Most cover letters fail for one simple reason. They are written for the applicant, not for the person reading them.
Hiring managers and recruiters do not read cover letters carefully. They scan them. Often quickly. Sometimes reluctantly. Your goal is not to impress. Your goal is to be clear, relevant, and easy to trust.
This guide shows you how to write a cover letter that actually gets read, without sounding generic or wasting anyone’s time.
What hiring managers actually look for
A cover letter is not a personality test. It answers three quiet questions:
- Who are you?
- Why this role?
- Why should I keep reading your resume?
If your letter answers those questions clearly, you are already ahead of most applicants.
The ideal cover letter structure
A strong cover letter follows a traditional, predictable structure. That is a good thing. Predictability helps the reader.
1. Clear header and contact details
Start with your name and basic contact information. Keep it clean and professional.
Include:
- Full name
- City and country (optional)
- Email address
- Phone number
Avoid adding unnecessary details like social media unless it is relevant to the role.
2. Proper date and employer details
Always include the date and company information. It signals care and professionalism.
If you know the hiring manager’s name, use it. If not, “Dear Hiring Manager” is completely acceptable.
Avoid casual greetings.
3. A direct opening paragraph
Your opening paragraph should get to the point quickly.
A good opening does three things:
- States the role you are applying for
- Names the company
- Briefly explains why you are a good match
Avoid vague enthusiasm or long backstories.
Example opening:
“I am writing to apply for the Marketing Coordinator role at Acme Ltd. With three years of experience managing content and digital campaigns, I am excited about the opportunity to contribute to your team.”
Simple. Clear. Relevant.
4. Skills and experience that match the role
This is the most important section.
Do not repeat your resume. Instead:
- Highlight 1–2 relevant skills
- Support them with a short, concrete example
- Connect them to the job you are applying for
Focus on outcomes, not just duties.
Example:
“In my previous role, I managed weekly email campaigns that increased open rates by 18 percent over six months. This experience aligns closely with your focus on customer engagement and retention.”
5. A polite, confident closing
Your closing paragraph should:
- Thank the reader
- Express interest in the next step
- Stay professional and brief
Avoid begging, pressure, or gimmicks.
Example closing:
“Thank you for considering my application. I would welcome the opportunity to discuss how my experience could support your team.”
Finish with a traditional sign off like “Sincerely” or “Kind regards”.
Common cover letter mistakes to avoid
These mistakes are extremely common and easy to fix.
- Writing one generic letter for every job
- Talking only about what you want, not what you offer
- Being too long or overly detailed
- Using clichés like “hard working” or “team player”
- Copying your resume word for word
If your cover letter feels safe but forgettable, it probably is.
How long should a cover letter be?
One page is the standard. Shorter is usually better.
Aim for:
- 3 short paragraphs
- Clear spacing
- Easy scanning
If it feels like an essay, it is too long.
How to write faster without lowering quality
Most people overthink cover letters. A guided structure makes the process much easier.
Using a simple template helps you:
- Stay focused on what matters
- Avoid rambling
- Create multiple versions quickly
Create your cover letter in minutes
If you want a clean, traditional format with a live preview, you can use our free tool.
Use our Cover Letter Generator:
Create a cover letter now
It guides you through each section, shows a live preview as you type, and lets you export your letter to PDF or Word. Nothing is saved or uploaded.
Final checklist before sending
Before submitting your application, quickly check:
- Is the company name correct?
- Is the role title correct?
- Does the letter match the job description?
- Is the tone professional and clear?
- Is it easy to read at a glance?
If yes, you are ready to send.
A good cover letter does not try to stand out. It makes the decision easier for the person reading it.