A strong cover letter makes a concise, specific case for why you want the role and how your experience fits what the employer needs. Read the job posting, choose a few relevant requirements, and support your claims with real examples. Your letter should add context to your résumé, not repeat it.
1. Start with the job posting
Before drafting, mark the role’s main duties and qualifications. Choose two or three that genuinely match your background. The University of Pennsylvania Career Services’ Cover Letter Writing Guide recommends identifying relevant keywords and connecting each to an example from your experience. Use the employer’s wording naturally, but do not claim a skill you cannot support.
2. Find a specific reason to apply
Learn enough about the organization and role to explain what interests you. A genuine detail in your opening or closing is more persuasive than broad praise that could fit any employer. The University of Colorado Boulder Career Services also recommends making the letter specific to the employer: Cover Letters.
3. Open with purpose
Name the position and employer, say why you are applying, and preview the qualification most relevant to the role. If you are responding to an advertised opening, identify it directly. For a speculative letter, where no particular vacancy is advertised, state the kind of opportunity you are seeking rather than implying there is an open position.
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4. Show evidence instead of using labels
Rather than calling yourself “a strong communicator,” describe a real task that demonstrates communication and explain why it matters to this role. An example might be coordinating a project across several teams; connect that work to a responsibility in the posting. Specific evidence lets the employer assess your claim.
5. Expand on a few relevant experiences
A cover letter supplements your résumé by explaining your interest and giving a short narrative of selected skills and experience. It should not reproduce résumé bullets or list every job. Choose one or two examples with the clearest connection to the position, and give enough context to make your contribution understandable.
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6. Make the fit explicit
For each example, connect three points: what the role asks for, what you have done, and how that experience could help in the role. Do not leave the reader to infer the connection. The University of Colorado Boulder’s guidance on cover letters reinforces tailoring your message to the role.
7. Use transferable experience when relevant
You do not need to rely only on paid employment. Coursework, projects, internships, volunteering, and extracurricular activities can provide useful evidence when they relate directly to the job. Describe what you actually did and what skill or result the example demonstrates.
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8. Keep the tone professional and natural
Write clearly and confidently without grand claims such as “I am the perfect candidate.” Let relevant examples demonstrate your capabilities. Address the letter to the hiring contact if you know their name; otherwise use a neutral greeting to the hiring team. The University of Pennsylvania advises against “To Whom It May Concern” in its cover-letter guidance.
9. Keep the letter concise and follow submission instructions
For non-academic applications, Penn recommends a one-page letter in a standard, readable font at 11–12 points with standard margins. Academic applications can follow different conventions, so check the employer’s requirements rather than treating that recommendation as universal. Instructions for format or submission take precedence.
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If you attach a letter
Use a conventional letter format if requested or appropriate, and check that the file is readable and correctly named. Follow any stated file-type or upload requirements.
If you send it by email
If the employer requests the letter in the email body, the University of Texas at Austin CNS Career Services recommends omitting the traditional header and address block and putting your contact information in your signature. Check the employer’s instructions first: Cover Letters.
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10. Proofread every detail before sending
Check spelling, grammar, the contact’s name, the organization, the job title, and any materials the employer asks you to include. Read the letter aloud or ask someone else to review it if possible. Career Services at Penn notes that employers may view a cover letter as a writing sample; its advice is to ensure it is free of spelling mistakes, grammar issues, and typos: Write a Cover Letter. Do not exaggerate or include false information.
Quick Recap
A simple structure to draft from
- Opening: Identify the role and employer, explain your interest, and preview one relevant qualification.
- Middle: Give one or two specific examples that demonstrate skills the posting calls for. Explain how each example connects to the work.
- Closing: Reaffirm your interest in this role, thank the reader, and use a courteous sign-off.
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