It’s a familiar cycle: You sit down to write a cover letter, open a blank document, check your email, browse cover letter examples, do some chores, watch that cursor blink a few more times, and finally Google something like “how to write a cover letter”—which hopefully brought you here. But you still might be thinking, does anyone really read cover letters? Why do they even exist?
First: Yes, we can assure you that cover letters do, in fact, get read. To some hiring managers, they’re the most important part of your job application. And regardless, you don’t want to miss the opportunity to tell prospective employers who you are, showcase why they should hire you, and stand out above all the other candidates.
To ensure your letter is in amazing shape (and crafting it is as painless as possible), we’ve got easy-to-follow steps plus examples, a few bonus tips, and answers to frequently asked questions.
Get that cover letter out there! Browse open jobs on The Muse and find your dream job »
A cover letter is a brief (one page or less) note that you write to a hiring manager or recruiter to go along with your resume and other application materials.
Done well, a cover letter gives you the chance to speak directly to how your skills and experience line up with the specific job you’re pursuing. It also affords you an opportunity to hint to the reviewer that you’re likable, original, and likely to be a great addition to the team.
Instead of using cover letters to their strategic advantage, most job applicants blabber on and on about what they want, toss out bland, cliché-filled paragraphs that essentially just regurgitate their resume, or go off on some strange tangent in an effort to be unique. Given this reality, imagine the leg up you’ll have once you learn how to do cover letters right.
An ideal cover letter typically ranges from a half page to one full page. Aim to structure it into four paragraphs, totaling around 250 to 400 words, unless the job posting states otherwise. Some employers may have specific guidelines like word or character limits, writing prompt, or questions to address. In such cases, be sure to follow these instructions from the job posting.
Now that you’re sold on how important cover letters are, here are eight steps to writing one that screams, “I’m a great hire!”
Sure, it’s way faster and easier to take the cover letter you wrote for your last application, change the name of the company, and send it off. But most employers want to see that you’re truly excited about the specific position and organization—which means creating a custom letter for each position.
While it’s OK to recycle a few strong sentences and phrases from one cover letter to the next, don’t even think about sending out a 100% generic letter. “Dear Hiring Manager, I am excited to apply to the open position at your company” is an immediate signal to recruiters and hiring managers that you’re mass-applying to every job listing that pops up on LinkedIn.
At the same time, there’s nothing that says you can’t get a little help: Try out one of our free cover letter templates to make the process a bit easier.
At the top of your cover letter, you should list out your basic info. You can even copy the same heading from your resume if you’d like. Some contact info you might include (and the order to include it in):
Note that only name and email are mandatory, and you don’t need to put a full address on a cover letter or resume anymore. A city and state (or metro area) are more than enough. So your header might look like this:
Inigo Montoya
he/him
Florin Metropolitan Area
inigo@mynameisinigomontoya.com
555-999-2222
If the job posting tells you to submit your cover letter in the body of an email, you can add your contact info at the end, after your name (and if you’d like to forgo the email address here, you can—they have it already). So your sign off could look like this:
The most traditional way to address a cover letter is to use the person’s first and last name, including “Mr.” or “Ms.” (for example, “Dear Ms. Jane Smith” or just “Dear Ms. Smith”). But to avoid accidentally using the wrong title—or worse, inadvertently misgendering someone—first and last name also work just fine.
If “Dear” feels a bit too stiff, try “Hello.” But never use generic salutations like “To Whom it May Concern” or “Dear Sir or Madam.”
Your opening sets the stage for the whole cover letter. So you want it to be memorable, friendly, conversational, and hyper-relevant to the job you’re pursuing.
No need to lead with your name—the hiring manager can see it already. But it’s good to mention the job you’re applying for (they may be combing through candidates for half a dozen different jobs).
You could go with something simple like, “I am excited to apply for [job] with [Company].” But consider introducing yourself with a snappy first paragraph that highlights your excitement about the company you’re applying to, your passion for the work you do, and/or your past accomplishments.
What's the best job for you?
Use The Muse to find a job at a company with a culture you love. Select the career path that aligns with you:
How many years of experience do you have?
What company benefits are most important to you?
Remote Work Opportunities
401k With Matching
Promote From Within
Flexible Work Hours
Personal Sick Days
Calculating your job matches.
This is a prime spot to include the “why” for your application. Make it very clear why you want this job at this company. Are you a longtime user of their products? Do you have experience solving a problem they’re working on? Do you love their brand voice or approach to product development? Do your research on the company (and check out their Muse profile if they have one) to find out.
A common cover letter mistake is only talking about how great the position would be for you. Frankly, hiring managers are aware of that—what they really want to know is what you’re going to bring to the position and company.
So once you’ve got the opening under wraps, you should pull out a few key ideas that will make up the backbone of your cover letter. They should show that you understand what the organization is looking for and spell out how your background lines up with the position.
