how to write a cover letter

How to write cover letter: A Step-by-Step Guide (2025)

Published on May 20, 2025
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11 Min read time
how to write a cover letter

Quick Summary

  • Create a visually appealing, error-free resume and cover letter tailored to each job, showcasing your key achievements.
  • Build a professional online presence through LinkedIn, portfolios, and social media engagement to highlight your expertise.
  • Make a strong non-verbal impression with confident body language, professional attire, and proactive networking efforts.

Table of Contents

How to write a cover letter is a critical step towards an interview to highlight how you’re the best candidate; it shows employers who you are, what relevant experience and skills you have, and why you are excited about the position and organization.

A great letter is specifically directed to the job requirements, includes specific examples with metrics, and is formal but conversational and fun. In all, this breakdown will demonstrate tangible steps in structuring your cover letter while avoiding any major pitfalls and effectively showing your achievements with written clarity. Hopefully, you will distinguish yourself from the other candidates applying for the same role!

What is a Cover Letter?

A cover letter is a short (one-page) document that allows you to introduce yourself with a resume for job-seeking purposes. It provides a place for you to explain your qualifications and why you are a good fit for a specific position within a company.

Cover Letter Format and Structure

If you’re unsure how to write a cover letter, this step-by-step guide will walk you through the process. Let’s break down the format and structure of a good cover letter, making sure it’s super simple to follow.

Greeting:
Start with a polite greeting. If you know the hiring manager’s name, use it (e.g., Dear Ms. Johnson). This adds a personal touch and shows attention to detail.

Opening Paragraph:
Begin with a strong introduction. Mention the job title you’re applying for and briefly explain why you’re the ideal candidate. Grab their attention right away.

Body Paragraphs:

  • First Body Paragraph: Highlight your most relevant skills and experiences. Explain how these directly relate to the role.
  • Second Body Paragraph: Share specific achievements or examples that showcase your qualifications. Please keep it simple, clear, and job-focused.

Closing Paragraph:
Conclude by expressing your enthusiasm for the position and letting them know you’re excited to discuss your application further.

Sign-Off:
End with a polite and professional closing, such as Best regards or Sincerely, followed by your name.

How to Write a Cover Letter for Job Applications

Learning how to write a cover letter can significantly increase your chances of landing your dream job. If you’re writing a cover letter for a job application, you must first remember how to write a specific cover letter. What do we mean by that? Most applicants make the mistake of writing just one generic cover letter and using it on every job application when they’re on a job hunt.

Make no such mistake. Recruiters can sense a generic cover letter from a mile away.

How to Write a Cover Letter. Instead, do your research about the role you’re applying for and about the company. Understand what the role requires and what type of candidate the company is looking for. Include those points in your cover letter and see it shine.

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1. Gather Valuable Information for Your Cover Letter

  1. Read the Job Description Carefully
    Most companies mention the position details, responsibilities, and required skills in the job description. Review it thoroughly to understand exactly what they expect from a candidate.
  2. Explore the Company Website
    Visit the company’s website to learn about its values, work culture, and core principles. This will help you tailor your cover letter to their tone and expectations.
  3. Do a Quick Google Search
    Search for the typical roles and responsibilities related to the position you’re applying for. This will give you a general sense of what’s expected in the industry.
  4. Browse Online Forums
    Platforms like Quora and professional forums often have valuable insights from people who’ve applied for similar roles. Use these to gain additional knowledge.

2. Showcase Your Skills Right from the Start

Mastering how to write a cover letter helps you stand out from other applicants right from the start. When writing your cover letter for a job application, highlight your skills and achievements in a way that directly aligns with the job requirements.

For example, if you’re applying for a Junior Copywriter role, and the job description mentions needing someone who can craft strong headlines under tight deadlines, your cover letter should showcase your ability to do that. Mention relevant experience, specific skills, or achievements to support your claim.

3. Use the STAR Method to Highlight Your Achievements

The STAR method helps you present your skills and experiences in a way that matches the job requirements. It stands for:

  • Situation: Describe the context or challenge you faced.
  • Task: Explain the task or responsibility assigned to you.
  • Action: Outline the steps you took to complete the task.
  • Result: Share the outcome and highlight your success.

