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.
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.
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.
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
Type of Cover Letter | Purpose | Key Features |
Job Application Cover Letter | To apply for a specific advertised job | Position-specific, tailored to job description, highlights relevant experience |
Prospecting Cover Letter | To inquire about potential opportunities (not linked to a posted job) | Expresses interest, shows understanding of company values, emphasizes transferable skills |
Referral Cover Letter | To apply for a job through a personal or professional connection | Mentions referral early, builds trust, includes name of referrer |
Academic Cover Letter | To apply for teaching, research, or faculty positions in academia | Emphasizes teaching philosophy, research background, publications, and academic fit |
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.
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
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:
When writing the body of a cover letter, keep these key strategies in mind:
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.
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.
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]
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:
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.
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
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]
Â
[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]
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:
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.
💡 Tip | 📝 Why It Works | ✅ Pro Example or Advice |
1. Start with a hook | A strong first line grabs attention instantly. | “As a recent design graduate with a passion for user experience, I was thrilled to see…” |
2. Show you’ve done research | Personalizing your letter proves you’re genuinely interested. | “Your recent launch of [Product] aligns with my background in...” |
3. Focus on your value | Don’t just list traits, show what you can bring to the team. | “I improved customer satisfaction by 20% through redesigning the onboarding flow.” |
4. Use job description keywords | Helps pass Applicant Tracking Systems and shows alignment. | Include terms like “collaboration,” “data analysis,” or “cross-functional teams” |
5. Match the tone | Your voice should reflect the company’s culture. | Research their website or social media to get a feel. |
6. Be concise & specific | One strong example is more powerful than five vague claims. | ❌ “I’m detail-oriented.” → ✅ “Managed 100+ records weekly with zero errors.” ❌ “I’m a team player” → ✅ “Led a 5-person team to deliver a client solution 2 weeks early.” |
7. End with confidence | Show you're serious — and ready to move forward. | “I’d welcome the opportunity to contribute to your team and discuss this role further.” |
Characteristics | Cover Letter | Resume |
Purpose | Tells the employer why you’re applying and why you're a great fit | Shows what you’ve done — your skills, experience, and education |
Tone | Personal, enthusiastic, and tailored to the role | Formal, factual, and straight to the point |
Format | 3–4 short paragraphs in letter form | Structured with bullet points and headings |
Length | 1 page | 1–2 pages depending on your experience |
Content | Focuses on motivation, fit, and interest in the company | Focuses on qualifications, work history, and skills |
Customization | Should be customized for every job | Can be reused, but small tweaks help |
Use of Pronouns | Yes! (It’s written in first person — “I am excited to...”) | No (Resumes avoid pronouns and are more impersonal) |
Is it required? | Sometimes optional, but highly recommended | Always required |
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