Updated November 8, 2026.
In short: to write a cover letter, research the job and the employer, address the letter to a named person if you can, and write three to five short paragraphs on one page. Open by naming the role and why you want it; use one or two body paragraphs to prove you meet the job's main requirements with specific examples; close by restating your interest, thanking the reader and asking to talk. Write a new letter for every application. MIT's career office and the UK National Careers Service teach the same structure.
How do you write a cover letter, step by step?
1.Read the job advert and research the employer. The National Careers Service suggests the company website, recent news articles and people you know who work there. Pick the two or three requirements you can prove best.
2.Find the reader's name. Check the posting, the company website and LinkedIn. Our guide to how to address a cover letter covers what to do when you can't find one.
3.Write the opening. State the job you are applying for and how you found it. MIT's career office adds a brief professional introduction and why this role and organization interest you.
4.Write one or two body paragraphs. Each takes one requirement and proves it with an example from your experience. MIT says to complement your resume, not repeat it in paragraph form.
5.Write the closing. Restate your interest, thank the reader, and say you look forward to hearing from them.
6.Sign off the way the country expects (see the US and UK table below).
7.Check the format. One page, in the same font as your resume or CV. MIT suggests 10 to 12 point type and one-inch margins.
8.Proofread and save. Check the company name and the recruiter's details, save as a PDF unless the advert says otherwise (Prospects), and keep a copy, because you may be asked about it at interview (National Careers Service).
What goes in each paragraph of a cover letter?
| Paragraph | What it does | Length |
|---|---|---|
| Opening | Names the role, where you saw it, and the main reason you fit | 2–3 sentences |
| Body 1 | Proves the job's top requirement with a specific example and its result | 3–5 sentences |
| Body 2 (optional) | Proves a second requirement, or explains why this employer | 3–5 sentences |
| Closing | Restates your interest, asks for an interview, thanks the reader | 2–3 sentences |
The sentence counts are our working guideline; the structure follows MIT's guidance, which calls for an opening that states your purpose, two to three body paragraphs on the skills that match the role, and a close that restates your interest and thanks the reader. Prospects adds two details: mention when you can start in the opening, and raise salary only if the employer asks for it.
For opening lines that work, see how to start a cover letter. For closing lines and sign-offs, see how to end a cover letter.
Cover letter example
This example is an illustration; the names and details are invented.
Dear Ms. Carter,
I'm applying for the Customer Success Manager role on your small-business team, which I saw on your careers page. Your posting puts onboarding and renewals at the center of the job, and that is the work I have done for the last three years.
At my current company, a payroll software provider, I look after 120 small-business accounts from sign-up through their first year. I rebuilt our onboarding checklist into a series of short setup calls, and more of my accounts now finish setup in their first month than when I started.
Your posting also asks for someone comfortable with data. Each month I run an account-health report in our CRM and use it to decide which customers to call before renewal, so problems surface weeks before a contract is due.
I'd welcome the chance to talk about how I could help your customers get set up faster. Thank you for your time and consideration.
Sincerely, Jordan Ellis
Notice what it does: it names the role, picks two requirements from the posting, proves each with specifics, and never repeats the resume line by line. For complete letters by job title, browse our cover letter examples.
How do cover letters differ in the US and the UK?
The structure is the same; the conventions around it differ. In British English the document is also called a covering letter (Merriam-Webster labels that form British).
| United States | United Kingdom | |
|---|---|---|
| Greeting when you can't find a name | "Dear Hiring Manager" (MIT) | "Dear Sir or Madam" (National Careers Service); Prospects also lists "Dear Hiring manager" |
| Sign-off | "Sincerely," (Purdue OWL's traditional format) | "Yours sincerely" to a named person; "Yours faithfully" after "Dear Sir or Madam" (National Careers Service, Prospects) |
| Length | No longer than one page (MIT) | Usually 3 to 5 paragraphs (National Careers Service), no more than one A4 page (Prospects) |
| Sent with | A resume | A CV |
Whichever country you apply in, try for a name first. MIT, the National Careers Service and Prospects all say to address the letter to a person when you can.
How long should a cover letter be?
One page at most. MIT says a cover letter should be "no longer than one page," the National Careers Service says it is "usually 3 to 5 paragraphs long," and Prospects says it should not exceed one A4 page. Our guide to how long a cover letter should be gives word counts by situation, and cover letter format covers the layout, with a template.
How do you write a cover letter with no experience?
Lean on transferable skills and coursework. MIT advises internship and summer-job applicants without directly related experience to focus on skills such as leadership, communication, problem-solving and project management, and on class experience that prepared them. If you are changing fields, MIT says to be explicit about why you are interested and what value you bring. Our cover letter examples by job type include entry-level and career-changer letters.
How do you send a cover letter by email?
The National Careers Service says you can write it as an email when you apply online. Prospects suggests putting the text in the body of the email rather than attaching it, to avoid spam filters. If the employer wants an attachment, send a PDF unless the advert asks for a Word file.
Frequently asked questions
What are the parts of a cover letter?
A header with your contact details and the date, a greeting, an opening paragraph, one or two body paragraphs, a closing paragraph and a sign-off. Purdue OWL groups them into four parts: heading, introduction, argument and closing.
How do I start a cover letter?
Name the job you are applying for and how you found it, then give the main reason you are a strong fit. MIT's guidance is to state the purpose of the letter and a brief professional introduction in your opening sentence.
Should I write a new cover letter for every job?
Yes. The National Careers Service says to write a new one for every job, tailored to the company and the role, and Prospects says generic letters rarely get results.
Can I use "To Whom It May Concern" in a cover letter?
Avoid it. Use the hiring manager's name, or "Dear Hiring Manager" if you can't find one. Our guide to to whom it may concern explains when the phrase still fits.
Do I always need a cover letter?
Send one unless the employer says not to. The National Careers Service says to always include a cover letter when you apply with a CV, and Prospects says applications should include one unless the job advert advises otherwise.
Can AI write my cover letter?
It can draft one, but you need to make it specific and true. Our AI cover letter generator drafts a letter from your resume and the job posting for you to edit; check every claim before you send it.
Sources
- MIT Career Advising & Professional Development, How to write cover letters — checked November 8, 2026.
- National Careers Service (UK government), How to write a cover letter — checked November 8, 2026.
- Prospects (Jisc), How to write a cover letter — checked November 8, 2026.
- Purdue OWL, Cover Letter Workshop: Formatting and Organization — checked November 8, 2026.
- Merriam-Webster, "covering letter" — checked November 8, 2026.