Cover letters have a mixed reputation. Some employers require one, some never read them, and many fall in between. When a letter is optional, a short, specific one can still help, especially if you're changing careers, explaining something your resume can't, or applying somewhere you have a real reason to want to work. A generic one helps no one. Here is a structure that keeps it short and useful.
How long should it be?
Aim for roughly 250 to 400 words: one page, three or four short paragraphs. A reader should be able to take it in within a minute.
The four-part structure
1. The opening
In two or three sentences, name the role, say why this particular role or company interests you, and give a one-line version of what you offer. Specific beats flattering. Show you've read the posting.
Weak: I am writing to apply for the Marketing Coordinator position at your company.
Stronger (illustrative): Your posting mentions growing the newsletter audience. At my last role I grew ours from 800 to 2,500 subscribers in a year, and I'd like to bring that approach to your team as Marketing Coordinator.
2. Your strongest evidence
Pick one or two accomplishments that directly match what the posting asks for, and tell them briefly with a result. Don't walk through your whole resume. The letter should add context, not repeat the page.
3. Something the resume can't say (optional)
Use a short paragraph to address what a resume handles poorly: a career change, a move to a new city, a gap, or a genuine interest in the company's mission. Keep it factual and forward-looking.
4. The close
Restate your interest, make the next step clear ("I'd welcome the chance to discuss how I could contribute"), and thank the reader. Keep it brief and confident.
Greeting and tone
Use the hiring manager's name if you can find it. If not, "Dear Hiring Team" is fine. Avoid "To whom it may concern". Write the way you would speak in a professional conversation: clear, direct, and natural.
What to avoid
- Repeating your resume line by line.
- Generic filler such as "I am a hard-working team player".
- Negative comments about a current or former employer.
- Typos, and especially the wrong company or role name copied from a previous letter.
- Claims you couldn't back up in an interview.
Format and sending
Match the header to your resume so the two look like a set. Send the file type the employer asks for (usually PDF or Word) with a clear name such as "Firstname-Lastname-Cover-Letter". Proofread it out loud once; you'll catch awkward phrasing that you miss when reading silently.
If you're still working on your resume for the same role, our guide to tailoring your resume to a job posting pairs well with this one.
Try it on your own resume
TailorFit can draft a cover letter from your resume and the posting. Use it as a first draft, then rewrite it in your own voice and check every claim.
Tailor my resume →