How to Write a Cover Letter That Gets Read (+ Examples)
Most cover letters fail in the first two lines. “I am writing to apply for the position of…” tells the reader nothing they did not already know from the subject line. A cover letter that gets read is short, specific to one job, and shows in the opening sentence why you are worth an interview.
What a cover letter is for
Your resume (or CV, in the UK and India) lists what you have done. The cover letter does three things the resume cannot:
- Connects your experience to this specific job. You pick the two or three things that matter most to this employer and spell out the link.
- Shows motivation. Why this company, why this role, why now.
- Explains context. A career change, a relocation or a gap in employment is easier to explain in two calm sentences here than to leave for the recruiter to guess.
The UK’s National Careers Service describes a cover letter as a short introduction to an employer, normally three to five paragraphs, and recommends including one whenever you apply with a CV. US guidance from CareerOneStop, the Department of Labor’s career site, makes the same core point: read the job posting closely and tailor the letter to the needs the employer states.
How long it should be
Keep it to one page. Transport for London’s careers advice asks for no more than one side, and that is a good rule anywhere. In practice that means about 250 to 400 words. If you are over a page, you are repeating your resume.
The four-paragraph structure
1. Opening: the role and your strongest hook
Name the job and give one concrete reason you fit. Lead with your most relevant fact, not your enthusiasm.
2. Evidence: two or three matches with the job ad
Pick the two or three requirements that appear most prominently in the advert. For each, give a short example with a result. This is the heart of the letter.
3. Motivation: why this employer
Show you have looked beyond the job ad. Reference something specific: a product, a recent project, the company’s stated values, or what someone who works there told you. One or two sentences is enough.
4. Close: next step and thanks
Thank the reader, point to your resume for detail, and say how and when you can be reached. Keep it short and confident.
Sign-off conventions: in the UK, “Yours sincerely” is traditional when you address a named person and “Yours faithfully” when you use “Dear Sir or Madam”, though “Kind regards” is widely accepted in email. In the US, “Sincerely” or “Best regards” is standard.
Before and after: the opening line
Before:
I am writing to express my interest in the Customer Success Manager position advertised on your website. I believe I would be a great fit for this role.
After:
In my three years at a SaaS company with 900 business clients, I cut our onboarding time from six weeks to three and kept renewal rates above target every quarter. I would like to bring that experience to the Customer Success Manager role at Northwind.
The second version gives the reader a reason to keep going: a relevant number, a relevant result and the job title, all in two sentences.
Full worked example
This example is for a fictional applicant, Daniel, applying for an operations analyst role at a logistics company. He is moving from retail management, so the letter also handles a career change.
Dear Ms Okafor,
I am applying for the Operations Analyst role (ref. OA-2214). As a store manager at a high-volume retailer for the past four years, I have used weekly sales and stock data to plan staffing and orders, and reduced stock write-offs at my branch by 18% over two years. I would like to move that data-driven approach into a dedicated analyst role.
Your advert highlights three things: Excel and data analysis, working with operational teams, and clear reporting to management. In my current role, I built the branch’s weekly performance dashboard in Excel, now used by four neighbouring stores. I work daily with warehouse staff and delivery drivers, so I understand where operational plans meet reality. And I present a monthly report to the regional director, translating figures into two or three practical decisions.
I have followed your expansion of same-day delivery in the North West, and the challenge of routing at that speed is exactly the kind of problem I want to work on. To prepare for the move, I completed a certificate course in SQL and data analysis this year.
Thank you for considering my application. My CV gives more detail on my experience, and I am available for an interview at any time on 07700 900123 or daniel.reed@email.com.
Yours sincerely, Daniel Reed
Notice what is not there: no life story, no list of every duty, no generic praise of the company. Each paragraph has one job.
Tailoring a letter in 15 minutes
You do not need to start from scratch every time. A practical routine:
- Highlight the job ad. Mark the three requirements that appear first or most often.
- Match each to one example from your resume. Ideally with a number: time saved, revenue, customers, accuracy, team size.
- Find one specific detail about the employer. Their About page, a recent news item, a product launch or a LinkedIn post.
- Rewrite paragraphs 1–3. Keep your closing paragraph and sign-off as a reusable template.
- Read it aloud. If a sentence sounds like it could appear in anyone’s letter, cut it or make it specific.
- Get a second pair of eyes. CareerOneStop recommends having other people proofread, because a single typo can undo an otherwise strong letter.
Regional notes
- US: “Cover letter” is the standard term. Many applicant portals offer an optional upload; if it is optional and the role is competitive, use it.
- UK: You will also hear “covering letter”. Public-sector and NHS applications often use a “supporting statement” instead, which is longer and should address each point in the person specification in turn.
- India: Many candidates apply through job portals where the cover letter is a short text box. Treat it as a compressed version of paragraphs 1 and 2: role, strongest match, one result.
- The Philippines: For BPO and multinational roles, a concise US-style letter usually works well. Emphasise communication skills and any client-facing experience.
Common mistakes
- Repeating the resume. Pick highlights and add context instead.
- Talking only about what you want. “This role would help me grow” is about you. Frame it as what you bring.
- The wrong company name. It happens more than you would think when tailoring templates. Check twice.
- Over-apologising. If you have a gap or are changing careers, state it plainly and move on. See our guide on how to explain an employment gap on your resume.
- Clichés. “Team player”, “hard worker” and “passionate” mean nothing without evidence. Replace them with an example.
What happens after you send it
A strong letter and resume often lead straight to an online assessment or a screening call. Many employers send aptitude tests within days, and the interview that follows will usually probe the examples you gave in your letter, so make sure you can expand on each one using the STAR method. For the bigger picture, our job application guide walks through every stage, and the Job Application Training package combines application advice, interview questions and practice tests in one place.
If you are not sure whether to send a resume or a CV with your letter, read Resume vs CV: the difference and which one to use.
Cover letter checklist
- Addressed to a named person, or “Dear Hiring Manager”
- First two sentences name the role and give a concrete, relevant result
- Two or three examples matched to the job ad’s main requirements
- One specific, genuine reason for choosing this employer
- One page, about 250–400 words
- Company name, job title and reference number checked
- Proofread by at least one other person
- Saved as PDF with a clear file name, unless the portal asks otherwise
Frequently asked questions
How long should a cover letter be?
One page at most, usually three to five short paragraphs and roughly 250–400 words. Transport for London, for example, asks for no more than one side, and most recruiters skim anything longer.
Is a cover letter still necessary?
Not always required, but often useful. If the application allows one, send it. It is your chance to explain motivation, a career change or a gap, which a resume cannot do. If the posting says no cover letter, respect that.
Who should I address the cover letter to?
A named person if you can find one, through the job ad, the company website or LinkedIn. If you cannot, “Dear Hiring Manager” or “Dear Recruitment Team” is fine. Avoid “To whom it may concern”, which feels dated.
Should I put the cover letter in the email body or attach it?
Follow the instructions. If there are none, a common approach is to put a short version in the email body, attach the resume or CV, and use the job title and reference number as the subject line. For online portals, use the upload or text field provided.
Can I reuse the same cover letter?
Reuse the structure, not the content. Keep a template for the closing paragraph and contact details, but rewrite the opening and the evidence paragraphs for each employer so they match the specific job ad.
About the author
Ingmar van Maurik is a specialist in test and interview preparation who helps candidates perform better in recruitment processes.