How to Make a Cover Letter: Complete Step-by-Step Guide for 2025

TL;DR

Quick Answer: Making a cover letter involves 5 key steps: (1) research the company and role, (2) format with professional header and greeting, (3) write compelling opening paragraph, (4) detail your relevant qualifications in 1-2 body paragraphs, and (5) close with a strong call-to-action. A well-made cover letter should be 250-400 words, tailored to each job, and demonstrate why you're the perfect fit.

Key Takeaways:

• Research first – Spend 15-20 minutes understanding the company and role before writing

• Use the AIDA formula – Attention, Interest, Desire, Action for maximum impact

• Quantify achievements – Include specific numbers and metrics (e.g., "increased sales by 23%")

• Customize for each job – Generic cover letters reduce interview chances by 47%

• Keep it concise – Hiring managers spend only 7.4 seconds on initial review

Introduction: Why Making a Great Cover Letter Matters

In today's competitive job market, knowing how to make a cover letter that stands out isn't just helpful—it's essential. A well-crafted cover letter can increase your chances of landing an interview by 38%, according to a 2024 ResumeGo study of 5,000 job applications across multiple industries.

Yet despite their importance, many job seekers struggle with creating effective cover letters. A survey by Jobvite found that only 26% of recruiters consider the cover letters they receive to be high quality. The good news? This gap represents an incredible opportunity for those who learn the proper techniques.

This comprehensive guide will walk you through every step of making a professional, compelling cover letter that captures hiring managers' attention and showcases your unique value. Whether you're a recent graduate or an experienced professional changing careers, you'll discover actionable strategies to transform your cover letter from generic to exceptional.

Before diving into the how-to, it's worth understanding what is the purpose of a cover letter and what is a cover letter for a job to ensure you're approaching this document with the right mindset.

Step 1: Research Before You Write

The foundation of any exceptional cover letter is thorough research. According to career expert Alison Green, author of Ask a Manager, "The best cover letters show you've done your homework. They reference specific projects, company values, or initiatives that genuinely excite you about the role."

What to Research:

1. Company Culture and Values – Review the company's website, LinkedIn page, and recent news articles

2. Job Description Keywords – Identify the 5-7 most important skills and requirements mentioned

3. Hiring Manager's Name – Check LinkedIn, the company website, or call the front desk

4. Company Challenges and Goals – Look for annual reports, press releases, or industry analyses

5. Company Products or Services – Understand what they do and who they serve

Pro Tip: Spend 15-20 minutes on research for each application. This investment pays off—personalized cover letters have a 53% higher response rate than generic ones, according to TopResume's 2024 data analysis.

Step 2: Format Your Cover Letter Professionally

Proper formatting ensures your cover letter looks professional and is easy to read. Here's the standard structure that 87% of hiring managers prefer, based on research by CareerBuilder:

Cover Letter Format Structure:

Formatting Best Practices:

• Font: Use professional fonts like Arial, Calibri, or Times New Roman at 10-12pt

• Margins: Set to 1 inch on all sides

• Alignment: Left-aligned for easy scanning

• Length: Keep to one page maximum (3/4 page is ideal)

• File format: Save as PDF to preserve formatting

For more detailed guidance on formatting specifics, check our guide on how to write a cover letter.

Step 3: Write a Compelling Opening Paragraph

Your opening paragraph has one job: hook the reader's attention immediately. Hiring managers spend an average of 7.4 seconds on an initial cover letter scan, according to Ladders' eye-tracking study. Those first few sentences determine whether they'll keep reading.

Opening Paragraph Formula:

1. State the position you're applying for and where you found it

2. Include a hook – a compelling reason why you're excited about this specific role

3. Preview your value – hint at your most relevant qualification

Example Opening:

"I'm writing to express my strong interest in the Senior Marketing Manager position at TechCorp, posted on LinkedIn. Having followed TechCorp's innovative approach to sustainable technology for over two years, I was thrilled to see this opening. With seven years of experience driving 40%+ revenue growth for B2B tech companies, I'm confident I can contribute to your mission of making clean energy accessible to small businesses."

Notice how this opening immediately establishes enthusiasm, shows company knowledge, and quantifies relevant experience. For more opening strategies, see our guide on how to start a cover letter.

Step 4: Detail Your Relevant Qualifications

The body of your cover letter (typically 1-2 paragraphs) should demonstrate why you're the ideal candidate. This is where you connect your experience directly to the job requirements.

