When you submit a job application, your resume tells the story of what you’ve done. Your cover letter reveals why you’re applying and how you can contribute. In this guide to Cover Letter Basics, you’ll learn how to craft a compelling letter that complements your resume, shows your fit for the role, and captures hiring‑managers’ attention.
Why a Cover Letter Still Matters
Even in an age of online forms and digital profiles, a well‑written cover letter can set you apart. According to career services at the University of Cincinnati:
“A cover letter introduces you to potential employers, highlights your qualifications, and explains why you’re a good fit for the position.”
Similarly, the Columbia Career Education notes that a strong cover letter:
“highlights your qualifications, showcases your motivation, and reflects your voice and communication skills.”
In other words: the cover letter is your chance to make the case beyond bullet points.
Key reasons to include a cover letter:
- It lets you connect your experience directly to the employer’s needs.
- It shows you’ve done your homework on the company.
- It demonstrates clear, professional communication.
- Even when optional, it signals seriousness and effort. (Employers may still glance at it.)
Structure & Format: The Foundation
Getting the format right ensures that your reader stays engaged. Here’s a breakdown of the standard structure:
Header / Contact Info
Your name, address (or city/state), phone number, email. Include date and recipient (if applicable).
Greeting
Address the hiring manager by name if possible (e.g., “Dear Ms. Smith”). If the name isn’t available, “Dear Hiring Manager” is acceptable. Avoid “To Whom It May Concern.”
Opening Paragraph
State what position you’re applying for, how you found it, and why you’re interested. Grab their attention and show relevance from the start.
Body Paragraph(s)
Connect your background to the job. Choose one or two genuine achievements or examples and explain how they prepare you for this role. Avoid simply repeating your resume.
Closing Paragraph
Reiterate your enthusiasm, thank the reader, and include a call to action: e.g., you’d welcome the opportunity to discuss how you can help. Keep it brief and confident.
Signature
Use a formal closing such as “Sincerely,” followed by your typed name. If sending a hard copy, leave space for your signature.
Best Practices for Content
Here are practical guidelines to ensure your cover letter is polished and effective:
1. Tailor it to the job and company
Generic letters are easily spotted. Instead:
- Use keywords or duties from the job description.
- Highlight why this company interests you—its mission, culture, product, or reputation.
- Show how you can meet their needs, not only what you want.
2. Use specific examples
Rather than: “I’m a strong communicator.”
Write: “In my role at X Corp, I led weekly cross‑department meetings, improved team alignment, and reduced miscommunication issues by 20%.”
This kind of detail gives credibility.
3. Keep it concise
Stick to one page (or one screen). Several sources suggest 250‑400 words (or three to four paragraphs) is ideal.
4. Format and style matter
- Use a professional font (10‑12 pt) and standard margins.
- Use single spacing, leave a blank line between paragraphs.
- Align left, and ensure heading matches your resume font/style if possible.
- Save as PDF when submitting digitally unless otherwise directed.
5. Proofread, review, tailor
- Check for typos, grammar errors, and correctness (names, company, role).
- Make sure the letter references the correct company/role (especially if using a version of a “template”).
- Read it from the perspective of the hiring manager: does it answer “why this person?”
Common Mistakes to Avoid
- Writing a generic cover letter that could apply to any company.
- Simply restating your resume’s bullets without context.
- Using overly formal or technical jargon that hides your personality.
- Ignoring instructions in the job posting (format, word limits, attachments).
- Submitting it with errors in name, role, company, or date.
- Making it too long—if it goes beyond one page, the odds of it being fully read drop.
Sample Outline that covers the cover letter basics (Template)
Here’s a simple outline you can use as a reference:
[Your Name]
[City, State] | [Phone] | [Email]
[Date]
[Recipient Name]
[Title]
[Company Name]
[Company Address]
Dear [Recipient Name],
Opening paragraph: State role, how you found it, why you’re interested.
Middle paragraph(s): Highlight 2–3 relevant experiences/skills. Show how they’ll help in this role.
Closing paragraph: Reaffirm interest, thank them, invite next steps (interview/discussion).
Sincerely,
[Your Name]
Use this as a scaffold—then fill in the specifics, polish language, and customise for each application.
Why a Tool like LetterLab Can Help
If you find yourself staring at a blank page, a tool like LetterLab (an AI‑powered cover letter generator) can provide a helpful starting point. It can help you frame your message, align your skills with the job, and produce a polished draft you then tailor and refine to show your genuine voice.
Conclusion
Mastering the Cover Letter Basics isn’t about adding fluff—it’s about clarity, relevance, and connection. When you write with thoughtfulness—addressing the employer’s needs, showing your unique contribution, and keeping the letter concise—you elevate your application. Use the structure and best practices above as your foundation. Then personalise each letter with authenticity.
When you’re ready, try using LetterLab to generate a strong draft, then refine it further to reflect you.
Ready to craft your next cover letter? Visit https://letterlab.io and get started today.