How to write a cover letter for a job in 5 steps.

Why is a cover letter important?

First impressions are foundational to influencing your prospective employer’s expectations and perceptions of you. When you learn how to write a cover letter for a job, think of it as your chance to shape people’s idea of you and show off your accomplishments and distinct voice.

Your cover letter can add a personal touch to your application, giving the reader a better sense of who you are and why you would be successful in the position. It also demonstrates your interest in the job, your writing abilities, and your willingness to go beyond what’s required — especially if a cover letter isn’t specifically requested.

Job application forms often involve pre-assigned questions and information, with limited character counts or space to fill out your answers. A cover letter allows you to share additional details that don’t fit on your application, like personal connections to the company, previous internships or roles with the organization, and special circumstances that explain gaps in your resume.

1. Create your cover letter header.

Ahead of delving into the actual body copy, you’ll need to research the company and gather relevant contact information for the header. Depending on the template you select, your header can include the following:

• The date
• Your full name
• Your contact information (optional if included in other areas of your application)
• Name of the hiring manager or contact
• Title of the hiring manager or contact
• Name of the company or organization
• Full address of the company or organization (optional if space is limited)

2. Write a proper salutation.

After creating the header, write a salutation addressing the recipient. Be as specific as possible, greeting the person reviewing your application by name if you can. This information is not always readily available in a job posting, so you may need to peruse the company’s website or explore social media pages and profiles.

If you can’t determine who will read your letter, you can reference the company or department name, or simply use Hiring Manager. You might also include honorific titles, like Dr. or Prof., before someone’s name if relevant.

Here are a few greeting ideas to get you started:

• Dear [Full Name],
• Dear [Department] Team,
• Dear [Dr., Prof., Mr., Ms., or Mrs. Full Name],
• Dear Hiring Manager,

Including a specific name or a more personalized greeting will show that you took the time to learn more about the company, naturally helping the reader feel more inclined to review your letter. Avoid using a general greeting such as “To whom it may concern.”

3. Draft the opening paragraph.

In the opening paragraph, you should introduce yourself, express your interest in the position, and hook the hiring manager’s interest. These first few sentences set the stage for their impression of you and influence their decision to continue reading.

To create a strong opening, stay away from generic statements and prioritize highlighting concrete details and relevant experience. Remember to name the specific position for which you’re applying and outline how you will provide value to the company.

Like a persuasive essay, your goal is to convince the reader and provide evidence for your claims. Include a thesis statement summarizing the top reasons you would be successful if selected for the opportunity.

Example:

As a marketing professional with five years of experience in digital strategy and brand management, I was excited to discover the Marketing Manager position at XYZ Company. Your company’s innovative approach to consumer engagement and recent success in launching data-driven campaigns align perfectly with my passion for crafting compelling marketing strategies. With a proven track record of increasing brand awareness by 40% through targeted social media campaigns, I am eager to bring my expertise to your team and contribute to XYZ Company’s continued growth.

4. Add body paragraphs.

The next paragraphs should describe your previous experience, accomplishments, and skills. This is your chance to fill in details that didn’t fit on your resume or application and spell out how your career history or goals connect to the position. Be sure to add numbers or a measurable impact to strengthen your case.

Steer clear of simply recapping your resume. Your cover letter should supplement your resume, encouraging the hiring manager to refer to it for more information.

Now is not the time to be shy — but don’t go over the top, either. Focus on using a confident tone and displaying your competence without exaggerating or using overly bold claims.

Remember to tie your career history and specialties to the company’s needs and position. A good practice is to include keywords from the job description. You can also study the organization’s website and posts to get a sense of their culture and writing style to match their tone.

Like a sales pitch, you want to show how you can solve the company’s pain points or contribute to their goals through your strengths and previous job experience.

5. End with a closing paragraph.

In your conclusion paragraph, you should reiterate why the hiring manager should consider you for the position and how you would bring value to their organization if chosen. Assert why you’re an ideal candidate and leave them with a positive impression.

It’s also a good idea to thank the hiring manager for their time. Inform them of the best way to reach you and indicate that you look forward to discussing your application and learning more about the opportunity.

Finally, select a professional closing to wrap up your cover letter. These are a few tried and tested options:

• Sincerely,
• Thank you,
• Best,
• Best regards,
• All the best,

Write your full name after the closing, including a signature below if desired.

1. Do your research.

Your letter should reveal your knowledge of the company and relate directly to the job position. Mirror the language of the job posting and the company’s website to capture the right tone and ensure your interest in the position is apparent. If you’re applying for many positions and want to save time by repurposing your work, make sure to customize each cover letter by honing in on specific details that apply to individual positions.

2. Mention referrals or connections you have to the company.

These references help establish trust and set you apart from other qualified candidates.

3. Use clear, succinct language.

It’s also advisable to proofread and edit your cover letter. For a polished final product, ask a mentor or trusted friend to read through your letter and provide feedback. It can be helpful to get a second opinion about whether your message is clear and anything that needs to be refined.

Using a collaborative digital document tool like Adobe Acrobat can make getting feedback a breeze, with editing tools like annotating, commenting, and drawing on a PDF.

Acrobat also has tools to spell-check your document — highlighting typos and grammar errors directly within the file and freeing your energy to focus on the content of your letter.

Fit in specific examples of how you’ve brought value to other companies, proving your points with numbers or anecdotes about how you addressed challenges in previous roles.

4. Save your cover letter in a format that will preserve the design on any device.

Convert your cover letter to a PDF — a versatile format that is sleek and easy to save and share, no matter the operating system. Adobe offers free online services to meet all your cover letter needs, like updating a Microsoft Word document to a PDF.