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Electronic Application Form and Cover Letter Tool

Guidance on how to complete your Electronic Application Form (eAF) and Cover Letter

eAF and Cover Letter Tool

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This file may not be suitable for users of assistive technology.

This tool is designed to help applicants determine the additional information required in the Cover Letters and eAFs of initial and variation applications.

You should answer all of the questions in the tool fully to make sure that you are including all the correct information required for your application. Failure to submit the appropriate information in the cover letter and the dossier may result in the application being invalidated.

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Cover letters

It's important to get your cover letter right. It's your one opportunity to sell your skills and experience to potential employers. Find out how to write and format a cover letter and take ideas and inspiration from our cover letter templates

What is a cover letter?

A cover letter is a document sent alongside your CV when applying for jobs. It acts as a personal introduction and helps to sell your application.

Cover letters are necessary as they give you the chance to explain to an employer why you're the best candidate for the job. You do this by highlighting relevant skills and experience; therefore, you should always write your cover letter with the position you're applying for in mind.

Not to be confused with  personal statements for your CV , cover letters should complement your CV but not duplicate it. The consensus among recruiters when it comes to the length of these documents is the shorter the better. Typically, three to five short paragraphs, cover letters should not exceed one A4 page.

If sending electronically, put the text in the body of the email rather than as an attachment, to avoid it being detected by spam filters.

Applications should always include a cover letter unless the job advert instructs you differently.

How do I write a good cover letter?

Before writing your cover letter it's important that you do your research. While reading the job description thoroughly is essential, it's not enough on its own. To help you craft a successful cover letter you’ll need to find out more about:

• who will be reading your cover letter
• the organisation and its culture
• the industry it operates in and any relevant news
• company competitors and market position.
• the organisations goals over the next five years.

When writing your cover letter keep it brief, while making sure it emphasises your suitability for the job. Cover letters can be broken down into the following sections:

• First paragraph  - The opening statement should set out why you're writing the letter. Begin by stating the position you're applying for, where you saw it advertised and when you are available to start.
• Second paragraph  - Highlight relevant experience and demonstrate how your skills match the specific requirements of the job description. Summarise any additional strengths and explain how these could benefit the company.
• Third paragraph  - Cover why you're suitable for the job, what attracted you to this type of work, why you're interested in working for the company and what you can offer the organisation. This is a good opportunity to show off your knowledge of the company.
• Last paragraph  - Use the closing paragraph to round up your letter. Reiterate your interest in the role and indicate your desire for an  interview. Now is the time to mention any unavailable dates.

Once finished read through the document and cut out any unnecessary words and sentences. Don't fill up space by repeating what's already covered in your CV. As a rule, only mention your current salary or salary expectations if the employer has specifically asked you to. If you're asked to include this information, put it between the third and last paragraphs.

Unless the job advert states differently (for example, it may ask you to provide your CV and cover letter as a Word document) save with a .PDF file extension to make sure it can be opened and read on any machine. Windows PCs and Macs don't always work in harmony - Windows use a .docx file extension and Macs .pages but if the recruiter uses the opposite system, they may not be able to open your file. Using a .PDF file extension should solve this.

If you need help with your CV take a look at  how to write a CV .

How should I address a cover letter?

Always try and address your cover letter directly to the person who will be reading it. Bear in mind that you're more likely to receive a reply if you send it to the right person.

If you're struggling to find a named contact, you can use a general greeting such as:

• Dear Sir/Madam
• Dear Hiring manager
• Dear Human resources director.

However, general greetings should only be used once you have exhausted methods of finding a named contact.

How do I sign off?

How you sign off your cover letter depends on how you addressed it. If you include a named contact, sign off 'Yours sincerely'. If you use a general greeting, finish with 'Yours faithfully'.

