How to Write a Cover Letter That Gets Read

Not every application asks for a cover letter, but when one is requested, or optional, it is your chance to say what a resume cannot: why this role, and why you. A good cover letter is short, specific, and clearly written for the employer reading it.

What a cover letter is for

Your resume shows what you have done. Your cover letter connects that history to this particular position. It can also explain things a resume does not, such as:

• Why you are changing fields
• Why you are moving to a new area
• How volunteer or caregiving experience relates to the role
• What specifically interests you about the organization

A four-paragraph structure

1. Opening: the role and your hook

Name the position and where you saw it, then give one sentence that captures why you are a strong fit. Skip “My name is…”; your name is already at the top.

I’m writing to apply for the Administrative Assistant position at Lakeside Family Clinic, posted on your careers page. After three years coordinating schedules and records as a volunteer at a community health fair, I’m eager to bring that same organization to a busy medical office.

2. Your fit: one or two examples

Pick the two most important requirements from the posting and show, with a short example, that you can meet them.

The posting emphasizes accuracy and patient communication. As volunteer coordinator, I managed sign-ups for 120 volunteers each year and kept records with no missed shifts. I also staffed the welcome desk, answering questions from families in English and Spanish.

3. Why this employer

Show that you have read about the organization. One or two sentences is enough.

I was glad to see Lakeside’s focus on same-day appointments for working families. Helping people get care without missing work is something I care about.

4. Closing: thanks and next step

Thank the reader, restate your interest, and say you would welcome a conversation.

Thank you for considering my application. I would welcome the chance to talk about how I could support your front-office team. I can be reached at (555) 555-0100 or jordan.lee@email.com.

Formatting basics

• Length: about three-quarters of a page, never more than one.
• Font: use the same font as your resume so the two look like a set.
• Greeting: use a name if the posting lists one. Otherwise, “Dear [Department] Team” or “Dear Recruitment Team” works.
• File: save as a PDF named like Jordan-Lee-Cover-Letter.pdf, unless the application asks for pasted text.
• Signature: “Sincerely,” followed by your full name.

Common mistakes

Mistake	Better approach
Repeating the resume line by line	Choose one or two examples and add context
Generic opening sent to every employer	Write a new first paragraph each time
Focusing on what you want from the job	Balance your goals with what you offer them
Long paragraphs	Keep each paragraph to 3–5 sentences
Wrong company name left in from a previous letter	Check names and titles carefully before sending
Overly formal or unusual language	Write the way you would speak in a professional conversation

Writing when you have limited experience

If your work history is short, lean on transferable skills: reliability, learning quickly, communicating clearly, working with others. Use school projects, volunteering, caregiving or personal projects as your examples. Our guide to writing a resume with limited experience includes ideas for spotting those experiences.

Explaining a career change or gap

Address it briefly and positively. One sentence is usually enough:

After several years as a full-time caregiver, I’m returning to the workforce and have completed a bookkeeping certificate to update my skills.

Then move on to what you bring now.

Should you send one when it is optional?

If the application says a cover letter is optional, it is usually worth including one, especially when you are changing fields, have limited experience, or are especially interested in the organization. A short, specific letter gives a reader context that a resume cannot. If you are applying through a system that has no place to upload a letter, you can sometimes paste a shortened version into an “additional information” box. When the application clearly says not to include one, follow that instruction.

A quick checklist before you send

• The role, company and contact name are correct
• The opening is written for this employer
• At least one specific example with a result
• One sentence about why this organization
• Contact details in the closing
• Read aloud for typos and awkward phrasing

For more help, visit the Resume & Cover Letter hub, or check your resume against our Resume Readiness Checklist.