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A cover letter is your first opportunity to make a case for why you are the right person for a role. A good one gets you a closer look. A poor one, or a generic one, can undermine an otherwise strong application. The good news is that writing a strong cover letter is a skill, and like most skills it follows a clear structure once you understand it.
This guide explains how to approach a cover letter, what to include, and how to handle the parts that most people find hardest: how to start, how to end, and how to make it feel personal rather than like a template.
How to write a cover letter
Before you write a word, read the job description carefully. The cover letter is not a summary of your CV. It is a targeted piece of writing that connects your experience and skills to the specific requirements of this role at this organisation. Everything in it should serve that purpose.
How long should a cover letter be? A cover letter should fit on one side of A4 and contain three to five paragraphs. Most hiring managers are reading many applications, and a long cover letter is less likely to be read in full than a concise one. Aim for 250 to 400 words. Quality matters far more than length.
How to address a cover letter: Always try to address the letter to a named individual rather than ‘to whom it may concern’ or ‘dear sir or madam’. Check the job posting for the hiring manager’s name, look on LinkedIn, or call the company’s main number to ask. If you genuinely cannot find a name, ‘dear hiring manager’ is acceptable. A named greeting signals that you made an effort.
Each cover letter should be tailored to the specific role you are applying for. Sending the same letter with the company name changed is obvious to experienced recruiters and rarely works. The time it takes to personalise each letter is well spent.
What to include in your cover letter
A well-structured cover letter covers five things in sequence. Here is what each section should do.
Opening statement
Your first paragraph should do two things: state clearly what role you are applying for and give the hiring manager a reason to keep reading. The most common mistake is to open with something flat and generic like ‘I am writing to apply for the position of...’. This wastes the most important sentence in your letter.
A stronger opening leads with something that immediately signals relevance or interest. It might be a brief statement of your most relevant experience, a specific reason you are drawn to this organisation, or a direct statement of what you offer. The goal is to make the reader think ‘this person sounds promising’ within the first few lines.
Example: As a business analyst with five years’ experience in financial services, I was immediately drawn to this role at [Company] because of your focus on data-led decision-making in client reporting, an area I have worked in directly.
Information about your experience
The body of your letter is where you make your case. Pick two or three pieces of experience that are most relevant to the job description and explain what you did, what the result was, and why it matters for this role. Do not just repeat what is on your CV. Interpret your experience for this specific application.
Be specific. ‘I have strong communication skills’ means very little. ‘I led a team of eight across two sites, holding weekly cross-team briefings that reduced project delays by 20%’ is a concrete example that shows what your communication skills look like in practice.
If there are requirements in the job description that you do not fully meet, do not draw attention to the gap. Focus on what you do have. If there is a significant gap that the employer is likely to notice, acknowledge it briefly and positively: note how quickly you learn, or point to adjacent experience that is relevant.
Your education
How much space you give to education depends on where you are in your career. For recent graduates or those applying to roles where a specific qualification is required, your education may be central to the letter. For experienced professionals, it usually warrants a sentence or two at most, unless the role specifically calls for it.
If your education is relevant, mention the qualification, the institution, and one thing you gained from it that is specifically applicable to this role. If you are currently studying, say so. A degree in progress still shows commitment and ambition, and many employers view continuing professional development positively.
Some things you know about the company
This is the section that most clearly separates a tailored cover letter from a generic one. Show that you have done some research. Mention something specific about the organisation, a recent project, a value they publicly hold, a challenge in their sector, or an aspect of their work that you find genuinely interesting.
This does not need to be long. A single sentence or two that demonstrates real engagement with the organisation is enough to make your letter feel personal. It answers the question every employer has when reading applications: does this person actually want to work here, or are they just applying everywhere?
Be specific and be genuine. Vague flattery like ‘I have always admired your company’ is worse than nothing. A reference to something real, such as a product launch, a company value that resonates with your own, or a direction the business is taking, shows you have taken the time to find out who they are.
Closing statement
Your closing paragraph should do three things: summarise why you are a strong fit, express your enthusiasm for the role, and include a clear call to action.
Keep the summary brief, one sentence that ties together your main strengths in relation to the role. Then express genuine enthusiasm without being effusive. Something like ‘I would welcome the opportunity to discuss how my experience in X could contribute to Y’ is direct and professional.
How to end a cover letter: If you addressed the letter to a named person, close with ‘Yours sincerely’ followed by your full name. If you used ‘dear hiring manager’ or a similar generic address, close with ‘Yours faithfully’. Include your contact details underneath your name if you are sending it as a standalone document.
Always proofread before you send. Spelling mistakes, incorrect company names, or references to a different role from a previous application are among the most common and most damaging errors in cover letters.
Discover more opportunities at Arden University
A strong cover letter is one part of a strong application. If you are looking to build your qualifications alongside your career search, Arden University offers online, part-time degrees and postgraduate programmes across a wide range of subjects.
Understanding the importance of a cover letter is just one step in building a successful job application strategy. Whether you are applying for your first graduate role or making a career change, a well-presented application gives your skills and experience the best possible platform.
FAQs
How long should a cover letter be?
A cover letter should usually be no longer than one page of A4, typically around 250–400 words. Hiring managers often review a large number of applications, so a concise, focused letter is more likely to be read in full. The priority is clarity and relevance, not length.
How do I start a cover letter?
Start by stating the role you are applying for and immediately giving a reason why you are a strong fit or genuinely interested in the position. Avoid generic openings such as “I am writing to apply for…”. Instead, lead with relevance, for example your most relevant experience or a clear connection to the organisation or role.
How do I address a cover letter if I don’t know the name?
It is always best to address the letter to a specific person if possible. If you cannot find a name, “Dear Hiring Manager” is acceptable. Avoid outdated greetings such as “To whom it may concern” where possible, as they can feel impersonal.
What should I include in a cover letter?
A strong cover letter usually includes:
- A tailored opening statement explaining the role and your interest
- A short section highlighting relevant experience with specific examples
- A brief mention of your education (if relevant)
- A sentence showing knowledge of the company
- A clear closing statement expressing interest and next steps
Each part should directly support your suitability for the role.
Should I repeat my CV in my cover letter?
No. Your cover letter should not repeat your CV. Instead, it should explain your experience in context and connect it to the specific job. Think of it as highlighting and interpreting your CV, not duplicating it.
How do I end a cover letter?
End with a short summary of your suitability and a polite expression of interest in discussing the role further. Use “Yours sincerely” if you have addressed the letter to a named person, or “Yours faithfully” if you have used a generic greeting such as “Dear Hiring Manager”.
How important is a cover letter in a job application?
A cover letter can make a significant difference, especially when candidates have similar CVs. It gives you space to show motivation, explain your interest in the role, and demonstrate that you have researched the organisation. A well-written cover letter can strengthen an otherwise strong application.
Do I need a different cover letter for every job?
Yes. A generic cover letter is easy for recruiters to spot and is less effective. Tailoring your letter to each role shows genuine interest and allows you to highlight the most relevant skills and experience for that specific position.
What mistakes should I avoid in a cover letter?
Common mistakes include using a generic template, making spelling or company name errors, repeating your CV, and not tailoring the content to the role. Another frequent issue is writing too much detail rather than focusing on the most relevant points.
Should I mention my education in a cover letter?
Yes, but briefly. For early-career applicants or roles where qualifications are important, education may be more prominent. For experienced professionals, it is usually enough to include a short reference unless the qualification is directly relevant to the role.
