Send a cover letter when the posting asks for one, when you are changing careers or explaining a gap, or when someone referred you. Keep it to about 250 to 350 words and four short moves: a hook that names the role, one evidence story, a reason this employer fits, and a close. The templates below are hypothetical examples — replace the bracketed fields with your own details and keep only the sentences that are true for you.
Key takeaways
- Not every application needs a letter; send one when it is requested or when it can explain something the resume cannot.
- Use a four-part structure: hook, evidence, fit, close.
- One specific story with a result beats a paragraph of adjectives.
- Keep it to about 250 to 350 words on a single page.
- Never repeat resume bullets; explain fit and motivation instead.
Do you need a cover letter?
Sometimes. The posting decides first: if it asks for a cover letter, send one and follow the instructions exactly. If the field is optional, a short, specific letter can still help, especially when your resume leaves an obvious question unanswered.
The New York State Department of Labor describes a cover letter as a letter of introduction submitted with the resume, and says it should answer the question “why should the employer hire you?” without duplicating the resume. That is a useful working definition: the letter argues for fit, and the resume supplies the proof.
Many companies no longer require cover letters. A 2025 Harvard Business Review article on the topic — the full text requires a subscription — makes the case that they still matter despite that trend. The practical read: a letter is rarely wasted when it is short and specific, and it is often wasted when it restates the resume.
SHRM’s 2023 Ask HR column on what job seekers should put in a cover letter addresses the content question from an HR perspective. It was published in 2023, so treat it as practitioner guidance rather than a fixed format rule.
| Situation | Should you send one? |
|---|---|
| The posting requires a cover letter | Yes. Follow every instruction, including any length limit. |
| The application has an optional cover letter field | Send a short one if you have a specific reason this employer should read it. |
| An employee referred you | Yes, with the referrer’s permission to use their name. |
| You are changing careers, relocating, or returning after a gap | Yes. This is where you explain context the resume cannot. |
| A recruiter asked only for your resume | Skip it unless they ask. Send a short follow-up note instead. |
What structure works?
A readable cover letter has four moves, usually in this order. Each one has a single job.
| Part | What it does | Length | Hypothetical first line |
|---|---|---|---|
| Hook | Names the role and one specific reason you are writing | 2–3 sentences | “I am applying for the operations coordinator role, where the posting’s focus on vendor scheduling matches the work I have done for three years.” |
| Evidence | Proves you can do the main part of the job with one story | 4–6 sentences | “In my current role, I rebuilt a delivery schedule for 22 drivers and cut missed pickups from about nine a week to two.” |
| Fit | Explains why this employer or team, not just any employer | 2–4 sentences | “Your move to a new tracking system is the kind of change I have managed before, including the training that makes it stick.” |
| Close | Thanks the reader and states the next step | 1–2 sentences | “Thank you for your time. I would welcome the chance to walk through the scheduling changes in an interview.” |
The New York State Department of Labor’s cover letter tips line up with this order: include your contact information, address a specific person who can hire you, make the opening sentence relevant and memorable, research the company and tailor each letter, and briefly describe your skills as they relate to the job.
HBR’s 2025 article describes a six-part version of the same arc: a specific and enthusiastic opening, skills and experience mapped to the job description, a connection or experience related to the company, an extra detail such as published work or an unusual skill, a direct response to a possible concern in the resume, and a close that shows enthusiasm for the company’s mission. You do not need six paragraphs. The four-part version above folds those moves into a shorter letter.
Fill-in-the-blank skeleton
Dear [Hiring Manager],
I am applying for the [Job Title] role at [Company]. [One specific reason you want this role or employer.]
[One story: what you did, at what scale, and what changed because of it.]
[One sentence connecting that story to this team’s priorities.]
Thank you for your time. I would be glad to discuss [specific topic] with you.
Sincerely,
[Your name]
Cover letter examples by situation
Each template below is a hypothetical example written for structure. Bracketed fields are yours to fill; keep the parts that are true and delete the rest. None of these should be sent unchanged. If you are applying for your first job, the guide to a resume with no work experience covers how to build the evidence this letter draws on.
