How to Write a Cover Letter in 2025 (+ Free Templates)
The ultimate guide to writing an attention-grabbing cover letter.
While your resume provides the facts of your career, your cover letter provides the narrative. It’s your chance to move beyond the bullet points and show a hiring manager not just what you've done, but why you are genuinely excited about this specific role. A tailored cover letter can set you apart from the competition and make a powerful first impression.
A recent study found that 45% of hiring managers consider a cover letter a vital part of a job application. It's a key opportunity to demonstrate your passion, personality, and professionalism. Whether you're a recent graduate or a seasoned professional, this guide will walk you through the essential steps to crafting a cover letter that gets noticed.
What's a cover letter in 50 words or less?
A cover letter is a one-page document sent with your resume that introduces you to an employer and explains your interest in the specific job. It allows you to expand on key skills and accomplishments, showing how your unique background aligns with the company's needs.
Step 0: Writing a cover letter with AI
Leveraging AI can give you a significant advantage. AI-powered tools can help you draft a compelling cover letter by extracting keywords from the job description, structuring your narrative, and even suggesting more impactful phrasing for your professional story. While AI provides a fantastic starting point, always remember to add your personal touch to ensure your unique voice and passion shine through.
Who Benefits from AI Cover Letter Writing?
Virtually everyone can benefit, but AI is a game-changer for:
- Job seekers in competitive fields who need to quickly create a tailored, keyword-rich letter for each application.
- Career changers who need to explain their career shift and highlight transferable skills in a compelling narrative.
- Recent graduates looking to translate academic achievements and a lack of experience into a strong, persuasive narrative.
Tips for Using AI in Cover Letter Writing
- Start with a solid prompt: Give the AI a copy of your resume, the job description, and a brief note about why you're a good fit.
- Customize AI suggestions: Treat the AI's output as a first draft. Personalize it to reflect your unique experiences and professional voice.
- Check for tone: Ensure the AI's tone is professional and confident, but also authentic to your personality.
Best Practices: The Human Touch
- Balance AI and personal input: Let AI build the foundation, but ensure your final letter reflects your personal career narrative and professional personality.
- Review and edit everything: Always review AI-generated content for accuracy and relevance. Edit any sections that don't perfectly represent your skills or experiences.
- Keep up-to-date: AI tools are constantly evolving. Regularly check for new features or updated algorithms that can give your resume an extra edge.
Step 1: Understand the Purpose of a Cover Letter
Your cover letter isn't just a rehash of your resume; it's a strategic document. Its purpose is to introduce you to the hiring manager, express your genuine interest in the role, and expand on the most relevant skills and achievements from your resume. Think of it as your chance to make a personal connection and explain why you are the perfect candidate for this specific company and position.
Your Narrative
Tell a brief, compelling story about your career path and how it led you to this specific opportunity.
Your Passion
Show your enthusiasm for the company's mission and culture. A generic letter will fail here.
Your Fit
Directly link your skills and experience to the job requirements, explaining why you are the ideal candidate.
Your Future
Clearly articulate how you can contribute to the company's future success.
Step 2: Choose the Right Format & Salutation
A professional cover letter follows a standard business letter format. This ensures it looks clean, is easy to read, and shows you understand professional etiquette. The most common structure includes your contact information, the date, the recipient's contact information, a salutation, the body of the letter, a closing, and your signature.
The Perfect Salutation
Addressing the right person is critical.
Always try to find the hiring manager's name. Use "Dear Mr./Ms. [Last Name]," or "Dear [First Name] [Last Name]," if you are confident in their gender. If you cannot find a name, use a title like "Dear Hiring Manager," or "Dear [Department] Team Leader." Avoid generic phrases like "To Whom It May Concern."
Key Formatting Rules
Keep it clean and concise.
Your cover letter should be a single page, with standard 1-inch margins and a professional font (like Arial, Calibri, or Times New Roman). Use single spacing between lines and a double space between paragraphs. Always save your final document as a PDF to preserve your formatting.
Step 3: The Opening Paragraph: Hook the Reader
The first paragraph is your most important—it’s your chance to grab the reader's attention and make them want to continue. State the position you're applying for, where you saw the job posting, and a brief, compelling reason why you are interested in this specific role and company. Mention a key achievement or skill that immediately proves you're a strong candidate.
Example Opening
"I am writing to express my enthusiastic interest in the Marketing Manager position at [Company Name], which I discovered on LinkedIn. As a passionate marketer with a proven track record of growing brand engagement by over 30% on digital channels, I am confident that my skills in strategic planning and content creation align perfectly with your team’s goals."
Step 4: The Body Paragraphs: Showcase Your Skills
This is where you connect the dots between your resume and the job description. The body of your cover letter should consist of 1-2 paragraphs. For each paragraph, focus on a single key skill or professional experience from your resume and provide a brief story or example that demonstrates your expertise. Use the STAR method to structure these examples (Situation, Task, Action, Result) to make them as impactful as possible.
- Paragraph 1: Connect to the company. Discuss how your experience can solve one of their problems or help them achieve a specific goal.
