A cover letter is 250-350 words in five short paragraphs: the role you are applying for, why this employer, your two strongest proof points, the gap or change you need to explain, and a clear closing action. Three complete templates are included below.
What is the correct structure for a cover letter?
Use five paragraphs in this order: opening with the exact role title, one paragraph on why this employer specifically, one paragraph with two quantified achievements that match the posting, one short paragraph addressing anything the resume raises, and a one-line close proposing next steps. Keep the whole letter to 250-350 words on one page.
| Paragraph | Length | Job it does |
|---|---|---|
| 1. Opening | 1-2 sentences | Names the role, where you saw it, and your headline match |
| 2. Why this employer | 2-3 sentences | Shows specific research, not flattery |
| 3. Proof | 3-4 sentences | Two quantified achievements mapped to the posting’s top requirements |
| 4. Context | 1-2 sentences | Explains a career change, gap or relocation if relevant |
| 5. Close | 1-2 sentences | Proposes a conversation and states availability |
Template 1: applying cold to an advertised role
Use this when you have no internal contact and the posting is public.
- Dear [Hiring manager name], I am applying for the [exact job title] role advertised on [source]. I have [X] years in [field] and most recently [headline achievement with a number].
- [Company] stood out to me because [specific product, market or initiative you can name]. That is the kind of [problem type] I have spent my last two roles on.
- Two things I would bring on day one: at [employer] I [action] which [metric outcome], and I [second action] which [second metric outcome]. Both map directly to the [requirement] and [requirement] in your posting.
- I am available from [date] and happy to work [location or arrangement].
- I would welcome a short conversation about how I could help with [specific goal]. Thank you for your time. Yours sincerely, [Name]
Template 2: applying internally or on a referral
Use this when a colleague referred you or you already work at the organisation, and lead with the internal evidence nobody else has.
- Dear [Hiring manager name], I am applying for the [job title] role in [team]. [Referrer name] suggested I get in touch after we worked together on [project].
- Over [X] years in [current team] I have worked directly with [the hiring team or its systems], including [named piece of work].
- The results most relevant to this role: I [action] which [metric outcome], and I [second action] which [second metric outcome]. I already know [internal system, stakeholder group or process], so ramp-up would be short.
- I have discussed the move with [current manager, if true] and can transition by [date].
- I would appreciate the chance to talk it through. Thank you, [Name]
Template 3: changing career
Use this when your job titles do not match the role, and spend the letter building the bridge your resume cannot.
- Dear [Hiring manager name], I am applying for the [job title] role. I am moving into [new field] from [current field], and I have completed [credential] alongside [project or unpaid work] to make the move concrete.
- [Company] is where I want to make that move because [specific reason].
- The transferable evidence: in my current role I [action] which [metric outcome] — the same [skill] this role needs — and I [second action] which [second metric outcome].
- My recent work in [new field] includes [project with a number], which you can see at [link].
- I would value a short call to show how the experience transfers. Thank you, [Name]
Do employers still read cover letters?
Many do not, but the ones who do use it as a tie-breaker between similar resumes — so send one whenever the application form provides a field for it. A tailored 300-word letter costs 15 minutes and is the only place you can explain a change, a gap or a relocation in your own words.
Which cover letter mistakes cost the most?
The four costliest are addressing it to Sir or Madam when the hiring manager is named in the posting, retelling your resume line by line, writing about what the job would do for you, and reusing one letter with the company name swapped. Each one signals a mass application.
- Find a name: check the posting, the company site and LinkedIn before defaulting to Dear hiring team.
- Never repeat resume bullets verbatim — add the reasoning behind one or two of them instead.
- Frame every sentence around the employer’s problem, not your ambitions.
- Match the letter’s file name and format to the resume, and export both as text-based PDFs.
Apply this in the builder
InstantCV is free, runs entirely in your browser and exports an A4 PDF with selectable text. Nothing is uploaded and no account is required.
Resume examples for this guide
- Marketing manager resume example to pair with a cover letter
- School principal resume example for a leadership application
- Pharmacist resume example for a regulated-role application
Related guides
- How to write a career change resume
- 30 resume summary examples by role and level
- How to Create an ATS-Friendly Resume
Frequently asked questions
How long should a cover letter be?
250-350 words on one page, in five short paragraphs: the role, why this employer, two quantified proof points, any context to explain, and a closing action.
Do employers still read cover letters?
Not all of them, but those who do use it as a tie-breaker between similar resumes. Send one whenever the application provides a field for it.
Who should I address the cover letter to?
The named hiring manager from the posting, company site or LinkedIn. Use "Dear hiring team" only when no name is findable, and never "Dear Sir or Madam".
Should the cover letter repeat my resume?
No. Pick one or two achievements and explain the reasoning or context behind them — that is information the resume cannot carry.
Can I reuse one cover letter for every application?
No. Reusing a letter with only the company name changed is obvious to reviewers. Rewrite the second and third paragraphs for each posting.