| Part | What the reader needs | What to write |
|---|---|---|
| Opening | Role and reason for applying | Name the position and a specific motivation |
| Evidence | Why you meet the requirements | Prove one or two skills with real examples |
| Fit | Why this employer | Connect your experience to the team's work |
| Closing | What happens next | Thank the reader and welcome a conversation |
What a cover letter is—and when you need one
A cover letter is a short explanation of why you want a particular role and how your experience matches the employer's requirements. Your CV or résumé lists jobs, dates and qualifications; the letter connects those facts to the vacancy. Oxford and UC Berkeley career services recommend showing motivation and concrete evidence rather than repeating the whole CV. When an employer explicitly requests a letter, follow its instructions on file type, length and content. When the application offers an optional upload, a well-targeted letter can add useful context, especially when your background is not an obvious match. Some online forms use separate motivation questions instead: answer those rather than forcing an unsolicited attachment into the process. The guiding questions are simple: why this job, why this organisation and what can you contribute? Make the answers specific enough that the same text would not fit every employer.
Research the vacancy before you start writing
Copy the job description into your own notes and highlight three to five requirements that seem central to the position. Look at the employer's work, services or projects using its official website and credible sources; find one genuine reason the role interests you. Compare the list with your own work, studies, volunteering or projects, and choose one or two examples that demonstrate the strongest matches. A part-time retail worker who improved stock accuracy may have useful evidence for an operations role even without the target job title. Do not invent an award, a conversation with an employee or detailed knowledge of a project merely to sound impressive. Recruiters can notice when a letter only swaps one company name for another. Oxford specifically advises customising the text, using relevant achievements and avoiding an overlong account of every previous job. This preparation makes the final draft shorter, more credible and easier to adapt.
Write four short paragraphs instead of repeating your résumé
In the opening, identify the job and give a concrete reason for applying. In the second paragraph, describe an achievement relevant to an essential requirement, showing your action and its result. In the third, connect another skill or experience to a real need of that organisation; you can also explain a thoughtful career change or a gap briefly if it matters. The final paragraph should thank the reader, express interest in discussing the role and provide a professional sign-off. One page and three or four short paragraphs is a practical default for many non-academic positions, though employer requirements always take priority. Harvard's career site makes the point that hiring managers need an explanation of fit, not a second résumé. Replace vague claims such as 'I am extremely hardworking' with observed results, such as organising a weekly inventory process that reduced mistakes. If you cannot support a numerical claim, describe the contribution accurately without making up metrics.
A useful example for someone changing careers
Imagine applying for a customer support position after working in hospitality. A reasonable original opening might be: 'Your support role interests me because I enjoy solving practical problems and explaining next steps clearly. In my previous hospitality job, I handled guest questions and coordinated solutions with colleagues during busy shifts.' The body could explain one real incident involving a difficult request, what you did and how the customer or team benefited. Add a truthful sentence about a product, service or customer group associated with the employer, then close by inviting further discussion. This is an illustration of structure, not a paragraph to copy unchanged or a promise of interview success. A student can use group projects or volunteering; someone returning to work can focus on recent transferable skills. UC Berkeley stresses demonstrating knowledge of the specific company, using concise prose and giving examples that align with the vacancy. Real, small evidence is stronger than a grand but unsupported claim.
Avoid the most common cover-letter mistakes
Do not send the same generic letter to dozens of employers without checking the role, job title and company name. A letter that says only 'I'm passionate about your organisation' gives the reader little to verify. Other frequent problems include copying the CV word for word, claiming skills with no examples, using several pages for a routine application and adding personal information not requested for the role. Proofread dates, names, spelling, contact details and any file attachment. Save as a clean PDF when permitted or use the format the employer specifically requests; do not assume a PDF is always accepted by an online application system. If an AI writing tool helps you plan, review every factual assertion and rewrite generic language in your own voice. Oxford advises checking the prospective employer's AI-use policy and maintaining authenticity; AI-generated details or invented qualifications can seriously undermine an application. Never place sensitive identification numbers or banking data in a cover letter.
Final checklist before sending your application
Read the letter as though you were a recruiter who has thirty seconds to decide whether it is relevant. Can you find the exact role, a clear motivation and one real example of work, study or volunteering? Does each paragraph add something that is not already obvious from the CV? Verify the salutation; if no contact name is provided, use a neutral professional greeting rather than guessing a person's identity. Check the file name, subject line when emailing, contact details and all requested attachments. Follow local conventions for spelling and date formats, but prioritize the employer's stated requirements. Read the text aloud once: cut unnecessary adjectives and sentences that could apply to any vacancy. A good letter cannot guarantee an interview, but it can make your fit easier to evaluate. After sending, be alert for fake recruiters and payment requests; our guide /guides/fake-remote-job-offer-warning-signs/ explains common warning signs. More practical guides are available at /topics/tools/.
A general educational overview, not a substitute for professional guidance. Check current local rules and trusted primary sources before making consequential decisions.
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