Example cover letters

• Sample cover letter  - Used to highlight your skills and experience and to express your suitability and passion for the job, cover letters are used to encourage recruiters to look at your CV. Attention to detail is crucial and spelling, grammar and formatting needs to be spot on. Take a look at our sample cover letter for inspiration.
• Speculative cover letter  - These can sometimes be an effective method of creating an opportunity. To ensure that speculative cover letters are successful you'll need to do your research on the company you're applying to. Using our cover letter template, discover what to include in speculative applications.
• Cover letter by a Masters graduate  - You probably embarked on a Masters to expand your subject knowledge, gain industry contacts and improve your job prospects but to really make it work you need to know how to sell your postgraduate qualification to employers.
• Cover letter for a jobseeker with no experience  - It can be tough applying for a job with no experience, but our example cover letter shows you how to promote yourself to an employer if you haven't got any directly related work experience.
• Explaining a gap in your CV  - Knowing how to navigate around gaps in your CV can be tricky but it's a mistake to try and gloss over them. Your cover letter is the perfect place to explain these gaps in your employment history to potential employers. Take a look at our sample cover letter to find out how to go about it.
• Cover letter for changing career  - Find out how to explain a change of direction in our example cover letter for career changers. You'll need to briefly cover why you want to change career and relate your past experience and wealth of skills to the industry/job you’re applying to.
• Cover letter by an international graduate  - If you'd like to expand your horizons by working abroad, take a look at our cover letter of an international student applying for a job in the UK. You’ll need to do your research if you apply for a job in another country, as application rules may differ.
• Disclosing a disability  - Just like your gender, marital status and dependants your disability doesn't affect your ability to do a job and you're not legally required to disclose it on your CV or in your cover letter. However, if you would like to disclose a disability to outline any adjustments you may need, this sample cover letter will show you how.
• Internship cover letter - To set yourself above the competition you need to successfully sell your relevant skills and experience while conveying your passion for the role. As well as explaining to employers what the opportunity could do for you, you'll need to communicate what you could do for the company. Discover how to craft the perfect application for a formal internship with our internship cover letter template.
• Apprenticeship cover letter - Apprenticeships are an increasingly popular route into work, as well as a great alternative to university. Find out how to apply for these roles with our apprenticeship cover letter example.

For inspiration and guidance on crafting a CV see example CVs .

When should I follow up my application?

It's always a good idea to follow up on a job application if you don't hear back. If two weeks have passed and you've had no response, send an email to the hiring manager to check that your application has been received. Use this opportunity to reiterate your interest in the role and why you think you'd be an asset to the company.

Keep this email brief. It shouldn't act as a second cover letter or attempt to replace or repeat the original.

What are some top tips for writing a cover letter?

With employers often receiving lots of applications for each vacancy, you need to ensure that your cover letter makes a lasting impression for the right reasons. These tips will increase your chances of success:

• Tailor to the organisation  - You should rewrite your cover letter every time you apply for a position in order to target the company. Sending out a generic letter for all applications rarely yields positive results and recruiters can spot your lack of time and effort from a mile away.
• Format  - Presentation is important so you'll need to format your cover letter properly. Make sure the document is as uncluttered as possible, use the same font and size as you use in your CV and if you're sending it through the post or handing it in use good quality plain white paper to print it on.
• Use keywords that appear in the job advert - This lets the employer know that you’ve read and understood the job description. It also demonstrates that you’ve taken the time to tailor your application to the job.
• Identify your USPs  - They're your unique selling points. Be positive about what you have to offer and clearly outline how your skills and experience meet those requested in the job description. Demonstrate why you're the perfect candidate.
• Include examples  - Back up the claims in your cover letter with real evidence or examples that show how and when you've used your skills and experience.
• Save a copy - If you’re invited to interview you might need to refer back to it.

If you're a student or recent graduate, you can make an appointment with your university's careers and employability service to access further help when writing your cover letter. You'll be able to talk with specially-trained advisers, get advice on what to include and have a professional eye look over your application before sending.

To make sure you don’t trip up read about the  5 things to avoid when writing a cover letter .

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Three excellent cover letter examples

Cover letters are the first chance you have to impress an employer – they’re not just a protective jacket for your CV. Here’s our guide on what to include and how to format them

• More CV and cover letter templates
• Looking for a job? Explore the range of vacancies on Guardian Jobs and find the perfect role for you

The first thing a potential employer sees in your job application is the cover letter. This doesn’t just support your CV – it’s an opportunity for you to stand out from the crowd and persuade the recruiter to put you through to the next round.

