How To Write a Successful Cover Letter [5 Easy Steps]

Let’s face it: no one actually likes job hunting. Scouring through job ads is tedious. Updating and tailoring your resume is hard work. And now you need to write a great cover letter too? 

For many job seekers, writing a cover letter feels overwhelming. It shouldn’t.

A strong cover letter is not about creativity or clever wording — it’s about structure, relevance, and clarity. When you understand the framework behind an effective cover letter, the process becomes straightforward and repeatable.

In this guide, you’ll learn a proven, step-by-step approach to writing a professional cover letter that stands out for the right reasons. You’ll discover:

• How to structure a cover letter that captures attention
• How to open and close with confidence
• How to present your experience in a way that aligns with employer needs
• Practical techniques you can apply immediately

Let’s get started.

What is a cover letter? 

A cover letter is a targeted, one-page document that explains:

• Why you are a strong match for a specific job
• How your experience solves the company’s needs
• Why you want this role specifically

It complements your resume but does not repeat it. Instead, it provides additional information about your skills and accomplishments. 

What to include in your cover letter

A strong cover letter must clearly demonstrate why you are a relevant and valuable match for the specific company and position.

As emphasized by Senior Recruitment Partner at Everllence Michael Jul Jensen, hiring managers look for concrete evidence — not general statements. Your cover letter should highlight why you fit the role by connecting your experience directly to the employer’s needs. This means using specific examples and measurable results from your professional background.

Your cover letter should complement your resume — not repeat it. While your resume presents structured, data-driven facts, your cover letter provides context. It explains how your achievements translate into value for this particular organization.

An effective cover letter must also clearly articulate your motivation. Employers want to understand why you are interested in their company and this role — and how that interest aligns with their objectives.

Below, you’ll find five structured steps to help you write a focused, persuasive cover letter that meets modern hiring standards.

5 easy steps to write a cover letter

A strong cover letter follows a clear and deliberate structure: a focused opening, a compelling introduction, a results-driven body, and a confident closing.

When written correctly, it should be concise and purposeful. In most cases, a cover letter should not exceed one page. Clarity and relevance carry far more weight than length.

Throughout this guide, we’ll use a fictional candidate, Jane, who is applying for a role as Content Marketing Manager, to illustrate how each section should be crafted to meet modern hiring expectations.

1. How to start your cover letter

Header

Your header should present clear, professional contact information: full name, phone number, email address, and the date of submission. You should also include the recipient’s name, title, and company.

In our cover letter templates, this information is automatically formatted once entered, ensuring consistency and a professional layout. Accuracy here is essential — errors in names or company details immediately weaken credibility.

Salutation

The salutation sets the tone. Whenever possible, address the hiring manager by name. “Dear Hannah” is significantly stronger than “To whom it may concern.” Using a name signals that your application is tailored and intentional — not mass-sent.

In many modern workplaces, using the hiring manager’s first name is appropriate and effective. However, formality should match company culture. In more traditional industries — such as law or finance — using “Mr.”, “Ms.”, or another formal title may be more suitable.

Professional judgment and brief research into the company culture should guide your choice.

Introduction

Your opening paragraph is critical. Recruiters often decide within seconds whether to continue reading. A strong introduction must immediately demonstrate value.

An effective opening should:

• Lead with a measurable achievement
• Connect your experience to the employer’s needs
• Clearly signal relevance to the role

Always frame your introduction around what the company gains — not why you want the job.

Strong example: 

Weak example: 

The difference is clear. The first example is specific, measurable, and personalized. The second is generic and unsupported.

A strong cover letter begins with precision, relevance, and evidence — not general statements.

2. How to Write a Cover Letter That Gets an Interview 

If your goal is to secure more interviews, your cover letter must do more than describe your background — it must demonstrate clear alignment with the role.

The first step is precise analysis of the job description. Before writing a single sentence, identify where your skills directly match the employer’s stated requirements.

Use this structured approach:

• Highlight the key requirements in the job ad
• Select the two or three that best match your strongest qualifications
• Identify measurable examples where you have applied those skills successfully

This preparation ensures your cover letter is targeted rather than generic.

Structure Your Argument Strategically

The body of your cover letter is where you prove your value. A highly effective way to structure this section is by applying the STAR method. This framework helps you clearly present:

• The Situation
• The Task
• The Action you took
• The Results you achieved

This keeps your writing focused on outcomes which is what hiring managers care about.

