When to use this cover letter
Send a cover letter with your resume when a job posting asks for one, or when you want to explain something your resume can’t, such as a career change or a move. Even when it’s optional, a short, specific letter can set you apart.
How to fill it out
The template follows a simple four-part structure. Aim for 250 to 350 words.
| Part | What to write |
|---|---|
| Greeting | The hiring manager’s name if you can find it. Otherwise use “Dear Hiring Manager.” |
| 1. Opening | The role you’re applying for, and one sentence on why this company or job appeals to you. |
| 2. Proof | Your one or two strongest achievements that match the job, with numbers where possible. |
| 3. Fit | What you know about the company, and the skills from the posting you’d bring. |
| 4. Close | Thanks, and a line about how you’d like to help. |
Tip: Copy two or three key phrases from the job posting, like “inventory management” or “customer onboarding”, and use them naturally. Many employers screen applications for them.
Filled-in example
Dear Ms. Thompson,
I’m applying for the Customer Success Manager position at Northwind Software. I’ve used Northwind’s scheduling tool at two companies, and I’d love to help other teams get as much out of it as we did.
In my current role as Account Coordinator at Pinecrest Health, I manage 60 client accounts and cut onboarding time from six weeks to three by building a standard training plan. I also led our renewal outreach, which raised retention from 84% to 91% in one year.
Northwind’s focus on small clinics stood out to me because that’s where I’ve spent my career. I’d bring hands-on customer onboarding experience, comfort with data in Salesforce, and a habit of turning repeated questions into simple guides.
Thank you for your time. I’d welcome the chance to talk about how I can help Northwind keep growing its clinic customers.
Sincerely, Taylor Brooks
Common mistakes to avoid
- Repeating your resume. Pick one or two achievements and tell the story behind them.
- Using the same letter for every job. Hiring managers can tell. Change at least the opening and the fit paragraph each time.
- Focusing on what you want. Show what you’ll do for them, not what the job will do for you.
- Going past one page. Keep it short enough to read in a minute.
- Typos in names. Double-check the company and hiring manager’s name.
Frequently asked questions
Do employers still read cover letters?
Many do, especially at small companies and for roles involving writing or customer contact. When a posting asks for one, skipping it can cost you the interview.
How long should a cover letter be?
Three to four short paragraphs, or about 250 to 350 words.
Who should I address it to?
The hiring manager by name, if you can find it on the job posting, the company website or LinkedIn. If not, “Dear Hiring Manager” is fine.
Should I send it as a PDF?
Yes, unless the application asks for another format. Name the file clearly, like Taylor-Brooks-Cover-Letter.pdf.