A cover letter is a short message that goes with your resume. It explains why you are applying, why you fit the role and how to contact you. Many applicants skip it, and many employers do not require it. But when the job posting asks for one, or when you want to stand out for a role you care about, a clear letter can help.
When to send a cover letter
Send one when the job advertisement requests it, when you are applying directly to a hiring manager by email, when you are changing careers and need to explain the move, or when your resume alone does not show why you suit the role. If an online form has no place for it, a short note in the email body can work as a cover letter.
Keep it to one page
Aim for 200 to 300 words, or three to four short paragraphs. A hiring manager may read dozens of applications. A tight message is easier to finish. Use plain English, short sentences and a polite tone.
The four-paragraph structure
- Opening: say which role you are applying for and where you saw it. Add one line about why the company or position interests you.
- Your fit: connect your skills to the main requirements. Pick two or three points from the job description and give a real example for each.
- Proof: mention one achievement or project in more detail. Keep it specific: what you did, what tools you used and what happened.
- Closing: thank the reader, say you have attached your resume, and state that you would welcome the chance to discuss the role. Add your phone number and your portfolio or profile link.
A short example you can adapt
"Dear Ms. Sharma, I am applying for the Content Writer position advertised on your careers page. I enjoy explaining technical topics in simple language, and your blog on personal finance is one I read regularly.
In my internship at a small media company, I wrote four articles a week, edited them for clarity and checked facts against official sources. I am comfortable with WordPress and basic SEO tools.
One article I wrote on UPI safety was shared widely by the company and brought steady traffic for two months. My writing samples are available at the link below.
Thank you for your time. I have attached my resume and would be glad to talk about how I can help your team."
Replace every detail with your own. Never copy a sample as is.
Address the right person
If the name of the hiring manager is in the job post or on the company page, use it. If not, "Dear Hiring Team" is perfectly acceptable. Avoid "To whom it may concern" when you can, as it feels impersonal.
Mistakes to avoid
- Repeating your resume line by line.
- Writing only about what you want, not what you can offer.
- Sending the same letter to every company without changing the name or role.
- Spelling the company or person name wrongly.
- Making claims you cannot support in an interview.
Format and sending tips
Save the letter as a PDF unless told otherwise, and name the file clearly. When you send it by email, use a specific subject line such as "Application for Content Writer, Your Name". Keep the email body short and attach both documents. Proofread twice, and read the letter aloud to catch awkward sentences.