How to Write a Cover Letter: The Definitive Guide

Perhaps one of the most challenging questions during your job search is how to write a cover letter. In the digital communication era, there’s so much conflicting advice that it’s hard to know where to start. You might even question whether you need a cover letter anymore.

Yes — cover letters are still needed, and they’re relevant not only for your potential employer but for you as well. If you know what you’re doing and what you want for your career, it shouldn’t be difficult to write one. You already have the answers. The questions to ask yourself are: Why this specific job? Why this employer? Why are you the best candidate?

I. What’s a cover letter?

A cover letter is a document that introduces you to a potential employer for a specific job position. It allows the employer to understand why you are the right candidate for this particular role and this particular organization.

A cover letter is unique for each position — it should be adapted to the role and organization you’re applying for. It’s complementary to your résumé, not a reiteration of it. It highlights a few additional skills and experiences that speak to your interest in and qualifications for the position.

II. Before writing your cover letter

Before you start, have a clear idea of what you want to say. Follow these three simple but efficient steps:

1. Know the job and the employer

Review the job description closely and identify the skills and qualifications the employer is looking for. Go beyond the description.
Find out what’s critical to accomplish the job — research online to see what soft and hard skills are key for success in a similar position.
Learn about the hiring manager if possible (LinkedIn, etc.) and look for common interests.
Learn about the employer: their website, press releases, social feeds, and employees’ profiles. This tells you about their challenges, culture, and hiring trends.

This step helps you decide whether the job is still interesting to you — and could save you a lot of time.

2. Know yourself

Identify the professional experiences relevant to this job. If you don’t have professional experience, dig into academic projects, internships, and summer jobs.
Identify the skills and qualifications relevant to the position.
Be honest about what you can offer the employer — focus on what you can do for them, not the opposite.
Find out how your role would help address the challenges the employer faces.

3. Match yourself to the job/employer

Compare the job and employer to what you have to offer. The overlap will help you outline your cover letter.
Identify the skills and experiences you want to highlight — focus only on what’s critical to the job.
Pick only a few specific benefits you can offer and focus on how best to express them.

III. Tips for writing your cover letter

1. Be unique

If your cover letter is as bland as everyone else’s, it won’t help you stand out. Don’t copy/paste generic letters from the web — inject originality and personality. This shows you’re serious about the application and makes you more memorable.

2. Be promotional

You’re the product, and your goal is to sell yourself. Your cover letter is a marketing tool to get the buy-in of your potential employer. Use it to promote yourself, demonstrate why you’re a great fit, and convey self-confidence.

3. Be enthusiastic

Selecting the right words conveys enthusiasm. Use action verbs. If you believe you can help the organization grow its customer base or increase profits, say so. Focus on what you can offer, not what you can gain.

IV. How to format a compelling cover letter

A cover letter typically shouldn’t exceed a single page. Be succinct and get to the point.

Your contact details — name, address, phone number, email.
Date — one blank line after your contact details.
Employer’s contact details — contact name, title, organization, address.
Salutation — Whenever possible, address a specific individual by name and title (e.g. “Dear Dr. Smith”). If you can’t find a name, use “Dear hiring manager” or “Dear human resources director.”
Opening paragraph — Grab attention positively. Introduce yourself, state your reason for writing, name the position, mention any connection or referral, and convey enthusiasm for the organization and the job.
Body paragraph(s) — Demonstrate why you’re the best candidate. List skills and qualifications from the job description and explain how you’ve developed them, using facts, evidence, and measurable accomplishments. Then explain how they can impact the employer — this is the core. Ideally use two paragraphs: one on why you fit the job, one on why you fit the organization.
Closing paragraph — Persuade the reader to contact you. Reiterate your interest, mention your availability (a polite way to request an interview), note any attached material, and thank them.
Formal sign-off — “Sincerely,” followed by your full name.

V. After writing your cover letter

Make absolutely certain it contains no typos or errors — use spellcheckers and a human proofreader.
Keep sentences and paragraphs short.
Vary your sentence structure (avoid starting every sentence with “I”).
Avoid acronyms and abbreviations.
Make sure the specific benefits you can offer are clearly expressed, with evidence of your skills.
Set the letter aside for a day or two, then reread it from the recruiter’s perspective.
Ask others to read it, giving them context about the job and employer.

VI. What about job inquiry letters?

The above describes an application cover letter, used when applying for a specific open position. When you write to organizations that may hire in the future but haven’t advertised openings, you’ll need a job inquiry letter (also known as a prospecting cover letter or letter of interest). It helps you get noticed by a decision-maker before a job is even listed. Focus on the skills and experiences that make you a good fit for the organization in general. The format is the same as the application cover letter.

VII. To conclude

If the résumé answers “who you are,” the cover letter answers “why you’re the best.” Your cover letter is as important as your résumé — don’t neglect it. It’s worth spending time writing and editing it. When you get the interview, you’ll be thankful you did.