Cover Letter Writing

Make sure your application letter includes all of the following: 

• The position for which you’re applying
• How you found the job opening
• Why you want to work for the company
• Why you’re applying to the specific position you’re seeking
• The skills, experience, and work-related personality traits that make you a great fit for the role

Mentioning the position you’re applying for and how you found it is simple—just state your interest in the job title in your opening sentence: 

• “I’m writing in response to the content writer position posted on Indeed.”

When you talk about why you want to work at the company, you can’t just write “because I need a job.” Even if it’s true, it does nothing to make you stand out as a well-qualified candidate for the role. This part of your cover letter should communicate how your specific values and career goals fit the company’s mission. You might say something like:

• “As a lifelong animal rights activist, I’m excited for the opportunity to work with an organization that directly benefits threatened species.”

Your cover letter also needs to talk about how and why you’re qualified for the position for which you’re applying. Sentences that communicate these points can look like this:

• “During my years teaching English in Japan, I developed the classroom management skills, cultural sensitivity, and linguistic knowledge base necessary to succeed as an ESL teacher.”
• “I have worked in customer service for the past seven years. During that time, I’ve become an expert in clear communication, problem-solving, and guiding customers to the products best suited for them.”

Beyond sharing why you’re interested in working for the specific employer and why you’re qualified for the role, include a little bit about yourself and how this shines through at work: 

• “I’m a natural organizer. In my past roles, I’ve helped my colleagues increase their productivity by introducing them to my favorite organization tools and strategies.”

When you apply for a job, it’s extremely rare to be the only applicant. In nearly all cases, you’re one of a group, potentially hundreds, of applicants. 

That means your cover letter is one of potentially hundreds the recruiter will read. This is why it’s so critical that you write a cover letter that excels in the following:

• Grabs the recruiter’s attention
• Effectively communicates why you’re an ideal candidate for the role
• Makes you stand out from the crowd 

Remember, your goal with a cover letter isn’t to give the recruiter a recap of your work history (your résumé should accomplish that and you don’t want to be redundant), but to intrigue them enough to offer you an interview.

Research and brainstorm first

Before you start writing your cover letter, familiarize yourself with the role and its requirements. Read the job listing carefully and pull out the most important information, like which of your specific skills to highlight in your cover letter and how your experiences have prepared you for this role. Then, spend some time on the company’s website to get a strong sense of the company’s culture, values, and mission.

Once you thoroughly understand everything the role entails, brainstorm the most effective way to communicate your suitability for the role in your cover letter. Brainstorming is a key part of the writing process. As you brainstorm, determine all the possible topics to include in your cover letter and ways to emphasize your competency for the role. 

Personalize the greeting

The first thing the recruiter or hiring manager will notice in your cover letter is whether you addressed it to them personally. 

It’s not always easy to find the recruiter’s or hiring manager’s name, but it’s always worth your time to do so. If their name isn’t listed in the job posting, take some time to find it. You can likely find it on the company’s website. If that doesn’t yield results, try LinkedIn. 

If you absolutely cannot find a relevant name, a generic greeting like “Dear Hiring Manager” or “Dear [Company Name] Team” is acceptable. But do this as a last resort—it’s always best to directly address the person who will be making the hiring decision. 

Grab the reader’s attention

Just like a book needs to grab its reader’s attention within the first few pages, your cover letter needs to grab attention within the first sentence or two. Remember, the recruiter is going to be reading lots of cover letters—cover letters that will contain pretty similar content. If your cover letter doesn’t captivate them from the get-go, you could end up getting overlooked.

You can grab the reader’s attention by starting with an interesting fact about yourself:

• “At the last two universities I worked at, I ended up playing Santa at the holiday party. Maybe it’s because I’m jolly, maybe it’s because I love cookies, but I like to think it’s because I spearheaded the most successful alumni giving campaigns each year.”

Or you can highlight a unique way one of your job skills has come in handy:

• “As a project manager, I’m no stranger to connecting people to keep projects moving forward. But I never imagined I’d be managing an effort to get a beached pontoon boat moving forward—until my company fishing trip last year.” 

Just make sure your sizzling opener relates to your fitness for the role you’re seeking.

Showcase your most relevant strengths and skills

You’ve probably been told to “show, not tell” in writing assignments before. Your cover letter is no different. Instead of listing your strengths and skills (remember, your résumé does that), tell stories that show these assets in action. 

Use the same techniques you used to grab your reader’s attention in your opening lines. For example, you may highlight a major career accomplishment by first describing the circumstances that led to you taking action and achieving a specific result. 

Anecdotes like these demonstrate why you’re the perfect person for the job. 

Make it as much about the employer as it is about you

This one can be tricky. The key here is to not simply write a letter about yourself, but communicate the benefits you offer the employer as you do so. 

