Write cover letters that get read. This guide covers research, opening hooks, body structure, company alignment, and formatting rules that keep you to one page.
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Research the Company and Role
Read the full job posting and highlight 3-5 key requirements
Copy the job posting into a document and bold the requirements that appear more than once. These repeated terms are the employer's top priorities and should anchor your cover letter. Spend 10-15 minutes on this step.
Research the company's mission, recent news, and culture
Check the company's About page, recent press releases, and employee reviews. Mentioning a specific company initiative shows genuine interest. Generic letters that could apply to any employer get discarded immediately.
Find the hiring manager's name for your greeting
Check the job posting, company website team page, or LinkedIn. 'Dear [Name]' outperforms 'Dear Hiring Manager' by making your letter feel personal. If you truly cannot find a name, 'Dear Hiring Team' works as a last resort.
Write a Strong Opening
Open with a specific hook — not 'I am writing to apply'
Lead with your strongest qualification or a relevant accomplishment. 'After growing a sales team from 4 to 22 reps in 18 months, I was excited to see your Head of Sales opening' beats any generic opener. The first sentence determines if the rest gets read.
Name the exact position and how you found it
Include the job title and requisition number if one exists. Mentioning who referred you (if applicable) increases your callback rate by 40%. Keep referral mentions to one sentence in the opening paragraph.
State your core value proposition in 1-2 sentences
Answer the question 'Why should we interview you?' in under 30 words. This is not a summary of your resume — it is the single strongest reason you are the right fit. Think of it as your professional headline.
Build the Body (2-3 Paragraphs Max)
Paragraph 2: Match your top 2-3 qualifications to job requirements
Use a 'They need X, I have done Y' structure for each qualification. Pair every claim with a specific example or metric. Two strong examples beat five vague ones. Keep this paragraph to 4-5 sentences.
Paragraph 3: Show company alignment and cultural fit
Reference something specific about the company — a product launch, a value statement, or a growth milestone. Explain why this matters to you personally. Hiring managers want to know you chose their company, not just any open job.
Keep the total body under 3 paragraphs
Hiring managers read cover letters in under 60 seconds. Three tight paragraphs (opening, qualifications, alignment) is the ideal structure. A fourth paragraph dilutes your strongest points and risks not getting read.
Close with a Call to Action
End with a confident, specific call to action
'I would welcome the chance to discuss how my experience in X could support your team's goals' is direct without being pushy. Avoid weak closings like 'I hope to hear from you.' Confidence signals competence.
Thank the reader and sign off professionally
One sentence of thanks is enough. Use 'Sincerely,' 'Best regards,' or 'Thank you,' followed by your full name. Do not add quotes, emojis, or postscripts. Include your phone number below your name.
Format and Customize
Keep the entire letter to one page with 250-400 words
Letters over 400 words get skimmed, not read. Aim for 300 words as the sweet spot. Use the same font and header as your resume for a cohesive application package. Set margins to 1 inch on all sides.
Match the tone to the company culture
A startup posting with casual language calls for a conversational tone. A law firm or bank expects formal language. Mirror the tone of the job posting and company website. Mismatched tone signals poor cultural awareness.
Customize at least 3 sentences per application
Hiring managers spot templates instantly. At minimum, change the company name, the role-specific qualifications, and the company alignment paragraph for every application. Reusing 100% of a letter is worse than sending none.
Proofread for typos, company name accuracy, and correct job title
The most common cover letter mistake is leaving another company's name from a previous version. Search the document for every proper noun. Read it once more after a 30-minute break before submitting.
Frequently Asked Questions
Are cover letters still required in 2026?
About 56% of hiring managers still read cover letters, and they carry the most weight for roles in communications, marketing, nonprofits, and government. In tech and engineering, they are frequently optional but can differentiate you from equally qualified candidates. When a job posting says 'optional,' submitting one signals higher interest and effort.
How long should a cover letter be?
Three to four paragraphs fitting on a single page (250-400 words) is the standard. Hiring managers who read cover letters spend an average of 30 seconds on each, so lead with your strongest qualification and a specific connection to the company. Anything longer than 500 words risks being skipped entirely.
Should I address my cover letter to a specific person?
Yes — letters addressed to a named individual receive 15-20% more responses than those using 'To Whom It May Concern' or 'Dear Hiring Manager.' Check the company's LinkedIn page, team page, or call the front desk to identify the hiring manager. If you truly cannot find a name, 'Dear [Department] Hiring Team' is a better alternative than generic salutations.
What is the biggest mistake people make in cover letters?
Restating your resume line by line is the most common and most damaging mistake. The cover letter should explain context that a resume cannot — why you chose this company, what motivated a career transition, or how a specific experience shaped your approach to the role. Think of it as answering 'why here and why now' rather than 'what I have done.'
Can I use the same cover letter template for multiple jobs?
A reusable template for structure (opening, body, closing) saves time, but the first paragraph and at least one body paragraph must be customized for each application. Mention the company name, a recent initiative or value that resonates with you, and the specific role title. Generic letters are immediately obvious to experienced recruiters and often trigger automatic rejection.