Template 1 — Standard full-time role (hypothetical)
Dear [Hiring Manager],
I am applying for the [Job Title] role at [Company]. Your posting asks for someone who can [main responsibility in your own words], and that is most of what I did at [Previous Employer].
As [Current or Recent Title], I [accomplishment with scale and result]. I also [second supporting detail, such as a tool you use or a group you trained]. That work is why this role is the right next step for me.
[One sentence on something specific you know about the company or team.] Thank you for your time; I would be glad to discuss [first priority of the role] in an interview.
Sincerely,
[Your name]
Template 2 — Career change (hypothetical)
Dear [Hiring Manager],
I am applying for the [Target Role] at [Company]. I have spent the last [number] years as a [current field] professional, and I am moving into [new field] because [reason grounded in work you have already done].
The move is less of a jump than it looks. As a [current title], I [transferable accomplishment with an outcome]. I also completed [course, certificate, or project] to build the skills your posting names, including [two tools or methods from the posting].
I am looking for a team where [specific contribution you want to make]. Thank you for considering my application.
Sincerely,
[Your name]
Template 3 — No work experience (hypothetical)
Dear [Hiring Manager],
I am applying for the [Job Title] position at [Company]. I am a [program] student at [School], graduating in [Month Year], and the posting’s focus on [responsibility] matches work I have already done in [class, club, or part-time job].
In [project or job], I [action with a number and a result]. I also [second proof: customer-facing work, a certification, or a volunteer role].
What I lack in full-time experience, I make up for in [honest trait backed by evidence]. I would welcome the chance to talk about how I could support [team or function].
Thank you for your time.
Sincerely,
[Your name]
Template 4 — Referral (hypothetical)
Dear [Hiring Manager],
[Referrer name], [their role] at [Company], suggested I apply for the [Job Title] role. They thought my work on [skill or project] would be relevant to [team goal], and after reading the posting I agree.
At [Current Employer], I [accomplishment with a number]. [One sentence with additional relevant experience.] [One sentence connecting your experience to the company’s current work.]
I have attached my resume and would be glad to answer any questions. Thank you to [Referrer name] for the introduction, and thank you for your time.
Sincerely,
[Your name]
Template 5 — Remote role (hypothetical)
Dear [Hiring Manager],
I am applying for the [Job Title] role at [Company]. I have worked remotely since [year] as a [role], so the posting’s requirements around [written communication, documentation, or cross-time-zone collaboration] describe my normal workday rather than an adjustment.
At [Employer], I [accomplishment with a number, ideally remote-specific]. I keep written updates on a [cadence] schedule and [specific habit, such as over-communicating handoffs in writing].
[One sentence about why this remote team specifically.] Thank you for your time.
Sincerely,
[Your name]
How do you tailor a cover letter without starting over?
Keep a reusable skeleton and rewrite only the parts that mention the employer. That keeps the work to about 20 minutes per application instead of an hour.
| Keep it | Rewrite it for every application |
|---|---|
| Your greeting and sign-off | The sentence that names the role and one reason you applied |
| The shape of your evidence paragraph | The story you choose — match it to the posting’s biggest requirement |
| Your closing request for an interview | The specific topic you offer to discuss |
| The overall length and tone | Anything that names the company’s work, product, or recent news |
Start by highlighting the three requirements the posting mentions first. Match one story to the most important requirement, and do not try to cover all three in detail. The New York State Department of Labor guide points out that a letter should not duplicate the resume, which means the evidence in the letter should explain one story rather than list every job.
The summary at the top of your resume is the 40-word version of this message; the letter is the 250-word version with one story attached. The resume summary examples show how to compress the same evidence, and the complete resume guide covers the document the letter is introducing. For the full document edit, see how to tailor a resume to a job.
