How to Write a Cover Letter (Template, Examples, & Tips)

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Learning how to write a cover letter is easier when you think of your resume as the scoreboard—it shows the results of your skills and experience. Your cover letter connects the dots by explaining how you achieved those results, what motivates you, and why you’re a strong fit for the role.

In this article, you’ll learn how to create a cover letter step by step, with practical examples, a copy-and-paste template you can customize, and expert tips to help you stand out to hiring managers.

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Are Cover Letters Necessary?

Yes, most of the time, cover letters are necessary. In fact, 89% of recruiters expect a cover letter with a job application.

Submitting a cover letter allows you to explain your motivation, highlight the accomplishments most relevant to the job, and show hiring managers why you’re a strong fit for their team. It also allows you to connect your experience to the role and add context that doesn’t fit on a resume.

Once you understand why cover letters matter, the next step is learning how to write one that captures a hiring manager’s attention.

How to Write a Good Cover Letter in 9 Steps

A cover letter expands on your resume by showing how your skills and accomplishments can help you contribute to the employer’s team and culture.

Let’s go over how to write a cover letter for a job, step by step:

Step 1: Prepare the Necessary Information

An effective cover letter starts with research. You need to understand the job and the company, and how you can tailor your message to the role.

Here are key details to focus on:

Job requirements: Carefully read the job posting to understand the key skills, experience, and responsibilities needed for the role.
Company culture and goals: Visit the company’s website, social media, and recent news updates. Understanding their culture and plans will help you craft a cover letter that shows how you can help the employer achieve their goals.
Hiring manager’s name: Addressing your letter to a specific person shows you took the time to personalize it. Look for the hiring manager’s name in the job description, LinkedIn, or the company’s website.
Your qualifications: Make note of achievements, educational background, skills, and any experience that proves you’re the right candidate for the role.

Step 2: Format Your Cover Letter

A clear and professional layout makes your cover letter easy to read and leaves a strong first impression. Follow these simple cover letter formatting rules:

Choose a standard font. Use a professional font like Arial, Calibri, or Times New Roman. Set the size between 10 and 12 points to maximize readability.
Set consistent margins. Keep 1-inch margins on all sides and left-align text for a polished look.
Use proper spacing. Apply single- to 1.15 line spacing, and leave a blank line between paragraphs.
Keep it concise. Limit your cover letter to one page so hiring managers can quickly identify your most relevant qualifications.
Use a professional file name. Save your file as JobTitle-CoverLetter-YourName.pdf to ensure clarity and easy access.

Step 3: Create a Header

For a consistent look, consider using the same header format as your resume template. This keeps your application visually cohesive and easy to recognize.

Include the following essential details in your cover letter header:

Full name
Job title
Phone number
Professional email address
City, state, and zip code
Online portfolio or professional website

Step 4: Add the Recipient’s Contact Details

After the date, include the recipient’s contact information. For example:

Full name and job title
Company name
Company address

Step 5: Address the Hiring Manager Correctly

Addressing the hiring manager by name adds a personal touch and shows you took the time to tailor your letter. If you’re unsure which title to use, address the recipient by their full name (e.g., Alex Clark). If you know their preferred title, you can use it.

For example:

Dear Ms. Campbell,
Dear Mrs. Cody,
Dear Mr. Jones,

Avoid informal greetings, such as “Hello” or “Hi.” Similarly, “Dear Sir/Madam” or “To Whom It May Concern” are outdated.

If you can’t find their name, opt for “Dear Hiring Manager” or address it to the team who will be reviewing your application, such as “Dear HR Team.”

Pro Tip: Addressing the hiring manager is the standard. That said, some companies may ask that the letter be addressed to the HR department or a specific person. Always follow the job listing’s instructions.

Step 6: Write an Attention-Grabbing Introduction

Your opening paragraph should immediately explain why you’re excited about the role and why you’re a strong candidate.

Hiring managers often skim applications. If the first paragraph of your cover letter doesn’t grab their attention, they may not read the rest.

To make a strong impression, lead with an accomplishment that relates to the job, or mention a notable news story from the company that shows you did your research.

Continue your introduction by emphasizing your enthusiasm. If applicable, you can include the name of an employee who referred you to strengthen the connection.

Here’s an example of a strong opening paragraph:

As a flight attendant at Skyway Airlines, I was honored to receive the Above & Beyond Service Award for calmly resolving an in-flight medical emergency while reassuring passengers. When I learned that Aurora Air was recently featured in Travel Weekly for its industry-leading customer care, I knew this was the perfect opportunity to bring my skills to a team that values both safety and service. I’m excited to contribute my experience in international routes and my passion for creating memorable travel experiences to support Aurora Air’s reputation as a passenger-first airline.

