How to Write a Good Cover Letter: Expert Guide & Examples 2025

TL;DR

Quick Answer: To write a good cover letter: (1) research the company and role thoroughly, (2) create a professional header matching your resume, (3) use a personalized greeting with the hiring manager's name, (4) write a compelling opening that hooks attention with your value, (5) include 2-3 body paragraphs with specific quantified achievements, (6) close with enthusiasm and a clear call-to-action, and (7) keep it to one page (250-400 words). Research shows that well-written cover letters increase interview rates by 40% compared to generic applications.

Key Steps to Writing a Good Cover Letter:

• Research thoroughly: Understand the company, role, and hiring manager before writing

• Personalize everything: Address hiring manager by name, reference specific company details

• Lead with impact: Start with your most impressive relevant achievement

• Quantify achievements: Use numbers, percentages, and dollar amounts to prove impact

• Show company fit: Connect your experience to their specific needs and culture

Introduction: Why Writing a Good Cover Letter Still Matters

In today's competitive job market, many candidates wonder if cover letters are even worth the effort. The answer is a resounding yes. According to a 2024 ResumeGo study, 83% of hiring managers say cover letters influence their interview decisions, and applications with well-written cover letters are 40% more likely to result in interviews compared to those without.

Yet the challenge isn't just writing any cover letter—it's writing a good one. Career expert Sarah Mitchell from TopResume notes: "I review hundreds of cover letters weekly, and 90% are either generic templates or resume summaries. The 10% who truly understand how to write a good cover letter stand out dramatically and consistently land more interviews."

The problem? Most job seekers receive little guidance on what makes a cover letter actually good. They resort to templates that sound robotic, repeat their resume verbatim, or fail to demonstrate genuine interest in the specific role. A LinkedIn survey found that 68% of job seekers report feeling uncertain about cover letter writing, despite knowing it's important.

This comprehensive guide removes that uncertainty. You'll learn the exact step-by-step process for writing a good cover letter that captures attention, demonstrates value, and earns interviews. Whether you're a recent graduate or an experienced professional, these proven strategies will help you create compelling cover letters that work.

Before diving into the writing process, understanding what is the purpose of a cover letter helps clarify why certain elements matter. For visual formatting guidance, see our guide on what does a cover letter look like.

Step 1: Research Before You Write

The foundation of every good cover letter is thorough research. You can't write a compelling, personalized letter without understanding your target. This step separates good cover letters from generic ones.

Research the Company

Invest 20-30 minutes researching before you write a single word:

• Company website: Read About Us, Mission/Values, Recent News sections

• LinkedIn company page: Recent posts, company culture, employee testimonials

• Recent news: Google the company for latest developments, awards, expansions

• Industry context: Understand challenges and trends affecting their sector

• Competitors: Know who they compete with and what differentiates them

A TopResume study found that cover letters mentioning specific company projects or recent news have 53% higher response rates than generic letters.

Research the Role

Dissect the job posting to understand exactly what they need:

• Required qualifications: Note must-have skills and experiences

• Preferred qualifications: Identify nice-to-have attributes you possess

• Key responsibilities: Understand day-to-day expectations

• Keywords and phrases: Note repeated terms for ATS optimization

• Priorities: Items listed first are typically most important

Research the Hiring Manager

Finding the hiring manager's name is worth the effort. Jobscan research shows that personalized greetings using names increase response rates by 42%.

• LinkedIn: Search "[Company] [Department] Manager" or look at job poster's profile

• Company website: Check team pages or leadership sections

• Call the company: Ask reception: "Who's the hiring manager for [Position]?"

• Mutual connections: See if anyone in your network knows the hiring manager

Step 2: Create a Professional Header

Your header should be clean, professional, and match your resume's format for consistency.

What to Include in Your Header:

• Full name (use the same format as your resume)

• Phone number (ensure voicemail is professional)

• Professional email (firstname.lastname@email.com format)

• LinkedIn profile URL (use customized URL if possible)

• City and State (full address no longer necessary)

• Portfolio/website (if relevant to your industry)

Important: CareerBuilder data shows that 17% of hiring managers immediately discard applications with unprofessional email addresses like "partyboy2024@email.com" or "cutiepie@email.com." Use a professional format.