Example of STAR in Action (for a Junior Copywriter Role)

“In my previous job, my team urgently needed 5 strong headlines for a project, with only 30 minutes to deliver.
I quickly came up with 10 creative headline ideas on the spot. Collaborating with my team, we refined and finalized the best 5.
This resulted in a 20% increase in leads compared to the previous version.”

4. Use Strong Action Verbs to Add Impact

When describing your achievements, choose powerful action verbs to make your cover letter more compelling. Some great examples include:

  • Achieved
  • Developed
  • Formulated
  • Transformed
  • Orchestrated

These words create a strong impression and show you’re proactive and results-oriented.

Cover Letter Tips for Specific Scenarios

Writing a cover letter highlighting your strengths is crucial in today’s competitive job market. Writing a cover letter for a job application is entirely different from writing a cover letter for an internship. You need a different approach and way to present yourself in these cases. How to do it? Let’s have a look:

How do you write a cover letter for an internship?

Whether you’re a fresher or an experienced professional, understanding how to write a cover letter is crucial for career success. Since internships are for learning and complete beginners, you need to show that you’re the right person with the right mindset for this opportunity.

Here, you need to show your passion and enthusiasm for learning. Present yourself as a good team player and a go-getter. If you already know some skills related to that profile, mention how you can use them to provide value to the company.

How do you write a cover letter with no experience?

If you want to land interviews faster, mastering writing a cover letter is a must. If you don’t have previous experience, don’t worry. We all started the same way. In this case, how to write a cover letter that highlights your skills and your mindset is key to catching the recruiters’ attention. Just like an internship, if you can present yourself as a person who’s a quick learner and a good team player, you have a better chance of getting an entry-level job.

For example, if you’ve created a project for your college assignments or managed or led a team during your college years, mention it in your cover letter.

How do you write a cover letter for freelancing?

Writing a cover letter that sings your praises is essential on platforms like Upwork, where freelance gigs are king. Pinpoint freelance projects with measurable successes and cite client testimonials that speak to your reliability and quality of work.

If you have repeat clients, highlight this as it reflects dependability and satisfaction with your work.

You position yourself as a candidate by fine-tuning your cover letter according to these scenarios.

Cover Letter Format with Example

Want to impress recruiters? Discover how to write a cover letter that grabs attention instantly. It’s time to put everything we’ve learned above into action. We’ve included a sample cover letter to give you a clear perspective on how your cover letter should look. Take a look:

Dear Ms. Johnson,

I am writing to express my interest in the Junior Graphic Designer position advertised on your company website. Knowing how to write a cover letter highlighting my qualifications and enthusiasm, I would like to share that with a Bachelor’s degree in Graphic Design and two years of experience at a busy marketing agency, I am excited to contribute to your creative team.

In my current role at Creative Designs Ltd., I have honed my skills in Adobe Creative Suite and have been commended for my ability to handle multiple projects under tight deadlines. Knowing how to write a cover letter that emphasizes these accomplishments, I’d like to highlight that I led the redesign of a client’s branding, which included creating a fresh logo and new packaging. This project increased the client’s sales by 30% and won the Best Brand Revamp award in 2021.

Additionally, I have developed strong teamwork skills, often collaborating with writers and marketers to create a cohesive visual and narrative story. These experiences have prepared me to effectively contribute to your team’s upcoming projects.

I am drawn to this position at [Your Company] because of your commitment to innovation and quality, which I share and practice in my work. I am eager to bring my graphic design background and creative problem-solving skills to your company.

Thank you for considering my application. I look forward to discussing this exciting opportunity with you. I am enthusiastic about the prospect of contributing to your team and am available for an interview at your earliest convenience.

Best regards,

[Your Name]

What Makes This Cover Letter Stand Out?

  • Greeting: Using the hiring manager’s name personalizes the letter immediately.
  • Opening Paragraph: It’s clear and direct, stating the job being applied for and why the applicant is a strong candidate.
  • Body Paragraphs: These give specific examples of past job experiences and achievements, showing rather than just telling about the applicant’s skills.
  • Closing Paragraph: It ties back to the company’s values and reiterates interest in the position, showing the applicant has done their homework.
  • Sign-Off: Polite and professional, it wraps up the letter neatly.

