How to Write a Cover Letter: Format and Examples

What a cover letter is for (and what it is not)

A cover letter is a short message that goes with your resume. Its job is to connect your experience to a specific role and give the reader a reason to look at your resume more closely.

It is not a repeat of your resume and not a place for long life stories. One page, a few focused paragraphs, and a clear reason for writing are usually enough.

Whether anyone reads it depends on the company, the country and the role. In some places and industries cover letters are expected; in others they are optional or not requested at all. Sending a good one rarely hurts, but sending a generic one can.

A simple cover letter format that works

You do not need a complicated layout. A standard business letter structure is easy to read and works in most countries. Adapt the details to local custom and to what the job ad asks for.

1. Header: your name, email, phone, and optionally your city and a link to your portfolio or profile.
2. Date, then the recipient: hiring manager's name if you know it, otherwise the company name and team.
3. Greeting: 'Dear [Name],' if you have a name; otherwise 'Dear Hiring Manager,' or the local equivalent.
4. Opening paragraph: say which role you are applying for and where you saw it.
5. Middle paragraph(s): two or three concrete examples of relevant work, with results where you can.
6. Closing paragraph: say what you would like to happen next and thank the reader.
7. Sign-off: 'Sincerely,' or 'Best regards,' followed by your name.

Keep the total length to about 250 to 400 words unless the job ad says otherwise. That is roughly one page with normal margins and font size.

How to open your cover letter

The first two sentences do most of the work. Say what you are applying for and give one specific reason you are a fit. Avoid openings like 'I am writing to apply for the position of...' on their own, because they say nothing a reader cannot already see.

Dear [Hiring Manager Name],

I would like to apply for the [Job Title] role at [Company], which I saw on [where you found it]. I have spent [X years] working on [relevant area], most recently at [Previous Company], where I [one concrete thing you did or improved].

If you were referred by someone, say so early. A short sentence like 'I was encouraged to apply by [Name], who works in your [team],' is clear and honest.

The middle: show evidence, not adjectives

This is where many letters become vague. 'I am hardworking and passionate' tells the reader little. A specific example tells them much more.

Use a simple pattern: situation, what you did, and what happened. Keep it to one or two sentences per example, and choose examples that match what the job ad asks for.

At [Previous Company], I [what you did, e.g. reorganized the customer support inbox], which [result, e.g. reduced average response time from two days to one].

In my role as [Role], I [task, e.g. trained three new team members], and [result, e.g. two of them were leading their own projects within six months].

Only include numbers and results you can explain if asked in an interview. If you do not have exact figures, describe the change in words instead of guessing.

The closing: clear and polite

End with a short paragraph that says what you would like next and thanks the reader. You do not need to pressure anyone or promise anything.

I would welcome the chance to discuss how my experience with [skill or area] could support [Company]'s work on [project or goal]. Thank you for your time and for considering my application.

Sincerely,
[Your Name]

If the job ad asks for salary expectations, availability or a specific document, address it briefly here. For anything involving contracts, notice periods, visas or pay, confirm the rules with the official source or a qualified professional in your country before you commit to a number.

Common mistakes and myths

• Sending the same letter to every employer, including the wrong company name.
• Repeating your resume line by line instead of adding context.
• Writing more than one page when nothing asks for it.
• Using a casual tone in a formal industry, or an overly stiff tone in a creative one.
• Forgetting to check spelling of names, company names and job titles.

Adapting your letter to different countries and industries

Cover letter customs differ. In some countries a formal letter with a full address block is common; in others a short email-style message is normal. Some industries expect a portfolio link, others expect a formal tone.

Check what the job ad asks for, look at the company's own website for tone, and if you know someone in the field locally, ask what is usual. When in doubt, keep it clear and polite rather than flashy.

Rules about what employers can ask for, how applications are stored, and what documents you must provide differ by country and change over time. For anything with legal or financial consequences, check official guidance or ask a qualified professional.