What Should a Cover Letter Look Like

Everyone · Explainer · Updated October 1, 2026 · LearnLife Editorial

What Is a Cover Letter in Plain Words?

A cover letter is a personal letter you send along with your resume when applying for a job. It provides context beyond the bullet points of your resume by telling a short story about your background and motivation. It explains why you want the job and how your experiences and skills make you a good fit. For example, if you’re applying for a teaching position, your cover letter might describe your passion for education and give an example of a successful lesson you taught. This helps employers see the person behind the resume and understand how you might contribute to their team.

The letter is typically addressed to the hiring manager or recruiter. If you don’t know the name, “Dear Hiring Manager” is acceptable. The tone should be professional but can reflect your enthusiasm for the role. Usually, the cover letter is one page long, designed to be concise but impactful.

How Does a Cover Letter Work? (With a Clear Example)

A cover letter acts as your introduction to the employer, complementing your resume by explaining how your skills and experiences match the job. Here’s a clear example of how it works:

Imagine you are applying for an administrative assistant position at a company called GreenTech Solutions. Your cover letter might start like this:

“Dear Ms. Smith,

I am writing to express my interest in the Administrative Assistant position at GreenTech Solutions as advertised. With over three years of experience managing office operations and coordinating team schedules, I am confident I can provide effective support to your team.”

Next, you would give specific examples:

“In my previous role at BlueWave Inc., I managed calendars for five executives, organized meetings, and streamlined office supply ordering, reducing costs by 10%. My strong communication and organizational skills helped ensure smooth daily operations.”

Finally, the closing paragraph would invite further contact:

“I am excited about the opportunity to contribute to GreenTech Solutions and would welcome the chance to discuss how my skills align with your needs. Thank you for considering my application.”

This example shows how the cover letter highlights relevant experience, offers concrete details, and closes with a polite call to action. It adds personality to the resume and helps the employer understand your fit for the role.

Why Does a Cover Letter Matter for You?

A cover letter matters because it helps you stand out in a competitive job market. Many applicants submit only a resume, so a well-crafted cover letter shows you have taken the time to tailor your application and communicate clearly. It also gives employers a sense of your writing skills, professionalism, and genuine interest.

By using a cover letter, you can:

• Explain why you want this particular job and company.
• Highlight the most relevant skills and achievements.
• Address any unusual situations, like gaps in employment or career changes.
• Show your personality and professionalism beyond a list of qualifications.

For example, if you are changing careers from retail to marketing, your cover letter can explain your motivation and how your customer service skills apply to marketing tasks. Or, if you had a gap in employment, you can briefly describe productive activities during that time, such as volunteering or training.

Even when a job posting says a cover letter is optional, sending one is often a good idea because it shows dedication, effort, and communication ability—qualities employers value.

What Are Related Terms People Often Mix Up with Cover Letters?

It helps to understand the differences between common job application documents:

• Resume: A resume is a structured list of your work experience, education, and skills, organized for quick reading. The cover letter complements it by providing narrative context.

• Job Application Form: A form, often online, where you enter personal and professional information in a standard format. It is usually separate from a cover letter.

• Thank-You Letter: Sent after an interview to show appreciation and reaffirm interest. This comes after the cover letter and resume.

• Reference Letter: Written by someone else, like a former supervisor, to support your application by describing your work ethic and abilities.

• Personal Statement or Statement of Purpose: Longer essays used mostly in academic or fellowship applications. They differ from cover letters in content and tone.

Knowing these distinctions helps you submit the right documents at the right time and avoid confusion.

How Should Your Cover Letter Be Formatted?

Good formatting ensures your cover letter looks professional and is easy to read. Follow these guidelines:

• Length: Keep it to one page, ideally 3-4 paragraphs.

• Font: Use standard fonts like Arial, Calibri, or Times New Roman, size 10-12 points.

• Margins: Set margins to about 1 inch on all sides.

• Spacing: Use single spacing with a blank line between paragraphs.

• Alignment: Align text to the left.

• Header: At the top, list your name, phone number, email address, and optionally your mailing address. Below that, add the date and the employer’s name and address.

Example header:

``` John Smith [email protected] | (555) 987-6543 789 Elm Street Hometown, USA 54321

March 1

Hiring Manager GreenTech Solutions 123 Industry Road Hometown, USA 54321 ```

• Greeting: Address the letter to a specific person if possible, such as “Dear Ms. Smith.” If you can’t find a name, “Dear Hiring Manager” works.

• Body: Organize into introduction, main body with your qualifications, and closing paragraph.

• Closing: Use a formal sign-off like “Sincerely,” “Best regards,” or “Thank you,” followed by your full name.

Consistent formatting shows attention to detail and respect for the reader.

What Should You Include in Your Cover Letter Content?

Each cover letter should be customized to the job. Here’s a clear breakdown of what to include in each section with sample wording to guide you:

Introduction (First Paragraph)

• State the job title and how you found it.
• Show enthusiasm for the role or company.

Example: “I am writing to apply for the Sales Associate position at FreshMarket, which I found on your website. I admire FreshMarket’s commitment to quality and customer service and am excited about the opportunity to contribute.”

Body (One or Two Paragraphs)

• Highlight your relevant skills and achievements.
• Use concrete examples and results.
• Connect your background to the job requirements.

Example: “In my previous role at Retail World, I exceeded monthly sales targets by 15% through personalized customer service and product knowledge. I am comfortable working in fast-paced environments and collaborating with diverse teams.”

Closing (Final Paragraph)

• Reaffirm your interest.
• Mention your attached resume.
• Invite contact for an interview.
• Thank the reader.

Example: “I look forward to discussing how my skills can support FreshMarket’s goals. Please find my resume attached for your review. Thank you for considering my application.”

What Should You Do Next After Writing Your Cover Letter?

After writing your cover letter, take these practical steps:

1. Review and Proofread: Read carefully for spelling, grammar, and punctuation errors. Reading aloud or asking someone else to review can help.

1. Tailor to Each Job: Customize your letter for each position by matching your skills and experiences to the job description.

1. Check Instructions: Follow the employer’s application guidelines exactly for submitting your cover letter and resume.

1. Save Copies: Keep copies of each cover letter you send for your records and interview preparation.

1. Follow Up: If you don’t hear back after about two weeks, consider sending a polite follow-up email to express continued interest.

1. Prepare for Interviews: Use the content of your cover letter to anticipate questions and talk points in interviews.

By carefully crafting your cover letter and following these steps, you increase your chances of moving forward in the hiring process.

Frequently asked questions

Should a cover letter be handwritten or typed?

Almost all cover letters should be typed to ensure clarity and professionalism. Handwritten letters are rarely requested and may look outdated unless specifically asked for.

Can I use a cover letter template?

Templates can help with structure, but always personalize your cover letter with specific details about the job and your experiences to stand out.

How formal should my cover letter tone be?

Maintain a professional tone but let your enthusiasm and personality show. Avoid slang or overly casual language, but don’t be overly stiff or robotic.

What if I don’t have much work experience?

Focus on transferable skills, volunteer work, internships, or coursework relevant to the job. Use examples that show your readiness and motivation.

Is it okay to use bullet points in a cover letter?

Generally, full sentences and paragraphs are better for flow, but you can use a short bullet list to highlight key qualifications if it improves clarity.

How do I address a career change in my cover letter?

Briefly explain your motivation for the change, highlight transferable skills, and express enthusiasm for the new field. For example, “My background in customer service has equipped me with strong communication skills that will support my transition into marketing.”