How To Write a Cover Letter: Basics and Best Practices

When completing job applications, most employers will ask that you include a cover letter. Think of your cover letter as your first impression. Resumes are the facts, and your cover letter provides more detail and context. Summarize your relevant experience and skills, and highlight your personality. The cover letter should explain who you are, what you do, and why you want the job you're applying for.

You can use a template to help structure your cover letter, but each one should be tailored to the specific job and company. This article will go over how to write a cover letter with templates, examples, and tips for success.  

What is a cover letter?

A cover letter is a summary of your professional experience that typically accompanies your resume and serves as an introduction to potential employers, recruiters, or hiring managers. 

Highlight your career wins, showcase key accomplishments and skills, and give employers a broader sense of your professional identity. Cover letters can provide important insights into a job seeker’s personality, attention to detail, and workplace communication skills. 

While you may not need to include a cover letter with every job application, if the employer asks for one, be sure to include it.

How to write a cover letter: 6 steps

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Cover letters are an important part of how many recruiters and hiring managers evaluate candidates. A well-written cover letter gives you the chance to tell your story, connect your experience to the role, and explain your interest in a way your resume alone can’t. Your cover letter can strengthen your application and help you stand out early in the hiring process.

Generative AI tools can be helpful when drafting a cover letter, but the final version should always be personalized. Think of AI output the same way you’d think about a template: useful as a starting point, but not something to submit as-is. A cover letter that feels generic or overly automated can come across as impersonal, so adding role-specific details helps your application feel more genuine and considered.

Writing a strong cover letter is easier when you break it down into simple steps.

1. Research the role and plan your approach

Photo by Mikhail Nilov on Pexels

Before writing your cover letter, make sure you’ve first researched the role and company. The job description will list the hard skills needed for the role, while the company’s mission statement and values will give you insight into the soft skills the company looks for. 

Here are some tips to create an impactful cover letter.

Research the company and position

• Review the company website and use any other resources available, such as LinkedIn and social media pages, Glassdoor, and current or former employee experiences, to get to know the company
• Develop an understanding of their products and services
• Get an idea of the company’s culture, mission, and values
• Research any recent notable wins or milestones the company has had
• Identify key skills and experiences required within the job description
• Take note of the hiring manager’s name if the information is available

Think about what you want the hiring manager or recruiter to know about you from your cover letter. The cover letter is your first opportunity to stand out and highlight why you’re the best candidate for this specific role. 

Outline what you want to include

• Make bullet points to structure your thoughts and ideas for the letter
• Identify your own hard and soft skills, as well as professional strengths, that are relevant to the job description
• List previous professional accomplishments and achievements that can highlight why you’d be a great fit for the role
• Think about your skills and qualifications and how you’ve used them in previous roles

2. Format your cover letter

Photo by Ivan Samkov on Pexels

How you format your cover letter is almost as important as how you write it. A professional cover letter should follow a logical structure and include all of the essential information. 

 A standard cover letter contains these key elements:

• Salutation. Greet the client manager by name, for example: “Dear Ms. Jane Smith.” If a name isn't available, feel free to simply write “Dear Hiring Manager.” Avoid:
  
  • Outdated greetings such as “To Whom It May Concern” or “Dear Sir or Madam”
  • Using a title (“Mr.” or “Ms.”) if you’re unsure of gender
  • Assuming marital status by using “Miss” or “Mrs.”
  • Overly informal language like “Hi”
• Introduction. Follow the greeting with a short but strong opening paragraph highlighting your qualifications for the project.
• Body. In the letter's main body, go into further detail about your relevant experience and qualifications. Explain how your previous accomplishments make you the ideal person to help the company achieve its goals.
• Call to action. Finish with a closing paragraph that invites the client to contact you. Let them know that you’re looking forward to an interview.
• Closing. End your letter with a closing like “Thank you for your time” or “Looking forward to hearing from you,” followed by your name and contact information. 

Keep in mind that hiring managers and recruiters are likely going through applications back to back and may skim over your cover letter. Make sure your cover letter is easily scannable by breaking up long blocks of text and using bullet points where appropriate to highlight key points. 

