How to Write a Cover Letter: Steps, Templates, and Examples

“How to write a cover letter” is one of the most searched career-related questions on the internet—and for good reason. A cover letter can be the key that unlocks the door to your dream job. Unlike a resume, which is often dry and factual, a cover letter gives you the chance to add color, context, and personality to your application.

Write a cover letter well, and you’ll instantly stand out in a crowded job market. This one-page document shows potential employers that you’ve taken the time to understand their company, that your skills align with their needs, and that you’re truly interested in the role—not just sending out a hundred generic resumes. A thoughtful cover letter can turn a good application into a great one.

How to write a cover letter the right way, however, is where many job seekers get stuck. The challenge is finding the sweet spot between professionalism and personality, between showing off and staying humble. In this article, we’ll walk you through everything you need to know to get it right—from structure to tone, and everything in between with cover letter examples.

What is a Cover Letter?

A cover letter is a short, personalized document that you submit along with your resume when applying for a job. The definition of a cover letter is straightforward: it’s a formal letter that introduces you to the hiring manager, highlights your most relevant qualifications, and explains why you’re a strong fit for a specific role. While your resume outlines what you’ve done, a cover letter gives context to why it matters.

Why Is a Cover Letter Important?

In job applications, the purpose of a cover letter is to introduce yourself, express genuine interest in the position, and explain how your background matches the company’s needs. Employers often receive hundreds of resumes, and a well-crafted cover letter can help yours stand out. It shows that you’ve invested time in understanding the role and company—and that you’re not just sending out generic applications.

In academia, the importance of writing a cover letter is even greater. Whether you’re applying for a research fellowship, teaching position, or PhD program, your cover letter allows you to demonstrate academic fit, highlight your research interests, and explain how your work aligns with the department’s goals. It also lets you present your scholarly achievements in a cohesive and purposeful narrative.1

Ultimately, whether you’re pursuing a career in industry or academia, a strong cover letter can be the difference between being shortlisted and being overlooked. It gives your application a voice—and that voice can leave a lasting impression.

Types of Cover Letters

There are several types of cover letters, each serving a different purpose, and understanding which one to use—and how to write it—can significantly improve your chances of success.

Types of Cover Letters: Comparison Table

Key Components of a Cover Letter

Before you dive into writing a cover letter, it’s important to understand the key components of a good cover letter. These are the essential building blocks that every great cover letter should include—no matter the job, industry, or academic position you’re applying for.

1. Header with Contact Information: Start your letter with a professional header that includes your name, phone number, email address, and optionally your LinkedIn profile. Also include the date and the recipient’s full details.
2. Salutation (Greeting): Address the letter to a specific person whenever possible.
3. Opening Paragraph: Your first paragraph should grab attention by stating the position you’re applying for and briefly explaining why you’re interested and qualified.
4. Body Paragraph(s): These one or two paragraphs are the heart of your letter. Highlight your most relevant achievements, skills, and experiences that align with the role.
5. Closing Paragraph: Wrap up your letter by restating your interest, thanking the reader, and expressing willingness to discuss the role further.
6. Professional Sign-Off: Use a formal closing such as “Sincerely” or “Best regards,” followed by your name. If submitting a printed letter, include your signature above your name.

How to Write a Cover Letter: Step-by-Step Guide

Now that you know the parts that make up a great cover letter, here’s a step-by-step guide to help you put it all together in a clear, compelling, and job-ready format.

Step 1. Start with a Professional Header: Include your full name and contact information at the top, followed by the employer’s name, job title, company, and location.
Step 2. Address the Letter Properly: Avoid generic greetings—do your research to find the hiring manager’s or department head’s name and use it.
Step 3. Write a Compelling Opening: Mention the job title, how you found the role, and why it excites you. Keep it direct, clear, and confident.
Step 4. Highlight Your Relevant Experience: Use the body of your letter to demonstrate your fit for the role. Link your experience and skills to the job description using specific examples.
Step 5. Show Why You’re a Good Fit: Explain how your goals, interests, or values align with the company’s mission or the academic department’s research focus.
Step 6. End with a Strong Closing: Thank the reader, reiterate your interest, and invite them to take action—whether that’s scheduling an interview or reviewing your attached CV.
Step 7. Use a Professional Sign-Off: Conclude with a respectful sign-off and your full name. If emailing, no need for a handwritten signature—just type your name clearly.