When describing your qualifications, reference the exact terminology used in the job ad. Reinforce your message with strong action verbs and power words, and support your claims with tangible results.

For example: 

Why this works

The job ad emphasized the ability to:

• Work independently
• Grow brand awareness
• Build strong stakeholder relationships

Instead of repeating these phrases, the candidate mirrored the language and supported it with concrete performance data. This demonstrates capability rather than simply claiming it.

Recruiters prioritize documented impact over general statements.

If you want to refine your wording or strengthen your examples, you can also use ChatGPT to help you write a cover letter. Use it to improve clarity and structure — not to replace your own experience.

Precision, relevance, and measurable impact are what move candidates from application to job interview.

3. Demonstrate Clear and Relevant Motivation

The second part of your cover letter should explain why you are motivated to join the company but in a strategic way.

Employers are not primarily interested in how much you want the job. They want to understand why your interest aligns with their needs. Strong motivation is demonstrated through relevance, not enthusiasm alone.

To do this effectively:

1. Identify a specific responsibility, project, or objective mentioned in the job description
2. Explain why this particular responsibility is strategically interesting
3. Connect it directly to your experience and proven capabilities

This shifts the focus from “why I want this job” to “why I am well-positioned to deliver value in this role.”

Example: 

This approach demonstrates:

• You understand the company’s priorities
• You are motivated by the actual work not just the title
• Your skills are aligned with their strategic objectives

That is the type of motivation hiring managers respond to. 

4. How to End Your Cover Letter With Confidence

Your closing should reinforce professionalism and momentum. 

By this stage, you have demonstrated capability, alignment, and motivation. The final paragraph should signal readiness, not uncertainty.

Avoid weak endings such as:

• “I hope to hear from you.”
• “Please consider my application.”
• “I look forward to your response.”

These statements add little value and can appear passive. Instead, end with clarity and confidence:

A strong closing is concise, professional, and forward-looking. It reinforces your value and positions the next step — the conversation — as natural and expected.

At this point, your cover letter is complete: structured, relevant, and aligned with modern hiring standards.

Text version you can copy

Why This Cover Letter Works

At first glance, this cover letter may seem straightforward. But its effectiveness is not accidental. It follows a deliberate structure aligned with how modern recruiters and AI screening tools evaluate applications.

Let’s break down exactly why this cover letter works and why it increases the likelihood of moving the candidate forward in the hiring process:

• It starts with a measurable achievement
• It matches job keywords directly
• It shows motivation tied to company needs
• It uses active voice
• It ends with a confident call to action

Understanding these elements will help you replicate the same impact in your own cover letter.

5. Proofread With Precision

The final step is non-negotiable: thorough proofreading.

Even a strong, well-structured cover letter can lose credibility due to small errors. Spelling mistakes, inconsistent formatting, or — worst of all — the wrong company name can immediately undermine an otherwise professional application.

Before submitting your cover letter, make sure to:

• Review every name, title, and company reference carefully
• Ensure consistency in tone and formatting
• Remove repetition or unnecessary wording
• Confirm that your measurable results are clearly presented

If you are applying to multiple roles, double-check that each letter has been correctly tailored. Sending the wrong company name is a preventable but costly mistake.

A practical approach is to step away from the document for a few hours before reviewing it again. Distance improves clarity. Reading the letter aloud is another effective method for identifying awkward phrasing or overlooked errors.

Attention to detail signals professionalism — and professionalism influences hiring decisions.

At this stage, you understand how to structure and write a compelling cover letter. The following sections elevate your approach even further. They reflect how modern hiring works where AI screening, ATS systems, and structured evaluation play an increasing role.

Use these frameworks to ensure your cover letter is not only well written, but strategically aligned with how it will actually be read and evaluated.

A Modern Cover Letter Template 

An effective cover letter follows a clear, repeatable structure. Use this framework:

1. Hook with a measurable achievement
Open with a specific, quantified result that demonstrates immediate value.

2. Match 2–3 job requirements with results
Mirror the language from the job description and support it with measurable impact.

3. Show specific motivation tied to company goals
Explain why you are aligned with their priorities — not simply why you want the job.

4. End with a confident closing and call to action
Reinforce your value and invite the next step in the process.

This structure works because it aligns with how recruiters evaluate applications: relevance, evidence, alignment, and clarity.