Here’s where your initial research into the company’s culture pays off. The person (or team) tasked with filling the open position isn’t just looking for somebody who can do the work; they’re looking for somebody who fits into the existing company structure and culture. By writing your cover letter in a way that mirrors their brand style, you’re communicating that you understand who they are and the kind of person they’re looking for. If the copy on their company website has an understated, simple style, stick to similarly simple, straightforward writing in your cover letter. If they have more of a hip, edgy feel, you have room to go outside the box a bit in your cover letter. 

If a current employee at the company referred you to the role, mention that in your cover letter. But don’t just mention their name—include a sentence or two about why they specifically reached out to you and recommended you pursue the role.  

Show your enthusiasm about the role

Throughout your cover letter, use language that communicates your passion for the kind of work you do. Your word choice plays a big role in shaping how recruiters perceive your attitude toward your work experience and your enthusiasm for the role. 

When you’re highlighting your past achievements, use specific language and action words. Take a look at the difference between these two sentences:

• I was a manager to a team of four salespeople.
• I ran a nimble sales department.

Or consider the difference between these:

• After sixteen years as a bank teller, I decided I’d rather be an electrician.
• After more than a decade as a bank teller, I pivoted to a new career and began my electrical apprenticeship.

With words like “ran,” “nimble,” and “pivoted,” you paint a more dynamic picture than you do with words like “was a manager” and “decided.”

Here’s another easy way to make your writing more dynamic: use the active voice.  Instead of “under my leadership, 50 loans were prepared,” say “under my leadership, our team prepared 50 loans.”

When you use the active voice, you’re owning your accomplishments. 

Ask for the interview

You’ve also got to ask for an interview. Do this in your last paragraph before signing off. Asking for an interview directly can be awkward, but it’s a crucial part of your application letter. Here are a few ways to phrase the interview request:

• “I would like to meet in person to discuss this position further. Please contact me at [insert phone number] or [insert email address].”
• “I’m looking forward to meeting with you to discuss my fit for this role further.”
• “I hope you’ll consider me for this position. Please contact me at [insert phone number] or [insert email address] to schedule an interview.”

Although you need to be direct, avoid presenting yourself as presumptuous or entitled in this section of your cover letter. 

When it’s time for your sign-off, keep it simple. Stick with one of the basics, like “sincerely” or “best.”

When you’re writing your cover letter, keep these important points in mind:

Do keep it objective. You’re not asking them to hire you, you’re demonstrating why you’re the best candidate for the role.

Don’t use overly formal, stiff, or complex language. Although a cover letter should never include slang or otherwise overly casual language, it should feel friendly and personable. Grammarly’s tone detector can help you get your professional vocabulary and phrasing just right. 

Do have another person read your cover letter and give you constructive feedback before you send it to the recruiter. This can be your partner, your friend, your parent, or anybody else who knows you well enough. These close readers can help you determine where to add or remove information, how to accurately showcase your achievements, and that your application letter covers everything necessary for the specific position you’re seeking. 

Don’t reuse the same cover letter for every job. Your cover letters can be similar and you can even use one cover letter as a template for others, but recruiters know when they’re reading generic cover letters. Show each recruiter that you read the job description carefully and you’re genuinely interested in the job by writing them a personalized cover letter that specifically addresses the role and company.

Do work keywords into your cover letter. You can find these keywords in the job listing. Typically, they’re the job title, department, industry, and specific tasks. Many large companies use software to screen applicants and these programs look for specific keywords in cover letters. 

Don’t write a long, rambling cover letter. Keep it under a page in length with short, manageable paragraphs. Grammarly Premium includes formatting suggestions, like identifying when you’ve written a hard-to-follow paragraph, and engagement suggestions, which can help you rewrite sentences to better hold the reader’s attention.

Alongside your résumé, a cover letter is how you can communicate your work experience and skills to each potential employer. Invest in your career and increase your likelihood of scoring the interview by mastering the art of the cover letter. 

Here are six simple steps to write a great cover letter:

1. Start with your header
2. Include a greeting
3. Write an opening paragraph
4. Follow with a middle paragraph
5. Finish with a closing paragraph
6. End with a professional sign off

In the sections below, we’ll offer detailed information about what to include in each section with examples for each.

1. Start with your header

As with any standard business letter header, you should include a few pieces of personal and role specific information at the top of your cover letter. This section should include your contact information, date of application and recipient’s contact information. If you’d like, you can also center your name and address at the top of the page, mirroring the way it looks on your resume.

Cover letter header template:

Your name
Your city and zipcode
Your phone number
Your email address

Date

Name of recipient
Title of recipient
Company name
Company address

Example cover letter header:

Ali Lang
ali.lang@email.com
555 Orchard Lane
Las Vegas, NV
(555) 888-4000

May 5, 20XX

Terry Washington
Revolve Inc.
123 Vineyard Drive
Las Vegas, NV

Including a professional and detailed heading will make it easier for the hiring manager or recruiter to follow up with you regarding the position.

