# how to write a cover letter
A cover letter that earns an interview opens with the "why" (why you, why this company, why now) in the first two sentences, then proves each claim with a specific example from your work history. Write it in under 300 words, address it to a real person, and skip the generic pleasantries. That's the shortest path to a callback.
This guide is for job seekers applying to small companies, startups, and mid-sized businesses where a human reads applications. If you're applying through a large corporate portal that scans resumes with software, your cover letter matters less, but it still helps if a recruiter searches your name later. By the end, you'll have a template you can adapt in 30 minutes, plus fixes for the five most common reasons cover letters fail.
- The job description, opened in a separate tab - The name of the hiring manager or team lead (check LinkedIn, the company's About page, or call the front desk) - One specific example from your work history that matches a requirement in the job description - One specific reason you want THIS company, not any company in the industry - 30 minutes of uninterrupted time
Skip the cover letter entirely if you have nothing specific to say. A generic letter hurts more than no letter.
State who you are, what role you want, and why you're making this move, all in one sentence. Don't start with "Dear Sir/Madam" or "I am writing to apply for." Start with the reason this job matters to you.
Recruiters spend seconds on a first read. The opening line determines whether they continue or delete.
Write it like this: "I'm an administrative professional supporting a VP at a large tech company, and I'm looking to bring my event planning and culture-building skills to a startup where I can have a bigger impact." That's specific, it shows deliberate career thinking, and it answers the question every recruiter has: why are you leaving your current role?
The opening works when you can read it aloud in under 10 seconds and it names the company or role without saying "I am writing to apply."
A generic opener that could apply to any job at any company is the most common mistake. If your first sentence doesn't mention something specific about this role or company, rewrite it.
Pick the single most relevant accomplishment from your resume and explain what you did and what happened because of it. One example beats a list of five skills.
Recruiters read resumes for what you've done; cover letters are where you show how you think. A specific example demonstrates you understand the role's actual demands, not just its title.
Choose an example that maps directly to a requirement in the job description. If they need someone who can manage events, write about the 200-person offsite you coordinated. If they need someone who builds culture, write about the employee recognition program you started. State the situation, your action, and the result in two sentences.
The test: could you send this same paragraph to five different companies? If yes, it's too generic. Rewrite it until it only makes sense for this specific role.
Name something real about the company: their product, their mission, their engineering blog, a recent funding announcement, or their cultural tenets. Show that you've done your homework and that you're excited about what they're building.
This is the biggest differentiator between candidates who get calls and candidates who don't. Small companies run on passion. If you can't articulate why you're excited about their specific work, you won't fit.
Read their About page, check their LinkedIn posts from the last month, or look at what their founders talk about publicly. Then write one sentence that connects your interest to something they've done. For example: "I've been following how your team approaches remote culture since your engineering blog post on async communication."
You're done with this step when you've written one sentence that couldn't apply to any other company in the space.
End with a forward-looking sentence that invites a conversation, not a vague "I look forward to hearing from you soon." Suggest a specific next step, like discussing how your experience could help with a project they're working on.
A strong close shows confidence and gives the recruiter an easy way to respond. It also signals that you're thinking about the work, not just the job.
Write something like: "I'd love to chat about how my event planning experience could support your upcoming team offsite in March." This works because it references something specific and makes the next step obvious.
The right ending feels like the natural close of a conversation. If you could swap the company name and send it anywhere, rewrite it.
Delete every sentence that doesn't add new information. Remove adjectives like "highly organized" and "excellent communication skills" — show those qualities through examples instead. Then read it aloud once for flow and once for typos.
Short letters get read; long letters get skimmed and forgotten. Every extra sentence dilutes the ones that matter.
Cut phrases like "I strongly believe" and "I sincerely thank you for your time." Replace them with direct statements. Check that every paragraph has one job: the opener states the why, the middle proves it, the close asks for the conversation.
The letter passes when you can read it in under two minutes and there's no sentence you'd be embarrassed to have a hiring manager quote back to you.
**You don't know who to address it to.** Check the job posting for a name, then look at LinkedIn for the hiring manager or the head of the department. If you still can't find a name, use "Hi [Team Name] Team" instead of "Dear Sir/Madam" — it's warmer and shows you did some digging.
**Your letter sounds generic even after rewriting.** You're probably writing about skills instead of examples. Go back to Step 2 and pick one specific accomplishment. If you can't think of one, you're not ready to apply yet — spend time documenting what you've done.
**You have nothing specific to say about the company.** Skip the cover letter. A generic letter signals you're spraying applications everywhere. Wait until you find a company you genuinely care about, then write one that shows it.
**The letter feels too long.** Cut every sentence that doesn't prove a point. If a sentence could appear in any cover letter for any job, delete it. You should be left with under 300 words.
**You're applying to a large company with an applicant tracking system.** The software may scan your resume before a human ever sees it. Your cover letter still matters if you get past the filter, but focus your energy on matching keywords in your resume first.
Under 300 words, or about three short paragraphs. Recruiters spend seconds on a first read, and a tight letter that makes three points beats a long one that makes none. If you can't make your case in 300 words, you haven't figured out what's most important to say.
- The first sentence names the role and the reason you're applying - One specific accomplishment proves you can do the job - One specific detail about the company shows you did your research - The close suggests a concrete next step - The letter is under 300 words - You've read it aloud once and found no typos or awkward phrases
**Should I write a cover letter if the job posting says it's optional?** Yes, if you have something specific to say. An optional letter that's specific and short can only help. A generic one can hurt. When in doubt, write it, but only if you can pass the "could I send this anywhere" test.
**Can I use the same cover letter for multiple jobs?** You can use the same structure, but not the same letter. The company-specific sentence and the example you choose must change for each application. If you're copy-pasting, you're not writing a cover letter.
**What if I don't have direct experience in this industry?** That's exactly what a cover letter is for. Explain why you're making the move and what transferable skills you bring. Deliberate career changes read as a strength when you can articulate the reasoning.
**Should I attach the cover letter as a PDF or paste it in the email body?** Paste it in the email body if you're emailing your application directly. If you're using an application portal, attach it as a PDF with a filename that includes your name and the role.
**How do I write a cover letter with no experience?** Focus on what you've done in school, internships, or volunteer work that's relevant. Show you understand the company and the role, and explain why you're motivated to learn. Enthusiasm and specific knowledge beat a padded resume every time.
**Is it okay to be funny in a cover letter?** Only if it comes naturally and fits the company culture. A startup with a casual voice might appreciate humor; a law firm probably won't. When in doubt, be warm and direct instead of trying for jokes.
Now open the job description you're applying to and write your opening sentence. One sentence — who you are, what role, and why you're making this move. That's the hardest part, and it just took you 10 minutes.