How to Write a Cover Letter That Gets Read

A cover letter is your chance to say what a resume cannot: why you want this particular job and why you would be good at it. Hiring managers often skim dozens of applications, so the letters that stand out are short, specific and clearly written for that one role. Here is a simple structure you can reuse without sounding like a template.

Do Your Homework First

Spend fifteen minutes researching before you type a word. Read the job advert twice and highlight the three or four requirements that seem most important. Look at the organisation’s website, recent news and the way it describes itself. If you can, find the name of the hiring manager so you can address the letter to a real person rather than “To whom it may concern”.

A Four-Part Structure That Works

1. A direct opening. Name the role you are applying for and give one compelling reason you are a strong fit. Skip “I am writing to apply for” and lead with something more engaging, such as a relevant achievement or what drew you to the organisation.
2. Your best evidence. In one or two paragraphs, match your experience to the requirements you highlighted. Choose two or three specific examples and describe what you did and what changed as a result.
3. Why them. Show you understand what the organisation does and explain genuinely why it appeals to you. This is where your research pays off.
4. A confident close. Thank the reader, say you would welcome the chance to discuss the role, and sign off politely.

Keep It Tight and Readable

• Aim for three to five short paragraphs and no more than one page.
• Use the same clean font and header as your resume so the two look like a set.
• Write in a natural, professional voice, as if speaking to the manager across a table.
• Use keywords from the advert where they honestly apply, since some employers use screening software.
• Avoid repeating your resume line by line; add context and personality instead.

Common Mistakes to Avoid

The most damaging error is sending the same generic letter everywhere, or worse, leaving in the wrong company name. Other frequent problems include focusing on what the job would do for you rather than what you would bring, apologising for gaps in your experience, and opening with a long life story. If you are changing careers or returning after a break, mention it briefly and positively, then move on to your transferable skills.

Before You Hit Send

• Read the letter aloud to catch awkward sentences and typos.
• Double-check the company name, the role title and the recipient’s name.
• Save it as a PDF with a clear file name that includes your name, unless the employer asks for a different format.
• If the application asks you to paste the letter into a text box, remove any formatting that might not display correctly.

Keep a master copy of your best paragraphs. Over time you will build a library of strong examples that make each new letter faster to write.