2. Include a greeting

In your research, try to find the name of the person who will be reviewing applications for the job. Address your letter to this person with a common business greeting, such as “Dear” or “Hello.” If you’re unable to find the preferred gender pronouns (she/her, them/they), it is best to use a gender-neutral greeting such as “Dear first and last name” or “Dear position title”.

Example greetings:

• Dear Hiring Manager,
• Hello Ms. Wallace,
• Dear Tyler Wallace,

3. Write an opening paragraph

In the first paragraph of your letter, mention the job title for which you’re applying and where you saw the position posting. Explain your specific interest in the role and company so the reader knows you’ve done your research and have genuine interest. Briefly state the main experience or qualification you have that makes you a good fit. The first section of your cover letter is also the first impression the reader will have of you, so it is important to appeal to that person quickly and succinctly.

Example: “I’m excited to apply for the Graphic Designer position at Cloud Clearwater I found on Indeed. I understand you’re currently adding several new product lines, and I believe my skills in video and animation provide a significant advantage for creating a successful launch. As a longtime fan of your products, I’m thrilled at the opportunity to bring my unique style and passion for beachwear to the company.”

4. Follow with a second paragraph

Your second paragraph should be a brief overview of your background as is relevant to the position. Here, you should include key achievements, skills and specialties that make you particularly suited to perform well in the position. Focus on one or two and provide specific details about your success including measurable impacts you made.

Pay close attention to keywords listed in the job description and include those that you identify with in the body of your cover letter. You should only include information about your most recent one or two professional experiences.

Example: “As the Director of Human Resources at Wes Morgan Philips, I was a key senior leader in the organization and was responsible for improving the efficiency and performance of the company’s 540 employees. Before that, I worked in human resources, equal employment opportunity and diversity for Jenkins Technology Solutions, Inc. At Jenkins Technology Solutions Inc., I developed an employee retention plan that involved the creation of a wellness program, an internal training program and a promotions selection process, which led to a 50% reduction in the overall employee turnover rate.”

5. Finish with a closing paragraph

The next paragraph should focus on another key achievement or skill that is relevant to the position. Instead of repeating details from your resume, expand on specific stories or anecdotes that display your fitness for the role. Again, focus on stories that demonstrate the skills and qualifications outlined in the job description.

If you’re changing careers, this is a good opportunity to talk about transferable skills or relatable experiences from your career.

Example: “Achieving ambitious marketing goals is always a top priority, and I am always looking out for the best interests of the company. I enjoy delivering marketing presentations to potential clients and focusing on the strengths of an organization. My marketing skills at River Tech enabled the company to experience new levels of success and a 45% increase in customer engagement. I am never satisfied with the status quo, and I believe that a company should continually look for ways to improve and reach new clients through innovative campaigns.”

6. End with a professional signoff

You should end your cover letter with a paragraph that summarizes the reasons you are applying for the role and why you would be a great fit. Keep the cover letter conclusion brief and explain that you look forward to hearing from the employer with the next steps. End with your signature at the bottom.

Example: “Thank you for your time and consideration. I’m looking forward to learning more details about the Sales position and about Trade Lot. Growth is essential to my continued success, and I’m excited for the chance to be a part of Trade Lot’s industry-leading team. My proven track record and Trade Lot’s quality products are a winning combination for increasing the company’s market share.

Sincerely,

Malik Rabb”

Here are two examples of cover letters, a traditional version and a less traditional version. First, read the job description on the left, then read the cover letter. In the first example, you’ll see how the writer uses specific phrases from the job description and includes them in the letter.

The second example takes a more creative approach. The author tells a personal story and appeals more abstractly to the attributes called for in the job posting. Both are less than 300 words long.

Example 1: Administrative Assistant

Job Description

In this role, you will be supporting managers and other senior-level personnel by managing their calendars, arranging travel, filing expense reports, and performing other administrative tasks.

Strong interpersonal skills, attention to detail, and problem-solving skills will be critical to success.

Qualifications:

• 5+ years of experience providing high-level admin support to diverse teams in a fast-paced environment
• High school diploma or equivalent work experience
• Excellent Microsoft Office Skills with an emphasis on Outlook and Excel
• Self-motivated and highly organized
• Team players who work well with minimal supervision

Cover Letter

Dear Hiring Manager,

I am writing to express my interest in the opening for an administrative assistant at {name of company].

I am drawn to this opportunity for several reasons. First, I have a proven track record of success in administrative roles, most recently in my current job as an administrative coordinator. A highlight from my time here was when I proactively stepped in to coordinate a summit for our senior leaders last year. I arranged travel and accommodation for a group of 15 executives from across the company, organized meals and activities, collaborated with our internal events team, and ensured that everything ran according to schedule over the two-day summit. Due to the positive feedback I received afterward, I have been given the responsibility of doubling the number of attendees for the event this year and leading an internal team to get the job done.