Be wary of spending hours on perfecting your CV at the expense of your cover letter. If you need some inspiration on what to include and what format to use, here are our helpful guides – just remember not to copy them as exact templates.

1. Standard, conservative style

This is ideal for sectors such as business, law, accountancy and retail. For more creative sectors, a letter like this might be less appealing, and could work against you.

Dear Mr Black, Please find enclosed my CV in application for the post advertised in the Guardian on 30 November. The nature of my degree course has prepared me for this position. It involved a great deal of independent research, requiring initiative, self-motivation and a wide range of skills. For one course, [insert course], an understanding of the [insert sector] industry was essential. I found this subject very stimulating. I am a fast and accurate writer, with a keen eye for detail and I should be very grateful for the opportunity to progress to market reporting. I am able to take on the responsibility of this position immediately, and have the enthusiasm and determination to ensure that I make a success of it. Thank you for taking the time to consider this application and I look forward to hearing from you in the near future. Yours sincerely

2. Standard speculative letter

This may vary according to the nature of the organisation and the industry you’re applying to.

Dear Mr Brown, I am writing to enquire if you have any vacancies in your company. I enclose my CV for your information. As you can see, I have had extensive vacation work experience in office environments, the retail sector and service industries, giving me varied skills and the ability to work with many different types of people. I believe I could fit easily into your team. I am a conscientious person who works hard and pays attention to detail. I’m flexible, quick to pick up new skills and eager to learn from others. I also have lots of ideas and enthusiasm. I’m keen to work for a company with a great reputation and high profile like [insert company name]. I have excellent references and would be delighted to discuss any possible vacancy with you at your convenience. In case you do not have any suitable openings at the moment, I would be grateful if you would keep my CV on file for any future possibilities. Yours sincerely

3. Letter for creative jobs

We’ve used the example of a copywriter but you can adapt it for your profession. The aim of a creative letter is to be original and show you have imagination, but understand what the job entails. Balance is essential: don’t be too wacky, or it will turn off the reader.

Dear Ms Green, · Confused by commas? · Puzzled by parenthesis? · Stumped by spelling? · Perturbed by punctuation? · Annoyed at the apostrophe? (And alliteration?) Well, you’re not alone. It seems that fewer and fewer people can write. Unfortunately, there are still a lot of people who can read. So they’ll spot a gaffe from a mile off. And that means it’s a false economy, unless you’re 100% sure of yourself, to write your own materials. (Or to let clients do it for themselves.) To have materials properly copywritten is, when one considers the whole process of publishing materials and the impact that the client wishes to make, a minor expense. Sloppiness loses clients, loses customers. There is an answer. Me. Firm quotes are free. You can see some of what I do on my multilingual website at [insert web address]. If you’d like, I can get some samples out to you within 24 hours. And, if you use me, you’ll have some sort of guarantee that you can sleep soundly as those tens of thousands of copies are rolling off the presses. Luck shouldn’t come into it! With kindest regards

Other helpful resources

How to write a perfect CV and cover letter

Applying for jobs without experience? How to build and sell your skills

Five steps to the perfect graduate CV

School-leavers and graduates: how to write your first CV

How to write a personal statement for your CV

CV templates to fit every stage of your career

Looking for a job? Browse Guardian Jobs for your next career step.

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• CV and cover letter examples
• Covering letters

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How to write a cover letter

Find out how to write a cover letter to accompany your CV.

Book a place at a CV and applications workshop where you will be guided through what to include.

go to careerhub

What is a cover letter?

A cover letter is a document that you send to an employer alongside your CV. It is your chance to show an employer how you meet the criteria for the role you are applying for. Your cover letter should be tailored to the role and organisation you are applying to. 

It should be presented as a formal letter and be no longer than one page. 

What to include

Your cover letter should include four main paragraphs, which details: 

• an introduction – who you are and why you are writing, with some background about whether you are a student or a graduate
• why you have applied for this job and are interested in the organisation – demonstrate that you have done some research on their website and know what they do, giving an example of an aspect of their work that particularly impresses you
• how you meet their requirements – use the job advert to structure your bullet points and show how you fulfil them. Start your bullet point with a positive word and then the skill before giving an example to demonstrate it
• what you want to happen next – reaffirm your enthusiasm for the role and organisation, and say when you are available for interview.