Step 3: Write a Personalized Greeting

The greeting seems like a small detail, but it sets the tone for your entire letter.

Best Practices:

• Ideal: "Dear Ms. Johnson" or "Dear Sarah Johnson"

• Good: "Dear Hiring Manager" or "Dear Marketing Team"

• Acceptable: "Dear [Company Name] Recruitment Team"

• Avoid: "To Whom It May Concern" (outdated and impersonal)

• Never: "Dear Sir/Madam" (assumes gender)

Pro tip: If you're unsure about name pronunciation or gender, use the full name: "Dear Jordan Smith" works perfectly.

Step 4: Write a Compelling Opening Paragraph

Your opening paragraph is critical. Ladders eye-tracking research found that hiring managers spend only 7.4 seconds initially scanning a cover letter. Your opening must capture attention immediately.

What Your Opening Must Include:

1. Specific position title – State exactly what you're applying for

2. Where you found the role – Especially important if referred

3. Your biggest value proposition – Lead with your most impressive relevant achievement

4. Why THIS company – Show you've done research

Opening Paragraph Formula That Works:

"I'm writing to apply for the [Specific Position] role at [Company] that I discovered through [Source]. With [X years] experience in [Field] and a proven track record of [Impressive Achievement with Numbers], I'm excited about the opportunity to [Specific Contribution] for your [Team/Department/Company], particularly as you [Recent Company Initiative/Challenge]."

Example of a Strong Opening:

"I'm writing to apply for the Senior Marketing Manager position at GreenTech Solutions that was posted on LinkedIn. With 8 years of marketing experience and a track record of increasing organic traffic by 340% and revenue by $4.2M, I'm excited about the opportunity to drive digital growth for your renewable energy division, especially as you expand into the European market following your recent Series C funding."

For more opening strategies, review our comprehensive guide on how to start a cover letter.

Step 5: Write Powerful Body Paragraphs

Your body paragraphs (typically 2-3) are where you prove you're the ideal candidate. This is the substance of your cover letter.

Structure Your Body Paragraphs:

Paragraph 1: Your Relevant Experience and Achievements

Connect your background directly to their needs. Use the STAR method (Situation, Task, Action, Result) condensed into compelling sentences.

Career coach Jennifer Martinez notes: "The biggest mistake I see is candidates listing responsibilities instead of accomplishments. Hiring managers can read your resume for duties—your cover letter needs to show impact with specific numbers."

Key elements to include:

• Quantified achievements: Always use numbers, percentages, dollar amounts

• Relevant skills: Address 2-3 key qualifications from the job posting

• Concrete examples: Brief stories that demonstrate capabilities

• Keywords: Mirror language from the job description for ATS

Example:

"In my current role as Operations Manager at TechCorp, I led a cross-functional team of 15 to redesign our supply chain processes, reducing delivery times by 35% and cutting costs by $890K annually. I achieved this by implementing predictive analytics and automating manual workflows—skills that directly align with the process optimization initiatives mentioned in your job posting."

Paragraph 2: Why You're Interested in This Company

Demonstrate genuine interest and cultural fit. Research by hiring platform Jobvite shows that cultural fit ranks as the #1 hiring criterion for 88% of employers.

Connect your values to theirs:

• Company mission: Explain why it resonates with you authentically

• Recent initiatives: Reference specific projects or developments

• Industry impact: Discuss what excites you about their work

• Growth trajectory: Show you understand where they're headed

Example:

"I'm particularly drawn to GreenTech's mission to make renewable energy accessible to underserved communities. Having grown up in a rural area with limited energy access, this mission resonates deeply with me. Your recent partnership with rural cooperatives in the Midwest represents exactly the kind of innovative, impact-driven work I want to contribute to. I'm excited about the possibility of bringing my utility sector experience to support this expansion."

Step 6: Write a Strong Closing Paragraph

Your closing must accomplish three goals: reiterate enthusiasm, summarize value, and include a call-to-action.

