Your cover letter is your chance to make a memorable first impression. Done right, it can set you apart from other applicants, showcasing your personality and passion in ways a resume simply cannot.
But figuring out how to craft a letter that’s professional, polished, and persuasive? That’s where many job seekers get stuck.
In this guide, we’ll walk you through the key elements of a winning cover letter, break down the best format, and share expert tips to help you stand out and land your dream job.
Your Name]
[Your Contact Info]
[Date]
[Hiring Manager's Name]
[Company Name]
[Company Address]
[Greeting]
[Introduction: Introduce yourself, mention the position you're applying for, and briefly explain why you’re excited about the opportunity.]
[Body: Highlight your relevant skills, experiences, and achievements that align with the job requirements. Explain why you’re a great fit for the company.]
[Conclusion: Reiterate your interest, express gratitude for their time, and include a call to action]
[Signature]
A good cover letter layout starts with a header. This is the space at the top of the page containing your name, address, phone number, email, and sometimes LinkedIn profile.
The main purpose of the header is to convey your critical contact information so that the potential employer knows how to reach you.
Here are a few quick examples of cover letter headers.
Emily Carter | Marketing Specialist
emily.carter@email.com | (555) 654-3210 | linkedin.com/in/emilycarter
Michael Johnson
mjportfolio.com | michael.j@email.com | (555) 987-6543
Los Angeles, CA
Jane Doe
123 Main Street
Orlando, FL 32801
jane.doe@email.com
(555) 123-4567
Long ago, it used to be OK to write “To Whom It May Concern,” “Dear Sir or Madam,” or even “Gentlemen” in a cover letter greeting. But those days are long gone.
Always try to address your letter to a specific person. If the job posting doesn't mention the hiring manager's name, do some research, and make a call if necessary, to find out who the decision-maker is on the job you want.
Here are three example greetings you can use in a cover letter:
Formal and specific:
Dear Mary Johnson,
General but professional (if no name is available):
Dear Hiring Team,
Friendly and engaging (for a more casual company culture):
Hello Marketing Team at XYZ Corporation,
In the opening paragraph of your cover letter, you need to make an opening statement that captures the reader’s attention.
Find a way to concisely introduce yourself, identify the job you’re targeting, and explain why you are qualified for this job. Your cover letter introduction should strike the right tone of voice from the outset—friendly, enthusiastic, confident, competent, but never arrogant or conceited.
Here’s an example of a good cover letter introduction:
After graduating with a BA degree in Hotel Management from Miami University, my first role in the hospitality industry set the tone for my career. I was sent on a year’s placement for Marriott to London during the 2012 Olympics, helping their London hotel network to organize events and promote their services at various sporting venues.
If you’re not sure what to include in the body of your cover letter, focus on building a persuasive case that you are the right candidate for the job. You might need to boast a little bit, and that’s Ok because if you don’t promote your candidacy for this job, nobody else will.
Talk about your work experience, and be specific about your accomplishments in past jobs. Wherever possible, use facts and figures (numbers, dollar figures, percentages) to quantify your achievements and work history. Also, go where your resume can’t by relating an anecdote about a problem you once faced and how you resolved it.
The body of your letter can also mention your education, certifications, and relevant skills to incorporate relevant keywords. Be sure to study the job description carefully, and demonstrate that you meet the job requirements.
During my teenage and college years, I gained hands-on experience managing my parents’ hardware store, where I handled inventory, pricing, and the promotional calendar. Assisting customers with practical advice was a natural passion, and it gave me a deep understanding of what drives a successful retail business.
After 15 years as a tradesperson building a loyal local clientele, I’m ready to return to retail, bringing my extensive industry knowledge and connections. I understand your customers’ needs, from stocking the right products to coordinating effective promotions. In my previous retail role, I increased sales by 20% year-over-year by proactively engaging with customers and ensuring they found value in every visit.
Your closing paragraph can include a recap, a thank you and anything else important that you haven’t said yet.
But your conclusion should also contain a call to action—a suggestion that you would be delighted to come in for an interview or have a phone conversation. Make it clear that you’re serious about this job and that you are genuinely eager to follow up.
I would welcome the chance to visit and understand more about your operation, your plans for the future, and how I might be able to contribute.
Wrap up your cover letter with a professional closing phrase, such as "Sincerely," "Respectfully," or "Best regards." Leave a space and type your full name below. If you're submitting a hard copy, leave enough room to sign your name above the typed version for a polished, personal touch.
Avoid closings like, ”Cheers,” ”With love” or ”Yours Truly” as these signatures may be considered too casual or affectionate.
Sincerely,
Simon Pringleton
Best regards,
Marsha Stevens
Respectfully,
James Brunch
First impressions count, and your cover letter’s formatting is one of the first things a hiring manager notices. A clean, well-organized layout shows that you’re professional, detail-oriented, and serious about the opportunity. On the other hand, cluttered or inconsistent formatting can distract from your message and make it harder for your qualifications to shine.
Hiring managers skim dozens of applications, so clear headings, readable fonts, and consistent spacing help your letter stand out in the stack. A well-formatted cover letter is not only inviting to read but allows you to share your career story in an impactful way.
