How to Write a Cover Letter
Last updated: 5 November 2026
A cover letter is the short letter you send with your resume when you apply for a job. Your resume lists what you have done; the cover letter explains why you want this job, at this company, and why you are a good fit for it. Done well, it gives the reader a reason to open your resume. Done badly, it reads like a copy of the resume — so keep it short, specific, and about the role in front of you.
The structure of a good cover letter
Most cover letters follow the same five parts. If you get these right, the letter writes itself:
- Header: your name, phone number, email address, and the date. Add the company name and the hiring manager's name if you know it.
- Greeting: address a person when you can — "Dear Ms. Rivera" beats "Dear Hiring Manager." If you truly cannot find a name, "Dear Hiring Manager" is fine.
- Opening: one short paragraph. Name the role, say where you found it, and give one reason you fit.
- Body: one or two short paragraphs. Pick one or two achievements or skills that match what the job asks for, and say what you did and what came of it.
- Closing: one short paragraph. Thank the reader, say you would welcome the chance to talk about the role, and sign off with your name.
How to write each part
Start with the job, not with yourself
Read the job description first and underline the two or three things it asks for most. Your letter should answer those, in plain words. A sentence like "I spent two years handling customer complaints by phone and email" tells the reader more than "I am a hardworking team player."
Use one strong example, not a list
Pick your best match for the role and give it room. Say what the situation was, what you did, and what changed. One clear example is stronger than five vague claims, and it is much easier to remember.
Keep the tone professional and warm
Write like you would speak in an interview: polite, confident, and direct. Avoid stiff phrases and avoid slang. Read the letter out loud before you send it — if a sentence sounds odd spoken, rewrite it.
Check the details before you send it
Check the company name, the hiring manager's name, the job title, and your contact details. A letter addressed to the wrong company is the fastest way to be ignored. Keep the whole letter to one page.
Draft it free with the CareerToolsPro Cover Letter generator
If you want a first draft to work from, the free Cover Letter generator on CareerToolsPro builds one for you in the browser — no sign-up, no upload, and nothing you type leaves your device. Here is how to use it:
- Open the CareerToolsPro homepage and choose the Cover Letter tab.
- Fill in your details: your name, the role, the company, and your strongest achievement. The letter updates as you type.
- Pick a tone — professional, confident, friendly, enthusiastic, or concise — and try the different letter variations until one sounds like you.
- Copy the text or download it as a .txt file.
- Read it once and edit it in your own words. Check every name, date, and detail, and add one or two things only you know. Then it is ready to send.
Tip: treat the generator's output as a draft, not a finished letter. The strongest cover letters sound like the person who wrote them — so keep the structure and the wording that fits, and change anything that does not sound like you.
Frequently asked questions
How long should a cover letter be?
Keep it to one page, usually three to five short paragraphs. Say what matters for this role and stop there — a long letter is less likely to be read all the way through.
Do I need a different cover letter for each job?
Yes. Start from the same structure, but change the opening and the body for each role: name the job, mention the company, and pick the experience that fits that job best.
What should I put in the opening paragraph?
Name the role you are applying for, say where you found it, and add one line about why you fit — a skill, an achievement, or experience that matches what the job asks for.
Can I use a generator to write my cover letter?
Yes, as a starting point. Use the free Cover Letter generator on CareerToolsPro to draft the letter, then read it once and edit it in your own words, check every detail, and add one or two things only you know before you send it.