A cover letter is a document that introduces you and your qualifications to a potential employer. It goes beyond your resume, telling a story that showcases your personality and enthusiasm. By explaining how your goals align with the organization’s, you can frame your experience to directly address a company’s needs. Understanding that a cover letter follows a clear, four-part structure can make writing one feel more manageable.
Part 1: The Header and Greeting
The top of your cover letter, the header, serves as your professional letterhead. It must contain your full name, address, phone number, and email address. Just below your contact details, you should include the date. Following the date, add the employer’s contact information: the hiring manager’s full name and title, followed by the company’s name and address.
A personalized greeting is far more effective than a generic one. Address the letter to a specific person, such as “Dear [Hiring Manager’s Name],”. Taking the time to find the hiring manager’s name, often available on the company website or LinkedIn, demonstrates initiative. If the name is truly undiscoverable after a thorough search, using a respectful alternative like “Dear Hiring Team,” is a suitable fallback.
Part 2: The Opening Paragraph
The first paragraph is your opportunity to make a strong initial impact. It should clearly state the specific position you are applying for and explain where you saw the job posting. This orients the reader and provides context for your application. Mentioning if a current employee referred you is also appropriate to include here.
Beyond the logistical details, this opening paragraph needs a compelling “hook” to capture the reader’s interest. This could be a concise statement expressing your genuine enthusiasm for the company’s mission or a powerful mention of a key achievement that aligns perfectly with the role’s demands. For instance, you might start with, “I am writing to express my enthusiastic interest in the Marketing Coordinator role advertised on LinkedIn,” before adding a sentence that showcases your unique value from the outset.
Part 3: The Body Paragraphs
The body of your cover letter, typically one or two paragraphs, is where you make your case. This section is designed to connect your specific experiences and skills directly to the requirements outlined in the job description. Your goal is to show the reader that you are a strong match for the position. Avoid simply restating your resume; instead, bring your qualifications to life.
Select two or three of the most important qualifications from the job posting and dedicate the body paragraphs to them. For each qualification, provide a brief story or a specific example that demonstrates your proficiency. Instead of saying you have “strong sales skills,” describe a time you “developed and executed a new sales strategy that increased quarterly revenue by 15%.” Using quantifiable achievements provides concrete proof of your capabilities.
This section should focus on convincing the reader that the company will benefit from hiring you. Frame your accomplishments in terms of how they can solve the employer’s problems or help them achieve their objectives. Each paragraph should contain a strong reason why you should be hired. Maintaining an upbeat and personable tone helps make your application more memorable.
Part 4: The Closing and Sign-Off
The final paragraph of your cover letter should bring your argument to a confident and professional conclusion. Its purpose is to reiterate your strong interest in the position and your enthusiasm for the company. You can briefly restate why your skills are a good match for the role and how your experience will benefit the organization. This reinforces your main points and leaves a lasting, positive impression on the reader.
This closing paragraph must also include a clear call to action. Politely request an interview or express your eagerness to discuss your qualifications in more detail. You can state your availability and mention that you will follow up, which shows proactivity. Thank the reader for their time and consideration.
Finally, end your letter with a professional sign-off. Use a formal closing such as “Sincerely,” or “Best regards,” followed by a comma. Leave a few spaces and then type your full name. If you are submitting a printed copy of the letter, use the space to provide a physical signature.