I am also attracted to this role because of the growth opportunities that name of company provides. The research that I’ve done on your company culture has shown me that there are ample opportunities for self-motivated individuals like me. A high level of organization and attention to detail are second nature to me, and I’m eager to apply these skills in new and challenging environments.

I look forward to sharing more details of my experience and motivations with you. Thank you for your consideration.

Sincerely,

{your name}

Example 2: Brand Copywriter

Job Description

We are looking for an experienced copywriter to join our team. If you have a great eye for balance, a quick wit, and can adapt a brand voice for any medium, then this role is right for you.

Responsibilities:

• Write for branded communications including ads, emails, events, landing pages, video, product marketing, and more
• Maintain and develop the voice of our brand in collaboration with others
• Develop copy for internal communications that generate excitement about our company culture
• Work independently and manage your time well
• Strong copy editing skills: for your own work and others

Requirements:

• A portfolio of your work
• Minimum 5 years of copywriting, ideally within an agency
• Strong attention to detail

Cover Letter

Hello,

There are at least two less-than-obvious ways to improve your vocabulary (and by extension, your copywriting skills): studying for the GRE and becoming a crossword puzzle enthusiast. I’ve done both, but for this job application, I’d like to focus on the latter.

My grandmother was the best writer I’ve ever known. She wasn’t a professional writer, but her gift and love of writing was something we shared. It wasn’t until last year that I also took up her love of crossword puzzles and immediately saw how the two went hand in hand. Before long, I was solving Monday through Wednesday puzzles in the New York Times, needing to look up words less and less frequently as time passed. Soon, I was able to complete Thursday to Saturday, too. Throughout this process, I could feel my stock of quips, rejoinders and turns of phrase steadily growing. Eventually, I worked up the courage to attempt the Sunday puzzles.

It was this courage that was the real turning point for me. In my current agency, I was already known as a hard worker and creative spirit; my peer and manager evaluations had made this clear. But while I felt confident in my abilities, I had never seen myself as particularly daring. Considering new challenges and mastering each one along the way had given me a renewed sense of myself and clarity about my chosen profession.

I began a career as a copywriter because I was skilled at finding combinations of words to fit a thought or feeling. I’m continuing down that path because I’ve realized how I can shape and hone that skill to reach new heights. I’d like copywriting at name of company to be the next step in my journey.

All the best,

your name

Here are five guidelines to keep in mind when writing a cover letter:

1. Customize your header based on your application format

If you’re writing your cover letter directly within an online job application, there’s no need to include your address or other contact information, as you’ve probably already typed that into other areas of the application form. If you’re including your cover letter as an attachment, you can use the same heading as your resume.

2. Avoid generic references to your abilities

Whenever possible, tell meaningful anecdotes that tie your skills to concrete problem-solving activities or tangible business results you’ve worked on in your career. Any candidate can say they possess a desirable skill. To make an impact, you need to show hiring managers examples of your skills in action. For example:

Too vague: “My skills would be a great fit for your organization.”

More specific: “In my role as a sales associate, I am frequently required to provide exceptional customer service on short notice. Exceeding customers’ expectations is a point of personal and professional pride for me, and this is a skill I’m eager to continue developing.”

Too vague: “I’m a proactive team player.”

More specific: “In my current job, I proactively jumped in to help launch an internal recycling and waste reduction initiative. Together, our team contributed to a 25% reduction in solid waste production within the company.”

4. Keep it short and to the point

Unless specified in the job description, there is no required length for a cover letter. When determining how long a cover letter should be, focus on the details that are most important for the job. Read the job description closely to identify the best opportunities to illustrate your qualifications.

What professional achievements are you the proudest of? Choose one or two and map them directly to the desired experience or qualifications the hiring manager is looking for, using just a few detailed but concise sentences. What attributes is the job description calling for in a candidate? Consider using the cover letter itself as a way of demonstrating those traits.

Don’t reiterate everything that’s on your resume. You want to focus on one or two anecdotes, expanding on how you achieved something specific.

5. Proofread before you submit

Reread your cover letter several times before submitting it and keep an eye out for errors of spelling, grammar or punctuation. Reading the letter aloud can help you pick out awkward phrasing or too-long sentences. There are certain common errors that we all tend to gloss over, so make sure to do a slow, deliberate reading that examines each word. If your salutation includes the hiring manager’s name, triple-check the spelling.

For jobs that require submitting a cover letter, remember that you’re getting a valuable chance to illustrate your capabilities and share a glimpse of your authentic personality. Take advantage of the opportunity to let your greatest strengths shine, while also showing that you respect the hiring manager’s time and attention.