- Paragraph 2: Highlight a key accomplishment. Pick your most impressive achievement from your resume and explain the context behind it.
Step 5: The Closing Paragraph: Call to Action
Your final paragraph should summarize your value proposition and include a clear call to action. Reiterate your enthusiasm for the role and your confidence that your skills are a perfect match. Most importantly, state that you have attached your resume and would welcome the opportunity to discuss your qualifications in an interview. End with a professional closing like "Sincerely," or "Best regards," followed by your name.
Example Closing
"Thank you for considering my application. I am eager to bring my expertise in data-driven marketing and cross-functional leadership to the [Company Name] team. I have attached my resume for your review and look forward to the opportunity to discuss how I can contribute to your company's success. I am available for an interview at your earliest convenience."
Step 6: Use Powerful Language & Quantify Achievements
Just like your resume, your cover letter should be filled with strong action verbs. Transform passive sentences into dynamic statements that demonstrate your impact. For example, instead of "I was responsible for customer support," write "I revitalized customer support processes, reducing average ticket resolution time by 20%."
Wherever possible, quantify your successes with numbers, percentages, or dollar amounts. This turns a simple claim into a concrete, impressive achievement. Numbers are universal and immediately demonstrate the value you can bring to a company.
Step 7: Proofread, Proofread, Proofread!
Typos and grammatical errors are the quickest way to get your application thrown out. A flawless cover letter demonstrates your attention to detail and professionalism—qualities that are highly valued in any role. Before you send it, follow these steps:
- Read it Aloud: This helps you catch awkward phrasing and sentences that don't flow well.
- Check for Consistency: Ensure your formatting, font, and tone are consistent from start to finish.
- Get a Second Opinion: Ask a friend or family member to review it for you. Fresh eyes often catch mistakes you missed.
Step 8: Tailor Your Cover Letter to Every Job
This is the single most important rule of cover letter writing. A generic cover letter shows a lack of effort and will rarely lead to an interview. You must customize every cover letter for the specific job you are applying for. Mention the company's name, the job title, and connect your skills directly to the requirements in the job description. This shows the hiring manager that you are serious about this position and haven't just sent out a mass email.
Step 9: When to Use a Cover Letter (and when to skip it)
You should almost always include a cover letter. It’s an opportunity to provide a personal touch and context for your resume. The only times you should skip it are when the application system specifically says not to, or if the job application process doesn't offer a way to submit one.
Step 10: Common Cover Letter Mistakes to Avoid
Even with all the right intentions, it’s easy to fall into common traps. Here are a few to look out for:
- Repetitive Content: Don't just list the same bullet points from your resume. Expand on them and provide context.
- Using "I" too much: Focus on what you can do for the company, not just on your personal achievements.
- Generic Language: Avoid clichés and overused phrases like "highly motivated" or "team player." Be specific and use powerful language.
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Build My Cover Letter NowFrequently Asked Questions
A cover letter is a one-page document sent with your resume that introduces you to an employer. Its main purpose is to showcase your personality, explain why you are interested in the specific job, and highlight key experiences from your resume that make you the perfect candidate. It's your opportunity to tell your story and show genuine enthusiasm for the role.
A cover letter should ideally be one page and contain no more than three to four paragraphs. Hiring managers are busy, so keeping it concise and to the point is crucial. Focus on quality over quantity, ensuring every sentence adds value and directly relates to the job you're applying for.
Yes, absolutely. Researching the hiring manager's name shows initiative and a genuine interest in the role. Try to find the name on LinkedIn or the company website. If you can't find a specific name, use a relevant title like "Dear Hiring Manager," or "Dear [Department] Team." Avoid generic phrases like "To Whom It May Concern."
Your resume is a concise, factual document outlining your work history, skills, and education. A cover letter, on the other hand, is a narrative that explains your motivation for applying. It provides a personal context for the accomplishments on your resume and allows you to showcase your enthusiasm and personality, making it a powerful complement to your resume.
Yes, tailoring your cover letter to each specific job is critical. A generic, one-size-fits-all letter is ineffective and signals to the hiring manager that you lack a genuine interest in their company. By customizing your letter, you can directly address the job requirements, use relevant keywords, and show your enthusiasm for the specific role.
The most common mistakes are failing to tailor the letter, making grammatical errors or typos, and simply repeating content from the resume. Other errors include using a generic salutation, writing a letter that is too long or too short, and not including a clear call to action at the end.
If you don't have professional experience, focus on your academic projects, volunteer work, and relevant extracurricular activities. Use the cover letter to explain how the skills you gained in these areas (like teamwork, leadership, or problem-solving) are transferable to the job you're applying for. Showcase your passion for the industry and your eagerness to learn and contribute.
Yes, many recruiters still read and value cover letters. While some companies may not require them, submitting a well-written, tailored cover letter demonstrates your professionalism and genuine interest. It can be the deciding factor between two equally qualified candidates, giving you a significant advantage in a competitive market.
Yes, a cover letter is especially effective for a job referral. You can use the opening paragraph to mention the person who referred you, which immediately gives you credibility. This personal connection sets your application apart and shows that you have a direct link to the company's network.