You should address your letter to a named person or use Dear Sir/Madam or Dear Recruiter, if you don ’ t have a name.  

Close your letter with Yours sincerely if you are writing to a named person or Yours faithfully if you are writing to Dear Sir/Madam.

Download an example  cover letter  to help guide you. 

If you are applying for an academic or non-academic role following a PhD,  see our example of a cover letter . 

Sending a speculative cover letter 

If the industry you want to get into is highly competitive, roles may not be formally advertised. In this case, you may decide to send a cover letter and CV to the them in advance, this is called a speculative cover letter.

Like a standard cover letter, your letter should be persuasive and outline why you are interested in the organisation and what you can offer them. 

Example 

Download a   speculative covering letter .

Telling an employer about a disability

You may choose to tell the employer about your disability on your cover letter, or you may decide to tell them later in the application process e.g. at interview. See an  example cover letter  from Prospects. 

Find out more about your disability rights .

More support

We have partnered with  EmployAbility  to provide students with disabilities and long-term health conditions with individualised advice and support. The EmployAbility team will also advocate for you with an employer to ensure you receive the adjustments you need.

Further help and advice

If you need futher help and advice while writing your cover letter,  Ask a Question  in CareerHub.  

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Your personal statement

The purpose of a personal statement is to showcase your relevant skills and experience against the job requirements.  The statement is your opportunity to give examples of how you fit the requirements of the job.  When writing a personal statement it is important that you:

• Read the job specification so you are clear about the job requirements.
• Outline the skills and experience that you have that are relevant to the job and use examples to help demonstrate this.   Wherever possible include specific facts and figures that demonstrate the tangible results of your work.
• Keep to the word limit. If your statement is too brief it will not provide the required depth of detail and evidence to be assessed fully. 
• Proofread your statement before submitting it to make sure it is clear, easy to read and relevant.

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For some jobs, you will be asked to provide a CV (curriculum vitae) as part of your application. Here you can find information on how to write the best CV.

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The recruitment process, and what evidence is asked for, varies depending on the job you are applying for. Here you can read about the different stages of recruitment.

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How to write a cover letter

Advice on how to write a cover letter to go with your CV.

What to include in a cover letter

A cover letter is written in direct response to the job you are applying for. It gives you the space and freedom to tell the employer all the things that won’t fit in to your Curriculum Vitaes (CVs) rigid structure.

A cover letter should be one page long and should say:

• who you are and what job you're applying for
• what relevant skills, experience and education you have
• why you want to work in this sector
• why you are applying to this organisation

The most important thing is that your letter is unique to you and to your prospective employer. You should tailor each cover letter to the vacancy you are applying for.

How to structure your letter

Use the following structure and read our list of suggested words to include in your cover letter .

Paragraph one: Introduction

Introduce yourself and clearly state which position you are applying for, and reference your CV.

Paragraph 2: Why you want the job

Explain why you want this job. Look carefully at the job description and pick out what makes this job appealing to you.

Paragraph 3: Why the employer should be interested in you

Pick out three or four of the qualities the employer is asking for and show how these apply to you. Make sure you back up what you're saying with examples as well as mentioning relevant experience or study.

Final paragraph: Conclusion

Be positive. Thank the employer for considering your application and say that you look forward to hearing from them. Ensure that your contact information is included on your cover letter and on your CV.

Email cover letters

If you are sending your CV and cover letter by email, attach your CV but include the letter in the main body of the email. Make sure you include the vacancy title in the subject box so that the employer immediately knows what your email is about and does not dismiss it as spam.

If you need more cover letter advice

Get more advice about how to write a cover letter from the National Careers Service .

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How to write a CV

A CV is a summary of your skills, achievements and experience that you use to apply for jobs.

Why you need a CV

A CV is your first chance to promote yourself. A good CV might get you a job interview.

You usually need a CV to apply for a job or to give to an employer you’d like to work for.

Tips for writing your CV

Employers get lots of CVs to look at and have to decide quickly who they're going to interview.

When you write your CV, remember to:

• use a clear font like Arial, Times New Roman or Calibri in size 11 or bigger
• always use the same style throughout
• use headings and bullet points to make it easier to read
• be clear and to the point
• get someone else to read it to double check your spelling and grammar

Information you need for your CV

Start with the job advert for the role you’re applying for so you can look at the job description, essential criteria and the company details.