Learn how to use Paperpal to write Cover Letters

How to Start Writing a Cover Letter

Knowing how to start a cover letter effectively can make or break your first impression with a potential employer or academic committee. For example, consider the following sample of a cover letter opening:

Dear Hiring Manager,
I am excited to apply for the position of [position] at [organization name], as advertised on your careers page. With over five years of experience in [areas of expertise], I am eager to contribute to your mission of building secure, high-performance platforms for global clients.

Why This Works:

• It clearly names the position being applied for
• It references the source of the job opening
• It opens with enthusiasm and confidence
• It highlights a relevant skill/achievement right away

Writing the Body of a Cover Letter

When writing the body of a cover letter, keep these key strategies in mind:

1. Connect Your Skills to the Job: Reference the job description and match your key qualifications to what the employer is looking for.
2. Use Specific Examples: Focus on quantifiable achievements or detailed examples that show impact. Avoid vague or generic claims.
3. Tailor It to the Employer or Institution: Show that you understand the company’s mission, industry focus, or academic research direction. Mention specific projects, values, or goals.
4. Demonstrate Your Value: Explain how you can solve a problem, fill a gap, or contribute to a team or department’s success.

It is also recommended to mention a career gap or industry change in this section, as long as you do so briefly, clearly, and positively.

Example: Industry Change

After several years in academic research, I’m now transitioning into a product development role within the tech industry. My experience managing data-driven projects, publishing peer-reviewed findings, and collaborating across disciplines has equipped me with the analytical and communication skills vital for this role.

How to End a Cover Letter

Knowing how to end a cover letter is just as important as how you begin it. The closing paragraph is your final opportunity to leave a strong impression, reinforce your interest, and prompt the reader to take action. A confident, polished ending ties everything together and shows your professionalism when writing a cover letter.

1. Reaffirm Your Interest: Restate your enthusiasm for the position or academic opportunity and express your confidence in your ability to contribute.
2. Thank the Reader: A polite thank-you shows appreciation for their time and consideration.
3. Include a Clear Call to Action: Invite the hiring manager or selection committee to take the next step—typically an interview or further conversation.
4. Use a Professional Sign-Off: Close with a formal phrase like Sincerely, Best regards, or Kind regards, followed by your full name.

Example of a Strong Closing Paragraph:

Thank you for considering my application. I am excited about the opportunity to bring my experience in full-stack development to your growing engineering team at [organization name]. I would welcome the chance to further discuss how my background aligns with your current projects and contribute to your continued innovation. I look forward to the possibility of an interview.

Sincerely,
[name]

How to Format a Cover Letter

Proper cover letter formatting helps your message stand out and allows recruiters or hiring committees to easily identify the most important details.

Key Tips for Proper Cover Letter Format:

1. Use a Professional Font and Size: Choose clean, easy-to-read fonts like Arial, Calibri, or Times New Roman in 11–12 pt size. Avoid decorative or overly stylized fonts.
2. Set Standard Margins and Alignment: Use 1-inch margins on all sides and align text to the left (not justified). Keep spacing clean with single spacing within paragraphs and one blank line between sections.
3. Keep It to One Page: A cover letter should be no more than one page—typically 250–400 words. Brevity is key.
4. Follow the Standard Cover Letter Structure: Your letter should include the following sections in this order:

• Header (your contact info + employer’s info)
• Salutation
• Opening paragraph
• Body paragraph(s)
• Closing paragraph
• Sign-off

5. Use a Style Consistent with Your Resume: Ensure your cover letter uses the same font, spacing, and header style as your resume. This creates a polished and cohesive application package.
6. Save as a PDF (Unless Otherwise Specified): When submitting digitally, save your cover letter as a PDF to preserve formatting. Use a clear file name like Firstname_Lastname_CoverLetter.pdf.

Bonus Tip: Visual Simplicity = Professionalism

Avoid borders, graphics, or colors unless you’re in a highly creative field. The goal is to make your letter easy to scan, visually clean, and professionally appealing.

How to Address a Cover Letter

Knowing how to address a cover letter is a small but critical detail that sets the tone for your entire application. It can help you make a great first impression before the reader even reaches your opening paragraph.

Best Ways to Address a Cover Letter

1. Use the Hiring Manager’s Name (Preferred Option): This demonstrates attention to detail and a genuine interest in the company or institution. Check the job posting, company website, or LinkedIn to find the correct contact person. If unsure, you can also call the HR department to ask.
2. Use a Role or Department Title (If Name Is Unknown): If you can’t locate the person’s name, address the letter to the most relevant department, team, or job title.
3. Avoid Outdated or Impersonal Greetings: The following salutations sound generic or outdated and can create a negative impression.

