How to Write a Cover Letter That Gets Read (Complete Guide)

You've spent hours perfecting your resume. You've tailored it to the job description. You've optimized it for ATS. Then you see it: "Please include a cover letter."

Your heart sinks. You open a blank document and stare at it. What do you even say that isn't already on your resume?

Here's the thing: most cover letters are terrible. They rehash the resume, open with "I am writing to apply for...", and say nothing memorable. Hiring managers skim them in seconds, if they read them at all.

But a good cover letter? It's your secret weapon. It's the one place where you can show personality, explain context, and make a direct case for why you're the right fit. Let's break down exactly how to write one that actually gets read.

What is a Cover Letter?

A cover letter is a one-page document that accompanies your resume and explains why you're interested in the role and why you're a strong candidate. It's your chance to tell a story that your resume can't.

The key difference: Your resume shows what you've done. Your cover letter explains why it matters for this specific job.

Do You Actually Need a Cover Letter?

The short answer: if the job posting asks for one, absolutely yes. Skipping it signals that you don't follow instructions or aren't serious about the role.

But what if it's optional? Here's when you should still write one:

• Career changes: You need to explain why your experience is relevant
• Employment gaps: Address them proactively rather than leaving questions
• Referrals: Mention who referred you and your connection
• Strong interest: Show you're not just mass-applying
• Unique circumstances: Relocating, returning to work, switching industries

When you can skip it:

• The application explicitly says "no cover letter"
• You're applying through a quick-apply system with no upload option
• The company culture is known for ignoring them (some tech companies)

The Anatomy of a Cover Letter

Every effective cover letter has four parts:

1. The Opening Hook (2-3 sentences)

This is where most people fail. They write: "I am writing to express my interest in the Marketing Manager position at Acme Corp."

That's wasted space. The hiring manager already knows you're interested. You applied.

Instead, open with something that makes them want to keep reading:

Before (generic):

I am excited to apply for the Software Engineer position at your company. I believe my skills make me a strong candidate.

After (specific and engaging):

When I saw that Stripe is building a new fraud detection system, I immediately thought of the ML pipeline I built at my current company that reduced false positives by 34%. I'd love to bring that experience to your team.

Strong opening formulas:

• Lead with a relevant accomplishment
• Reference something specific about the company
• Mention a mutual connection
• Share genuine enthusiasm for their product/mission

2. The Body: Why You're a Fit (2-3 paragraphs)

This is your argument. Don't just list skills. Connect your experience to their needs.

The formula: Their requirement + Your proof + The result

Example:

The job description emphasizes cross-functional collaboration. In my current role, I lead weekly syncs between Engineering, Design, and Product to align on feature priorities. This reduced our sprint planning time by 40% and eliminated the "that's not what I asked for" moments that used to derail launches.

Pick 2-3 key requirements from the job posting and address each one with a specific example. Quality over quantity.

What to include:

• Relevant accomplishments with numbers
• Skills that match their requirements
• Examples of solving similar problems
• What you'd bring that others might not

What to avoid:

• Restating your resume bullet by bullet
• Generic claims without evidence ("I'm a hard worker")
• Focusing on what you want vs. what you offer

3. Why This Company (1 paragraph)

Show that you've done your homework. Hiring managers can spot a generic letter instantly.

Before (could be sent anywhere):

I admire your company's commitment to innovation and would love to contribute to your team.

After (clearly researched):

I've been following Notion's journey since the 2.0 launch, and the recent databases update solved a workflow problem I've been hacking around for years. The way your team thinks about flexible building blocks aligns with how I approach product design.

Research sources:

• Company blog and engineering posts
• Recent news and press releases
• Product updates and changelogs
• Glassdoor reviews (for culture insights)
• LinkedIn posts from team members

4. The Close (2-3 sentences)

End with confidence, not desperation.

Before (passive):

I hope to hear from you soon. Please let me know if you need any additional information.

After (confident):

I'd welcome the chance to discuss how my experience with inventory optimization could help Shopify's fulfillment team. I'm available for a call anytime this week or next.

Include a specific call to action and make it easy for them to take the next step.

Cover Letter Format

Keep it professional and scannable:

• Length: One page maximum. Aim for 250-400 words.
• Font: Same as your resume (Calibri, Arial, Georgia, or similar)
• Size: 10-12pt for body text
• Margins: 1 inch on all sides
• File format: PDF (preserves formatting)
• File name: FirstName-LastName-Cover-Letter.pdf

Structure Template

[Your Name]
[Email] | [Phone] | [LinkedIn URL]

[Date]

[Hiring Manager Name]
[Company Name]
[Company Address]

Dear [Hiring Manager Name],

[Opening hook: 2-3 sentences that grab attention]

[Body paragraph 1: Key qualification + specific example]

[Body paragraph 2: Another qualification + example]

[Why this company: What draws you to them specifically]

[Closing: Confident call to action]

Best regards,
[Your Name]

Common Cover Letter Mistakes

1. Starting with "I"

Your first word shouldn't be "I." It's not a rule, but it signals self-focused writing.