Notice how this opener leads with a specific accomplishment, connects that achievement to the employer, and expresses genuine enthusiasm for the role.

Step 7: Explain Why You’re the Perfect Fit

Writing a great cover letter isn’t just about listing qualifications—it’s about convincing the hiring manager that you’re the perfect fit.

The body of your letter must clearly connect your work experience, skills, and accomplishments to the company’s needs.

Instead of repeating your resume, focus on impact: What have you achieved that proves you can excel in this role? What value can you bring to the company?

To do this:

Start with a key qualification. Show that you understand the role and highlight one of your strongest, most relevant skills.
Give a specific example. Use a real accomplishment to back up your claim.
Connect it to the company’s needs. Explain how your experience makes you an excellent match for this particular employer.

Here’s an example that builds on the one above:

In my current role, I’ve mastered the balance between efficiency and empathy that passengers expect from their flight crew. Last year alone, I managed over 500 long-haul flights while maintaining a 98% passenger satisfaction rating, demonstrating my ability to deliver consistent, high-quality service under demanding conditions. I know that Aurora Air’s commitment to exceptional in-flight experiences requires crew members who can anticipate passenger needs and resolve issues swiftly. I’m confident that my track record aligns perfectly with that mission.

Beyond service, safety has always been my top priority. I’m CPR- and AED-certified, and I’ve led pre-flight safety briefings for crews of up to 12 attendants. One notable example was when I coordinated an emergency landing response after a severe case of passenger illness, ensuring procedures were followed seamlessly and passengers remained calm. Aurora Air’s emphasis on safety excellence resonates with me, and I’m eager to bring my training and leadership experience to strengthen your cabin crew.

Pro Tip: Whenever possible, quantify your achievements. Specific results, such as increasing sales by 20% or managing a team of 10 employees, make your accomplishments more convincing than general statements.

Step 8: End Your Cover Letter on a High Note

The final paragraph of your cover letter is your last chance to convince the hiring manager to contact you for an interview. Use this section to reinforce your value and express enthusiasm for the next steps.

A strong closing reinforces your interest, briefly summarizes your value, and invites the hiring manager to continue the conversation.

Here’s an example:

Working alongside diverse crews and serving passengers from all over the world has taught me the value of teamwork, adaptability, and cultural sensitivity. I thrive in environments that bring people together. I would welcome the opportunity to bring this spirit of collaboration and service excellence to Aurora Air’s cabin crew.

I look forward to the opportunity to discuss how my experience and enthusiasm can contribute to your team’s continued success.

After writing your final paragraph, wrap up with a formal, friendly closing, such as:

Best regards,
Kind regards,
Sincerely,

Step 9: Proofread Your Letter

Once you’ve finished your letter, proofread it at least once to ensure accuracy. Then, ask a colleague, mentor, or friend to read it. A new set of eyes can catch spelling or grammar mistakes and assess if the letter reads how you want it to.

Pro Tip: Read your cover letter aloud before submitting it. Hearing the words can help you catch awkward phrasing that’s easy to miss when reading silently.

Cover Letter Template: Copy, Paste, & Customize

Now that you know how to make a cover letter, use this simple template as a starting point for your own. Replace and customize the placeholder text with your skills, accomplishments, and company details before submitting your application.

[Your Name]
[Phone Number]
[Professional Email Address]
[City, State zip code]
[Portfolio or LinkedIn URL (optional)]

[Date]

[Hiring Manager’s Name]
[Company Name]

Dear [Hiring Manager’s Name],

I’m excited to apply for the [Job Title] position at [Company Name]. With experience in [industry or field] and a proven ability to [relevant skill or accomplishment], I look forward to contributing to your team.

In my current role as [Job Title], I [describe a key accomplishment with measurable results]. This accomplishment demonstrates my ability to [skill], and I’d welcome the opportunity to bring that experience to your team.

What excites me most about joining [Company Name] is [specific reason related to the company or role]. I’d welcome the opportunity to bring my experience and contribute to your team’s success.

Thank you for your time and consideration. I look forward to discussing how I can contribute to your team.

