Follow this guide to write a cover letter painlessly. And, more importantly, to write one that actually helps you in your job search instead of screaming “AI slop” or just being a generic filler with little substance.
I’ll keep this really short and to-the-point.
No, cover letters aren’t really mandatory anymore. But if you feel like there’s something relevant you have to say and your resume doesn’t quite say it—a cover letter won’t hurt.
Heck, a *great* cover letter might just prove to be the tie-breaker between yourself and that other similarly-qualified candidate.
Especially if your resume has gaps or you are changing careers.
The good news? You don’t need to be a professional writer to do this well. You just need a proven formula.
Interested in specific areas of cover letter writing? See one of our laser-focused guides:
- How to Start a Cover Letter
- How to End a Cover Letter
- How to Format a Cover Letter
- How Long Should a Cover Letter Be
- Best AI Cover Letter Generators
The Cover Letter Cheat Sheet
If you are in a hurry, you don't need to reinvent the wheel. Every successful cover letter follows the exact same 5-part structure.
If you hit these five points, you have done 90% of the work.
- Header: Your contact info, the date, and the company’s details.
- Salutation: A professional greeting (ideally addressing a specific person).
- Hook: A strong opening sentence that explains why you are applying and grabs attention.
- Pitch: 1–2 paragraphs connecting your past wins to the company's future goals. This is where you show, don't just tell.
- Closing: A polite wrap-up with a clear call to action (e.g., asking for a meeting).
That’s it. If you stick to this framework, you stay focused and avoid rambling.
How to Format a Cover Letter
Many candidates try to get “creative” here with fancy colors or unique layouts.
Don't do that.
Recruiters prefer standard, clean, and boring formatting. It shows professionalism and ensures your letter is easy to read.
Here are the only specs you need to know:
- Font: stick to the classics like Arial, Calibri, Roboto, or Helvetica. If you use Times New Roman, it can look a bit dated.
- Font size: keep it between 10pt and 12pt. Anything smaller is unreadable; anything larger looks like you're trying to fill space.
- Margins: set your margins to 1 inch (2.54 cm) on all sides. If you are struggling to fit everything on one page, you can reduce them slightly to 0.75 inches, but never lower.
- Spacing: single spacing or 1.15 spacing works best. Add a double space between paragraphs to let the text breathe.
- File format: always save and send your cover letter as a PDF, unless the job description specifically asks for a Word Doc. A PDF ensures your formatting looks exactly the same on the recruiter's screen as it does on yours.
And keep it under one page. Recruiters are busy. A concise, punchy letter (200–350 words) is far more effective than a two-page essay.
Step-by-Step Writing Guide (Paragraph by Paragraph)
You just need to answer three questions for the recruiter: Who are you? Why do you want this job? Why should we hire you?
Here is how to tackle each section, line by line.
The Header
Keep this simple. It should match your resume header exactly.
- Name, Phone Number, Email, LinkedIn URL, Portfolio URL (if applicable).
- Today’s date.
- Name of the Hiring Manager (if known), Job Title, Company Name.
The Salutation (Greeting)
The biggest mistake people make here is being too robotic.
- Best case: “Dear [Hiring Manager's Name]” (Tip: Check LinkedIn or the company "About" page. Using a real name instantly proves you did your research.)
- Safe backup: "Dear Hiring Manager," or "Dear [Department Name] Team,"
- Avoid: "To Whom It May Concern" or "Dear Sir/Madam." These sound outdated and lazy.
Paragraph 1: The Hook
Don't start with a boring line like "I am writing to apply for..." The recruiter already knows that.
Instead, start with excitement and relevance. Mention the role, the company, and one clear reason you are a fit.
Example:
As a longtime user of [Product], I was thrilled to see the opening for the [Job Title] role. With 5 years of experience in [Skill], I am confident I can help [Company Name] achieve [Specific Goal].
Paragraph 2: The Pitch (The "Meat")
This is the most important part of the letter. This is where you connect the dots between your resume and their job description.
