Many job seekers wonder whether cover letters are still relevant. The truth? They still matter. Even when a job posting says they’re optional, sending a cover letter is a simple way to distinguish yourself from applicants with similar resumes. Whether you’re experienced, early in your career, or shifting industries, a tailored cover letter can elevate your entire application. 

But learning how to write a cover letter can feel intimidating, especially when every job posting seems to demand something a little different. With a clear structure, however, writing a cover letter becomes a straightforward task that gives you a real chance to stand out.

This cover letter guide breaks down exactly what hiring managers look for, with tips on how to communicate your value confidently and authentically. We’ll go over:

  • The definition of a cover letter
  • Why cover letters matter to employers
  • The basic elements of a cover letter
  • How to write a cover letter
  • Cover letter tips for different job seekers
  • Cover letter examples
  • A quick-reference cover letter checklist

What Is a Cover Letter?

A cover letter is a brief, one-page introduction that accompanies your resume and helps hiring managers understand who you are beyond your experience. Cover letters highlight your strengths, achievements, and motivations, explaining why you’re a fit for the role.

Your cover letter gives you a chance to expand on achievements that deserve context and show why you care about the position. Think of it as your opportunity to get more detailed and show employers how you can contribute to their goals.

Why Cover Letters Matter

If you’ve wondered whether hiring teams actually read cover letters, you’re not alone. Many job seekers assume recruiters skip them, but Zety’s 2025 Future of Work Report found that 89% of recruiters expect cover letters from applicants. Furthermore, 81% have rejected candidates solely because of the quality of their cover letters.

Cover letters help employers assess writing style, professionalism, and cultural fit. In a crowded job market, a thoughtful letter can be the difference between making the short list and getting passed over, which is why knowing how to write a cover letter is a make-or-break skill.

5 Basic Elements of a Cover Letter

Although every cover letter should be customized, most include the same core components:

  1. Header: Include your contact information so the hiring manager can reach you.
  2. Greeting: Address your letter to a specific person whenever possible.
  3. Hook: Start with a clear, engaging introduction that states the job title and explains why you’re interested.
  4. Body: Share achievements and skills that demonstrate your ability to excel in the role.
  5. Closing: Reinforce your interest and thank the reader.

How to Write a Cover Letter in 7 Steps

With these steps, you’ll understand the basics of how to create a cover letter and tailor it to any role you apply for in your job search.

  • Step 1:

    Use a Clean, Professional Header

    A polished header sets the tone for the rest of your letter. Your header should match your resume format so your documents look like a cohesive set.

    Include your full name, location, phone number, email, and, optionally, your LinkedIn URL or portfolio link. Below that, add the date and the employer’s contact information.

  • Step 2:

    Address Your Letter to a Real Person (When Possible)

    Hiring managers appreciate personalization. If the job description doesn’t name a contact, search the company website or LinkedIn to determine the appropriate contact.

    If you can’t find a name, use a role-based greeting, such as “Dear Hiring Manager” or “Dear Talent Acquisition Team.” This is always more impactful than a generic greeting.

  • Step 3:

    Open With a Strong, Direct Introduction

    Your opening paragraph should make it immediately clear which role you’re applying for and why you’re excited about it. A focused introduction encourages the reader to keep going.

    Mention a relevant accomplishment that demonstrates why you’re a high-caliber candidate. You might reference a recent company project, value, or achievement that resonates with you.

  • Step 4:

    Tell Your Story & Highlight Key Skills

    The body of your cover letter is where you explain your value by telling your professional story. Start by identifying themes in the job description, then choose achievements that show you’ve succeeded in similar situations.

    Here’s what you should focus on:

    • If you’re early in your career or switching industries, emphasize relevant coursework, transferable skills, volunteer experience, or certifications.
    • If you’re returning to work after a career break, showcase recent learning or project-based contributions that show commitment to your field.
    • Regardless of your career stage, highlight measurable results (e.g., efficiency gains, revenue growth, or successful project outcomes) that demonstrate your impact.

    A short bulleted section makes your strengths easy to skim for both human recruiters and automated scanners. Include two to four high-impact points that reinforce your most important qualifications. You might list software expertise, leadership results, productivity increases, or examples of problem-solving.

  • Step 5:

    Connect Your Strengths to the Company’s Needs

    Recruiters want to understand not just what you’ve done, but how you’ll contribute in this specific role. Address the company’s goals and challenges by briefly explaining how your experience aligns with the outcomes they care about.