If the job you're applying for does not have a job description, you can look at our job profiles to see what skills you’ll need and the typical things you’ll do in that job.

You should write your CV to match the job and company you're applying for to improve your chances of getting an interview.

Sections for your CV

Your CV should include a section for your contact details, an introduction, your education history, your work history and references.

Contact details

You need to let employers know how to contact you if they want to offer you an interview.

You should include your name, phone number, email address and a link to your work network profile, if you have one, such as LinkedIn .

You should not include your age, your date of birth, whether you're married or your nationality.

Introduction

This is a few short lines that sum up who you are and what you hope to do. It should go just under your name and contact details.

Make your introduction sound like you're the right person for the job.

Education history

You can add this after the introduction if you’re early in your career or do not have much work experience.

If you have a lot of work experience, you might want to change the order and show off your work history and experience first.

Whatever order you choose, you’ll need to include the:

• names of your qualifications
• name of the school, college or university where you studied
• dates you attended

Work history

You should include details of any work placements, volunteering and paid jobs you’ve had. List the most recent experience first.

You should include:

• the employer name
• the job title
• the dates you worked there
• what you did, usually 2 to 3 lines using the STAR method

Gaps in your work history

It's normal to have some gaps between jobs and work experience when life events happen.

You can read our advice on how to explain gaps in your work history .

Short work history

If you’re applying for your first job, you can focus on skills you’ve learned through projects, work experience or volunteering.

You can also include your interests and hobbies that show some of the skills you have. For example, if you're a captain of a sports team, this demonstrates leadership and organisation skills.

You might want to include a section about references if there is someone who has agreed to give you one. This could be your current or previous employer, a teacher or someone respected in your community.

However you should not put someone else's contact details on your CV. Instead, you can say that 'references are available on request'.

Speak to an adviser if you need help

It's ok to feel overwhelmed or confused about how to write a CV, especially if you do not have a lot of work experience.

A careers adviser can help you work out what your CV should say and get you on the path to your dream career.

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More From Forbes

Writing Cover Letters For A Career Change: Tips And Examples

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Embarking on a career change is a pivotal moment, fraught with uncertainty but brimming with potential. And especially in cases where your resume might not directly align with the job at hand, your cover letter becomes the narrative that connects the dots. A well-crafted cover can illuminate your strengths, align your past experiences with your future aspirations, and persuade potential employers to see the value you bring.

The Importance Of A Cover Letter In Career Changes

In career transitions, your cover letter is your storyteller. It explains the why and the how of your career change, showcasing your enthusiasm and demonstrating how your background equips you with unique perspectives and transferable skills. It addresses potential concerns about your career shift head-on, presenting your transition as an asset rather than a liability.

Tips For Writing A Career Change Cover Letter

1. Personalize Your Approach : Address the letter to a specific person whenever possible. Doing so demonstrates attention to detail and a genuine interest in the position. You want to show that you’re not conducting a generic job search, but that you’ve done your research. You’ve perused (not skimmed) the company website and you read that 20-page yearly report from the CEO. You’ve even read their blog and can quote freely from it. You’ve educated yourself.

2. Emphasize Transferable Skills : Highlight the skills and experiences from your previous roles that are relevant to the new position. Be specific and quantify achievements where possible.

3. Show Enthusiasm and Commitment : Employers want to know that you are genuinely interested in the new field. Express your passion for the career change and your eagerness to contribute.

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4. Tailor Your Narrative : Connect your past experiences to the job you're applying for, demonstrating how your unique background can bring a fresh perspective to the role.

5. Address Potential Concerns : Be upfront about your career change, framing it as a positive decision guided by clear motivation and a strong understanding of the new field.

6. End with a Strong Call to Action : Conclude by expressing your desire to discuss your application further in an interview, showing proactivity and determination.

7. Use Strategic Language : Avoid clichéd adjectives. Opt for vivid, specific language that paints a clear picture of your capabilities and achievements.