Study the job description for hints. What problems is the company looking to solve with this hire? What skills or experiences are mentioned high up, or more than once? These will likely be the most important qualifications.
If you tend to have a hard time singing your own praises and can’t nail down your strengths, here’s a quick trick: What would your favorite boss, your best friend, or your mentor say about you? How would they sing your praises? Use the answers to inform how you write about yourself. You can even weave in feedback you’ve received to strengthen your case (occasionally, don’t overuse this!). For example:
“When I oversaw our last office move, my color-coded spreadsheets covering every minute detail of the logistics were legendary; my manager said I was so organized, she’d trust me to plan an expedition to Mars.”
Look at your list of qualifications from the previous step, and think of examples from your past that prove you have them. Go beyond your resume. Don’t just regurgitate what the hiring manager can read elsewhere.
Simply put, you want to paint a fuller picture of what experiences and accomplishments make you a great hire and show off what you can sashay through their doors with and deliver once you land the job.
For example, what tells a hiring manager more about your ability to win back former clients? This: “I was in charge of identifying and re-engaging former clients.” Or this: “By analyzing past client surveys, NPS scores, and KPIs, as well as simply picking up the phone, I was able to bring both a data-driven approach and a human touch to the task of re-engaging former clients.”
If you're having trouble figuring out how to do this, try asking yourself these questions and finding answers that line up with the qualifications you’ve chosen to focus on:
Come up with your examples, then throw in a few numbers. Hiring managers love to see stats—they show you’ve had a measurable impact on an organization you’ve worked for. Did you bring in more clients than any of your peers? Put together an impressive number of events? Make a process at work 30% more efficient? Work it into your cover letter!
It’s tempting to treat the final lines of your cover letter as a throwaway: “I look forward to hearing from you.” But your closing paragraph is your last chance to emphasize your enthusiasm for the company or how you’d be a great fit for the position. You can also use the end of your letter to add important details—like, say, the fact that you’re willing to relocate for the job.
Try something like this:
“I believe my energy, desire to innovate, and experience as a sales leader will serve OrangePurple Co. very well. I would love to meet to discuss the value I could add as your next West Coast Sales Director. I appreciate your consideration and hope to meet with you soon.”
We shouldn’t have to tell you to run your cover letter through spell-check, but remember that having your computer scan for typos isn’t the same as editing. Set your letter aside for a day or even just a few hours, and then read through it again with fresh eyes—you’ll probably notice some changes you want to make.
You might even want to ask a friend or family member to give it a look. In addition to asking them if they spot any errors, you should ask them two questions:
If the answer to either is “no,” or even slight hesitation, go back for another pass.
Here are four example cover letters that follow the advice given above. Keep in mind that different situations may require adjustments in your approach. For instance, experienced job seekers can emphasize accomplishments from previous roles, while those with less experience might highlight volunteer work, personal projects, or skills gained through education.
Alia Farhat
San Francisco Bay Area
aliafarhat@email.com
444-000-1111
Hello Danny Tanaka,
If I’m being honest, I still haven’t fully gotten over the death of my first Tamagotchi pet when I was six years old. (His name was Tommy, and I’ve gotten far more creative since then, I promise.) When I was older, I discovered NeoPets and I was hooked for years—not just on the site, but on the community that surrounded it. So when I heard about FantasyPets last year, I immediately started following news about your development process, and that’s how I saw your post looking for a marketing strategist. Not only do I have eight years of experience in digital marketing, but as a lifelong gamer with a passion for pet-focused titles who’s spent years in online communities with like-minded people, I also know exactly what kind of messaging resonates with your target audience.
You’re looking for someone to help you craft a social media marketing campaign to go along with your game launch, and I’ve been a part of three launch-day marketing campaigns for mobile and web-based games. In my current role as social media manager at Phun Inc., I proposed a campaign across Twitter, Instagram, and TikTok based on competitor research and analysis of our social campaigns for similar games to go along with the launch of the mobile game FarmWorld. Using my strategy of featuring both kids and adults in ads, we ended up driving over one million impressions and 80k downloads in the first three months.
I’ve always believed that the best way to find the right messaging for a game is to understand the audience and immerse myself in it as much as possible. I spend some of my research time on gaming forums and watching Twitch streams and Let’s Plays to see what really matters to the audience and how they talk about it. Of course, I always back my strategies up with data—I’m even responsible for training new members of the marketing team at Phun Inc. in Google AdWords and data visualization.
I believe that my passion for games exactly like yours, my digital marketing and market research experience, and my flair for turning data into actionable insights will help put FantasyPets on the map. I see so much promise in this game, and as a future player, I want to see its user base grow as much as you do. I appreciate your consideration for the marketing strategist role and hope to speak with you soon.