    Describe your impact by tying achievements to results, such as increased revenue, improved efficiency, better communication, or reduced errors. Show that you understand the company’s priorities and that you’re prepared to help them achieve meaningful outcomes. This is one of the most powerful ways to differentiate yourself from other applicants.

  • Step 6:

    Close With Confidence & a Professional Signature

    Your conclusion should express appreciation, reinforce your interest, and create a sense of momentum. Invite the hiring manager to connect and point out the best way to reach you. Keep your tone warm, professional, and focused on what you can deliver.

    Sign off with a professional closing, such as “Sincerely,” “Kind regards,” or “Thank you.” Below your name, you can add your LinkedIn URL or portfolio link if you didn’t include it in your header.

  • Step 7:

    Proofread for Clarity, Tone, & ATS Compatibility

    Read your letter aloud to confirm a smooth flow and a warm but professional, confident tone.

    Avoid generic or outdated statements and overly personal anecdotes. Ensure keywords from the job description appear naturally, using language that matches the skills, software, and qualifications listed in the posting.

    Keep your formatting simple. Avoid tables, text boxes, or unusual fonts that can confuse an applicant tracking system (ATS), which recruiters use to scan for keywords from the job description.

Cover Letter Advice for Different Career Situations

Every job seeker’s situation is a little different, and your cover letter should reflect that. Use the guidance below to emphasize your strengths, no matter your personal circumstances.

  • Entry-level applicants: Emphasize internships, academic projects, volunteer experience, and skills gained from coursework. Show enthusiasm and a willingness to learn.
  • Career changers: Draw attention to transferable skills, such as problem-solving, communication, and project management. Use career-relevant courses, certifications, and personal projects to demonstrate commitment to your new field.
  • Employment gaps (including career breaks or long job searches): Provide a brief, neutral explanation. Focus on recent learning, part-time projects, or volunteer work that demonstrates initiative and readiness to return to the workforce.
  • Internal applicants: Show loyalty, stress what you’ve learned, and explain how your experience positions you to accelerate success in the new role.
  • Remote and hybrid job seekers: Emphasize your ability to contribute to a distributed team by highlighting digital communication skills, comfort with virtual collaboration tools, and a proven track record of staying organized and accountable while working independently.

Cover Letter Examples

Before you start writing your own letter, it can help to see how the tips in this cover letter guide come together on the page. The examples below show how you can demonstrate your strengths in clear, compelling ways.

Example 1: Entry-Level Cover Letter

Here’s an example of a well-crafted cover letter for someone early in their career, emphasizing transferable skills and measurable results:

Joseph Anderson
Detroit, MI | 555-555-5555 | janders@email.com | linkedin.com/in/josephanderson

December 9, 2025

Sandra Thomas, Office Manager
Willow Creek Partners
Detroit, MI 48127

Dear Ms. Thomas,

I’m excited to apply for the Administrative Assistant position at Willow Creek Partners. Your company’s focus on thoughtful client service and internal collaboration aligns with the way I approach my work, and I’d love to support the team with strong organizational and communication skills. My recent internship in a fast-paced office environment prepared me to manage scheduling, prioritize tasks, and support a team with accuracy and professionalism.

During my internship at Benson Financial, I coordinated meeting logistics, updated CRM records, drafted correspondence, and monitored client inquiries. I reduced scheduling conflicts by improving calendar organization and helped the team respond to requests more efficiently. I also developed a new email-tracking method that reduced response delays and improved follow-up consistency.

Here are a few key skills I’d bring to your team:

  • Proficiency in Microsoft Office and CRM platforms
  • Strong written and verbal communication skills
  • Ability to manage multiple priorities with accuracy
  • A positive, solutions-oriented approach to team support

I’d appreciate the opportunity to discuss how I can contribute to Willow Creek Partners. Thank you for your time. I look forward to connecting.

Sincerely,
Joseph Anderson

Example 2: Career Change Cover Letter

Here’s a cover letter example that’s ideal for someone switching industries who also needs to call attention to transferable skills, as well as relevant training:

Miranda A. Diaz
San Francisco, CA | 555-555-5555 | madiaz@email.com

January 5, 2026

Dear Hiring Manager,

I’m writing to apply for the Data Analyst position with Horizon Analytics. I’m drawn to your commitment to transforming complex information into actionable insights, and I’m excited about the opportunity to contribute my analytical mindset, strong communication skills, and recent training in SQL and Python.

Although my background began in marketing, I found myself consistently drawn to data-driven decision-making. I’ve completed a data analytics certificate program and have built several hands-on projects that mirror the work described in your job posting. 

In my previous role, I used customer behavior data to identify patterns that improved retention by 14%. I loved the process of translating data into clear insights that guided strategic decisions, and I’m excited to bring that focus into a full-time analytics role.