• To Whom It May Concern
• Dear Sir/Madam
• Dear HR Team (unless it’s truly an HR-only role)

Cover Letter Examples and Template

Looking for inspiration? These cover letter templates and examples will show you how to turn your qualifications into a compelling story. Whether you’re submitting a cover letter for an academic position or a job application, these templates illustrate the ideal structure, tone, and keywords to include.

Cover Letter Template for Authors and Applicants

[Your Full Name]

[Your Address]

[City, State, ZIP Code]

[Email Address] | [Phone Number] | [LinkedIn Profile or Portfolio]

[Date]

[Recipient’s Name]

[Recipient’s Title]

[Company/Organization Name]

[Address]

[City, State, ZIP Code]

Dear [Recipient’s Name or “Hiring Manager”],

I am writing to express my interest in the [Position Title] at [Company/University Name], as advertised on [Source of Job Posting]. With a background in [Your Field] and [X years] of experience in [Relevant Area], I am confident in my ability to contribute to your team/department.

In my previous role at [Previous Institution or Company], I [mention a key achievement, project, or responsibility]. This opportunity allowed me to refine my skills in [mention 1–2 technical or soft skills relevant to the position].

What draws me to this position is [state what excites you about the role, organization, or research focus]. I am particularly impressed by [specific initiative, value, or project], and I am eager to apply my expertise in [relevant area] to support your goals.

Thank you for considering my application. I welcome the opportunity to further discuss how I can contribute and would be happy to provide any additional materials. I look forward to hearing from you.

Sincerely,

[Your Full Name]

🎓 Academic Cover Letter Sample – Research Position

Subject: Application for Postdoctoral Research Fellow – [Area]

Dear Dr. Mitchell,

I am writing to express my interest in the Postdoctoral Research Fellow position in [Area] at [University name], as advertised on your department’s website. I hold a PhD in [Area] from [University name] and have spent the last four years investigating [topic].

My dissertation, titled “[name],” was supported by the [funding organization] and aligns closely with your lab’s focus on [topic]. During my research, I authored four peer-reviewed publications and collaborated with multidisciplinary teams—skills I look forward to bringing to [University name]’s research initiatives.

I am particularly excited about your ongoing work on climate adaptation models, and I believe my expertise in [area of expertise] will meaningfully contribute to your team.

Thank you for considering my application. I am available for an interview at your convenience and look forward to the opportunity to discuss how I can support your research goals.

Sincerely,
John Smith

Additional Free Resources for Creating a Cover Letter:

• ✅ Google Docs Cover Letter Templates – clean and editable formats

• ✅ Canva Cover Letter Designs – visually modern layouts

• ✅ Zety or Novoresume – guided builders with suggestions

• ✅ [University Career Centers] – many offer downloadable templates for academic, internship, and research applications

Common Cover Letter Mistakes to Avoid

Knowing the common cover letter mistakes helps ensure your application is polished, professional, and impactful. Whether you’re writing a job application cover letter or an academic submission, avoiding these pitfalls will give your letter the clarity and confidence it needs to stand out.

1. Generic Letter: Did you use the same cover letter for every job?
   Fix: Customize it for each position and company.

2. Incorrect Salutation: Did you use “To Whom It May Concern”?
   Fix: Address it to a specific person or team (e.g., “Dear Hiring Manager”).

3. Repeating Your Resume: Is your cover letter just a summary of your resume?
   Fix: Add personal context, motivation, and specific examples.

4. Too Vague or Overly Formal: Did you use clichés like “hard worker” or “esteemed company”?
   Fix: Be direct and support your claims with real accomplishments.

5. Buzzwords Without Meaning: Are you using jargon or filler words?
   Fix: Use clear, professional language with measurable impact.

6. Poor Formatting or Length: Is your letter too long or hard to read?
   Fix: Stick to one page, with clean spacing and a clear structure.

7. No Call to Action: Did you forget to ask for an interview or express next steps?
   Fix: End with a confident closing that invites follow-up.

8. Wrong File Type or Name: Did you attach a Word doc titled “Doc1”?
   Fix: Save as a PDF and name it like YourName_CoverLetter.pdf.

Frequently Asked Questions

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