Example: General Career Change Cover Letter

Dear [Hiring Manager's Name],

I am excited to apply for the [Position] at [Company], transitioning from a career in [Current Industry] to [New Industry]. My experience in [Current Industry] has equipped me with valuable skills that I am eager to apply in [New Industry]. For instance, while working as [Previous Position], I developed a keen ability to [transferable skill], resulting in [specific achievement].

In [Current Industry], I honed my skills in [relevant skill] and demonstrated my ability to [relevant achievement], directly benefiting my team by [specific outcome]. I am particularly drawn to [New Industry] because [reason for interest], and I am enthusiastic about the opportunity to bring my [specific skill] and [another skill] to the [Position] at [Company].

[Your Name]

Tweaks For Various Career Stages

Whether you are making a change early in your career or transitioning later, your cover letter should reflect your rationale and excitement for this new path.

Example: Early Career Cover Letter

As someone at the early stages of my career, I am eager to leverage the foundational skills I gained in [Initial Field], such as [specific skill], in [New Field]. My recent role as [Previous Position] allowed me to develop [relevant skills or experiences], which align closely with the requirements of the [Position] at [Company].

Example: Late Career Cover Letter

Transitioning into [New Field] at this point in my career is a deliberate and enthusiastic choice, driven by my deep-seated interest in [aspect of New Field]. With extensive experience in [Previous Field], I bring a wealth of knowledge and a unique perspective that can contribute to innovative solutions and strategies at [Company].

Tweaks For White And Blue-Collar Roles

Transitioning between white and blue-collar roles offers a unique opportunity to highlight diverse skills and experiences.

Example: White To Blue Collar Cover Letter

I am eager to apply the strategic and managerial skills honed in my white-collar career to the hands-on, dynamic environment of [Blue Collar Field]. My experience in [White Collar Role], where I developed [specific skills], aligns well with the challenges and responsibilities of the [Blue Collar Position] at [Company].

Example: Blue To White Collar Cover Letter

Transitioning from [Blue Collar Field] to [White Collar Field], I bring practical, on-the-ground experience that can inform and enhance the strategic decisions in [White Collar Role]. My background in [Blue Collar Role], where I mastered [specific skills], equips me with a unique perspective beneficial for the [White Collar Position] at [Company].

Including A Career Change Statement On Your Resume/CV

While your cover letter is the ideal place to elaborate on your career change, your resume/CV should also reflect this transition. A brief career change statement, positioned at the beginning of your resume, can effectively set the context for your career narrative. This statement should succinctly convey your transition, emphasizing your commitment to the new field and highlighting any transferable skills or relevant experiences.

How To Craft A Career Change Statement For Your Resume

1. Objective Statement : Begin with a clear, concise objective that outlines your career goals and demonstrates your enthusiasm for your new field.

2. Summary of Qualifications : Follow your objective with a brief summary of your most relevant qualifications, focusing on skills and experiences that transition well into your new career.

3. Highlight Transferable Skills : Clearly identify and emphasize any skills from your previous career that are pertinent to your new path. This not only demonstrates your capability but also shows your proactive approach in aligning your skill set with the new role's requirements.

4. Tailor Your Experience : Adjust the descriptions of your past positions to highlight the responsibilities and achievements most relevant to your desired career path. Use quantifiable achievements to underscore your adaptability and impact.

5. Education and Training : If you have pursued any education or training relevant to your new field, highlight this prominently on your resume to illustrate your dedication and commitment to your career change.

Make Your Language Unique

To avoid sounding like everyone else, remember to use distinctive and precise adjectives in your cover letter and resume. For instance:

• Instead of "experienced," try "seasoned" or "accomplished," providing specific examples that demonstrate this experience, like spearheading a successful project or leading a team to exceed its targets.
• Replace "passionate" with "enthused" or "committed," detailing a project or initiative you pursued with zeal, which can resonate more authentically with hiring managers.
• Substitute "results-driven" with "outcome-focused," illustrating this with a particular scenario where your focus on results led to tangible success for your organization.

Your cover letter and resume are your advocates, narrating your professional journey and articulating why you are not just seeking a new job, but embarking on a new career with purpose and passion. By carefully crafting these documents to reflect your individual story, you position yourself as a memorable and compelling candidate, someone who stands out from the crowd.

