Cover letter, when to use it and how to write it

A cover letter is a short text that accompanies your resume and explains, in your own words, why you are a good choice for that job. The resume shows what you did; the letter shows why it matters to the company. Well written, it helps you stand out, especially when your path has points that need context.

When to use one

Not every job asks for a cover letter, and that is fine. It is worth writing one when:

• the job or the company explicitly asks for it;
• you are changing fields and need to explain the transition;
• there is a gap in your history that deserves a brief, honest explanation;
• you are starting out and want to show interest and potential beyond experience;
• someone referred you and you want to mention the referral.

If the application has no space to attach a letter, do not force it. In that case, focus on keeping your resume and profile well filled in.

The structure of a good letter

An effective letter fits on one page, with three to five short paragraphs:

1. Opening: state the job you are applying for and, in one sentence, the reason for your interest. If someone referred you, mention it.
2. Why you: connect two or three of your experiences or skills to the job requirements, with a concrete example and, if possible, a result.
3. Why the company: show that you did your research. Mention something specific about the company or the role that matches what you are looking for.
4. Closing: show you are available to talk, thank the reader for their time and leave your contact details.

Tailor it to each job

The biggest mistake is sending the same letter to everyone. Read the job description, identify the two or three most important requirements and write the letter around them. Change the company name, the role and the examples each time. A generic letter is easy to spot and is almost always ignored. Use the job's own words when they truly describe what you do, but do not copy whole sentences.

Annotated template

Adapt the template below to your situation; the comments in parentheses explain each part.

Hello, [name of the person in charge, if you know it; otherwise "Hello, recruiting team"],

(Opening: role and interest.) I am writing to apply for the Administrative Assistant position. I follow the company's work in logistics and was drawn to the chance to help organize internal routines.

(Why you: experience tied to the job, with a result.) Over the last four years I worked with document control and internal support at a distribution company. I reorganized the order archive, which cut the time spent searching for documents and reduced rework on the team. I am also proficient with spreadsheets and have experience producing weekly reports.

(Why the company: something specific.) The company's focus on on-time delivery caught my attention, because it is a value I have always tried to apply in my own work.

(Closing: availability and contact.) I am available to talk and share more about my experience. Thank you for your time; my phone number and email are in the attached resume.

Kind regards, [Your name]

If you do not have exact numbers, describe the result honestly, without inventing anything. An honest estimate is worth more than a forced figure.

Common mistakes

• Repeating the resume in paragraph form instead of explaining what it does not say.
• Writing a letter that is too long: more than one page is rarely read.
• Talking only about what you want and not about what you can offer the company.
• Using empty phrases, such as "I am proactive and dedicated", with no example.
• Forgetting to change the company or role name from a previous letter.
• Spelling and typing mistakes: read it aloud and ask someone to check it.
• A tone that is too casual or, on the contrary, too flowery. Write clearly and politely.

Before sending

Check the company and role names, read it aloud again and save the file as a PDF with a clear name, such as "First-Last-CoverLetter". Keep the letter consistent with the resume: dates, roles and details must match. If you have not reviewed your resume yet, see the guide how to write a resume that gets attention.

After you send it

If the letter works, the next step is the conversation. Prepare with the guide job interview, how to prepare, because anything you wrote in the letter can be picked up by the interviewer. Also remember to present the same strengths in your own words.