How to write a cover letter

Adding context and colour to your CV, cover letters are a vital part of the application process. Discover how to write a successful cover letter and take inspiration from a variety of 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 your relevant skills and experience while keeping 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.

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

How long should a cover letter be?

The consensus among recruiters when it comes to the length of these documents is the shorter, the better. Typically, three to five concise paragraphs, cover letters should not exceed one A4 page.

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 organisation's goals over the next five years.

With employers often receiving lots of applications for each vacancy, it's important for your cover letter to make a lasting impression. To achieve this, you'll need to:

• Tailor to the organisation - You should rewrite your cover letter every time you apply for a position 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 - These are your unique selling points (USPs). 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.

What should I include in my cover letter?

When writing your cover letter, keep it brief and ensure 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're available to start.
• Second paragraph - Highlight any 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 about them.
• 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 dates when you're unavailable.

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.

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.

For advertised roles, the person to address the application to is often named in the job description.

When applying through an agency, aim to address the cover letter to a specific recruitment consultant.

If a contact isn't listed, or if you're applying speculatively, you'll need to do some research.

Visit the company website to see if you can find the name of their hiring manager, conduct a Google search to see if you can find their details, or try to discover if they're on LinkedIn.

After searching extensively online, there's nothing wrong with giving the organisation a call to ask who to address your cover letter to.

If you're really 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 all other methods of finding a named contact.

Should I disclose a disability in my cover letter?

Deciding whether to disclose a disability in a cover letter is a personal choice. If you feel comfortable doing so, focus on your strengths and how your disability has shaped your resilience and problem-solving skills. Briefly mention any necessary accommodations without dwelling on limitations.

Alternatively, consider waiting to discuss your disability in person to build rapport and address specific concerns. Remember, employers are legally obligated to make reasonable adjustments for disabled employees, so your disclosure can be a positive step towards a supportive work environment.

Take inspiration from our example disclosing a disability cover letter below.

How do I sign off a cover letter?

If you include a named contact, sign it off with 'Yours sincerely'. If you use a general greeting, finish with 'Yours faithfully'.

How should I save and send a cover letter?

Unless the job advert states differently - for example, it may ask you to provide your CV and cover letter as a Word document - save it with a .PDF file extension to ensure it can be opened and read on any machine. Windows PCs and Macs don't always work in harmony - Windows uses 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're planning on sending the cover letter electronically, put the text in the body of the email rather than as an attachment, to avoid it being detected by spam filters.

Example cover letters

• Sample cover letter - Used to highlight your skills and experience and to express your suitability and passion for the job. Attention to detail is crucial and the 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, do your research on the company you're applying to. Using our cover letter template, discover what to include in speculative applications.
• Apprenticeship cover letterÌý-ÌýApprenticeships are an increasingly popular route into work, as well as a great alternative to university. Find out how to apply for apprenticeship roles with our cover letter example.
• 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 dedicated template.
• 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 related work experience.
• 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 you need to know how to sell your postgraduate qualification to employers.
• 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.
• 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.
• Disclosing a disability - Just like your gender, marital status and number of 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'd like to disclose a disability to outline any adjustments you may need, this sample cover letter will show you how. Learn more about neurodiversity in the workplace.
• 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 their application rules may differ.

For inspiration and guidance on crafting a CV, see our 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 should I avoid when writing a cover letter?

While your CV outlines your academic achievements and your employment history, whether you're invited to interview usually hinges on your cover letter.

To ensure your cover letter doesn't stand out for the wrong reasons, here are eight things to avoid when writing one:

• Being overly friendly - Avoid writing about your personal life and steer clear of jokes and sarcasm. A cover letter is a formal business document, and maintaining a professional tone is crucial. Similarly, try not to sound too keen. Enthusiasm for the role is important, but don't go overboard. Your cover letter needs to sound genuine; employers can spot insincerity a mile away.
• Only focusing on what the company can do for you - This mistake will kill your application before it gets started. Instead of explaining what you can gain from joining the organisation, use your cover letter as an opportunity to detail how your knowledge, skills and experience can benefit the company. To achieve this, do some research into the company. Use a range of resources - from looking at the employer's vision, mission and values, to reviewing their social media posts and connecting with current staff on LinkedIn. To find out if you've successfully tailored your cover letter, remove the employer's name from the document and read it through to judge whether you could use the same letter when applying for a similar role at another company.
• Underselling yourself - No one likes to sound like they're boasting but you need to make sure you're not underselling your achievements either. Don't be afraid to highlight your accomplishments and USPs, and don't shy away from confidently stating you can carry out certain competencies well. Try asking someone who doesn't know you personally, such as a careers adviser, to read through your letter to ensure you've struck the right balance between confidence and cockiness.
• Drawing attention to your weaknesses - Avoid sentences such as 'Although I don't have any experience in (specific competency) I'm willing to learn.' Instead, swap this for 'My experience in (this field) has given me X and Y transferrable skills…'. There's no place for negative or passive sentences in a cover letter. Focus on what you can do, not what you can't.
• Copying and pasting a template - Cover letters have a standard structure you need to follow and using a template can often help, especially if you're struggling with what to include. The problem occurs when you copy and paste a cover letter example and only make minimal changes to the document. Templates should only be used as a guide. The only things you should be taking from online examples are inspiration and ideas. Although they can be time consuming, every cover letter needs to be unique.
• Rewriting your CV - This mistake will lead your application straight to the bin. View your cover letter as a sidekick to your CV - they need to work together but they shouldn't repeat each other. Use your cover letter to add context and detail to certain skills and experiences.
• Writing your life story - It's easier to waffle in your cover letter than on your CV but it's important to keep it concise and to the point. To help cut it down, consider every sentence and ask yourself 'do employers need to know this?' and 'is it relevant to the job?'
• Failing to proofread - This oversight can lead to spelling mistakes, grammatical errors and formatting slip-ups. It could give employers the impression that you're careless. Don't proofread your letter straight after writing it, as it can be hard to spot mistakes. Take a break and come back later for a final check before sending.

Find out more

• Learn more about CVs and cover letters.
• Read about using generative AI in job applications.
• Discover how to get a job.
• Take a look at our interview tips.