A good cover letter is one page long and answers the job advert. Put your name, the date, the job title and the name of the person you’re writing to at the top. Open by saying which role you’re applying for and why you’re a strong fit, use the middle paragraphs to show how you meet the two or three things the employer wants most, and close by asking for an interview. Write it in the first person, keep it specific, and change it for every application.
Most people find cover letters harder than CVs. A CV has a structure you can follow. A cover letter is a blank page, and the temptation is to fill it with the same few phrases everyone else uses.
I’ve read thousands of them over the years, first as an employer and now as a CV writer. The good ones all do one thing well. They answer the advert.
What a cover letter is for
Your CV tells the employer what you’ve done. Your cover letter tells them why what you’ve done makes you the right person for this job.
That’s the whole point of it. It isn’t another CV, and it isn’t your life story. If you want to understand how the two documents work together, I’ve written a separate guide on the difference between a CV and a cover letter.
How to lay out a cover letter
Keep it to one page. That’s it. Use the same font and heading style as your CV so the two look like a matching pair.
At the top, put:
- Your name and contact details
- The date
- The job title, and the reference number if there is one
- The name of the person you’re writing to, if you can find it
If you know their name, start with “Dear Mrs Patel” and finish with “Yours sincerely”. If you really can’t find a name, “Dear Hiring Manager” is fine, and in that case you finish with “Yours faithfully”.
How to write the opening paragraph
Say which job you’re applying for and give them a reason to keep reading. Don’t start with “I am writing to apply for the position of…”. They know that. It’s why they’ve opened the letter.
Get to the point. Something like this works:
I’m applying for the Operations Manager role at Harbour Logistics. I’ve spent the last eight years running warehouse operations of up to 120 staff, and the improvements you describe in the advert are exactly the kind of work I’ve been doing.
Two or three sentences is plenty.
How to write the middle paragraphs
This is the important part. You’re basically answering the advert.
Read it again and pick out the two or three things the employer wants most. They’re usually in the section on skills, experience and qualifications, and they’re often repeated. Then take each one in turn and show that you’ve got it.
You’re effectively saying: “You’re looking for ABC. I have ABC, and here’s the proof.”
The difference from your CV is that you can explain how you’ve used a skill, not just that you’ve got it. Your CV might list stakeholder management as a competency. Your cover letter can say:
In my current role I manage relationships with 40 suppliers and three internal departments, and last year I renegotiated our two largest contracts, saving £85,000 without any loss of service.
Use the employer’s own wording wherever it’s true for you. If the advert says “stakeholder management”, say “stakeholder management”. Recruiters search for those words, and it shows you’ve read what they asked for.
Keep it to two or three short paragraphs. Pick your strongest evidence rather than trying to include everything.
When to explain something in your cover letter
A cover letter is also the place to deal briefly with anything your CV can’t. A gap in employment, a planned move to a new area, a career change or a particular start date can all go in one short paragraph.
Keep it short and positive. Don’t overcomplicate it, and don’t apologise.
How to close a cover letter
End by saying you’d welcome the chance to talk about the role at interview, and thank them for their time. One or two sentences is enough. Then sign off with “Yours sincerely” or “Yours faithfully” and your name.
A short cover letter example
Here’s how a complete letter might look for an experienced candidate. Don’t copy it. Use it to see the shape, then write your own.
Dear Mrs Patel,
I’m applying for the Operations Manager role at Harbour Logistics (ref OM-214). I’ve spent the last eight years running warehouse operations of up to 120 staff, and the improvements you describe in the advert are exactly the kind of work I’ve been doing.
You’re looking for someone with experience of improving productivity across multiple shifts. At Northgate Distribution I introduced a new shift pattern and pick process across three shifts, which raised output by 14% in the first year with no increase in headcount.
You also want strong people management. I currently lead a team of six supervisors and around 90 operatives, and I’ve cut staff turnover from 28% to 17% over two years by putting proper training and one-to-ones in place.
I’d welcome the opportunity to talk about the role at interview. Thank you for taking the time to read my application.
Yours sincerely,
Sam Taylor
Common cover letter mistakes
- Sending the same letter to every employer. A generic letter is easy to spot.
- Repeating your CV. Pick the most relevant parts and explain why they matter for this job.
- Going over one page.
- Talking about what you want from the job rather than what you’ll bring to it.
- Spelling the company or the person’s name wrong. Check it twice.
- Leaving it out when it’s optional. If you’re given the chance to send one, send one.
Cover letter FAQs
How long should a cover letter be?
One page. Three to five short paragraphs is usually about right.
Should I write a new cover letter for every job?
Yes. You don’t need to start from scratch every time, but each letter should answer that particular advert. It helps to have two versions written differently that you can adapt.
Should I use “I” in a cover letter?
Yes. Unlike your CV, a cover letter is a personal letter, so writing in the first person is natural.
What if the application only lets me upload one document?
Put your cover letter on the first page of your CV. I explain how in my guide on CV vs cover letter.
Should my cover letter include keywords from the job advert?
Yes, where they genuinely describe you. Use the employer’s own words for the skills and experience they’ve asked for.
Need help with your cover letter?
Your cover letter only works if the CV behind it is strong. If you’re starting from scratch, read my guide on how to write a CV first. If you’d like help with both, have a look at my CV and cover letter writing, send me your CV for a free CV review, or book a free consultation.
About the author
John Logan is a professional CV writer based in Portsmouth, working with clients across the UK. He served in the Royal Navy, including aboard HMS Fearless during the 1982 Falklands Conflict, then spent more than 40 years in senior management, running his own businesses and leading a multi-million-pound retail operation with a team of over 500. Along the way he has recruited and interviewed hundreds, probably thousands, of people. He has appeared on regional television as a CV expert, has written career guidance for US military transition readers and has worked with over 500 clients, from school leavers to senior military officers and company directors.