How to Write a Cover Letter: Essential Guidelines and Examples

Struggling to write the perfect cover letter for a job? You’re not alone—many job seekers feel the same way. But if you want to land your dream job, knowing how to write a great cover letter is essential. 

Why is it so important? 

Nearly 60% of companies ask for cover letters when you apply, and 1 in 4 employers believe it’s an important part of the hiring process.

That’s why we’ve created this guide for you. 

We’ll walk you through the essential steps to write a cover letter that grabs attention. Whether you’re applying for your first job or looking to switch careers, our tips and examples will help you create a cover letter that gets noticed by hiring managers.

What is a Cover Letter?

Let’s start with a simple cover letter meaning:

So, basically – a cover letter is like a short letter you send along with your resume when you apply for a job. Usually, it’s around three paragraphs or one page long, containing 250 to 400 words.

This letter introduces you and gives a quick summary of your professional background. Some employers ask for a cover letter, while others don’t. Nevertheless, you need to learn how to write it.

An impressive cover letter for a job can catch the HR manager’s attention and make them want to read your resume. But if it’s not good, your application might head straight to the paper shredder. To prevent this, it’s crucial to learn how to write a convincing cover letter.

Types of Cover Letter

There are several types of cover letters, each serving a different purpose. Understanding these types can help you choose the right one for your job application. Here are the main types:

• Application cover letter: Sent with your resume to apply for a specific job.
• Networking cover letter: Used to connect with someone in your industry and seek job leads.
• Referral cover letter: Mentioned when you were referred to the job by a mutual contact.
• Prospecting cover letter: Sent to inquire about job openings in a company that may not be advertised.
• Follow-up cover letter: Used to thank an employer after an interview and express continued interest.

The Importance of a Cover Letter

When you apply for a job – many employers specially ask for a cover letter. That’s how important it is – especially now – when thousands of people are applying for the same job position.

Now that you know the cover letter meaning – here are some points highlighting its importance: 

• Make an impression: A cover letter for a job is your chance to make a good first impression on the employer. When you write a good cover letter that highlights your best skills for the job – you stand out among other applicants.
• Build a connection: Your cover letter helps the employer understand who you are and what you’ve achieved. It’s a tool for building a relationship and showing how your career goals align with the company’s interests.
• Show your passion: By writing a cover letter that really speaks to the role and the company, you show you’re genuinely interested. This makes you stand out and proves you’re ready to make a positive impact.
• Show your personality: Unlike a resume, a cover letter for a job lets you show off your personality traits. You can talk about qualities like leadership and self-motivation, giving the company an idea of what you’ll bring to the table.
• Prove you’re a great fit: Use the cover letter to prove to the employer that your skills and experiences match what they need. Highlight your past successes and explain how they’ll help you succeed in the new role.
• Follow instructions: A concise, thoughtful cover letter for a resume shows that you can follow instructions. It’s not just about writing well; it’s about understanding the job and the employer’s needs.
• Display your writing skills: A well-written cover letter is a chance to show off your writing prowess. It proves you can express your thoughts clearly – a valuable skill in most jobs.

When Should You Write a Cover Letter?

Writing a cover letter is important in many job application situations. Here are some key times when you should include it:

• Write a cover letter whenever you apply for a job that requires one.
• Include one if the employer specifically asks for it in the job posting.
• Use it to explain your skills and experiences, especially if they relate to the job.
• If you’re sending your resume to a company without a job opening, a cover letter can express your interest.

What to Include in a Cover Letter?

A well-written cover letter can make a big difference in your job application. A good cover letter will Include these elements: 

• Contact information: Start with your name, phone number, email, and the date. Include the employer’s contact details as well.
• Salutation: Address the letter to the hiring manager or use a general greeting like “Dear Hiring Manager” if you’re unsure of the name.
• Opening paragraph: Start the cover letter introduction with a strong opening. It should grab attention and explain why you’re applying and what makes you a great fit for the role.
• Skills and experience: Highlight your most relevant skills, experience, and achievements. Focus on how these will benefit the company.
• Why you want the job: Explain why you’re interested in the position and how the company’s values or goals align with yours.
• Closing paragraph: Express enthusiasm and mention that you’ve attached your resume. Encourage the hiring manager to contact you for an interview.
• Sign-off: End with a polite sign-off like “Sincerely” or “Best regards,” followed by your name.

