Key takeaways
- Keep it to about 250 to 400 words, on one page.
- Open with the role and one specific reason you are a strong fit, not with your name.
- Use the middle paragraphs to tell one or two short stories that match the job description.
- Write a new opening and fit paragraph for every job, even if you reuse the structure.
A cover letter is your chance to explain, in your own words, why you fit a job. A resume lists what you have done. A cover letter connects it to what this employer needs.
The good news: a strong cover letter is short, and it follows a structure you can reuse for every application.
Use a four-paragraph structure
- Opening: the role you are applying for and why you are a strong fit, in one or two sentences.
- Your fit: one example that shows you can do the most important part of the job.
- Your motivation: why this company or team, in specific terms.
- Closing: a short summary and a clear next step.
That's it. Four short paragraphs, about 250 to 400 words in total.
Write an opening that gets read
Skip "My name is…" and "I am writing to apply for…". The reader already knows. Start with the role and your strongest reason to be considered.
For example: "I'm excited to apply for the Marketing Coordinator role at Brightline. In my current role I run email campaigns for 60,000 subscribers, and last quarter I lifted click-through rates by 22% with a new segmentation plan, the kind of results-driven work your posting describes."
Show your fit with one or two stories
Pick the most important requirement in the job description and tell a short story that proves you can meet it. Describe the situation, what you did and the result, in three or four sentences.
Mirror the language of the job posting. If it asks for "stakeholder management", use that phrase in your example, as long as it honestly describes what you did.
Explain why this company
Hiring managers want to know you chose them on purpose. Mention something specific: a product you use, a recent launch, the team's mission or how the company works. One or two sentences is enough.
For example: "I've used Brightline's budgeting app for two years, and your recent push into small-business tools is exactly the space I want to grow in. I'd love to help bring that product to the teams who need it most."
Close with confidence
End with a short, confident summary and a next step. Thank the reader and say you'd welcome the chance to talk.
For example: "Thank you for considering my application. I'd welcome the chance to discuss how my campaign experience could help Brightline grow its small-business audience. I'm available for a call at any time that suits you."
Mistakes to avoid
- Repeating your resume. Add context and stories instead of listing the same bullet points.
- One letter for every job. Generic letters are easy to spot. Rewrite at least the opening and the fit paragraph each time.
- Focusing on what you want. Show what you'll bring to them, then mention what you hope to learn.
- Typos in the company or manager's name. Double-check them before you send.
Format it cleanly
Use the same font and header as your resume, so the two look like a set. Keep margins around one inch, use short paragraphs, and save it as a PDF named clearly, such as Jane-Smith-Cover-Letter.pdf.
A focused, four-paragraph cover letter takes about 20 minutes to tailor once you have the structure. That small effort is often what moves your application to the "interview" pile.
Frequently asked questions
Do I still need a cover letter?
Not always, but it rarely hurts. When a job posting asks for one, always include it. When it is optional, a short, specific letter can help you stand out, especially if you are changing careers or explaining a gap.
How long should a cover letter be?
About 250 to 400 words, which fits comfortably on one page. Recruiters read quickly, so every paragraph should earn its place.
Who should I address my cover letter to?
Use the hiring manager's name if you can find it in the posting, on the company's website or on LinkedIn. If you can't, "Dear Hiring Manager" is fine.
