How to Write a Cover Letter (With Template)

If you're wondering how to write a cover letter and feeling overwhelmed, you're not alone. You've already put a lot of work into writing your resume—now it's time to craft a cover letter highlighting your strengths and showing employers why you're the right fit. It may seem daunting, but with a step-by-step approach, you'll have a compelling letter ready to go in no time.

We’ll start with the basics and walk you through each section—plus, we'll share an example to guide you.

What is a cover letter, and why are they important?

A good cover letter is a one-page document that emphasizes to future employers what you want to do next and why you think you're the best person for the job. Yes, your resume does that, to a degree, by highlighting your skills and qualifications, but the cover letter goes a step further. 

When you write a future-facing cover letter, employers can learn about any career shifts you've had or are making. You can talk about how you've overcome past challenges and how those have prepared you to succeed in new jobs. 

Your cover letter is a story employers want to read, allowing them to connect what you've done in the past with what you want to do in the future. It's a chance for you to shine a spotlight on your enthusiasm, how your values align with the company's mission, and the things from your past that will benefit the new team. 

How to write a great cover letter: main sections

Your cover letter needs to have a particular format. It should be written as a business letter and contain:

• A header with your contact information

• A salutation, e.g., “Dear So and So”

• 3-4 body paragraphs

• A call to action

• A sign-off/signature

Ensure your cover letter’s font, margins, and alignment mirror your resume. This will help make your entire application appear more professional. Also, keep your cover letter on one page.

Since you're trying to make a great impression with your cover letter and distinguish yourself from other candidates, try injecting some of your personality into it. Let the hiring manager start to get to know the real you. 

How to write a good cover letter: A step-by-step guide

Although cover letters are relatively short, they can be pretty daunting. That's why it's crucial to approach your cover letter by sections. We’ll go through every one of them, with real-life examples to make them easier to visualize.

Cover letter: Header

Your cover letter and resume are a package, so you'll want them to match. Start your proper cover letter with your name (formatted like it is at the top of your resume) and contact information. Like this:

KRIS R. BLACKBURN email@email.com 123.456.7890 LinkedIn profile Kitchener, ON

When you search for generic cover letter templates online, you might find ones where you'll fill in a company's contact information. That was relevant when cover letters were sent via snail mail, but these days, you can just leave it off. A hiring manager doesn't need to see the address of their office building.

Cover letter: Salutation

Below your contact information, add the date you're applying and greet your intended recipient. If the job description doesn't include the name of a hiring manager or team leader, here's how to find this information:

1. If the job listing has an email address, use it to search for a name on Google or through an online company directory.

2. If the job listing is on LinkedIn, see if you can track down the original poster.

3. If the job description mentions who the job reports to, search for that individual or position title in a company directory.

If you still can't find a name to address your cover letter to, avoid phrases like “To whom it may concern,” “Hey,” or “Dear Sir/Madam” – these are overused cover letter cliches that won't serve you well at all. Instead, address it to the hiring department (e.g., Editorial Team) or the team manager (e.g., Customer Service Manager). In our real-life example, we’ll go with “Dear Mr. O’Brien.”

Cover letter: Introduction

You should kick off your great cover letter by introducing yourself. This is the perfect opportunity to explain why you're interested in the role and the company and what you can bring to the team. 

This is also your chance to demonstrate that you've done your homework and know something about the company or industry. Additionally, if you found the job through a colleague already at the company or through a mutual connection, this is a great place to drop their name.

If you're confident in your writing skills and feel creative, you can swap out the standard introductory paragraph with an anecdote related to your work. This should grab the reader's attention and illustrate the most important – and relevant – skills you possess for the job. 

If you're curious to learn more about this idea, communications expert Danny Rubin explains “storytelling” cover letters with examples. This is a great way to hook the reader to read your entire cover letter.

Here’s our real-life example of what a good cover letter introduction would be:

“I’m excited to apply for the Sales Manager position. With over eight years of experience leading sales teams and building strong client relationships, I’ve learned how to drive results through a mix of strategy, mentorship, and trust. Your company’s focus on innovation and customer success is exactly the kind of environment where I thrive.”

Cover letter: Qualifications

After introducing yourself, use the second paragraph of your professional cover letter to highlight your relevant skills and qualifications. Instead of simply listing these (you already did that on your resume), use this to illustrate how qualified you are for this job. Spell out how your professional experience, education, and abilities meet the position's core requirements.

This is arguably the most important section, as it clearly explains to the reader why your application is worth reading. Remember to tie each requirement back to the job itself; you want the hiring manager to understand exactly what you can bring to the company.

Our real-life example goes like this:

“Throughout my career, I’ve developed a leadership style rooted in collaboration, clear communication, and data-driven decision-making. I’m comfortable managing people and processes—forecasting sales, optimizing pipelines, or coaching team members through complex deals. I believe in building strong, motivated teams that feel supported and challenged to grow.”