Tips for formatting your cover letter: 

• Choose a basic, simple, and professional font like Arial, Calibri, Georgia, or something similar
• Use a 10- or 12-point font size to avoid making the recipient squint
• Align text to the left
• Stick with standard 1-inch margins
• Use paragraph breaks between different sections of your letter
• Format information in bullet points when possible
• Keep your cover letter limited to one page (three to four paragraphs)
• Save your cover letter as a .doc or PDF file for ATS compatibility
• Use a clear file name that includes your name like FirstName_LastName_Cover_Letter.pdf

3. Write a strong introduction

The first paragraph of your cover letter is your elevator pitch and should start with a strong hook. Use these opening sentences to grab the reader’s attention as you clearly and succinctly tell them why you’re the best person for the job. 

• Specify the job title you’re applying for and express your enthusiasm for the role
• Highlight specific aspects of the job that align with your career goals, values, or areas of interest
• Show off your research by mentioning a recent milestone, fact, or news story about the company
• Tell a story about how your life, passions, or interests align with the job or the company
• Showcase your achievements, years of experience, or other measurable achievements from a past role 
• Mention a referral or shared contact to establish a personal connection (if relevant)

Example of a cover letter introductory paragraph:

Dear Ms. Roy,

As a lifelong enthusiast of XYZ Company, I was thrilled to see your job ad for a data analyst. As a qualified accountant, I’ve spent the last six years crunching numbers (and data) at ABC Company to ensure data is well-managed and used for strategic advantage. I’ve always been “the numbers guy,” and now I’m keen to put my mathematical and analytical skills to use in a data role.

4. Build the body of your letter

The body of your cover letter is where you can go into detail about the relevant skills and experience from your resume. Ideally, your cover letter should fit on one page. You can use bullet points to highlight important stats and achievements. 

• Demonstrate your understanding of the job requirements and the company’s goals 
• Detail specific work experience and skills as relevant to your target role or industry
• Use numbers or facts to quantify previous professional achievements and show the measurable impact of your work
• Emphasize your transferable skills if you’re changing careers
• Focus on the future and how you can make a positive impact in the role 

Example of the body of a cover letter:

In my most recent role as a UX designer at Awesome Company, I partnered closely with product managers, engineers, and researchers to design user-centered solutions that supported both user needs and business goals. My work focused on turning complex requirements into intuitive, accessible experiences grounded in research and data.

Key contributions include:

• Designing end-to-end user flows and wireframes for core product features used by over 50,000 monthly active users
• Conducting and incorporating usability testing and survey feedback, contributing to a 22% improvement in task completion rates
• Collaborating cross-functionally to deliver designs on time, supporting multiple product launches within tight release cycles
• Applying accessibility and responsive design best practices, reducing usability issues across mobile and desktop by 30%
• Iterating on designs based on analytics and stakeholder feedback, helping decrease user drop-off at key steps by 15%

I’m excited to bring this experience to a role where thoughtful, research-driven design plays a central role in shaping the product. 

The UX designer position at Learning Co. stands out because of its focus on creating meaningful user experiences that align with long-term business goals. I’m motivated to contribute designs that drive measurable impact and continue improving how users interact with the product.

5. Conclude your letter

Photo by Mikhail Nilov on Pexels

Use the final paragraph to summarize your overall pitch to the employer and reiterate your enthusiasm for the role. End your letter with a powerful and positive conclusion.

Remind them why you're the right person for the job and include the call to action. Instead of leaving it up to the potential employer to invite you to an interview, consider taking the lead and suggesting it yourself without sounding too forward. Express interest in the next steps. 

Finally, end your letter with a professional sign-off. 

• Use. “Sincerely,” “Best (or Kind) regards,” “Thank you,” or “Thank you for your consideration”
• Avoid. “Yours,” “Take care,” or “Cheers”

Example of a concluding paragraph and sign-off:

I believe I’m a strong fit for this role, and I’m confident that my experience in email marketing and lead generation would translate well to the email marketing manager position at your organization. I look forward to the opportunity to discuss my background and how I could contribute to your team’s goals.

Thank you for your time and consideration.