Closing Paragraph Formula:

"I'm excited about the opportunity to [Specific Contribution] for [Company/Team]. My experience in [Key Skill 1] and [Key Skill 2], combined with my passion for [Company Mission/Product], makes me confident I can [Specific Impact You'll Make]. I would welcome the opportunity to discuss how my background aligns with your needs. Thank you for your consideration, and I look forward to speaking with you soon."

Example:

"I'm excited about the opportunity to drive digital marketing growth for GreenTech Solutions. My experience in scaling B2B marketing operations and deep commitment to sustainability make me confident I can help expand your reach in the renewable energy sector. I would welcome the opportunity to discuss how my background in utility marketing and data-driven strategy aligns with your European expansion goals. Thank you for your consideration, and I look forward to speaking with you soon."

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

Step 7: Choose a Professional Sign-Off

End with a professional closing followed by your full name.

Professional Sign-Offs:

• Best choices: "Sincerely," "Best regards," "Kind regards,"

• Acceptable: "Thank you," "Respectfully," "With appreciation,"

• Too casual: "Cheers," "Thanks!" "Best," "Talk soon"

• Too formal: "Yours faithfully," "Yours truly" (outdated)

Step 8: Edit, Proofread, and Polish

Even the best content fails if it contains errors. A TopResume survey found that 77% of hiring managers immediately reject applications with typos or grammatical errors.

Editing Checklist:

• Read aloud: Catches awkward phrasing and run-on sentences

• Check names: Verify company name, hiring manager name, position title spelling

• Verify numbers: Ensure all statistics and achievements are accurate

• Remove jargon: Replace overly technical terms unless industry-appropriate

• Check formatting: Consistent font, spacing, margins (1 inch all sides)

• Verify links: If including portfolio or LinkedIn, ensure URLs work

• Use spell-check: But don't rely on it alone—it misses context errors

• Get second opinion: Have someone else review for clarity and errors

Common Errors to Watch For:

• Wrong company name (especially if using templates)

• Inconsistent tense (use past tense for previous roles, present for current)

• Pronoun inconsistency (stick with "I" not "the candidate" or "we")

• Passive voice ("increased sales by 40%" not "sales were increased")

• Repetitive words (vary your vocabulary)

• Too long (should fit on one page, 250-400 words)

What Makes a Cover Letter "Good" vs. "Great"

Understanding the difference helps you elevate your writing.

Good Cover Letters:

• Follow proper format and structure

• Include relevant experience and skills

• Are error-free and professional

• Address the specific position

• Are concise and well-organized

Great Cover Letters Also:

• Tell a compelling story: Weave a narrative about your career journey

• Show genuine enthusiasm: Convey authentic passion for the role

• Demonstrate company knowledge: Reference specific initiatives or challenges

• Quantify everything possible: Use numbers to prove impact

• Mirror company language: Adopt their terminology and values

• Address potential concerns: Proactively explain career gaps or transitions

• Show personality appropriately: Professional but not robotic

• Make it scannable: Use white space and clear structure for easy reading

According to hiring expert David Chen, "The cover letters that truly stand out tell me not just what candidates have done, but why they did it and how it relates to what we need. They demonstrate understanding of our challenges and articulate exactly how they'll contribute to solving them."

Common Cover Letter Mistakes to Avoid

Even experienced professionals make these mistakes. Avoid them to write a good cover letter:

Critical Mistakes:

• Generic templates: Obvious, impersonal, shows no effort or genuine interest

• Resume repetition: Simply listing resume bullets wastes space and reader's time

• Focusing on what you want: Instead of what you can contribute to them

• Being too humble: This is your opportunity to confidently showcase achievements

• Being too boastful: Balance confidence with humility and evidence

• Unexplained gaps: Address career gaps proactively and positively

• Negative language: Never criticize previous employers or colleagues

• Salary discussion: Unless specifically requested, avoid mentioning compensation

• Typos and errors: Single typo can eliminate you from consideration

• Wrong length: Too short seems lazy, too long won't be read

• Missing call-to-action: Always request an interview or meeting

• Weak opening: Generic first lines like "I'm writing to apply for..." with no hook

Industry-Specific Tips for Writing Good Cover Letters

Different industries have different expectations. Tailor your approach accordingly.