How to Write a Cover Letter – Essential Steps

Did you know? 48% of employers take about 30 seconds to two minutes to read a cover letter for a job.  

And here are the steps you can follow to write a cover letter that easily grabs the employer’s attention: 

Step 1: Start with preparation

Before you start writing a cover letter for your resume, it’s important to prepare. Having all your essential information at hand saves time and helps you shine.

The first thing you need to do is check the job requirements and match them with your relevant qualifications.

Here’s what you need to do:

• List your noteworthy achievements from past jobs or volunteer work.
• Highlight skills that align with the job ad, including both technical and interpersonal skills.
• Jot down your educational background, certificates, licenses, and any awards.
• Learn about the company culture, mission, and values. This way, you can explain how you fit in.
• Check their recent news or press releases to see how you can contribute to their goals or acknowledge their achievements.
• Find out the hiring manager’s name so you can address your cover letter personally.

All these details will help you to easily write a cover letter without wasting any time looking up information.

Step 2: Select a cover letter template

The next thing you need to do is choose a cover letter template. These templates already have the right format which makes it easier to write a cover letter. They are also ATS-friendly and increase your chances of getting selected. 

Choose from modern, creative, or simple styles that match your CV or resume template. The cover letter template should be formal and match the theme of the job you are applying for.

Step 3: Create the cover letter header

Similar to a resume, you need to begin a cover letter for a job with a Contact Information section. Here’s what you need:

• Your Full Name
• Email
• Phone Number
• Date
• Company Name you’re applying to
• Hiring Manager’s Name and Professional Title

In some cases, you might also consider adding more details, like,

• Social media profiles: Link any relevant profiles (e.g., LinkedIn or GitHub for developers).
• Personal website: If your personal site adds value to your application, share the link. 

Here are some things you need to avoid in the header:

• Full address: You don’t need to include your full address.
• Unprofessional email: Make sure your email looks professional. Using an email like “Ravithegamer@gmail.com” might not create the best impression. Stick to a professional one when applying for jobs.

Step 4: Address the hiring manager

To correctly address your cover letter, use the hiring manager’s name unless the job ad specifies a department or HR team member. Avoid using titles like “Mr.” or “Mrs.” unless you’re sure about the person’s gender.

For instance:

If known, write “Dear [hiring manager’s full name].” If you can’t find their name, use “Dear Hiring Manager” or “Dear Hiring Team.” If you know their title, use “Dear [Title].”

Avoid using informal language such as “Hello” or “Hi,” and steer clear of outdated greetings like “Dear Sir or Madam” or “To Whom It May Concern” when addressing the recipient of your letter.

Step 5: Write an engaging cover letter introduction

First impressions really count, especially when applying for a job. Recruiters go through heaps of applications and might not read every cover letter all the way through. So, it’s crucial to grab their attention right from the start.

The main issue with most cover letter intros is their generic nature. They often sound like this:

“Hi, I’m Ravi, and I’m interested in the Software Developer position at XYZ Inc. I’ve worked as a developer at ABC Inc. for 5+ years, so I think I’d be a good fit.”

The problem? This intro doesn’t stand out. It simply mentions your past job experience. But guess what? Many others have similar experiences.

Instead, you can start with 2-3 of your top achievements, particularly those most relevant to the job. Let’s improve our previous example:

“I’m Ravi, striving to surpass software development achievements at XYZ Inc. At Company ABC, a fin-tech firm, I consistently outperformed KPIs, developing and implementing a new algorithm that optimized software processing speed by 30%. My experience in the tech industry and my knack for creating exceptional software make me the perfect fit for this position.”

Notice the difference? This is what you need to do.

Step 6: Explain why you are a good fit for the job

In the body of your cover letter for your resume, give a comprehensive view of your professional life and showcase your personality. This is your moment to reveal your true capabilities to a potential employer.

