What Is a Cover Letter? Examples and Writing Guide

A cover letter is a one-page document that introduces you to a prospective employer, explains why you are interested in a specific job, and highlights the qualifications that make you a strong candidate. It complements your resume by adding context and personality, rather than repeating your work history. Below you'll find a detailed explanation, real examples, and a step-by-step guide to writing an effective cover letter.

What Is a Cover Letter?

A cover letter is a formal business letter submitted with your resume when applying for a job. Its purpose is to persuade the employer to invite you for an interview. According to the University of Central Florida, a cover letter "introduces you to a prospective employer" and is "an important part of your application." It allows you to explain how your skills and experiences align with the job requirements, and to demonstrate your written communication abilities.

Employers use cover letters to gauge your interest in the position and company, and to assess your ability to communicate effectively. A well-written cover letter can set you apart from other candidates with similar resumes.

What to Include in a Cover Letter

A strong cover letter typically includes the following elements:

• Your contact information (name, address, phone number, email) at the top, matching your resume's header.
• Date and employer's contact information (if sending a hard copy or as a separate document).
• Salutation addressed to a specific person, such as "Dear Ms. Smith:" or "Dear Hiring Manager:" if no name is available.
• Opening paragraph stating the position you're applying for, how you learned about it, and a brief statement of why you're interested.
• Body paragraphs (1-2) highlighting your relevant skills, experiences, and achievements, with specific examples.
• Closing paragraph thanking the employer, requesting an interview, and indicating how you will follow up.
• Signature (for printed letters) or your typed name (for electronic submissions).

The Georgetown University Career Center advises that your cover letter should answer these questions: Who are you? Why are you interested in this position and company? What makes you qualified? And why should the employer meet with you?

Cover Letter Examples

Here are two examples based on templates from university career centers. The first is for an on-campus job, and the second is for a full-time position.

Example 1: On-Campus Job (Front Desk Attendant)

Adapted from the University of Arizona example.

Dear Hiring Manager:

I am writing to apply for the Front Desk Attendant position at the Student Union, as advertised on Handshake. As a sophomore majoring in Communication with two years of customer service experience, I am excited about the opportunity to contribute to a welcoming environment for students and visitors.

In my previous role as a receptionist at a busy medical office, I greeted patients, managed a multi-line phone system, and scheduled appointments using electronic records. I was often praised for my friendly demeanor and ability to handle stressful situations calmly. These skills align with the qualifications listed in your job description, including "excellent interpersonal skills" and "ability to multitask."

I am also familiar with the campus community and am available to work evenings and weekends. I would welcome the chance to discuss how my experience and enthusiasm can benefit your team. Thank you for considering my application.

Sincerely,
Alex Johnson

Example 2: Full-Time Position (Marketing Coordinator)

Adapted from the University of Texas at Austin example.

Dear Ms. Rodriguez:

I am writing to express my interest in the Marketing Coordinator position at XYZ Company, which I learned about through LinkedIn. With a Bachelor's degree in Marketing and two years of experience in digital marketing, I am confident that my skills in social media management and content creation make me a strong candidate.

In my current role as a Marketing Assistant at ABC Agency, I have managed social media accounts for five clients, increasing engagement by an average of 30% over six months. I also coordinated email campaigns that resulted in a 15% increase in click-through rates. These achievements demonstrate my ability to drive results and align with the qualifications in your job description, including "proficiency in social media platforms" and "strong analytical skills."

I am particularly drawn to XYZ Company's commitment to innovation and its collaborative culture. I would welcome the opportunity to discuss how my background and ideas can contribute to your marketing team. Thank you for your time and consideration.

Sincerely,
Jordan Lee

How to Write a Cover Letter Step by Step

Follow these steps to create a tailored cover letter:

1. Research the company and job description. Identify key qualifications and keywords to mirror in your letter.
2. Format your letter properly. Use a professional font, 1-inch margins, and align text to the left. Match the style of your resume.
3. Write a compelling opening. State the specific job title, how you found it, and a hook that shows your enthusiasm.
4. Highlight your relevant skills and experiences. Choose 2-3 achievements that directly relate to the job. Use specific examples and numbers when possible.
5. Explain why you want to work for this company. Show that you've done your homework and connect your values to theirs.
6. Close with a call to action. Request an interview, thank the employer, and mention your follow-up plan.
7. Proofread carefully. Ask a friend or career advisor to review your letter for errors and clarity.

The University of Michigan Career Center emphasizes that cover letters "introduce your story and create a first impression for employers." Therefore, every word counts.

Common Mistakes to Avoid

• Using a generic letter. Tailor each cover letter to the specific job and company. Templates are easy to spot and show a lack of effort.
• Addressing "To Whom It May Concern." Find the hiring manager's name through LinkedIn or by calling the company. If you can't, use "Dear Hiring Manager."
• Repeating your resume. Instead of listing your job duties, tell a story or provide context that isn't on your resume.
• Focusing on what the job can do for you. Emphasize what you can contribute to the employer, not just what you hope to gain.
• Exceeding one page. Keep it concise—three to four paragraphs is ideal.
• Neglecting to proofread. Typos and grammatical errors can immediately disqualify you.

According to UT Austin's CNS Career Services, a good cover letter "doesn't summarize the resume that follows; it adds new details that aren't on the resume that explain why YOU would excel at this particular job."

Cover Letter Formatting Tips

• Length: One page, with 3-4 paragraphs.
• Font: Use a professional font like Arial, Calibri, or Times New Roman, size 10-12.
• Margins: 1 inch on all sides.
• Alignment: Left-align all text; do not indent paragraphs.
• Spacing: Single-space within paragraphs, double-space between them.
• File format: Save as a PDF to preserve formatting, unless the employer requests a different format.

For email submissions, the UT Austin guide recommends writing the cover letter in the body of the email, omitting the header and address section, and including your contact information in your email signature.

Frequently Asked Questions

What is the difference between a cover letter and a resume?

A resume is a concise summary of your work history, education, and skills, typically in bullet points. A cover letter is a narrative that explains how those experiences make you a good fit for a specific job. It allows you to show personality and enthusiasm.

How long should a cover letter be?

Most career experts recommend keeping it to one page, with three to four paragraphs. The Georgetown Career Center states, "An ideal cover letter will be three to four concise paragraphs and only be one page."

Should I include a cover letter if it's optional?

Yes, if the application system allows it. A well-written cover letter can give you an edge, especially if you have a unique story or if the job requires strong writing skills.

Can I use the same cover letter for multiple jobs?

No. You should customize each cover letter for the specific employer and job description. Employers can easily spot a generic letter, and it signals a lack of genuine interest.

For more examples and detailed guidance, visit CareerOneStop's cover letter samples.