For Technical and Engineering Roles:

• Be specific about technologies: List exact tools, languages, frameworks

• Include certifications: Mention relevant technical certifications

• Quantify technical impact: "Reduced load time by 60%" not "improved performance"

• Keep it concise: Technical hiring managers value efficiency

• See our engineering cover letter examples for detailed technical guidance

For Healthcare and Medical Roles:

• Emphasize patient outcomes: Focus on care quality and patient satisfaction

• Mention certifications: Include licenses, specializations, continuing education

• Show compassion: Balance technical skills with empathy and bedside manner

• Highlight compliance: Demonstrate knowledge of regulations and standards

• Review our nursing cover letter examples for healthcare-specific language

For Education and Teaching Roles:

• Share teaching philosophy: Briefly articulate your educational approach

• Include student outcomes: Test scores, graduation rates, achievement data

• Show passion for education: Enthusiasm for student development shines through

• Mention collaboration: Teaching requires teamwork with faculty and parents

• Explore our teacher cover letter examples for education-specific approaches

For Creative and Marketing Roles:

• Show your creativity: While maintaining professionalism, let personality show

• Include portfolio link: Direct them to work samples

• Mention campaigns or projects: Specific work you've created with results

• Demonstrate brand understanding: Show you understand their brand voice and aesthetic

For Career Changers:

• Address it directly: Explain your career change reasoning early

• Focus on transferable skills: Leadership, communication, problem-solving apply everywhere

• Show you've done homework: Demonstrate knowledge of the new field

• Emphasize relevant projects: Include volunteer work, side projects, or coursework in new field

Tools and Resources for Writing Good Cover Letters

These tools can help you write better cover letters more efficiently.

AI-Powered Writing Tools

Modern AI tools can significantly speed up the writing process while ensuring quality. Our AI-powered cover letter generator analyzes job descriptions, incorporates your experience, includes relevant keywords for ATS optimization, suggests company-specific talking points, and ensures proper structure and formatting.

Users report saving 45+ minutes per application while producing higher-quality, more personalized cover letters. However, always review and personalize AI-generated content to ensure authenticity.

Grammar and Style Tools

• Grammarly: Catches grammar, spelling, and tone issues

• Hemingway Editor: Identifies complex sentences and improves readability

• Word/Google Docs: Built-in spell-check and grammar suggestions

ATS Optimization Tools

• Jobscan: Compares your cover letter against job description for keyword optimization

• Resume Worded: Provides feedback on ATS compatibility

• VMock: AI-powered resume and cover letter analysis

Frequently Asked Questions

How long should a good cover letter be?

A good cover letter should be 250-400 words, fitting on one page with standard margins and spacing. Research shows that hiring managers spend an average of 7.4 seconds initially scanning a cover letter, so conciseness is critical. If your letter exceeds one page, you're including too much detail—remember, the cover letter's purpose is to entice them to read your resume and invite you to interview, not to tell your entire career story.

Should I write a different cover letter for each job?

Yes, absolutely. A TopResume study found that personalized cover letters have 53% higher response rates than generic ones. While you can create a base template with your general background, you must customize each letter with the specific company name, position title, relevant achievements, and company-specific research. Hiring managers can instantly spot generic templates, and they signal lack of genuine interest.

What's the biggest mistake people make when writing cover letters?

The biggest mistake is writing a generic, template-based letter that simply repeats resume content. Career coach Michael Thompson notes: "77% of the cover letters I review are essentially prose versions of the resume. Good cover letters tell stories, show personality, demonstrate company knowledge, and explain the 'why' behind your interest—not just the 'what' of your experience."

How do I write a good cover letter with no experience?

Focus on transferable skills, academic achievements, relevant coursework, volunteer work, internships, and personal projects. Emphasize your enthusiasm, willingness to learn, and relevant soft skills like communication, teamwork, and problem-solving. Use concrete examples from school projects or extracurricular activities that demonstrate these skills. Research by LinkedIn shows that 85% of hiring managers value potential and cultural fit as much as experience for entry-level roles.