No matter your background, consider the following points:

• If you’ve got work experience in your field, highlight your accomplishments using numbers to show the impact of your work. 
• Focus on your most applicable skills and explain how they suit the job you’re after. 
• For first-time job seekers, link the new opportunity to a personal project, school activity, or internship. 
• If you’re a great cultural fit for the company, demonstrate it. For instance, if you love volunteering for animals and you’re applying to a non-profit focused on such causes, explain why their mission resonates with you. 
• For career changers, share your motivation and emphasize transferable skills that align with the company’s success. 

Highlighting these skills in your cover letter can show that you’re capable of the work, even with minimal experience in the field.

Step 7: Conclude with a clear request

As you wrap up your cover letter, make sure to:

• Cover any remaining points or additional information that could sway the hiring manager.
• Show appreciation to the hiring manager for considering your application and maintaining a professional tone without sounding too desperate.
• End your cover letter with a call to action. Your final sentence should prompt the hiring manager to take a specific action.

Here’s an example:

“Thank you for reviewing my application. I’m eager to contribute to Company X’s software development endeavours. I’m excited about discussing how my achievements at XYZ Inc. can benefit your objectives.”

Step 8: Suitable closing

After wrapping up your final thoughts, simply add a formal sign-off to finish your cover letter.

You can use one of these widely accepted conclusions like, “Best Regards, Kind Regards, Sincerely, Thank you.”

Step 9: Check your cover letter

Writing a cover letter for a job is only part of the process. Make sure to proofread it before sending your job application. Typos and formatting errors can lower your chances of getting hired. After proofreading it yourself, have someone else read it to ensure it’s ready for your job application.

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What are the Basic Rules for Writing a Covering Letter?

Writing a cover letter involves following some basic rules to make it effective. Here are key guidelines to keep in mind:

• Be professional: Use a formal tone and structure throughout the letter.
• Customize for each job: Tailor your cover letter to the specific position and company.
• Keep it concise: Limit your letter to one page, focusing on key points.
• Use clear language: Avoid jargon and complex words; keep sentences straightforward.
• Proofread carefully: Check for spelling and grammar errors before sending.
• Include contact information: Make sure to provide your details at the top.

Cover Letter Format

It is important to follow the right cover letter structure to make sure you include all the relevant details correctly. Here’s a simple cover letter format you can use:

• Header: Your contact information and date.
• Salutation: Addressing the recipient.
• Introduction: Express your interest and introduce yourself.
• Body Paragraphs: Highlight your skills, experience, and suitability for the job.
• Closing Paragraph: Summarize and express gratitude.
• Closing: Formal sign-off 
• Signature

Cover Letter Template

Here’s a simple cover letter template you can use:

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Employer’s Name]
[Company’s Name]
[Company’s Address]
[City, State, Zip Code]

Dear [Employer’s Name],

I am writing to express my interest in the [Job Title] position at [Company Name] as advertised on [Job Listing Source]. I am excited about the opportunity to contribute to your team.

With [X years] of experience in [Your Field/Industry], I have developed skills in [Key Skills Related to the Job]. In my previous role at [Your Previous Company], I [Briefly Describe an Achievement or Responsibility Relevant to the Job].

I believe my background in [Your Field/Industry] and my passion for [Related Interest] make me a strong candidate for this position. I am eager to bring my skills to [Company Name] and help [Mention How You Can Contribute to the Company].

Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further. Please find my resume attached for your review.

Sincerely,

[Your Name]

Feel free to customize this template to fit your style and the specific job you’re applying for. 

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Cover Letter Examples for Different Jobs

Here are some cover letter samples and examples to give you an idea about how to craft one depending on the job title:

Example 1: Cover Letter for Internship

Here is a simple college student cover letter example you can use to write one:

Dear [Hiring Manager’s Name],

I am writing to apply for the [Specific Internship Position] at [Company Name]. As a recent IT graduate from [Your University], I possess hands-on experience in [mention relevant skills or technologies]. I am enthusiastic about contributing my skills and learning from your team.

My proactive approach and eagerness to learn make me a strong fit for this internship opportunity. I am excited about the possibility of discussing how I can bring value to your team.