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How to Write a Cover Letter for a Job?: The Ultimate 2024 Guide

Imagine a scenario where you are able to find that one perfect job role that checks all your boxes but when you scroll down to apply you find the two words that fill you with instant dread, a cover letter. If you can relate to this scenario then don’t worry, you are not alone. Or even if you are new to the term and don’t understand what it means let alone know how to write a cover letter for a job, this blog is for you. In this blog, we will walk you through all the essential elements necessary for writing a cover letter. So, buckle up and get ready to explore all the sections that will help you write a cover letter to ace the application process effortlessly.

Table of Contents

How to Write a Cover Letter for a Job

A cover letter for job is a document that helps you explain your intent and motive for applying to a specific job role. It covers your extracurricular activities, skills, achievements, and experiences in the field.

Follow the cover letter format given below to get an idea about what you should include while writing an introduction of a cover letter:

1. Mention Your Name and Address

Imagine writing the perfect cover letter but never finding out whether they liked it because you forgot your contact details. So, write your name, email address, contact number, and date at the top left of the document. Make sure that your email address isn’t unprofessional.

Meena Joshi JD Colony, Vasant Vihar New Delhi (+91) 9867895046 [email protected]

2. Mention the Date

After you have written your personal details like name and address, it is important to mention the date.

3. List the Recipient’s Name and Address

It is the first essential step that must not be skipped under any circumstances. Who will the letter get to if it does not have the name and address of the recipient? Hence, it is mandatory to fill out this section by carefully examining the details through the job description or the website of that particular organization.

To Hiring Manager’s Full Name XYZ Pvt. Ltd. B-000, Business Zone West Country, New City 2, Delhi, India – 110076

Remember: If you have to write a cover letter by mail then you do not need to mention the recipient’s address, date, or your name and address.

4. Greeting

When you are starting a cover letter try addressing it to a specific individual. You can do this by scouring the official website of the company to find the name of the head of the department or the hiring manager. If the powers of the internet fail you, address it to the department you are applying to. Do not write ‘To Whom It May Concern’ unless you want to come off as a robot. Use ‘Dear ABC’ or simply start with ‘Hello ABC.’

5. Cover Letter Body

After adding all the relevant information, it’s time to move on to the main body of the letter. This section comprises the opening paragraph and the main body of the letter. Let’s understand them further.

Opening Paragraph

There are three ways you can approach the beginning of a cover letter. They are as mentioned below:

• I am thrilled to apply for the position of content writer at Buzzfeed India. Having completed a bachelor’s degree in Journalism and an internship of six months at The Indian Express, I am confident that I will bring valuable skills to the organization.
• At the age of 10, I went to the World Book Fair with my brother for the first time. While he was spending time reading the synopsis of books, I was picking up one book after another lured by the attractive covers. I finally settled on Harry Potter and the Philosopher’s Stone then ended up devouring all books in the series.  I followed this interest in judging a book by its cover by pursuing a bachelor’s in Design. I am applying for the position of graphic designer at Scholastic following the creative side of mine which I have decided to pursue as my career.
• During my last internship in social media marketing at Otter Pvt. Limited, I conceptualized three marketing campaigns, which increased the engagement rate by 25% and led to a spike of 15% in website traffic. I believe that the skills I have gained in this role make me the right fit for the position of Social Media Marketing Associate at Orange. Make sure to change the tone according to the company that you apply to. If the company is more on the conservative side such as an accounting firm, maintain a formal tone. If you are applying to a startup, you can have some fun, and use the language that they have used in the job description.

6. Main Body

This is the part where you explain more about the roles you have mentioned in your resume. Always read the job description attentively and see if you have the key skills that the role requires. Now that you have a fair idea of the key requirements, think of your main accomplishments that demonstrate your skills. Let’s find out how we can make it less exhausting.

• I was a content writer at Times Tech and during my tenure, I experimented with various types of content like articles, blogs, FAQs, Q&As, and videos. I analyzed the performance of each type and made the required changes that brought about a 25% increase in readership and website engagement.
• As the Vice President for Enactus, I oversaw the annual inter-college meet. This included getting in touch with leaders in the social entrepreneurship industry for the speaker’s session, ideating competition ideas, marketing the event on social media, and making arrangements for 20 Enactus teams from across the state.
• As a content writer at your company, I would use my writing and researching skills to produce more interactive content. It will bring traffic to your website and increase engagement.