6. Review your cover letter

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Before sending your cover letter, take a short break from the writing process. Reread the letter once you have fresh eyes, proofreading and looking for any typos or errors. You can also try reading the letter out loud; this can help you catch things that you might skip over while reading on the screen.

Ask a friend or someone you trust to read through it as well to help catch anything you missed. AI tools can be helpful in the proofing and editing process, especially if grammar isn’t your strong suit. 

Example cover letter

Seeing an example of a cover letter can help you understand how the different pieces come together. You can use this cover letter example as a reference when writing your own. See what works and apply those ideas to your own writing in a way that fits your experience and the role you’re applying for.

Cover letter example

Dear Ms. Smith:

I’m excited to apply for the customer service manager role at Initech Solutions. In this position, I would bring my experience leading customer support teams and resolving complex client issues to help strengthen customer satisfaction and long-term loyalty.

I have more than five years of experience as a customer service representative and two years as a customer service team lead. 

Throughout my career, I’ve focused on balancing efficiency with empathy, addressing customer concerns quickly while still delivering a positive experience. My time at ABC Company reinforced the importance of using customer feedback and data to continuously improve service processes, an approach I’m eager to bring to Initech Solutions.

Some of my key accomplishments include:

• Reducing average customer resolution time by 40% through proactive communication strategies
• Maintaining an 85% customer satisfaction rating across hundreds of monthly interactions
• Identifying and implementing an AI chatbot to improve efficiency and response times on the customer service team

I focus on clear communication and reliable execution so clients always know what’s happening and what to expect. I’m particularly drawn to Initech Solutions’ focus on using customer feedback to shape product and service improvements, and I’d welcome the opportunity to discuss how my experience could support those efforts.

Thank you for your time and consideration. I look forward to discussing potential next steps.

Sincerely,

Jordan Rivera

What makes this cover letter effective

• Salutation. Using the hiring manager’s name helps personalize your cover letter and shows thoughtful research.
• Opening paragraph. The introduction engages the hiring manager right away by explaining why the applicant is interested in the role and encouraging the reader to continue.
• Body of the letter. The main body does exactly what it should. Short paragraphs and bullet points outline relevant experience, quantify achievements, and explain how the applicant’s background can add value in the role.
• Conclusion and sign-off. The conclusion is concise and reinforces why the applicant is a strong fit for the position. It also shows knowledge of the company by referencing its focus on customer feedback, then ends with a clear call to action and a professional sign-off.

10 best practices for cover letters

Cover letters often shape an employer’s first impression of you, so it’s worth taking the time to get them right. Now that we’ve covered the step-by-step process for writing a cover letter, here are some best practices to keep in mind as you start drafting your own.

1. Keep the letter brief and concise. Limit your cover letter to the equivalent of one page or less. Try to aim for no more than 200 to 300 words. Avoid big paragraphs, long sentences, and overly complex language.
2. Personalize each cover letter for the specific job. While you can use a template or AI assistant to help structure your cover letter, make sure each one is customized to the job you’re applying to. 
3. Include relevant keywords. As you personalize your cover letter, incorporate keywords from the job description. Many companies use applicant tracking systems and similar technologies to scan cover letters and resumes for role-relevant keywords automatically. 
4. Stay away from buzzwords. Generic buzzwords and phrases such as "people person," "team player," "loyal," "dedicated," or "motivated" can seem empty. Instead, focus on using action verbs and job-relevant keywords and phrases to showcase your skills and expertise.
5. Provide evidence of your successes. Use relevant examples, metrics, or awards to paint a picture of your qualifications for the role.
6. Include forward-looking language. While you should highlight past successes, avoid simply repeating your resume. Instead, focus on forward-thinking language that highlights how your skills and contributions will help you make a positive impact in the role. 
7. Follow the instructions. Job postings sometimes ask candidates to answer specific questions or include a keyword, so be sure to follow those instructions carefully. When an employer requests your resume and cover letter in a particular format, double-check that your files meet those requirements before submitting.
8. Tell your professional story. Talk about your passion, career choices, and accomplishments. Explain why you’re applying and how you align with the position and the company.
9. Pay attention to tone and style. Match the company’s voice where appropriate, but keep your writing clear, respectful, and professional.
10. Focus on what’s relevant. Explain career changes or gaps when needed, but keep the emphasis on your professional experience and avoid sharing personal details that don’t relate to the role.