Dear Ms. Tanako,
I moved to Seattle from Japan at age 13 and have long held a passion for everything related to my homeland. Having recently graduated with a 3.75 GPA in Japanese and Chinese studies, I am seeking to pursue my dual passions: transcreation and gaming.
Legendary Sitendo titles such as Manual Crossing have accompanied me through my teenage years into adulthood, and I have always been fascinated by how the original language and culture are translated from the source. The language that they use should retain its cultural undercurrents and that is why translation of any dialogue plays such a crucial role in its international success.
During my studies, I worked part-time doing Japanese-English localization for various app developers, and estimate that 80,000 of my words have found their way onto people’s smartphones. In the richer universe of video games, the potential for making an impact with language is far higher. A year living in Japan again reconnected me with the roots of your gaming community and I now feel ready to take my first professional step in translation.
I have been building towards this opportunity for the past four years of study:
On a technical note, my thesis was written around the future of artificial intelligence in our industry. Finding a balance between art and science has never been more important.
I am a conscientious, energetic, and creative member of any team and hope to have the opportunity to understand how I might become your newest translation “villager.”
Sincerely,
Herman Walton
Dear Mr. Driver,
Nine years of pharmaceutical IT experience have taught me that scientific advances are intimately connected with the (optimal) performance of cutting-edge technology.
Whether it is integrating a new logistics system to improve product deviation metrics by 28%, working with geneticists on their data science models to speed up their pipeline, or implementing new demand planning software, I have worked diligently to translate technical possibilities into practical outcomes that put patients first.
I understand that you have several products coming to market this year and that your recent warehousing investment will need to be supported with best-in-class IT solutions. I give regular keynotes on the biotech conference circuit around logistics tech.
As an avid student of agile development methodologies, I have developed and implemented long-term IT strategies that have had a business-wide impact:
Scientists are very specific with their technology requirements and I am adept at explaining the possibilities and limitations of any given solution to my stakeholders. I leverage close vendor relationships from my conference circuit to develop best-in-class solutions.
I am passionate about talking about the impact of technology on science and would welcome the chance to discuss further at an interview.
Sincerely,
Jackie Elliot
Dear Ms. Cass,
Helping parents make the best purchase for their little ones is an incredibly rewarding career. People stay 30% longer in the baby section because they need advice. Analyzing customer flow patterns and product sales data, I estimate that over the past thirteen years, I have helped over half a million.
That is a lot of baby chat, fuelling an average 15% annual sales growth.
Coming into a store is so much more worthwhile than shopping online. This is the battleground for any retailer that wants to gain market share. There will always be parents who need reassurance about their purchases. When they are with you in the store, they are primed for all sorts of add-on purchases. I have no qualms in persuading people to buy better products for their children.
I understand the rigors of big box retail and would love to tell you about my awards for operational excellence. My merchandising has been featured in the retail press—parenting solutions should be on display.
My commercial experience would serve me well at Kidmart.
Managing varying-sized teams of sales associates has taught me the value of a cohesive target-led working environment. Every sale should be celebrated. I cannot abide working with people who don’t care and try to ensure that my passion is as contagious as possible.
I became aware of the role from your department manager Harriet Norman, so I have an insider understanding of your culture. I would welcome the opportunity of an interview to discuss how I might fit in.
Sincerely,
Grace McKenna
Formatting mistakes in your cover letter can create a poor first impression and undermine your credibility as a candidate.
Lengthy letters are often skimmed—or skipped entirely—because hiring managers don’t have time to read beyond a single page. Similarly, using hard-to-read fonts or inconsistent margins makes your letter visually unappealing, distracting the reader from your qualifications.
These issues don’t just make your letter look unprofessional; they also impact how your message is communicated. Poor formatting can deter from your strongest points, making it harder for the hiring manager to connect your skills with the role.
Avoiding these mistakes ensures your cover letter is polished, readable, and easy for employers to navigate; helping you stand out for all the right reasons.
Keep it concise and focused, ideally 3-4 short paragraphs.
Stick to clean, professional fonts like Arial, Calibri, or Times New Roman in 10–12 point size.
Use 1-inch margins on all sides for a clean, balanced appearance.
Use single spacing within paragraphs and a blank line between them for readability.
Use a clear filename, such as FirstName_LastName_CoverLetter.pdf.
Write more than one page—it’s overwhelming and likely won’t be read.
Use decorative or hard-to-read fonts like Comic Sans or cursive styles.
Cram too much text on the page with tiny margins.
Forget spaces between paragraphs—it makes the letter hard to read.
Save your file with a vague name like Document1.
For more cover letter tips, here are 20 cover letter dos and don’ts.
If you’re submitting your cover letter via email instead of as an attachment, the format is slightly different. Start by including a clear and professional subject line, such as “Application for [Job Title] – [Your Name].”
In the body of the email, use the same structure as a traditional cover letter but keep it concise and to the point. Begin with a polite greeting, followed by your introduction, qualifications, and closing remarks, much like a standard letter.
While attaching your cover letter allows for a more traditional format with headers and spacing, email cover letters require you to be mindful of readability in a more compact format.
Avoid overly long paragraphs, and ensure your contact information is included in the signature line. Remember, your email serves as both a cover letter and your first impression, so make sure it’s clear, professional, and formatted well for easy reading on any device.