Thank you for your time and consideration. I am available for an interview at your convenience and can be reached at [Your Phone Number] or [Your Email].

Best regards,

[Your Name]

Also Read - 7 Tips to Write a Cover Letter for Internship with Examples

Example 2: Cover Letter for Fresher

Dear [Hiring Manager’s Name],

I am excited to apply for the [Specific Position] at [Company Name]. As a recent IT graduate, I am well-versed in [mention relevant skills or technologies] and eager to apply this knowledge in a professional environment.

My commitment to learning and problem-solving, along with a solid foundation in IT, makes me a valuable addition to your team. I am eager to discuss how I can contribute to the success of [Company Name].

Thank you for reviewing my application. I eagerly await the opportunity for an interview and am available at your convenience. Please reach out to schedule at [Your Phone Number] or [Your Email].

Warm regards,

[Your Name]

Example 3: Data Analyst Cover Letter 

Dear [Hiring Manager’s Name],

I am writing to express my interest in the Data Analyst position at [Company Name]. As a data enthusiast with a strong analytical background, I possess expertise in [mention relevant skills or tools]. I am excited about the opportunity to contribute my skills to your team.

My analytical mindset, attention to detail, and proficiency in data interpretation make me a suitable candidate for the role. I am eager to discuss how my background aligns with the needs of [Company Name].

Thank you for your time and consideration. I am available for an interview at your convenience and can be reached at [Your Phone Number] or [Your Email].

Best regards,

[Your Name]

Example 4: Software Engineer Cover Letter

Dear [Hiring Manager’s Name],

I am enthusiastic about the opportunity to join [Company Name] as a Software Engineer. With a passion for coding and problem-solving, I have honed my skills in [mention relevant programming languages or technologies]. I am eager to bring my expertise to your team.

My experience in software development, coupled with my dedication to innovation, makes me a strong fit for the role. I am looking forward to discussing how I can contribute to the success of [Company Name].

I appreciate your time in considering my application. I am enthusiastic about the chance for an interview and am readily available. Feel free to contact me at [Your Phone Number] or [Your Email].

Warm regards,

[Your Name]

Example 5: Graphic Designer Cover Letter

Dear [Hiring Manager’s Name],

I am writing to apply for the Graphic Designer position at [Company Name]. With a creative eye and proficiency in design tools such as [mention relevant software], I am excited about the chance to contribute to your team.

My passion for visual storytelling and ability to create engaging designs make me a suitable candidate for this role. I am eager to discuss how my creativity can benefit [Company Name].

I’m grateful for the chance to be considered. I am eager to interview and am flexible to meet your schedule. Please contact me at [Your Phone Number] or [Your Email] to arrange a convenient time.

Best regards,

[Your Name]

Example 6: Web Developer Cover Letter

Dear [Hiring Manager’s Name],

I am excited to apply for the Web Developer position at [Company Name]. With proficiency in front-end and back-end development, I am eager to contribute my technical expertise to your team.

My experience in creating responsive and user-friendly websites aligns well with the needs of [Company Name]. I am looking forward to discussing how my skills can benefit your projects.

Thank you for considering my application. I am available for an interview at your convenience and can be reached at [Your Phone Number] or [Your Email].

Warm regards,

[Your Name]

Example 7: Data Scientist Cover Letter

Dear [Hiring Manager’s Name],

I am enthusiastic about the opportunity to join [Company Name] as a Data Scientist. With a robust background in data analysis and machine learning, I am excited to contribute my skills to your team.

My experience in leveraging data to derive actionable insights aligns with the needs of [Company Name]. I am eager to discuss how my expertise can add value to your projects.

Thank you for reviewing my application materials. I am keen to further discuss my qualifications in an interview. I am available at your convenience and can be contacted at [Your Phone Number] or [Your Email].

Best regards,

[Your Name]

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Example 8: Short Email Cover Letter for Job Application

Subject: Application for the Position of Software Developer

Dear Mr. Sharma,

I hope this email finds you well. I am writing to apply for the Software Developer position at Tech Solutions, as advertised on your website. With a Bachelor’s degree in Computer Science and over three years of experience in developing web applications, I believe I would be a great fit for your team.

