Cover Letter Writing: A Step-by-Step Guide
Alison Green draws on extensive experience discussing workplace situations, management, and professional relationships. Her practical knowledge focuses on communication, common challenges at work, and the choices people face throughout their careers.
Quick answer
Write a cover letter by tailoring each paragraph to the specific job: state why you are writing, match your skills to the role, and say when you will follow up. Tailor every letter to the individual role and company rather than sending a generic version. The letter works alongside your resume, not as a copy of it.
What a Cover Letter Actually Does
A cover letter introduces you and your resume to a potential employer. It is typically the first document a hiring manager reads, so it shapes their first impression of you before they look at anything else.
The letter does two things your resume cannot do on its own. First, it lets you explain your experiences in a story-like format that connects directly to what the employer needs. Second, it shows that you took the time to research and tailor your application to this specific role, which signals genuine interest. Employers may use cover letters to screen out applicants who appear insufficiently interested or whose skills do not match the position.
The letter also gives the employer a direct sample of your written communication skills. Every word choice, sentence structure, and punctuation decision tells them something about how you communicate professionally.
Two Types of Cover Letters
Before you write, decide which type fits your situation.
- Letter of application: You are responding to a specific, advertised job opening. This is the most common type. You know the role, the requirements, and the hiring manager’s expectations.
- Letter of inquiry: You are expressing interest in an organization when you are not sure whether any openings exist. This type requires you to make a case for why the company should consider you even without a posted position.
The steps below focus on the letter of application, since that is what most job seekers need. The same principles apply to a letter of inquiry, but you will need to make a stronger case for why you are reaching out proactively.
Before You Start Writing
Gather these items before you open a blank document:
- The full job posting, including the required and preferred qualifications
- Your updated resume (the cover letter works with it, not instead of it)
- The name of the hiring manager or department, if available
- Two or three specific examples from your experience that match the job requirements
- Basic facts about the company, such as its mission, recent work, or the team you would join
If you are early in your career or writing for an internship, gather examples from your schoolwork, volunteer work, or activities outside class. These examples show your skills even without a long work history.
How to Structure Each Section
Opening: State why you are writing
Your first paragraph has one job: tell the reader why you are writing, which role you want, and where you found the posting. Keep it to two or three sentences. Do not open with a generic statement about being excited or passionate. Instead, name the position and connect it immediately to something specific about the company or role.
Illustrative example (hypothetical): “I am applying for the Project Coordinator position posted on your careers page. Your team’s focus on cross-functional product launches matches the coordination work I have done over the past three years, and I would like to show you how my background fits what you are building.”
Body: Match your skills to the job requirements
This is the most important part of the letter. Go in-depth on one or two experiences that directly relate to the job requirements. Do not summarize your resume. Instead, pick a specific situation, explain what you did, and connect the outcome to what the employer needs.
A useful structure for each body paragraph: name the skill from the job posting, describe a situation where you used it, and state the result. This follows the same logic used in behavioral interviews. That approach is sometimes called the STAR method. See how the STAR interview method works for more detail.
Illustrative example (hypothetical, weak vs. strong):
- Weak: “I have strong communication skills and work well with teams.”
- Strong: “When our team’s product launch timeline compressed by two weeks, I coordinated daily check-ins across four departments and created a shared tracker that cut status-update emails by half. We shipped on the new date.”
The strong version gives the employer something concrete to evaluate. The weak version tells them nothing they could not read on any other application.
If you are changing careers or have limited direct experience, focus on transferable skills that apply across roles, and explain how they connect to this specific position.
Closing: State your next step
End by telling the employer when and how you will follow up, or by inviting them to contact you. Be direct. Avoid vague phrases like “I hope to hear from you.” Instead, say something like: “I will follow up by email next week and am happy to schedule a call at your convenience.”
This closing mirrors what the Purdue OWL recommends: state when you will contact the employer. It shows initiative without being presumptuous.
Why Tailoring Is Not Optional
A generic cover letter is one of the most common reasons applications get set aside. Employers look for evidence that you understand their specific role and organization, not just that you want a job. Demonstrating knowledge of the company and position is a quality standard that distinguishes a strong letter from a weak one.
Practical ways to tailor your letter:
- Mirror the language from the job posting when describing your skills (without copying it word for word)
- Reference something specific about the company, such as a product, initiative, or value that connects to your background
- Adjust your examples so the most relevant one leads
If you are writing many applications, it is tempting to reuse the same letter. Resist that. A letter that names the wrong company or describes an unrelated skill will do more harm than no letter at all.
How to Check Your Letter Before Sending
A cover letter is a writing sample. Errors in grammar, spelling, or punctuation signal poor attention to detail, which is the opposite of what you want to communicate. Run through this checklist before you submit:
- Read the letter aloud. Awkward sentences are easier to catch when you hear them.
- Check every proper noun: the company name, the hiring manager’s name, and the job title must be spelled correctly.
- Confirm that every claim is specific and current. Vague or outdated information weakens your case.
- Make sure the letter does not simply repeat your resume bullet points. It should add context and depth.
- Verify that you have stated why you are writing, why you are a good match, and when you will follow up.
If you used a resume or cover letter service to generate or review your letter, keep in mind that those services may have a sales interest in their own templates or coaching products. Read their suggestions critically and make sure the final letter sounds like you.
Entry-Level and Internship Applications
If you have little or no work history, the cover letter matters even more. It is where you can explain your potential. Use academic projects, class assignments, volunteer roles, and activities outside class. These count as real evidence of your skills.
For internship applications, include examples from activities outside class and from your schoolwork. Use a standard business letter format no matter how casual the company seems. For help building the resume that goes with your letter, see how to write a resume with no experience.
One common misconception worth addressing: the idea that a resume must always be one page does not apply universally, and the same flexibility applies to cover letters. What matters is that every sentence earns its place. Cut anything that does not directly support your case for this specific role.
Frequently asked questions
Should I send a cover letter if the job posting says it is optional?
Yes, in most cases. Employers who list a cover letter as optional are still likely to read one if you send it. A tailored letter that shows knowledge of the company and position can set your application apart from others who skipped it.
How is a cover letter different from a letter of inquiry?
A letter of application responds to a specific, advertised opening. A letter of inquiry expresses interest in an organization when you are not sure whether any positions are open. Both require tailoring, but a letter of inquiry must make a stronger case for why the company should consider you without a posted role to anchor the conversation.
Should I change my cover letter for each job I apply to?
Yes, you should change it for each job. Employers want to see that you understand their specific role and company. A generic letter signals low interest. At minimum, update the company name, the job title, and the examples you use so they match each job posting.
What should I do if I do not know the hiring manager's name?
Check the job posting carefully for any name or title. If no name appears, use whatever contact information the posting provides. The goal is to address your letter as specifically as possible based on the details given to you.
How do soft skills fit into a cover letter?
Soft skills such as communication and problem-solving belong in the body of your letter, but only when backed by a concrete example. Saying "I have strong communication skills" adds nothing. Describing a situation where your communication produced a real result gives the employer something to evaluate.
Sources
- What Is a Cover Letter? - Purdue OWL® - Purdue University · owl.purdue.edu
- Cover letter - Wikipedia · en.wikipedia.org
Prepared from these references and checked against them. References retrieved October 11, 2026.
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