CVTezHow to Write a Cover Letter That Gets Read
A clear structure for writing a short, specific cover letter, with tips on tone, length and tailoring for each job.
Not every employer reads cover letters, but many still ask for one, and a good letter can make the difference when two candidates look similar on paper. A cover letter lets you explain why you want this particular role and connect your experience to the employer's needs in a way a resume cannot.
How long should it be?
Aim for three to five short paragraphs, comfortably under one page. Around 250 to 400 words is a sensible range. Recruiters often have many applications to read, so a focused letter is more likely to be read in full than a long one.
The basic structure
Header. Your name and contact details, the date, and the employer's details. If you are applying through an online form, a simple header with your name and contact information is enough.
Greeting. Address a specific person if you can find their name in the job posting, on the company website or on LinkedIn. "Dear Ms Rao" or "Dear Jordan Lee" works well. If you cannot find a name, "Dear Hiring Manager" is acceptable and widely used.
Opening paragraph. State the role you are applying for and give one clear reason you are interested or well suited. Skip long introductions; the reader already knows you are applying.
Middle paragraphs. This is the heart of the letter. Pick one to three examples from your experience that match the most important requirements in the job description. For each, briefly explain the situation, what you did and what resulted. Show that you understand what the role involves.
Closing paragraph. Restate your interest, say that you would welcome an interview, and thank the reader. Mention attachments or portfolio links if relevant.
Sign-off. "Sincerely", "Kind regards" or "Best regards", followed by your name.
Make it specific
The biggest weakness of most cover letters is that they could be sent to any company. Show that you have looked at this employer. Mention a product, a service, a value or a project that genuinely interests you and connect it to your own experience. One well-chosen specific detail is better than a paragraph of general praise.
Likewise, avoid repeating your resume line by line. Use the letter to add context: why you are changing careers, why you are relocating, what motivated a particular project, or how your experience fits together.
Tone
Write the way a confident professional speaks: polite, direct and warm. Use short sentences and plain words. It is fine to show enthusiasm, but let your examples carry it rather than adjectives. Check that the tone suits the industry; a letter to a law firm can be more formal than one to a design studio.
Tailoring without starting over
You do not need to write every letter from scratch. Keep a base letter with a strong structure and a few reusable paragraphs about your key experiences. For each application, rewrite the opening, choose the most relevant examples, and adjust the language to match the job posting. This usually takes fifteen to thirty minutes and produces a letter that feels personal.
Freshers and career changers
If you have little work experience, focus on transferable evidence: academic projects, internships, volunteering, leadership in student groups and relevant coursework. Explain what you learned and how it prepares you for the role. Career changers should briefly explain the reason for the change and connect previous experience to the new field.
Common mistakes
- Using the wrong company name or job title, often from a previous letter. Check carefully.
- Starting every sentence with "I". Vary your sentence openings.
- Focusing on what the job would do for you rather than what you would bring.
- Including salary demands unless the employer asks for them.
- Sending the letter in a different style from your resume. Matching fonts and colours looks more polished.
Formatting and sending
Use the same font and accent colour as your resume, single spacing and clear gaps between paragraphs. Save it as a PDF named something like "Firstname-Lastname-Cover-Letter.pdf", unless the employer requests a different format or asks you to paste it into a form.
The CVTez cover letter builder uses this structure. It can pull your name and contact details from your saved resume, shows a live preview, and exports a text-based PDF that matches your resume's style.