At my previous role with Innovatech, I successfully led a project that improved system efficiency by 30%, showcasing my ability to deliver high-quality solutions. I am particularly drawn to Tech Solutions because of your commitment to innovation and excellence in technology.

I have attached my resume for your review. I look forward to the opportunity to discuss how my skills can contribute to the success of Tech Solutions.

Thank you for considering my application.

Best regards,
Rahul Mehta
rahul.mehta@email.com
+91 9xxxxxxxxx

Example 9: Career Change Cover Letter Example

Subject: Application for Project Manager Position

Dear Ms. Gupta,

I am excited to apply for the Project Manager position at Future Tech Solutions. As a passionate professional with over five years of experience in software engineering, I have developed a strong foundation in technology and teamwork that I am eager to bring into a project management role.

In my previous role at Softwave Technologies, I led a diverse team to deliver a significant software project two weeks ahead of schedule, enhancing client satisfaction by 25%. My ability to communicate effectively and manage resources has equipped me to handle the challenges of project management.

I believe that my technical background, combined with my leadership skills, will allow me to make a positive impact at Future Tech Solutions. I would love the opportunity to discuss how my experience aligns with your needs.

Thank you for your time and consideration. I look forward to the possibility of working together.

Sincerely,
Anjali Rao
anjali.rao@email.com
+91 9xxxxxxxxx

Example 10: How Do You Write a Cover Letter With No Experience?

Here is a no experience cover letter example you can use when you don’t have any work experience:

Subject: Application for Entry-Level Software Tester Position

Dear Mr. Desai,

I am writing to apply for the Entry-Level Software Tester position at Tech Innovations. While I do not have formal work experience, I recently earned a Bachelor’s degree in Computer Science from Delhi University, where I developed a strong foundation in software development and testing.

As part of my coursework, I completed a project where I designed and tested an application, gaining hands-on experience with testing methodologies and tools. I am eager to apply my technical skills and passion for quality assurance to your team.

I have attached my resume for your review and would appreciate the opportunity to discuss how I can contribute to Tech Innovations.

Thank you for your consideration.

Best regards,
Nisha Verma
nisha.verma@email.com
+91 9xxxxxxxxxx

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Tips to Write Cover Letter for Job Application

Here are some tips you need to follow when writing a cover letter for a job application:

• Customize for the job: Tailor your cover letter to the specific job and company. Mention the job title and company name in the first paragraph.
• Highlight key skills: Focus on the skills and experiences that match the job description. Explain how these will help you succeed in the role.
• Keep it brief: Limit your cover letter to one page. Keep paragraphs short and to the point.
• Show enthusiasm: Express genuine interest in the company and position. Let your enthusiasm shine through.
• Proofread: Check for any spelling or grammar mistakes before sending it off. A clean, well-written letter shows professionalism.

Things to Avoid When Writing a Cover Letter

Avoiding common mistakes is important when writing a cover letter. Here are some things to avoid to make sure your letter stands out for the right reasons:

• Using a generic template: Don’t send the same cover letter to every employer. Customize it for each job.
• Repeating your resume: The cover letter should add value, not repeat what’s on your resume. Focus on explaining why you’re the right fit.
• Too much detail: Keep it concise. Don’t overwhelm the reader with long paragraphs or unnecessary information.
• Overly formal or informal tone: Use a professional tone, but don’t make it too stiff or casual.
• Grammar mistakes: Proofread carefully. Mistakes can make a bad impression.

How to Start a Cover Letter?

Starting a cover letter effectively is crucial for grabbing the employer’s attention. Here are some tips on how to begin:

• Use a professional greeting: Address the letter to a specific person, if possible, using “Dear [Name].”
• State the job title: Clearly mention the job you’re applying for right at the start.
• Express enthusiasm: Show excitement about the position and the company.
• Mention a connection: If you were referred by someone, include their name to create a personal touch.
• Share a brief achievement: Consider starting with a relevant accomplishment to grab attention immediately.

