You may have your CV primed and polished, but how is your cover letter looking? A strong job application requires a strong cover letter to support it, so you’ll need to put some time and effort into making sure it hits the mark. In this article, we’re looking at how to write a cover letter - including some dos, some don’ts, and some examples. Let’s dive in!

What is a cover letter?

A cover letter is a formal document that supports your application for a job by explaining your suitability, background, and motivation. It doesn’t replace your CV, but works alongside it to present a rounded overview of your candidature. The main aim of a cover letter is to work with your CV to persuade the recruiter or hiring manager to invite you for an interview. 

You may be wondering why you need to know how to write a cover letter - surely they’re a relic from past times? Well, no. While some recruiters claim never to read cover letters, just as many rely on them to provide further insight into a candidate before progressing - or rejecting - their application. As you rarely know which recruiter will be evaluating your documents, it’s safest to include one every time.

What to include in a cover letter

Now we’ve discussed the importance of a cover letter, it’s time to explore how to write one. It can be difficult to sell yourself into a role, and writing doesn’t come naturally to everyone, so let’s break it down into some simple steps. 

1. How to start a cover letter

The easiest way to overcome writers’ block is just to get some words - any words - down on the page. Luckily, the first words you need for a cover letter don’t require much thought. Begin with your name and contact details. You can even copy the header directly from your CV, to ensure consistency and show your attention to detail. Don’t forget to add the date, too. 

2. Add the greeting

The ideal scenario is to address the letter to the person who will be reading it. If you’re lucky, you may spot their name in the job advert. Otherwise, a bit of detective work is called for - call into the office or stalk LinkedIn for likely hiring managers. If you have no luck here, it’s fine to address the letter to “Dear Sir or Madam,” or “Dear hiring manager,” but a name is always the preferred option. 

Stick to the formal approach and use “Dear Mr,” “Mrs,” “Miss,” or “Ms” plus a surname if possible. You certainly want to steer clear of the too-casual “Hi,” or “Hey.”

3. Write your introduction

In the first paragraph, you’ll need to state the exact role you’re applying for. If you’ve been referred to the role by a personal contact, this is a great place to drop in their name. Next, summarise your interest in, and suitability for, the role in question in just one sentence. 

4. Craft the body of the cover letter 

The next section is where you really get into the purpose of writing a cover letter. In one or two paragraphs, you need to outline why you’re particularly suited to the role. You may consider including: 

• Relevant qualifications and professional experience aligned with the requirements stated in the job advert

• Quantifiable achievements from past roles that show how you can add value in this role

• Explanations for anything that needs clarifying in your CV, for example a recent career gap or a change of direction

• A strong selling point that will differentiate you from others applying for the same position 

It isn’t necessary to include all these points, as long as you convey your ability to perform well in the vacant position. 

5. Finish with a strong closing paragraph

The final paragraph need not be long. You simply need to reiterate your suitability and convey your enthusiasm by stating why the role is of interest to you. Then, sign off with a call to action - for example, you may direct the reader to your CV or suggest they phone or email you to progress your application. 

6. Sign off

As with the initial greeting, remember to keep the sign-off formal and professional. “Sincerely,” “Thank you,” or “Best regards” are suitable; “Bye,” “Cheers,” and “Thanks” are not. Then add your name… and you’re done!

Tips for how to write a good cover letter

Now you know how to write a cover letter, but let’s take a moment to look at some best practice tips to make sure you’re getting it right every time. 

Tailor the letter: Yes, unfortunately you need to write a new cover letter for every role you apply for. Each letter should be tailored to the exact requirements of each role and company, so re-using letters shows a lazy approach and is less likely to result in an interview. 

Do some research: Digest the job advert thoroughly, of course, but then take it one step further and check out the company website, news reports, and even employee LinkedIn accounts. If you can build your knowledge of the business and align your value with their needs in your cover letter, that’s a great way to make a positive first impression. 

Write with impact: Start with a strong opening and choose dynamic verbs that position you as a valuable employee. Writing from the perspective of your reader will help your cover letter to hit all the right notes. 

Keep it short: As we said above, cover letters are usually only three to four paragraphs long - and certainly never more than one page. Your CV will cover some of the information required and the interview can be used to fill any gaps. The cover letter is an introduction, no more. 

Follow instructions: It should go without saying, but if the job advert gives specific instructions about how to apply… follow them! There may be limits on the number of words or characters you can use, or a request to save your document as a particular file type, for example. 

Proofread: When your cover letter is complete, it’s time to weed out any errors by proofreading it. It’s also recommended that you get a second pair of eyes on the letter, by asking someone you trust to check it for you. They’ll also be able to bring an outside perspective and make suggestions for changes to the content, too. 

What to avoid in a cover letter

Your cover letter should be in first class shape by now, but before you send it off let’s make sure you haven’t made any of these common mistakes: 

Sending a generic letter: As we mentioned above, every letter should be tailored to a specific role. If you’re sending out the same letter with every application, that’s a red flag for a recruiter. You’re also reducing your chance of being invited for an interview by not using the letter to show exactly why they should choose you. 

Using clichés: Does your cover letter say you’re enthusiastic, hardworking, or passionate? Stop! These are all overused clichés that really don’t differentiate you from any other applicant. Think about what really makes you… you, and change up your vocabulary accordingly.

Repeating your CV: The hiring manager doesn’t need two documents that say exactly the same thing. While your cover letter may highlight a few key points from your CV, it should always add something extra. 

Comedy or a casual tone: A cover letter is a formal business document and the tone needs to reflect that. Trying to be funny often falls flat in writing and a cover letter definitely isn’t the place to try building rapport through humour. Stay professional throughout the letter. 

Sounding desperate: We get it - the job search can be tough. But however much you need this role, write every cover letter as if it’s the first. Desperation isn’t attractive and your reader wants to believe you genuinely want their job and no other. 

Over- or underselling yourself: Adding wildly exaggerated claims about your abilities (or outright lies) will get found out eventually - and it won’t be pretty. Similarly, underselling yourself won’t do you any favours either as you’re less likely to be noticed. It’s a fine line to walk, but taking time to identify your strengths and wording them appropriately is the best way forward. 

Sending a cover letter by email

Of course, these days it’s rare to type out a letter, print it, and trot off with an envelope to the nearest post box. Most of the time, you’ll either be uploading your letter to an online portal or sending it by email. Do you know how to write a cover letter to be emailed?

No problem. The advice above still stands, we just need to consider some email etiquette.

Choose an informative subject line - it’s worth including the job title of the role you’re applying for at the minimum. You could also consider adding the words “application” or “vacancy” and your name. 

For the body of the email, you can simply point the reader to the attachments. Of course, an extra line expressing your enthusiasm for the role and your key selling points won’t go amiss, either. Take a look at our example below for inspiration. 

Cover letter example

Your own cover letter should be looking pretty good by now, but if you still need some inspiration check out this example cover letter: 

And as we promised, we have an email example as well:

Open doors with a professional cover letter 

We’ve looked at how to write a good cover letter, explained some pitfalls to avoid, and provided an example of a strong letter to inspire your own. You’re ready to apply for your dream role with confidence - good luck! 

Do you have a knock-out CV to accompany your cover letter? Ensure you’ve crafted a document that sells your skills and experience and meets best practice standards by sending it for a free CV review by the experts at TopResume.