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Cover letter template: structure, format and what goes in it

A cover letter has one page, three or four short paragraphs and one purpose: to show the employer why you fit this role. The structure is simple: a header, a greeting, an opening that names the role and your reason, a middle that proves it, and a close that asks to talk. Use the outline below and fill it with your own facts.

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The outline

  • Header: your name, city, email and phone, then the date, then the employer’s name and address if you have them.
  • Greeting: the hiring manager’s name if you can find it on the posting or LinkedIn. Otherwise “Dear Hiring Team.”
  • Paragraph 1: the role you are applying for and one line on why you and why this employer.
  • Paragraph 2: your strongest result, with a number, that matches what the posting asks for.
  • Paragraph 3 (optional): a second proof, or what you know about the company that draws you.
  • Close: a plain ask to talk, a thank-you and your name.

Fill-in template

Dear [Name],

I am applying for the [role] at [company]. [One sentence on why: your match to their need or what draws you to the company.]

In my role at [employer] I [result with a number] by [what you did]. [One line on how that applies to what the posting asks for.]

I would welcome a conversation about how I can help [company] with [goal]. Thank you for your time.

Sincerely, [Your name]

Length and format

  • About 250 to 350 words, never more than one page.
  • The same font and header as your résumé so the two read as a set.
  • Send it as a PDF, or paste it into the email or application box if that is how the employer takes it.
  • For an email, put the letter in the body, keep the subject line to the role and your name, and attach the résumé.

Mistakes to avoid

  • Opening with “I am writing to apply for…” and nothing else. Add the reason.
  • Repeating your résumé line by line.
  • Sending the same letter to every employer.
  • Wrong company or hiring manager name, left over from the last one.

Frequently asked questions

What should a cover letter include?

The role you are applying for, why you are a fit with one or two results, and a plain ask to talk, in about 250 to 350 words.

How do I format a cover letter?

One page, a header with your contact details, a greeting, three or four short paragraphs, and a close. Match the font to your résumé.

Should I address the cover letter to a person?

Yes, when you can find the name. If you cannot, use “Dear Hiring Team.”

How do I write an email cover letter?

Put the short letter in the email body, use a subject line with the role and your name, and attach your résumé.

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