How To Write a Cover Letter for a Resume: With Templates

When applying for jobs, your resume does the heavy lifting, but your cover letter provides the narrative that connects the dots. It allows you to speak directly to the hiring manager, highlight the most relevant parts of your experience, and show why you’re interested in the role. While a resume is about facts, a cover letter is your chance to share the “why.”

In this guide, we’ll show you how to write a professional cover letter that enhances your resume and helps you stand out. Learn what to include, how to format it, and where to find free templates to make the process easier. Whether you’re applying for your first job or moving into an executive role, these tips will help you craft a letter worth reading.

Why You Need a Cover Letter

A cover letter isn’t just a formality. When done right, it complements your resume by giving context to your experience and clarifying your interest in the role and company. Many job seekers skip it, thinking it’s unnecessary. But that’s often a mistake.

Hiring managers typically review dozens, even hundreds, of applications. A personalized, well-written cover letter can help you stand out, especially when your resume closely matches other candidates. It also shows that you’re thoughtful and tailored your application.

Even when a job posting says a cover letter is optional, submitting one can give you an edge. And in cases where a resume alone doesn’t fully explain your career path — such as a career change, employment gap, or relocation — a cover letter is essential.

What To Include in a Cover Letter

A good cover letter is brief but impactful. It usually fits on a single page and contains three to four concise paragraphs. Here’s what every effective cover letter includes:

Contact information

Start with your name, phone number, email address, and the date. Then list the hiring manager’s name (if known), title, company, and address. You can left-align this section or match the format of your resume header for consistency.

Greeting

Personalization makes a difference. If you can find the hiring manager’s name in the job posting or on the company website, use it. When you can’t, “Dear Hiring Manager” is acceptable.

Avoid generic greetings like “To Whom It May Concern,” which feel outdated and impersonal.

Opening paragraph

Begin by stating the position you’re applying for and where you found the listing. Briefly introduce yourself and express enthusiasm about the role or company. Mention something specific about the organization that resonates with you to show you’ve done your research.

Middle paragraph(s)

This is the core of your letter. Use one or two paragraphs to connect your experience to the job description. Don’t repeat your resume; expand on key accomplishments or explain how your background aligns with the company’s goals.

Use metrics or specific outcomes where possible. For example:

Mention tools, platforms, or methodologies relevant to the role to demonstrate fit further.

Closing paragraph

Wrap up by reiterating your interest in the position. Thank the employer for their time and invite them to review your resume. You can also state your availability for an interview or mention that you’re open to further discussion.

Signature

Use a professional closing like “Sincerely,” followed by your full name. If you’re emailing your cover letter, you can include a digital signature or a typed name.

How To Write a Cover Letter for a Resume

Now that you know the structure, here’s a step-by-step approach to writing your cover letter.

Step 1: Review the job description

Highlight the skills, qualifications, and values the employer emphasizes. This will give you a roadmap for what your letter should address.

Step 2: Research the company

Visit the company website and check out its mission statement, recent news, and any major initiatives. This will help you tailor your letter and show genuine interest.

Step 3: Match your experience to the job

In the body of your letter, directly relate your past accomplishments to the position. For example, if the company is looking for someone with experience in Salesforce, briefly describe how you used it in previous roles.

Step 4: Keep it focused

Avoid generic phrases or broad claims. Stay focused on meeting the company’s specific needs. Be clear, direct, and concise.

Step 5: Proofread

Typos and formatting issues can make a bad impression. Always review your letter before sending, and have someone else take a look.

Cover Letter Formatting Tips

How your cover letter looks is almost as important as what it says. Here are a few formatting best practices:

• Font: Use a simple, professional font like Calibri, Arial, or Times New Roman in 11 to 12 pt size.
• Margins: Keep margins around 1 inch on all sides.
• Spacing: Use single spacing with an extra line between paragraphs.
• Length: Your letter should be no longer than one page.

Match your cover letter design with your resume layout to maintain a consistent look. If you’re using a resume template, check whether it includes a matching cover letter design.

Cover Letter Examples and Templates

Templates can be a helpful starting point, especially if you’re unsure about layout or structure. The key is to personalize them with your voice and relevant details.

Explore these free resources:

• Professional Cover Letter Templates: Great for corporate roles or senior positions. These templates are structured and clean.
• Creative Cover Letter Templates: Ideal for roles in design, marketing, or tech where a splash of style is welcome.
• Basic Cover Letter Templates: Perfect for entry-level applicants or traditional industries.

Each template has a matching resume to create a cohesive application package.

Common Mistakes To Avoid

Even a great resume can be undercut by a weak or flawed cover letter. Here are common mistakes to watch out for:

Being too vague

Generic statements like “I’m a passionate professional” don’t tell the reader anything useful. Instead, focus on specific contributions and how they relate to the job.

Repeating your resume

Don’t copy bullet points from your resume into your cover letter. Use this space to elaborate or explain the “why” behind your experience.

Ignoring the employer’s needs

Your cover letter shouldn’t be all about you. Focus on how you can help the company meet its goals and clearly state the value you bring to the employer.

Overusing buzzwords

Phrases like “go-getter,” “team player,” or “results-oriented” are overused and often lack substance. Replace them with evidence of what you’ve done.

Final Checklist Before Sending

Before you hit submit, go through this quick checklist:

• ✅ Is your cover letter customized for the job?
• ✅ Does it complement your resume rather than repeating it?
• ✅ Have you proofread it for typos and formatting issues?
• ✅ Does the tone match the role and company culture?
• ✅ Is it clear, concise, and focused?

Save your cover letter as a PDF unless the application system requires another format. Name the file something clear, such as FirstName_LastName_CoverLetter.pdf.

Andrew Stoner

Executive Resume Writer and Career Coach

Andrew Stoner is an executive career coach and resume writer with 17 years of experience as a hiring manager and operations leader at two Fortune 500 Financial Services companies, and as the career services director at two major university business schools.