Highlights of my relevant experience include:

  • SQL, Python, Excel, and Tableau proficiency
  • Coursework in statistics, data cleaning, and visualization
  • Experience transforming large datasets into meaningful insights
  • Strong communication skills that help technical findings make sense to nontechnical teams

I’d welcome the opportunity to discuss how my combination of training and experience can support Horizon Analytics. Thank you for considering my application.

Kind regards,
Miranda A. Diaz
linkedin.com/in/mirandadia

Example 3: Employment Gap Cover Letter

Here’s an example that shows how someone with a career break can present recent project work to explain how they stayed engaged during the break while highlighting relevant skills:

Jennifer Masterson
Houston, TX | 555-555-5555 | jenmasterson@email.com

January 12, 2026

Dear Talent Acquisition Team,

I’m excited to apply for the Graphic Designer position at BrightLeaf Creative. Your focus on clean visual storytelling and thoughtful brand design aligns perfectly with the type of work I love to create.

Although I took several years away from full-time roles to focus on raising my children, I’ve stayed active in design through project work, volunteer branding support for my parent-teacher organization, and ongoing professional development. I’m ready to bring that experience back into a collaborative, fast-moving studio environment.

During my career break, I led branding and design initiatives for local school events, including posters, social media graphics, and a complete refresh of the parent-teacher organization’s digital materials. I also completed advanced coursework in Figma and motion graphics to ensure my skills stayed current with industry trends.

Before stepping away from full-time work, I spent six years as a designer in agency and in-house settings, creating print and digital assets, refining brand guidelines, and supporting cross-functional creative campaigns.

Here are a few strengths I would bring to your team:

  • Expertise in Adobe Creative Cloud, Figma, and Canva Pro
  • Strong typography, layout, and visual hierarchy skills
  • Experience collaborating with marketing, content, and product teams
  • Recent hands-on design projects that demonstrate my current style and capabilities

I’d welcome the opportunity to discuss how my creative background, project experience, and recent training align with your team’s needs. Thank you for considering my application. I look forward to the opportunity to connect.

Respectfully,
Jennifer Masterson
jennifermastersonportfolio.com

Cover Letter Checklist

A great cover letter comes down to the details. Use this checklist to confirm that your letter is focused, well-structured, and aligned with what employers want to see:

Check

Confirm the length of your cover letter is appropriate for your experience.

Check

Ensure your letter is tailored to the specific role you’re applying for.

Check

Include measurable achievements that demonstrate your impact.

Check

Make sure your formatting is clean and matches your resume.

Check

Use keywords from the job description to successfully pass ATS scans.

Check

Proofread carefully for grammar, clarity, and a warm, professional tone.

Check

Save the file in the format requested by the employer (usually a PDF).

Finish Your Cover Letter With Confidence

A targeted, well-crafted cover letter can open doors, spark conversations, and move you one step closer to the job you want. Now that you know how to write a cover letter that clearly shows your value, use the steps, examples, and tips in this guide to craft a cover letter that speaks directly to the role and helps you stand out in a competitive job market.

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Frequently Asked Questions

How long should a cover letter be?

Your cover letter can be roughly anywhere from 250 to 400 words, but should never be more than one page. Three to four concise paragraphs will give you plenty of space to provide enough detail to introduce yourself and spark interest from recruiters and hiring managers.

Is a cover letter necessary?

Unless otherwise noted, it’s best practice to include a cover letter with your resume and application. While some applicant tracking systems don’t require one, it’s highly recommended to include one, unless the application specifically says not to include one.

What should be included in a cover letter?

A successful cover letter will intrigue recruiters, ensure no critical information is missed, and provide space for items your resume can’t hold. Here’s exactly what should be included:

  • Header: This provides space for your contact information and date.
  • Salutation: Make sure you have a professional greeting, ideally with the name of the hiring manager.
  • The Hook: This will be your opening statement that mentions the role and one of your major achievements.
  • The Why: Here you provide evidence of your skills and how they solve problems or support the company’s mission.
  • Call to Action: Providing a polite request for an interview or stating your interest in “chatting soon” is a great way to wrap up.
  • Sign-off: And don’t forget a professional sign-off!
Elizabeth Muenzen profile image
Elizabeth Muenzen Career Advice Writer

Elizabeth Muenzen is a Certified Professional Resume Writer (CPRW) and member of the Professional Association of Resume Writers & Career Coaches who empowers job seekers to take control of their career paths using Monster’s comprehensive job search and resume tools.

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