The STAR Method for Body Paragraphs:

Structure your qualifications using the STAR framework:

• Situation – Set the context

• Task – Describe the challenge

• Action – Explain what you did

• Result – Quantify the outcome

What to Include in Body Paragraphs:

Example Body Paragraph:

"In my current role as Marketing Manager at GreenTech Solutions, I led a complete rebranding initiative that increased our B2B lead generation by 127% in just 18 months. By implementing data-driven content strategies and optimizing our marketing automation workflows, we reduced cost-per-lead from $450 to $180 while improving lead quality scores by 34%. This experience directly aligns with your need for someone who can scale TechCorp's demand generation efforts in the competitive clean energy market."

For more guidance on what information to include, review our article on what should a cover letter include.

Step 5: Close with a Strong Call-to-Action

Your closing paragraph should accomplish three goals: reiterate your interest, express confidence in your fit, and invite the next step.

Effective Closing Structure:

1. Summarize your value – Brief recap of why you're a great fit

2. Express enthusiasm – Restate your interest in the role

3. Call-to-action – Politely request an interview or meeting

4. Thank them – Show appreciation for their time and consideration

Example Closing:

"I'm excited about the opportunity to bring my proven track record in B2B marketing and passion for sustainable technology to the TechCorp team. I would welcome the chance to discuss how my experience scaling marketing operations can contribute to your ambitious growth goals. Thank you for considering my application—I look forward to speaking with you soon."

For more closing strategies and examples, see our guide on how to end a cover letter.

Advanced Tips for Making Your Cover Letter Stand Out

1. Use the AIDA Copywriting Formula

Borrowed from marketing, the AIDA formula (Attention, Interest, Desire, Action) creates compelling narratives:

• Attention: Hook them with your opening

• Interest: Present relevant qualifications

• Desire: Show them why they want you on their team

• Action: Close with a clear next step

2. Address Employment Gaps or Career Changes

If you're changing careers or have employment gaps, your cover letter is the perfect place to address these proactively. Focus on transferable skills and frame gaps as opportunities for growth.

Career Change Example:

"While my background is in education, the skills I developed—creating engaging curriculum, managing diverse stakeholders, and analyzing student performance data—translate directly to this instructional design role. In fact, my teaching experience gives me unique insight into how adults learn, which is invaluable for creating effective corporate training programs."

3. Incorporate Industry-Specific Keywords

Many companies use Applicant Tracking Systems (ATS) to screen applications. Research shows that 75% of resumes and cover letters are rejected by ATS before a human ever sees them, according to Jobscan. Include relevant keywords from the job description naturally throughout your letter.

4. Show, Don't Tell

Instead of saying "I'm a great leader," demonstrate it: "I mentored a team of five junior analysts, three of whom were promoted within 18 months."

According to resume expert Michael Chen of CareerFlow, "Specific examples with quantifiable results are 3x more memorable than generic claims. Hiring managers want evidence, not adjectives."

Common Cover Letter Mistakes to Avoid

Critical Errors That Hurt Your Chances:

1. Generic Templates – Using the same cover letter for every application reduces interview chances by 47%

2. Typos and Grammar Errors – 58% of hiring managers reject candidates with a single typo

3. Exceeding One Page – Long-winded letters lose reader attention

4. Focusing on What You Want – Instead, focus on what you offer

5. Repeating Your Resume – Your cover letter should complement, not duplicate

6. Weak Opening Lines – Avoid "I am writing to apply..." (too generic)

7. No Specific Company Research – Shows lack of genuine interest

8. Missing Contact Information – Make it easy for them to reach you

Industry-Specific Cover Letter Examples

Different industries have different expectations for cover letters. Here are some tailored resources:

• Education: See our teacher cover letter examples for guidance on emphasizing classroom experience and educational philosophy

• Healthcare: Check our nursing cover letter examples for healthcare-specific language and certifications

• Technology: Review our engineering cover letter examples for technical roles

• General Examples: Browse our comprehensive cover letter examples for job applications across industries

Tools to Help You Make a Better Cover Letter

Creating a compelling cover letter from scratch can be time-consuming. Here are tools that can help:

AI-Powered Cover Letter Generators

Modern AI tools can help you create personalized cover letters in minutes. Our AI-powered cover letter generator uses advanced algorithms to create tailored letters based on your experience and the job description. Users report saving an average of 45 minutes per application while maintaining quality.

Proofreading Tools

• Grammarly – Catches grammar, spelling, and tone issues

• Hemingway App – Improves readability and clarity

• ProWritingAid – Comprehensive style and grammar checking

ATS Optimization Tools

• Jobscan – Compares your cover letter against job descriptions for keyword optimization

• Resume Worded – Provides instant feedback on ATS compatibility

Cover Letter Timeline: From Research to Submission

Here's a realistic timeline for creating a high-quality cover letter:

Time-Saving Tip: Use an AI cover letter generator to create your first draft in 2-3 minutes, then spend 15-20 minutes customizing and refining. This approach combines efficiency with personalization.