Instead of: "I am a marketing professional with 5 years of experience..."

Try: "After leading three product launches that exceeded revenue targets by 20%, I'm excited to bring that growth mindset to HubSpot's enterprise team."

2. Being Too Formal

"Dear Sir or Madam" and "To Whom It May Concern" feel dated. If you can't find the hiring manager's name:

• Use "Dear Hiring Manager" or "Dear [Team Name] Team"
• Check LinkedIn for the recruiter or hiring manager
• Look at the company's team page

3. Repeating Your Resume

Your cover letter should complement your resume, not duplicate it. If something is already clear from your resume, don't repeat it. Add context instead.

Resume says: "Increased sales by 40% in Q3 2024"

Cover letter adds: "That 40% sales increase came from a territory nobody wanted. I spent the first month just rebuilding relationships that my predecessor had damaged. That turnaround experience taught me that sometimes the biggest wins come from the messiest situations."

4. Making It About You

Yes, you want the job. But the cover letter should focus on what you can do for them, not what they can do for you.

Avoid: "This role would be a great opportunity for me to grow my skills in..."

Better: "My experience building developer tools could help accelerate your API documentation initiative..."

5. Being Too Long

If your cover letter is longer than one page, you're losing them. Hiring managers spend about 7 seconds on initial review. Make every sentence earn its place.

Cover Letter Examples

Example 1: Career Changer (Teacher to UX)

Dear Design Team,

For the past six years, I've been doing UX research without calling it that. As a high school teacher, I observed how 150+ students interacted with learning materials daily, identified pain points, and iterated on my approach based on what actually worked.

When I redesigned my course curriculum last year, I started with student interviews. I learned that the textbook's chapter order made no sense for how they actually learned. My restructured course improved test scores by 23% and, more importantly, made students actually enjoy the material.

I've since completed the Google UX Certificate and built three case studies applying design thinking to real problems. But what I'm most excited to bring to Duolingo is that teacher's instinct for knowing when someone is confused, even when they don't say it.

I'd love to discuss how my background in education could bring a fresh perspective to your user research team.

Best regards, [Name]

Example 2: Addressing an Employment Gap

Dear Hiring Manager,

After spending 2023 as a full-time caregiver for my father, I'm eager to return to product management with fresh perspective on what matters.

Before my career break, I led the mobile app team at [Company], where we grew DAU from 50K to 200K in 18 months. That experience taught me how to prioritize ruthlessly, a skill that became even sharper when I had to coordinate my father's care across five specialists while managing a household.

I've used my time away productively: I completed two product management certifications, contributed to an open-source project management tool, and stayed connected to the PM community through local meetups and online forums.

What draws me to [Company] is your focus on healthcare accessibility. My caregiving experience showed me firsthand how confusing healthcare systems can be, and I'd love to help make them more human.

I'm available to start immediately and would welcome a conversation about the Senior PM role.

Best regards, [Name]

Cover Letter Checklist

Before you send, verify:

• Opening hook grabs attention (doesn't start with "I am writing to apply")
• Body connects your experience to their specific needs
• At least 2-3 concrete examples with results
• Company-specific paragraph shows you've done research
• Confident closing with clear call to action
• One page or less (250-400 words)
• No typos or grammar errors (read it aloud)
• Saved as PDF with professional filename
• Matches your resume's font and style

Pair Your Cover Letter with the Right Resume

Your cover letter and resume should tell a consistent story. If your cover letter mentions "data-driven marketing," your resume better back that up with metrics.

Browse our resume examples by industry to ensure your documents align:

• Software Engineer - Pair with cover letters that highlight specific technical projects
• Healthcare - Emphasize certifications and patient outcomes in both documents
• Business & Finance - Lead with ROI and revenue impact across both
• Creative & Design - Link to portfolio in cover letter, showcase results in resume

Frequently Asked Questions

How long should a cover letter be?

A cover letter should be one page maximum, ideally 250-400 words. Hiring managers spend about 7 seconds on initial review, so every sentence needs to earn its place. If you can say it in fewer words, do it.

Should I address the hiring manager by name?

Yes, whenever possible. Check the job posting, company website, or LinkedIn to find the hiring manager or recruiter's name. If you can't find it, "Dear Hiring Manager" or "Dear [Department] Team" works better than "To Whom It May Concern."

What's the difference between a cover letter and a resume?

Your resume shows what you've done through bullet points and facts. Your cover letter explains why those experiences matter for this specific role. The resume is the evidence; the cover letter is the argument.

Can I use the same cover letter for multiple jobs?

You can use the same structure, but you should customize each letter. At minimum, change the company name, reference specific job requirements, and update your "why this company" paragraph. Generic cover letters are obvious and often ignored.

Should I mention salary expectations in my cover letter?

Only if the job posting specifically asks for it. Otherwise, save salary discussions for later in the process when you have more leverage and information about the role.

A great cover letter won't guarantee you the job. But it can get you the interview. And sometimes, that's all you need.

Take the extra 30 minutes to write one that actually says something. Your future self will thank you when you're preparing for that interview instead of wondering why you never heard back.