Cover Letter Writing Checklist

Here is an exhaustive, step-by-step checklist to confirm your cover letter is polished, convincing, and tailored to the specific position you’re applying for:

  1. Heading and Contact Information
    • Your name, address, phone number, and professional email must be at the top of the document.
    • Date of letter (example: “May 19, 2023)
    • Employer’s name, title, company name, and company address
  2. Salutation
    • Address a specific person when possible (ex, “Dear Ms. Patel,”)
    • Reliability on ‘Dear hiring manager’ is only if you can not find a name
  3. Opening Paragraph
    • State the specific position you are applying for and where you found it
    • Include a hook – a concise one-sentence answer that answers one brief question, showing excitement or your most applicable qualification!
  4. Body Paragraphs
    • First paragraph
      • Summarize your best experience (2-3 years/projects/roles).
      • Quantify with metrics when possible (e.g., “increased sales by 20%”).
    • Second paragraph:
      • Show knowledge of the company’s mission, product, or culture.
      • Please explain how your skills or accomplishments match their needs.
    • Optional third paragraph:
      • Share a short story or project that presents a soft skill (leadership, problem-solving, teamwork).
  5. Closing paragraph
    • Restate your enthusiasm about the role and company.
    • Recommend next steps (e.g., “I look forward to the opportunity to discuss how I can be involved
    • Thank the reader for their time and consideration.
  6. Signature
    • Use a professional closing (e.g., “Sincerely,” “Best Regards”).
    • Type your full name. If you are submitting a PDF, include your digital signature.
  7. Formatting & Length
    • One page. (3 – 4 short paragraphs)
    • Use a clean, readable font (11-12pt, e.g. Calibri, Arial).
    • Keep margins and spacing consistent.
    • Use the same header format as your résumé.
  8. Customization & Keywords
    • Use language from the job description (skills, competencies, software, etc.).
    • Highlight the top 2-3 things they are looking for.
    • Delete overly general phrases – each sentence should have a purpose.
  9. Tone & Voice
    • It should sound professional but warm and conversational.
    • Present yourself as confident (do not write, “I think” or “I hope”).
    • Use active verbs (e.g., “led”, “developed,” “achieved”, etc.).
  10. Proofread & Review
    • Use the spell and grammar check buttons (consider something like Grammarly).
    • Consider reading it out loud to catch tonally awkward phrases.
    • Double-check your work and that all names/titles are correct.
    • Request a review from a reliable colleague or mentor.

From Resume to Body Language: Silent Success Tips

Impressing recruiters without speaking a single word may seem challenging, but there are several effective strategies you can employ to make a strong impression through non-verbal communication, presentation, and preparation. Here are some key ways to achieve this:

how to write a cover letter

1. Polished Resume and Cover Letter

  • Professional Design: Ensure your resume and cover letter are well-organized, visually appealing, and error-free. Use clear headings, bullet points, and a professional font.
  • Tailored Content: Customize your resume and cover letter for each job application, highlighting relevant skills and experiences that align with the job description.
  • Quantifiable Achievements: Include specific accomplishments and metrics demonstrating your impact in previous roles.

2. Strong Online Presence

  • LinkedIn Profile: Maintain an updated and professional LinkedIn profile. Use a high-quality profile picture, write a compelling summary, and showcase your skills and endorsements.
  • Portfolio: If applicable, create an online portfolio that showcases your work, projects, or achievements. This is especially important for creative fields.
  • Engagement: Share relevant articles, comment on industry trends, and engage with others in your field to demonstrate your knowledge and passion.

3. Professional Attire

  • Dress Appropriately: Choose attire that aligns with the company culture and the position you’re applying for. Dressing professionally can convey confidence and seriousness about the opportunity.
  • Grooming: Pay attention to personal grooming and hygiene. A neat appearance can leave a positive impression.

4. Body Language

  • Confident Posture: Stand or sit up straight, and avoid crossing your arms. Open body language conveys confidence and approachability.
  • Eye Contact: If you’re in a situation where eye contact is possible (like during a networking event), maintain it to show engagement and interest.
  • Facial Expressions: Smile genuinely when appropriate. A warm smile can create a positive atmosphere and make you more approachable.

