partners. For the past four years I have kept a busy grocery store running on evenings and weekends: scheduling a team of eight, ordering from four vendors and balancing $20,000 or more in daily sales without a shortage.
Your posting asks for someone who can manage schedules and keep supplies stocked. At Riverside Grocery I built a shift-swap system that cut last-minute call-outs from about six a month to two, and I changed our ordering routine so that out-of-stock items on our top 50 products fell by about 30%. I also trained 15 new employees, all of whom passed their 30-day review.
I have been a patient at one of your community clinics and have seen how much a smooth front desk and a well-stocked exam room matter to people who are already anxious. I would like to bring the same attention to detail to your clinic operations.
I would welcome the chance to discuss how I could support your operations team. Thank you for your consideration.
Sincerely,
Maria Lopez
The example is about 230 words. Each claim is specific, and it uses the posting's own words ("manage schedules", "keep supplies stocked").
Email version
When you send an application by email, the email itself is the cover letter. Keep it shorter and attach the resume:
- Subject: Application: Operations Coordinator (Job ID 4521) – Maria Lopez
- Body: your opening and proof paragraphs, cut to 120–180 words, a one-line close, and your full name and phone number under your signature.
- Attachment: a PDF with a clear name, such as Maria-Lopez-Resume.pdf, unless the posting asks for another format.
Tips that make a difference
- Find a name. Check the posting, the company website or LinkedIn for the hiring manager. If you cannot find one, "Dear Hiring Team" is fine.
- Match the tone of the employer. A law firm and a skate shop expect different letters, but both expect clean grammar.
- Address a gap or a career change briefly and positively, then move on: "After two years caring for a family member, I am ready to return to full-time work and have completed a bookkeeping certificate."
- Do not repeat your resume line by line. Pick the best two or three examples and give the story behind them.
- Keep it to one page, with normal margins and the same font as your resume.
- Proofread the employer's name and the job title. Sending a letter with another company's name in it is the most common fatal mistake.
Mistakes to avoid
- Talking only about what you want ("this job would help me grow") instead of what you will do for them.
- Vague claims with no proof ("excellent communication skills").
- Apologizing for what you lack ("Although I do not have a degree…"). Lead with what you do have.
- Bringing up salary, unless the posting asks for your expected pay. See how to negotiate salary for how to handle that question.
- Using a letter generated by a template or AI tool without rewriting it. Readers recognize generic phrasing quickly, and any claim in the letter may come up in an interview.
Once the letter is done, check that your resume backs up every claim in it, then start preparing for the interview.