Cover letter: Career achievements

As with your resume, the best way to prove you have the right skills and qualifications is to highlight career wins. But you'll do it a bit differently on your cover letter. Of course, the focus will still be on the impact you made and the skills you used to achieve results. The main challenge is converting the statements you used in your resume into a narrative.

Instead of writing something like, “Increased sales by 20% by creating comprehensive marketing campaigns,” you'd want to expand on that and turn it into a story. For example, 

“In one of my most rewarding roles, I stepped in to lead a struggling regional sales team. By reshaping our outreach strategy and providing hands-on support, we turned things around, boosting revenue by 30% in just one year. That experience reinforced my belief that any team can exceed expectations with the right guidance and tools.”

This works because it fuses the past with the future to show prospective employers what you have to bring to their table. 

Cover letter: Call to action

You're almost done! It's time to wrap up your cover letter with a specific call to action. 

Rather than merely asking for the hiring manager or recruiter to review your resume, let them know when you will follow up with them about your application. This keeps the ball in your court and gives you a legitimate reason to follow up.

Your closer is also the perfect spot to show your enthusiasm and excitement. Don't go overboard, but don't be afraid to let them know you're excited about this opportunity. Here’s our real-life example of a cover letter call to action:

“I’d love the opportunity to bring that same momentum and mindset to your organization. I’ll follow up next week to check in, but in the meantime, thank you for considering my application. I’m genuinely excited about the potential to contribute.”

Cover letter: Sign off

Once you've thanked a hiring manager for their time and consideration, it's time to sign off.  Think about the closing salutations you use for your professional emails. Keep it simple with “best regards,” “sincerely,” or “thank you.”

Cover letter template

If you're still struggling to get started, check out this free cover letter template, which uses the real-life examples we presented here to give you a better idea of how to structure your cover letter.

Remember: The information should be tailored to the specific role and company, and the format of the cover letter, such as the font, should match the look and feel of your resume. 

COPYABLE EXAMPLE

KRIS R. BLACKBURN email@email.com | 123.456.7890 | LinkedIn Profile | Kitchener, ON

Dear Mr. O’Brien,

I’m excited to apply for the Sales Manager position. With over eight years of experience leading sales teams and building strong client relationships, I’ve learned how to drive results through a mix of strategy, mentorship, and trust. Your company’s focus on innovation and customer success is exactly the kind of environment where I thrive.

Throughout my career, I’ve developed a leadership style rooted in collaboration, clear communication, and data-driven decision-making. I’m comfortable managing people and processes—forecasting sales, optimizing pipelines, or coaching team members through complex deals. I believe in building strong, motivated teams that feel supported and challenged to grow.

In one of my most rewarding roles, I stepped in to lead a struggling regional sales team. By reshaping our outreach strategy and providing hands-on support, we turned things around, boosting revenue by 30% in just one year. That experience reinforced my belief that any team can exceed expectations with the right guidance and tools.

I’d love the opportunity to bring that same momentum and mindset to your organization. I’ll follow up next week to check in, but in the meantime, thank you for considering my application. I’m genuinely excited about the potential to contribute.

Best regards, Kris R. Blackburn

How to write a cover letter: final tips

Before you hit send, take a moment to review your cover letter with a few final touches in mind. These small details can make a big difference in how your letter is received. From layout choices to personalization techniques, here's a checklist of key elements to make your cover letter shine.

• Use keywords - Include keywords from the job posting—the skills and qualifications the employer prioritizes. Matching your language to theirs helps your letter get noticed, mainly by applicant tracking systems (ATS).

• Customize for each job - Avoid sending the same letter everywhere. Mention the specific company and job title and highlight the most relevant skills or experiences that match the role.

• Create a flexible template - Build a base version of your letter that you can easily adapt. Leave blanks for the company name, hiring manager, and job-specific details so tailoring each version becomes quick and easy.

• Optimize formatting - Stick to standard 1-inch margins and keep your layout clean and readable. Proper spacing gives your content room to breathe and keeps it professional.

• Make white space your friend - Don’t cram in too much text. A well-balanced letter with clear paragraphs and spacing is easier to read and more appealing at a glance.

• Choose a readable font - Use a professional, easy-to-read font like Arial, Calibri, or Times New Roman. Keep the size between 10 and 12 points for optimal readability.

• Try an AI check - Tools like ChatGPT can help you compare your cover letter to a job description and point out missing keywords or mismatches. It’s a great way to double-check your work before submitting.

Your career, your story, your future

In every interaction with a future employer, you have to put your best foot forward in a way that gets noticed. Too many people enter the job search without knowing how to search for, apply for, and land a new job. Following the steps outlined here, you can create a cover letter that stands out to hiring managers and makes them want to know more about you—and they’ll call you to interviews. 

Nailed your cover letter but still not feeling so hot about your resume? Let an expert help with a resume rewrite.