What mistakes should you avoid?
| Mistake | Fix |
|---|---|
| Repeating resume bullets line for line | Pick one story and explain what it means for this job |
| Opening with “I am writing to apply for…” | Open with the role and one specific reason you are a fit |
| “To Whom It May Concern” when a name is available | Find the hiring manager’s name and verify the spelling |
| Generic praise of the company | Name a product, project, or result you actually read about |
| Going past one page | Cut to 250–350 words; remove the second example before the first |
| Mentioning salary or benefits | Leave it for the offer conversation unless the posting requires a number |
| Apologizing for a gap or a missing skill | Explain the context in one sentence, then move to evidence |
| Sending without proofreading | Read it aloud and check company and interviewer names |
SHRM’s 2021 guidance on salutations in cover letters and email notes that greetings and closings signal your style and your grasp of business etiquette. That article is from 2021, so treat the specifics as stable etiquette rather than a rule that cannot change.
What should you check before you send?
- The posting asks for a cover letter, or you have a specific reason to send one.
- The letter is addressed to a named person, and the name is spelled correctly.
- The first paragraph names the role and one specific reason you applied.
- One evidence story includes a number, scale, or outcome.
- The fit paragraph names something specific about this employer.
- Nothing in the letter repeats a resume bullet word for word.
- The letter is 250–350 words on one page.
- There is no salary talk and no apology.
- The file is a clean PDF with a professional file name.
After you send it, the next message is the one that follows the interview. The thank-you email guide covers the timing and the template, and it is a better use of your energy than a second follow-up on the application.
How we researched this guide
We build resume guides from public and official sources. This page draws on the New York State Department of Labor’s resume, cover letter, and job application guide (no publication date is displayed), Harvard Business Review’s 2025 article on why cover letters still matter (subscription), and two SHRM articles: its 2023 Ask HR column on cover letter content and its 2021 guidance on salutations.
We review this page when the underlying guidance changes and show the last-updated date at the top. If you spot an error or a source that has moved, email us — our editorial policy explains how corrections work. Templates and examples on this page are hypothetical illustrations, not real candidates or market data.
Frequently asked questions
Is a cover letter still necessary?
Only when the application asks for one, but it can help even when it is optional. A letter is the place to explain a career change, an employment gap, or a specific reason you want this employer. Many companies no longer require one, so a short, specific letter can stand out precisely because fewer applicants write one.
How long should a cover letter be?
About 250 to 350 words, or three to four short paragraphs on one page. Hiring managers scan, and a long letter often goes unread. One strong example explained in detail beats a list of five accomplishments. If you are unsure, cut the letter to the length of your resume summary plus one story.
Can you reuse a cover letter?
Yes, keep a reusable skeleton: greeting, one evidence paragraph about your strongest relevant story, and a close. Rewrite three parts for each application: the sentence that names the role and company, the example you choose, and the reason you want this employer. A letter with a different company name pasted in is easy to spot.
Should you mention salary in a cover letter?
Usually no. The letter is for fit and evidence; salary belongs in the offer conversation once the employer has decided they want you. If a posting requires a salary expectation with the application, state a range based on research rather than a single number, keep it brief, and be ready to explain how you set the range.
Who should I address a cover letter to?
Use the name of the person who can hire you when you can find it, and spell it correctly. If the posting does not name anyone, address the role or the department, or use "Dear Hiring Manager." Avoid "To Whom It May Concern" when a more specific option exists. When in doubt, a named person plus a correct title signals the research the letter is asking for.
How do I mention a referral in a cover letter?
Name the referrer in the first paragraph, with their permission, and state the role you are applying for. Add one sentence explaining why your work is relevant to what the referrer described. Keep it factual and brief; the referral opens the door, but your evidence has to carry the rest of the letter. You can also mention the referral in the subject line of the email.
Sources and further reading
We link to primary and official sources so you can verify the details yourself.
- New York State Department of Labor — Resumes, Cover Letters and Job Applications
- Harvard Business Review — Cover Letters Still Matter—Even If They're Not Required (2025; subscription required)
- SHRM — Ask HR: What Should Job Seekers Put in a Cover Letter? (published 2023)
- SHRM — Salutations in Cover Letters and E-Mail (published 2021)
How this guide was written. This page is part of Role Handbook, an independent career publication. We research each guide against primary and official sources, use worked examples and scripts instead of vague advice, and update pages when the underlying rules or practices change. Every page lists its sources. See our editorial policy for details and corrections.