Sincerely,
[Your Name]

How to Write a Cover Letter With No Experience

Writing a cover letter with no experience is easy once you know what to focus on. Use the writing guide from the last section and follow these tips:

Highlight transferable skills. Focus on abilities like teamwork, problem-solving, organization, or communication skills that apply across jobs—even if they weren’t gained in a traditional work setting.
Leverage nontraditional experience. Volunteer roles, internships, school projects, or extracurricular activities demonstrate responsibility, leadership, and initiative.
Emphasize classes that connect to the role. Mention if you’ve completed relevant courses, assignments, research, or group projects that prove your knowledge.
Show enthusiasm for learning. Employers value candidates who are eager and motivated. Express your excitement about growing with the company.
Connect your story to the role. Explain why the position interests you and how your background, no matter how nontraditional, prepares you to succeed.
Focus on impact, not tasks. Instead of simply stating what you did, highlight what you achieved or learned from your experiences.

Cover Letter Examples for Inspiration

Now that you’ve seen a general template, check out these cover letter examples to see how different professionals customize their experience to specific jobs.

Cover Letter Tips to Help You Stand Out

Follow these tips to take your cover letter to the next level:

Use keywords from the job description. Many companies use applicant tracking systems (ATS) to screen cover letters. Identify keywords in the job listing and naturally add them into your letter to increase your chances of passing the initial scan.
Match your cover letter to your resume. Pick a matching cover letter template to go with your resume to send a cohesive job application package.
Tell a short, impactful story. Anecdotes make your cover letter more engaging. Briefly describe a real challenge you solved and how the experience helped you grow professionally.
Showcase soft skills. Leadership, adaptability, and teamwork are essential soft skills across industries. Highlight them to show you’re a well-rounded candidate.
Use confident language. Avoid passive language, such as “I believe I might be a good fit.” Opt for action verbs and strong phrasing that convey confidence.

Browse our full collection of professional cover letter examples to find the perfect match for your industry and career goals.

Plus, a great cover letter that matches your resume will give you an advantage. You can write it in our Cover Letter Builder. Here’s what it may look like:

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See more cover letter templates and start writing.

Key Takeaways

Here are a few key points to remember when writing your cover letter:

A cover letter complements your resume by explaining your accomplishments, motivation, and fit for the role, giving employers a better sense of who you are.
Lead with a proud accomplishment, a connection to the company, or a referral to make hiring managers want to keep reading.
Show you’ve done your research and explain why your skills, achievements, and enthusiasm make you a perfect fit for their team.
Even if you lack direct experience, talk about abilities like teamwork, problem-solving, and communication that matter in any job.
Volunteer work, internships, school projects, or clubs can all prove you have relevant skills and initiative.
Share a short example of a challenge you solved or a project you completed to show your impact.
Include keywords from the job description to pass screening systems and use a cover letter style that matches your resume.

Frequently Asked Questions

What does a good cover letter look like?

A good cover letter is tailored to the job, highlights your most relevant accomplishments, and clearly explains why you’re well-suited for the company. It should use a professional layout, a friendly yet confident tone, and specific examples that connect your experience to the employer’s needs.

A strong cover letter complements your resume rather than simply repeating it.

How do I start a cover letter?

To start your cover letter, use a professional greeting, ideally addressing the hiring manager by name. Open with a strong first paragraph that shows why you’re excited about the role and why you’re a great match. Mention a key achievement, a skill that fits the job perfectly, or a specific reason you’re interested in the company.

A confident, engaging opening makes a great first impression and encourages the reader to keep going.

What are the three main things needed in a cover letter?

The three main things needed in a cover letter are a strong introduction that explains why you’re applying, relevant skills and accomplishments that show why you’re well-suited for the job, and a confident closing that thanks the employer and expresses interest in an interview.

Together, these sections help hiring managers understand why you’re prepared to succeed in the role.

What is a powerful opening sentence for a cover letter?

A powerful opening sentence for a cover letter immediately connects your experience to the job or highlights a relevant achievement.

For example: “After increasing customer satisfaction by 25% in my current role, I was excited to see an opportunity to bring the same results-focused approach to your team.”

Avoid generic openings like “I’m writing to apply for…” whenever possible.

How long should a cover letter be?

A cover letter should usually be one page, or about 250–400 words. Focus on your most relevant qualifications instead of repeating your resume. Keeping your letter concise makes it easier for hiring managers to read.

What are five common cover letter mistakes?

Five common cover letter mistakes to watch out for are using the same letter for every application, repeating your resume instead of adding context, making the letter longer than one page, including spelling or grammar mistakes, and addressing the wrong company or hiring manager. Tailoring your cover letter and proofreading it carefully can help you avoid these common mistakes.

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