Before You Write: Ensure Your Resume Is ATS-Friendly

Your cover letter does not stand alone. It works together with your resume.

Before writing your cover letter, make sure your resume is optimized for Applicant Tracking Systems (ATS) . When both documents align in structure, keywords, and messaging, you strengthen your application across the entire evaluation process.

Your cover letter, resume, and interview preparation should work together as a unified application strategy.

How to Use ChatGPT to Improve Your Cover Letter

AI can strengthen your writing — but it should not replace your experience or voice.

Use tools like ChatGPT to help you write a cover letter strategically. Let AI refine your message, not fabricate it.

After generating suggestions, always revise and personalize the output. Recruiters are increasingly familiar with generic AI phrasing. AI is most powerful as an editor — not as an author.

Do Employers Still Read Cover Letters?

Yes but expectations vary by industry and company size.

• Many mid-sized and large organizations still value cover letters
• Some recruiters use them specifically to assess motivation and communication skills
• Others rely more heavily on resume and portfolio
• In certain tech and startup environments, cover letters may carry less weight

However, when requested, a strong cover letter can influence interview decisions — particularly in competitive roles. If you choose to submit one, it must add value beyond your resume.

7 Cover Letter Mistakes to Avoid

Even experienced candidates make preventable errors. Avoid these common pitfalls:

1. Repeating your resume instead of adding context
2. Writing a generic letter that could apply anywhere
3. Copy-pasting AI-generated text without editing
4. Exceeding one page
5. Overusing buzzwords and vague language
6. Failing to include measurable results
7. Ending weakly or passively

Precision, clarity, and relevance outperform length and embellishment every time.

4 Practical Tips For Your Cover Letter

1. Use Targeted Keywords
Just as with your resume, keyword alignment is essential.

In this context, keywords are the exact terms and phrases used in the job description. Incorporating them naturally throughout your cover letter strengthens relevance signals and makes your cover letter scannable for recruiters. However, precision matters. Do not keyword-stuff. Mirror the language strategically and support it with real examples.

2. Write in Active Voice
Passive language weakens impact.

Compare:

• “Brand awareness was increased by 40%.”
• “I increased brand awareness by 40%.”

The second statement clearly demonstrates ownership and accountability.

Review your letter carefully and revise passive constructions. Strong applications emphasize action, responsibility, and measurable contribution.

3. Eliminate Clichés
Generic statements dilute credibility. Phrases such as “team player with excellent communication skills” add little value unless supported by evidence. Instead of claiming qualities, demonstrate them with results.

Specific examples and measurable outcomes always outperform adjectives.

4. Consider a Strategic Postscript (P.S.) 
A well-placed postscript can reinforce impact. If you have an additional achievement that did not naturally fit within the body of your letter, a concise P.S. can highlight it effectively. Recruiters often notice postscripts because they visually stand out.

The content does not need to repeat the job description. It should add meaningful value or showcase a differentiating accomplishment.

Used selectively, a postscript can leave a final, memorable impression.

Applied together, these refinements elevate your cover letter from adequate to competitive — ensuring it performs effectively in both human and AI-driven evaluation processes.

Cover Letter Checklist for 2026

Before submitting your application, verify that your cover letter meets modern hiring standards:

• Under 400 words
• Includes 2–3 measurable, documented results
• Integrates relevant keywords from the job description
• Written in clear, active voice
• Free of generic or unsupported claims
• Fully tailored to the specific company and role

If your letter meets these criteria, it is positioned to perform well in both human and AI-assisted evaluations.

You now have the framework to write a focused, persuasive cover letter that aligns with current hiring expectations.

Key Takeaways

• A cover letter should complement your resume — not repeat it
• Address the hiring manager appropriately and open with a strong, relevant hook
• Demonstrate value through measurable results, not adjectives
• Keep your motivation concise and tied to company objectives
• Close confidently and professionally
• Proofread thoroughly — more than once
• Use keywords strategically, write in active voice, and eliminate clichés
• Consider a well-placed postscript to reinforce impact

A well-written cover letter does not guarantee an interview. But a poorly written one can easily prevent it. For further guidance on related job search documents, explore our articles on motivation letters and pain letters.

Ready to write a cover letter that gets interviews?
Create a structured, optimized cover letter that aligns with modern recruiter and AI screening standards.