Frequently Asked Questions

How long should a cover letter be?

A cover letter should be 250-400 words, or about 3-4 concise paragraphs that fit on one page. Research shows that cover letters between 250-375 words have the highest response rates at 38%, while those exceeding 500 words see response rates drop to just 24%. Keep it concise and impactful.

Should I include a cover letter if it's optional?

Yes, absolutely. Even when optional, submitting a cover letter increases your interview chances by 38%. It demonstrates extra effort and genuine interest in the position. Only 45% of applicants submit cover letters when optional, so including one helps you stand out from the majority.

How do I address a cover letter without a name?

If you can't find the hiring manager's name after checking LinkedIn, the company website, and calling reception, use "Dear Hiring Manager" or "Dear [Department] Team" (e.g., "Dear Marketing Team"). Avoid outdated greetings like "To Whom It May Concern" which can seem impersonal.

Can I use the same cover letter for multiple jobs?

No—customization is critical. Generic cover letters reduce your interview chances by 47%. Each letter should address the specific company, role, and requirements. However, you can create a base template with your core qualifications and customize 40-50% of the content for each application.

What's the difference between a resume and a cover letter?

A resume is a factual document listing your experience, skills, and education in bullet points. A cover letter is a narrative that explains why you're interested in this specific role and how your experience makes you the ideal candidate. Your cover letter should complement, not repeat, your resume.

How do I make my cover letter stand out?

Make your cover letter memorable by: (1) opening with a specific achievement or company connection, (2) quantifying your accomplishments with metrics, (3) showing genuine enthusiasm for the company's mission, (4) addressing a specific challenge the company faces, and (5) using a confident, conversational tone rather than stiff formal language.

Should I mention salary expectations in my cover letter?

Only include salary information if the job posting specifically requests it. Otherwise, salary discussions are better saved for later in the interview process when you have more leverage and information. If required, provide a range based on market research for similar roles in your geographic area.

What file format should I use for my cover letter?

Save your cover letter as a PDF unless the job posting specifically requests a different format. PDFs preserve formatting across all devices and operating systems. Name your file professionally: "FirstName_LastName_CoverLetter_CompanyName.pdf" rather than generic names like "CoverLetter.pdf".

How do I write a cover letter with no experience?

Focus on transferable skills from school projects, volunteer work, internships, or part-time jobs. Emphasize your enthusiasm, willingness to learn, and relevant coursework or certifications. Instead of saying "I have no experience," frame it as "I'm eager to apply my [relevant skills] to [specific role responsibilities]".

Can I use AI to write my cover letter?

Yes, AI tools can be excellent starting points. Our AI cover letter generator creates personalized first drafts in minutes. However, always customize AI-generated content to add personal touches, specific examples, and authentic enthusiasm. Think of AI as a writing assistant that handles structure and formatting while you add the personal elements that make you unique.

What should I do after sending my cover letter?

After submitting your application: (1) Save a copy for your records, (2) Note the application date and any follow-up timeline mentioned, (3) Connect with the company on LinkedIn if appropriate, (4) Wait 1-2 weeks before following up politely via email, and (5) Continue applying to other positions—don't put all your hopes on one opportunity.

Should I follow up after submitting a cover letter?

Yes, if you haven't heard back within 1-2 weeks (or the timeline mentioned in the job posting). Send a brief, professional email reiterating your interest and asking about the hiring timeline. Research shows that appropriate follow-ups can increase response rates by 15-20%, as they demonstrate continued interest and professionalism.

Conclusion: Making Your Cover Letter Work for You

Learning how to make a cover letter that truly stands out is an investment in your career success. By following the five-step process outlined in this guide—researching thoroughly, formatting professionally, writing a compelling opening, detailing your qualifications strategically, and closing with confidence—you'll create cover letters that capture attention and generate interviews.

Remember these key principles:

• Customize every letter – Generic templates don't work

• Quantify your achievements – Numbers make impact memorable

• Show genuine enthusiasm – Passion for the role comes through

• Keep it concise – Respect the reader's time

• Proofread meticulously – One typo can cost you the opportunity

Whether you're crafting your cover letter from scratch or using tools like our AI-powered cover letter generator to streamline the process, the goal remains the same: create a compelling narrative that positions you as the ideal candidate.

For more detailed guidance, explore our related resources on what to put in a cover letter and review our collection of cover letter examples tailored to different industries and experience levels.

Now that you know how to make a professional, compelling cover letter, it's time to put these strategies into action. Your dream job is waiting—and a great cover letter is your first step toward landing it.