The Four-Part Structure
A cover letter answers three questions: why this role, why you, and why this company. Four short sections cover it.
1. The hook (2-3 sentences). Name the role, where you saw it, and your single strongest credential. "I am applying for the Senior Support Engineer role. In five years at Northwind, I cut average ticket resolution time by 40%." Specifics beat enthusiasm every time.
2. Why you (1 paragraph). Connect your two or three most relevant accomplishments to the job's requirements. Pull keywords straight from the posting and show the match with numbers, not adjectives. This is not a summary of your resume; it is a highlight reel of the parts that matter for this job.
3. Why them (2-3 sentences). Show you know the company. Reference a product, a recent milestone, or something specific about their work that genuinely interests you. This section is what separates a tailored letter from a mass blast, and hiring managers notice it immediately.
4. The close (2 sentences). State your interest plainly and propose the next step: "I would welcome the chance to discuss how I can help your team ship faster. Thank you for your consideration." Sign with your full name, phone, and email.
Tailor Every Letter
A generic cover letter is easy to spot and it signals low effort. You do not need to start from scratch each time: keep a base template with your hook structure, but rewrite the why-them section and swap in accomplishments that match each posting.
Mirror the posting's language. If they say "customer-obsessed," say "customer-obsessed." Many companies screen with software before a human reads anything, and matching keywords gets you past the filter. One more thing: address the letter to a real person. Check the posting, the company site, or LinkedIn for the hiring manager's name. If you cannot find one, "Dear Hiring Manager" works; "Dear Sir or Madam" does not.
Length: Short Wins
Aim for 250 to 400 words, fitting comfortably on one page. Three to four short paragraphs is the sweet spot. Hiring managers often spend under a minute on a first pass, so every sentence has to earn its place. Cut throat: if a sentence does not add new information or make you more memorable, delete it.
Mistakes That Get Letters Tossed
The biggest mistake is repeating your resume. The letter exists to add what the resume cannot: your motivation, a relevant story, your voice. A letter that restates bullet points wastes the reader's time.
Other fast rejections: generic openings ("I am a hard worker seeking new opportunities"), typos (proofread twice, then read it aloud), wrong company name left over from the last application (instant delete), and apologizing for what you lack. Never write "although I do not have experience in X." Lead with what you bring, not what you do not.
Frequently Asked Questions
How long should a cover letter be?
250 to 400 words, fitting on one page. Three to four short paragraphs is the sweet spot. Hiring managers skim, so every sentence has to earn its place.
Should I write a new cover letter for every job?
Yes. A generic letter is easy to spot and signals low effort. Keep a base template, but rewrite the hook and the why-them section for every application so it speaks to that specific role and company.
What is the biggest cover letter mistake?
Repeating the resume. The letter should add what the resume cannot: motivation, relevant story, and why this company. A letter that just restates bullet points wastes the reader's time.
Who do I address a cover letter to?
The hiring manager by name if you can find them (check the posting, company site, or LinkedIn). If not, use the job title: Dear Hiring Manager. Avoid outdated salutations like Dear Sir or Madam.