5. Networking and Connections

  • Attend Events: Participate in industry conferences, workshops, and networking events. Your presence and engagement can speak volumes about your commitment to your field.
  • Business Cards: Carry professional business cards that include your contact information and LinkedIn profile. Handing them out can leave a lasting impression.
  • Follow Up: After meeting recruiters or industry professionals, send a thoughtful follow-up email or message expressing your appreciation for the conversation.

6. Demonstrate Skills

  • Showcase Projects: If you have the opportunity, bring along samples of your work or projects that demonstrate your skills and expertise.
  • Engage in Activities: Participate in group activities or discussions where you can showcase your teamwork, leadership, and problem-solving abilities without needing to speak extensively.

7. Research and Preparation

  • Know the Company: Research the company’s values, culture, and recent developments. This knowledge can help you tailor your non-verbal communication to align with their expectations.
  • Prepare Questions: While you may not speak much, preparing thoughtful questions can help you engage meaningfully when the opportunity arises.

8. Social Media Engagement

  • Professional Platforms: Engage with industry-related content on platforms like Twitter or LinkedIn. Sharing insights or commenting on relevant topics can showcase your expertise and interest.
  • Personal Branding: Use social media to build your brand. Share articles, insights, or experiences that reflect your professional interests and values.

Read more:

Conclusion

Knowing how to write a cover letter and understanding exactly what a cover letter is can make all the difference when applying for your dream job. A well-crafted cover letter does more than introduce you — it shows your personality, highlights your achievements, and connects your skills directly to what the company is looking for. Today, AI cover letter generators can help streamline the process by offering personalized, professional drafts in minutes. While they can be a great starting point, it’s still important to tailor the final version to reflect your unique voice and the specific role you’re targeting.

Whether you’re writing a cover letter for a job application, an internship, or even a freelance gig, tailoring it to match the role and company is essential. With the proper research, a clear format, and impactful storytelling using methods like STAR, your cover letter can stand out in a sea of applications. So, next time you apply for a position, remember — how to write a cover letter isn’t just a formality, it’s your first real chance to make a great impression.

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Frequently Asked Questions (FAQ’s)

What is the difference between a cover letter and a resume?

A resume outlines your professional history and skills, formatted into quick, digestible bullet points. It’s essentially a detailed list of your work experiences and qualifications. Knowing how to write a cover letter allows you to elaborate on those experiences, explain your interest in the specific role, and convey your personality more dynamically.

Is it okay to send a cover letter by email?

Yes, it’s completely acceptable to send a cover letter by email, which is now a common practice. Knowing how to write a cover letter in this format is essential, Make sure to attach the cover letter as a PDF file to preserve your formatting. In the email body, write a concise introduction about yourself and mention that your resume and cover letter are attached for their review.

How long should a cover letter be?

The cover letter should be concise and about one page long. Ideally, it should have three to four paragraphs. The primary goal is to highlight your most relevant experiences and skills without repeating every detail from your resume. You should keep each paragraph focused and purposeful to maintain the reader’s interest throughout.

What if I don’t know the hiring manager’s name?

If you don’t know the hiring manager’s name despite your research, it’s perfectly acceptable to use a general greeting such as “Dear Hiring Manager.” This is polite and universal. You must avoid salutations that are too vague, like “To whom it may concern,” or “Hey”, as they can come across as outdated and impersonal.

Should I mention my salary expectations in a cover letter?

Generally, it’s advisable not to mention salary expectations in your cover letter unless the job advertisement explicitly asks for this information. The early stages of the application process should focus on establishing your qualifications and fit for the position. Salary discussions are typically more appropriate for the interview stage or after the employer initiates the topic.

What is a good example of a covering letter?

Dear [Hiring Manager’s Name],
I am excited to apply for the [Job Title] role at [Company Name]. With [X years] of experience in [relevant field/skill], I have successfully [mention key achievement]. I admire [Company’s value/mission], and I am eager to contribute my skills in [specific expertise] to your team.
I look forward to the opportunity to discuss how I can add value to [Company Name]. Thank you for your time and consideration.
Sincerely,
[Your Full Name]
[Your Contact Information]

Authored by, Amay Mathur | Senior Editor

Amay Mathur is a business news reporter at Chegg.com. He previously worked for PCMag, Business Insider, The Messenger, and ZDNET as a reporter and copyeditor. His areas of coverage encompass tech, business, strategy, finance, and even space. He is a Columbia University graduate.

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