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Cover Letter Writing Checklist

Here’s a cover letter writing checklist that focuses on key components and considerations:

1. Content elements

Introduction

• State the position and express your interest.
• Mention where you found the job listing.

Skills and experience

• Include at least two relevant skills or experiences.
• Provide specific examples that showcase your achievements.

Connection to the company

• Show understanding of the company’s mission or values.
• Explain how your goals align with the company’s objectives.

2. Format and style

Professional appearance

• Use a clean, readable format.
• Keep the font consistent and appropriately sized.

Length

• Make sure the letter is no longer than one page.

3. Tone and language

Positive and professional tone

• Use confident language without being arrogant.
• Avoid jargon and complex words.

Personalization

• Customize the letter for each application.
• Use the hiring manager’s name when possible.

4. Final touches

Proofreading

• Check for spelling and grammatical errors.
• Read aloud to ensure clarity and flow.

Attachment and submission

• Attach the cover letter in the correct format (PDF or Word).
• Make sure it’s included when sending via email or online application.

5. Follow-up

Plan for follow-up

• Decide when you will follow up on your application.
• Keep a record of applications and responses.

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What is the Difference between Cover Letter and Application Letter?

A cover letter highlights your skills, experience, and interest in a specific job. It’s usually sent with your resume to introduce yourself to an employer. 

An application letter, however, is a standalone document that applies directly for a position – often giving more details about your qualifications and why you’re a good fit for the job. 

While both serve similar purposes, the cover letter is more focused on making a strong first impression.

Difference between CV and Cover Letter

A CV (Curriculum Vitae) and a cover letter serve different purposes in the job application process. 

A CV provides a detailed overview of your education, work experience, skills, and accomplishments, often spanning multiple pages. It is a comprehensive document that outlines your professional history. 

In contrast, a cover letter is a brief, personalized introduction that highlights your interest in a specific job and explains why you are a suitable candidate. While the CV focuses on your qualifications – the cover letter emphasizes your motivation and fit for the position.

Cover Letter and Resume Difference

A cover letter and a resume are two different things. A cover letter introduces you, highlights your skills and interest in a specific job, and complements your resume. It is typically one page long. 

In contrast, a resume provides a detailed overview of your education, work experience, and skills. It is usually multiple pages and focuses on your professional history.

Conclusion

A well-written cover letter can set you apart in the job application process. Tailoring your skills, experiences, and aspirations to the employer’s needs is very important. Show your enthusiasm and commitment. Remember, a compelling cover letter is your chance to shine. 

Need guidance for your job search? Explore opportunities on Hirist, your partner in finding the ideal job for your career growth. With a robust network of more than 50K recruiters, we can help you find the best tech jobs in India. 

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FAQs

What is a cover letter AI generator?

A cover letter AI generator is a tool that helps you to automatically create a cover letter using artificial intelligence.

Is CV a resume and cover letter?

No, a CV is different from a resume and cover letter.

What should be included in a cover letter?

In a cover letter, include a header, introduction, body paragraphs highlighting qualifications, and a closing.

How long should a cover letter be?

A cover letter should typically be one page long, about 3 to 4 paragraphs.

How do you send a cover letter by email?

Attach the cover letter as a PDF or Word document and mention it in the email body.

What do employers look for in a cover letter?

Employers look for clear communication, relevant skills, enthusiasm for the job, and a strong fit for the role.

What is a cover letter also called?

A cover letter or covering letter can also be called a letter of application.

What is the purpose of a cover letter?

The purpose of a cover letter is to introduce yourself and highlight why you are a good fit for the job.

What are the types of cover letter?

The types of cover letters include application letters, referral letters, and prospecting letters.

A cover letter is normally written by whom?

A cover letter is normally written by job seekers applying for a specific position.

How do I start off a cover letter?

Start the cover letter introduction with a professional greeting, addressing the hiring manager by name if possible. Then, introduce yourself and state the position you’re applying for.

How to finish a cover letter?

Finish with a strong closing statement expressing enthusiasm for the role. Thank the employer for their time, and include a polite sign-off like “Sincerely” followed by your name.