Now that you have told the hiring manager why the job should be yours, let’s learn about writing the parting note.

7. Conclusion

In this section, try to keep your content concise and straightforward. Do not include anything new, try summarizing what you have already talked about. You can also thank them for taking the time to review your application.

I would welcome the chance to speak more about this opportunity and share how I can contribute.

Thank you for your time. Sincerely/Best regards, Your Name

Also Read: How to Write Cover Letter for Internship

Cover Letter Example s

If you are required to write a cover letter for a job, you will have to read the job description attentively. After that, you will have to form the outline of your letter according to the components that are necessarily included in it. Based on those points, you will have to highlight your relevant skills and experience to shine brighter than the other candidates. Here are some best cover letter examples to help you understand how to do this better.

Example 1: Brand Copywriter Cover Letter Sample

Let’s take a look at a generic cover letter example for your reference:

Explore the latest copywriting jobs .

Example 2: Full-Stack Developer Cover Letter Sample

If you wish to apply for a full-stack developer job, you can refer to this resume sample. 

Now that you know how to write a cover letter, apply for full-stack developer jobs .

Example 3: Mental Health Counselor Cover Letter Sample

Here is a cover letter sample to apply for a mental health counselor job:

Check out the top jobs for psychologists .

Example 4: Graphic Designer Cover Letter Sample

Refer to this cover letter sample if you wish to apply for a graphic designer job. 

Looking to work in the graphic design sector? Check out the best graphic designer jobs .

Tips for Writing a Cover Letter

There are a lot of points that need to be kept in mind when writing a cover letter. The following section explains all the components as well as some cover letter writing tips:

• Call To Action (CTA)- While ending the cover letter, tell the hiring manager what you want them to do. You can request an interview or a meeting.
• Enthusiasm for the Job/Organization– Mention what aspects of the job make you feel eager to join. You may have all the requisite skills, but so might the other candidates. What can set you apart is your enthusiasm for the role or company.
• Customization– Each job description comes with a different set of requirements and each company has a different culture, so make sure you customize your cover letter. Try to avoid sending generic cover letters.
• Conciseness– Once you have written your cover letter, take some time to edit. Eliminate everything repetitive. Make sure that your cover letter length does not exceed one page and 250-300 words.

Things to Skip in the Cover Letter

It is equally important to know what not to write in a cover letter. It is good to know these things before you start writing one to reduce your chances of rejection. Some of these points are mentioned below:

• Clichéd Phrases– Avoid writing overused phrases like ‘fast learner’ and ‘hard-working.’ Instead use action words such as led, designed, developed, conceptualized, etc. that show these qualities in action.
• Overly Formal Tone– A very formal tone can give the impression that you picked out a cover sample off the internet. It can also make it difficult to read your letter. To find out which words or sentences can be rewritten for easier readability, you can use the Hemingway Editor.
• Narrating Your Resume– Make sure that your cover letter isn’t a longer version of your resume. Think about the highlights during your jobs, internships, or extracurricular activities that relate to the job and give insights about them.
• Improper Formatting– Use consistent formatting throughout the letter, and use a font that’s easy to read such as Arial size 12 or Calibri size 12.
• Typos and Common Grammatical Errors– Once you have done the lion’s share of the work by writing the letter, make sure that typos or bad grammar don’t ruin your masterpiece. Even if all seems in order, proofread it yourself or ask a friend to review it for you.

Now that we have covered how to write a cover letter for a job, go write one! If you are still looking for jobs, then you can check out fresher jobs on Internshala. You can also check out our blog on top cover letter examples .

Related Cover Letter for Different Job Roles:

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Kriti heads the content team at Internshala. She got her first writing job when she was 17 and has 8+ years of experience in the field. She has a passion for crafting engaging and impactful narratives. With a background in writing and digital marketing, Kriti excels at creating compelling content strategies and optimizing online platforms. Her expertise lies in driving audience engagement and brand awareness through powerful storytelling.

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How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of  questions from job seekers  about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more  interview invitations  than 50 generic ones will.

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