Should I mention salary expectations in my cover letter?

No, unless the job posting specifically requests it. Bringing up salary prematurely can limit your negotiating power and may eliminate you if your expectations don't align with their budget. Wait until they've decided they want you—after you've demonstrated your value—before discussing compensation. If the posting requires salary expectations, research market rates thoroughly and provide a range rather than a specific number.

How do I write a good cover letter if I'm changing careers?

Address your career change directly and positively in your opening or second paragraph. Explain your motivation clearly, focus heavily on transferable skills, demonstrate knowledge of the new field through coursework or projects, and show genuine enthusiasm for the transition. Use your cover letter to tell the story of why you're making this change and how your unique background actually gives you an advantage. Career changers often have valuable perspectives that same-industry candidates lack.

What tone should I use when writing a cover letter?

Use a professional yet conversational tone that shows personality while maintaining respect. Avoid being overly formal ("I am writing to express my utmost interest...") or too casual ("Hey there!"). Aim for confident but humble, enthusiastic but not desperate, professional but not robotic. Read your letter aloud—if it sounds like something you'd actually say in a professional conversation, you've struck the right tone.

Should I include references in my cover letter?

No, don't include references or the phrase "references available upon request" in your cover letter. This wastes valuable space that should be used to showcase your qualifications. References are typically requested later in the hiring process if needed. Use every sentence in your cover letter to demonstrate why you're the ideal candidate.

How important are keywords in a cover letter?

Very important. With 75% of applications being screened by Applicant Tracking Systems (ATS) before reaching human eyes, including relevant keywords from the job description is critical for passing initial screening. However, integrate them naturally—don't just list keywords. Use them in context when describing your experience and achievements. Focus on hard skills, technical proficiencies, certifications, and industry-specific terminology.

Can I use humor in my cover letter?

Generally, avoid humor in cover letters. What you find funny may not land well with the reader, and humor is easily misinterpreted in writing. The exception: if you're applying to a notably casual, creative company where culture fit includes personality, a very light, sophisticated touch of humor might work—but err on the side of professionalism. The stakes are too high to risk offending or confusing the hiring manager.

Should I follow up after sending my cover letter?

Yes, but follow their instructions first. If the posting says "no phone calls," respect that. Otherwise, wait 5-7 business days, then send a brief, professional email reiterating your interest and asking about the timeline for next steps. A polite follow-up shows enthusiasm and persistence without being pushy. In your initial cover letter, you can mention "I'll follow up next week to ensure you received my application" to set expectations.

How do I write a good cover letter for a remote position?

Emphasize skills crucial for remote work: self-motivation, communication, time management, and experience with remote collaboration tools. Mention any previous remote work experience and specific tools you're proficient with (Zoom, Slack, Asana, etc.). Address how you stay productive and connected when working remotely. If you have a home office setup, you can briefly mention your professional workspace. Show you understand the unique challenges and requirements of remote work.

Conclusion: Your Roadmap to Writing Good Cover Letters

Writing a good cover letter is both an art and a science. It requires research, strategy, personalization, and attention to detail. But master this skill once, and you'll have a competitive advantage in every job application you submit.

Remember the key steps: (1) research thoroughly before writing, (2) create a professional header, (3) use personalized greetings, (4) write compelling openings that hook attention, (5) craft body paragraphs with quantified achievements, (6) close with enthusiasm and a call-to-action, (7) proofread meticulously, and (8) customize for each application.

The data is clear: well-written cover letters increase interview rates by 40%. In a competitive job market, that advantage can be the difference between landing your dream role and being overlooked.

Whether you choose to write your cover letters from scratch or use tools like our AI-powered cover letter generator to streamline the process, the principles remain the same: personalization, specificity, quantification, and genuine enthusiasm are what make cover letters work.

For additional guidance, explore our related resources: how to write a cover letter provides step-by-step instructions, while cover letter examples shows these principles in action across various industries.

Now you have everything you need to write a good cover letter that captures attention, demonstrates your value, and earns interviews. Your next opportunity is waiting—and with these strategies, you're equipped to make a memorable first impression that opens doors.