How to Write a Cover Letter: Step-by-Step Guide
Learn how to write a cover letter step by step: research, format, opening lines, body paragraphs, closing and proofreading, with examples you can adapt.
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Quick answer
To write a cover letter, research the role, use a clean business-letter format, open with a specific hook, back it with two or three relevant achievements, explain why you want this company, close with a clear next step, and proofread. Aim for one page and three to four paragraphs.
Key takeaways
- Research the company and role first; a tailored letter beats a generic one.
- Keep it to one page and three to four short paragraphs.
- Open with a specific achievement, connection or company detail, not 'I am writing to apply'.
- Use the STAR method (Situation, Task, Action, Result) for body paragraphs.
- Close with a clear next step, then proofread and save as PDF.
A cover letter is a one-page letter that accompanies your resume and explains why you are a good fit for one specific job. Your resume lists qualifications; the letter tells the story behind them. The steps below take you from research to a finished letter.
What should you do before you start writing?
Gather the material first, because a letter written from research is easier to write and harder to ignore. Preparation of 15 to 20 minutes is usually enough.
Information to gather
- The job description and requirements
- The hiring manager's name, if you can find it
- The company's mission, values and recent news
- Your relevant achievements, with numbers where you have them
Then answer these questions: why do you want this role, what unique value do you bring, how does your experience match their needs, what excites you about the company, and what problems can you solve for them?
How do you write a cover letter step by step?
Research the Company and Role
Read the job description closely and highlight the key requirements. Visit the company's About page and recent news, check their LinkedIn page for culture cues, and find the hiring manager's name if possible. Avoid generic company descriptions and missing requirements from the posting.
Choose the Right Format
Use a standard business-letter format and match the font and style of your resume. Use a professional 11 to 12 point font such as Arial or Calibri, margins of about one inch, and plenty of white space.
Write a Compelling Opening
Mention the specific position and where you found it, and lead with an achievement or a unique angle. Keep it to two or three sentences and avoid clichés such as "I am writing to apply for".
Highlight Relevant Experience
Select two or three achievements that directly relate to the job, use specific numbers, and connect each one to a requirement in the posting. Follow the STAR method described below.
Show Company Fit
Explain why you want to work for this company, referring to a specific initiative, value or piece of news. Avoid phrases that could apply to any employer, and focus on what you can contribute rather than only what you want.
Write a Strong Closing
Thank the reader, express enthusiasm for next steps and mention your availability. Keep it to two or three sentences.
Proofread and Polish
Read the letter aloud, check spelling and grammar, verify every name and detail, ask someone else to review it, and save it as a PDF to preserve formatting. Typos in the company or manager's name are the most damaging mistakes.
What is the best cover letter format?
Use a clean business-letter layout: your contact details, the date, the employer's details, a greeting, three to four paragraphs, a sign-off and your name.
| Element | Recommendation |
|---|---|
| Font | 11 to 12 point, a professional font such as Arial, Calibri or Times New Roman |
| Margins | About 1 inch on all sides |
| Spacing | Single-spaced, with a blank line between paragraphs |
| Length | One page, three to four paragraphs |
| Alignment | Left-aligned, no justification |
[Your Name]
[Your Address] | [Phone] | [Email]
[Date]
[Hiring Manager Name], [Company Name], [Company Address]
Dear [Hiring Manager],
Opening paragraph (two to three sentences). Body paragraph one (three to four sentences). Body paragraph two (three to four sentences). Closing paragraph (two to three sentences).
Sincerely, [Your Name]
How do you write a powerful opening line?
The opening line decides whether the reader keeps going, so make it specific. Four approaches work well.
- Achievement-based: best when you have a strong, quantifiable result.
- Connection-based: best when you have a referral or a mutual contact.
- Problem-solution: best when you can speak to a specific company challenge.
- Passion-driven: best when you genuinely use and like the company's product.
After growing qualified leads in my territory for two years, I am excited to bring that track record to the Sales Manager position at GrowthTech.
Sarah Chen suggested I reach out about the Marketing Analyst role, as she felt my experience in data-driven campaigns would suit your team.
How do you write compelling body paragraphs?
Use the STAR method: describe the Situation, the Task, your Action and the Result, and quantify the result where you can. Each body paragraph should tie one achievement to one requirement from the job description.
When customer retention dropped (Situation), I was asked to develop a strategy to improve engagement (Task). I launched a personalized email campaign and a loyalty program (Action), and retention recovered within six months (Result).
Strong verbs help: achieved, implemented, spearheaded, optimized, delivered, streamlined. Use plain, specific wording and mirror the terminology of the job description; this also helps with keyword matching in applicant tracking systems.
What do experienced hiring managers look for?
Three habits make a letter easier to read and more convincing.
- Make it scannable: short paragraphs and plenty of white space let a reader grasp your value quickly.
- Mirror their language: reuse the posting's terminology where it is truthful.
- Show, don't tell: instead of calling yourself "results-driven", prove it with a specific example.
What mistakes get cover letters rejected?
The most common mistakes are content mistakes and technical mistakes.
Content mistakes
- Being too generic, for example reusing one letter for several applications
- Repeating your resume instead of adding new context
- Focusing on yourself rather than on what you offer
- Making claims without a specific example
Technical mistakes
- Leaving the wrong company or name from a previous application
- Typos and errors
- Exceeding one page
- Inconsistent fonts or spacing
What does a before-and-after cover letter look like?
The weak version is generic and could be sent to any employer. The strong version opens with a specific result and names the company's initiatives.
Dear Hiring Manager,
I am writing to apply for the Marketing Manager position at your company. I have five years of experience in marketing and I think I would be a great fit for your team. I am hardworking, detail-oriented and a team player.
Dear Ms. Johnson,
After leading a content strategy that increased qualified leads at TechStart, I am excited to bring my digital marketing experience to GrowthCo's Marketing Manager role. Your expansion into analytics-driven marketing resonates with me: I introduced predictive analytics tools that improved campaign return and built a content team from scratch.
The second version opens with a specific achievement, references the company's direction and connects the candidate's experience to its needs. For full letters by experience level and industry, see these cover letter examples. If you would rather start from a draft, read about the AI cover letter generator.
Frequently asked questions
How do I start a cover letter?
Start with an opening that names the position and where you found it, then add a specific hook: an achievement, a referral or something about the company. Avoid the stock line 'I am writing to apply for'. A concrete first sentence tells the reader why your letter is worth reading.
What should I include in a cover letter?
Include a header with your contact details, the hiring manager's name and company, an opening paragraph, one or two body paragraphs with relevant achievements, a paragraph on why you want this company, a closing with a clear next step, and a professional sign-off.
How long should a cover letter be?
Keep it to one page, usually three to four short paragraphs. Every sentence should add something your resume does not already say. If you are cutting, remove generic statements first and keep the specific achievements.
Should I write a different cover letter for each job?
Yes. Reuse the structure and some of your experience, but rewrite the opening, the company-fit paragraph and the achievements you highlight to match each role. A letter that could be sent to any employer rarely persuades any of them.
What is the difference between a cover letter and a resume?
A resume is a structured summary of your work history, skills and education. A cover letter is a short narrative that explains why you fit one specific role and company. The resume shows what you have done; the letter explains why it matters for this job.
Written by the Woberry Editorial Team
We research each guide from primary sources where we can, name the source for every statistic we quote, and review, fact-check and edit every draft before it is published. We update a guide when the advice or the underlying data changes.
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