The goal is for your cover letter to be engaging enough that the human resources manager or potential employer wants to learn more about you. A strong cover letter could win you an interview over another candidate with a similar resume. 

What to avoid in a cover letter 

Along with following best practices, being aware of common mistakes can help your cover letter leave a strong impression. Here are a few missteps to avoid:

• Sending a copy-and-paste cover letter to multiple employers
• Starting with a generic greeting, such as “To whom it may concern,” or misspelling the hiring manager’s name
• Repeating the information on your resume
• Focusing too much on why you want the role, rather than the value you bring to the role 
• Using an overly casual or funny tone
• Writing a cover letter that is too short or too long
• Sending a cover letter from an unprofessional email address 
• Including unnecessary personal details irrelevant to the role 
• Failing to include specific measurable accomplishments 
• Overlooking typos or grammar mistakes 
• Ignoring instructions outlined in the job posting
• Using vague or buzzword-heavy language without clear examples

Get help with your cover letter

Cover letters are an important part of the job application process. Your cover letter could make the difference in whether or not you get an interview and move on to the next step. If you’re applying to a job that you’re really interested in, you may want additional help writing your cover letter.

You can use AI as your writing assistant when drafting your cover letter. While you should avoid using AI-generated letters word-for-word, they can serve as great cover letter templates to help you get started.

If you want more help creating a specific cover letter or a general template that you can personalize for each job application, you can work with a professional cover letter writer on Upwork to impress the hiring manager. Cover letter writing professionals can help you successfully translate what’s in your resume into an impressive introduction letter.

Writing an Upwork cover letter 

As a freelancer on Upwork, every proposal you submit includes a cover letter. Each cover letter should be specific to the client and the project. Clients want to see that you took the time to read their job description and are genuinely interested in their project. Your proposal should speak directly to the client’s problem, explain how you can solve it, and highlight your experience with similar projects.

Think of your Upwork cover letter as your elevator pitch to clients. The goal is to get the client’s attention and move the conversation toward an interview. Clients can preview only the first one or two sentences when reviewing proposals, so make sure your opening clearly addresses the client’s needs and encourages them to keep reading.

Strong Upwork cover letters reference details from the job posting and may include relevant keywords. This helps demonstrate fit to the client and can improve how well your proposal matches the job description, so you rank higher in the results list. Support your claims with brief examples or links to relevant work if possible.

When you find a job that you’re really interested in and that is a close match for your skills, you can use Connects to boost your proposal. 

Additional job search resources 

Along with the cover letter tips, best practices, and examples, these resources can help you prepare for the next steps in your job search:

• Job Application Process: Key Strategies for Each Step
• How To Find a Job: Where To Look and How To Search
• 19 Best Job Search Websites To Land Your Next Role in 2026
• 20 Resume Writing Tips to Stand Out and Land Your Dream Job
• The 12 Best AI Resume Builders
• Interview Tips for Making a Great Impression
• Job Interview Do’s and Don’ts: Steps for Each Phase
• Interview Tips for "Why Are You Interested in This Position?"
• How To Write the Perfect Interview Thank-You Email

Find work on Upwork

If you’re ready for a new career challenge, have you considered transitioning to freelancing? As a freelancer, you can do the work you love, work from anywhere, and collaborate with clients from around the world — all while working remotely. 

Upwork can connect you with potential long-term clients who can help your freelance business grow. Get started by creating a profile. Then, use the platform to promote your most in-demand services, build your portfolio, showcase your best work, and confidently embrace new client relationships. Make Upwork your home for your freelance career. 

If you’re communicating with a hiring manager for a job through the Upwork platform, please note that sharing your personal contact information, such as email address, phone number, or LinkedIn profile, is not permitted in cover letters or at any time prior to the start of a contract. Additionally, all communication should take place through the Upwork Messages feature. Learn more about using Upwork Messages here, and see more details on sharing information on Upwork here.