Do not copy your resume. Instead, pick one or two specific achievements that prove you can solve their problems. Use numbers and results.
The formula: "In my previous role at [Company], I faced [Challenge]. I used [Skill/Action] to solve it, resulting in [Outcome/Number]."
Paragraph 3: The Closing
Wrap it up with confidence. Reiterate your interest and include a Call to Action—politely prompt them to reach out to you.
Example:
I am eager to discuss how my background in [Skill] can support your team’s upcoming projects. Thank you for your time and consideration.
Three Ready-to-Use Templates
If you are stuck on how to start, use these templates. You can copy, paste, and fill in the brackets.
Option A: The Standard Cover Letter
Best for: Corporate jobs, large companies, and traditional industries.
Option B: The Modern Cover Letter
Best for: Startups, tech companies, and creative roles where personality counts.
Option C: The Email Body Cover Letter
Best for: When you are emailing a resume directly to a recruiter or connection and not attaching a separate cover letter PDF.
Frequently Asked Questions (FAQ)
Here are the answers to the most common questions candidates ask about cover letters in 2026.
Is a cover letter really necessary in 2026?
Yes. While some job applications list it as "optional," submitting one is a competitive advantage. Data shows that for nearly 83% of recruiters, a great cover letter can secure an interview even if your resume isn't perfect. It is the best way to explain employment gaps, career changes, or relocation plans—things a resume can't do.
How long should a cover letter be?
Short. Aim for 200 to 350 words. It should never exceed one single page. If you are writing more than that, you are likely rambling. Respect the hiring manager's time by getting straight to the point.
Can I use AI to write my cover letter?
Absolutely. AI tools like Rezi are excellent for generating the structure and professional tone of a cover letter. However, you must edit the output. AI can write a great pitch, but it doesn't know your personal stories or your genuine passion for a specific company. Use AI to build the draft, then add your own "human touch."
What if I don't know the Hiring Manager's name?
If you have searched LinkedIn and the company website but still can't find a name, don't worry. Using "Dear Hiring Manager" or "Dear [Department] Team" is perfectly professional. Just avoid "To Whom It May Concern," which feels outdated and cold.
I have no experience. What do I write about?
Focus on transferable skills and potential. If you are a recent grad, talk about academic projects, internships, or volunteer work where you demonstrated leadership, organization, or problem-solving. Show them you are a fast learner and eager to contribute, rather than focusing on your lack of job history.
Should I send my cover letter as a PDF or Word Doc?
Always PDF. A PDF locks in your formatting so it looks exactly the same on the recruiter's phone, tablet, or desktop. Word documents can look messy if the recruiter doesn't have the same fonts installed as you.
Can I use the same cover letter for every job?
No. You can use the same template (header, contact info, structure), but you must change the content for every single application. At a minimum, you need to update the company name, job title, and the specific reason why you want to work there.
Do recruiters actually read cover letters?
Most recruiters read the resume first. If they think you are a potential fit, they will then read your cover letter to learn more about your personality and communication style. Think of the resume as the "what" (your skills) and the cover letter as the "who" (your character).
How do I explain a gap in my employment?
The cover letter is the perfect place for this. Be brief and honest. You don't need to over-explain. A simple sentence like, "After taking a planned career break to focus on [family/travel/education], I am eager to return to the workforce and apply my updated skills in..." is usually sufficient.
What is the best font for a cover letter?
Stick to clean, sans-serif fonts that are easy to read on screens. Arial, Calibri, Helvetica, or Roboto are the safest choices. Keep the size between 10pt and 12pt. Avoid "creative" fonts like Comic Sans or Papyrus at all costs.
Michael Tomaszewski
Michael Tomaszewski, CPRW, is a resume and career advice expert with 7+ years of experience in the hiring industry. He has helped millions of readers and dozens of one-on-one clients create resumes and cover letters that *finally* do their talents and accomplishments justice.
