How to Write a Cover Letter That Actually Gets Read

TL;DR

Quick Summary:

• Cover letters should be 250-400 words (3-4 paragraphs max)

• Start with a hook—skip "I'm writing to apply"

• Focus on 2-3 achievements with numbers

• Explain why THIS company

• End with a clear interview request

Bottom Line: You have 6 seconds. Make them count.

The Harsh Truth About Cover Letters

You spent two hours writing your cover letter.

The hiring manager spent six seconds reading it.

According to a 2024 Ladders study, recruiters spend an average of 6-7 seconds on each application before deciding to keep reading or move on.

But here's the good news: six seconds is enough—if you know what to focus on.

Most cover letters fail because they're boring. They start with "I am writing to express my interest" (yawn) and rehash the resume. By the time anything interesting appears, the hiring manager has moved on.

This guide shows you how to write a cover letter that actually gets read. No jargon. No fluff. Just what works.

Do You Really Need a Cover Letter?

Honest answer: It depends.

Applying through LinkedIn Easy Apply to 50 companies? Skip it. Most recruiters won't read it anyway.

Targeting your dream job at a specific company? Absolutely write one.

According to a 2024 ResumeGenius survey of 500 hiring managers:

• 83% say a great cover letter can convince them to interview someone even if their resume isn't perfect

• 72% prefer candidates who submit cover letters

• 56% actually read them (when well-written)

When it matters, it REALLY matters.

The 3-Paragraph Formula That Works

Forget what you learned in school. Modern cover letters follow this pattern:

Paragraph 1: The Hook (2-3 Sentences)

Your first sentence needs to grab attention. Show you researched the company.

Bad: "I am writing to apply for the Marketing Manager position."

Good: "Your TikTok campaign last month got 5M views and started a conversation about sustainable fashion. I want to be part of the team creating content like that."

The first could be sent to any company. The second shows you care about THIS job.

Need more examples? Check out our industry-specific cover letter examples for different fields.

Paragraph 2: Why You're Qualified (3-4 Sentences)

Pick your 2-3 best achievements. Use numbers.

Bad: "I have experience in social media marketing and increased engagement."

Good: "I grew our Instagram from 2K to 47K followers in six months by posting authentic behind-the-scenes content. Engagement jumped from 2.1% to 8.3%, driving a 34% increase in sales from social referrals."

Numbers make it real. They prove you can deliver.

Paragraph 3: The Close (2 Sentences)

Express enthusiasm. Ask for the interview.

"I'd love to discuss how my content strategy skills could help you hit your Q2 goals. Are you available for a quick call next week?"

That's it. 250-400 words total. Done.

What to Include in Your Cover Letter

1. Company-Specific Research

Personalization doesn't mean writing a novel. Here's the shortcut:

• Check their LinkedIn for recent posts (2 minutes)

• Find one thing you genuinely care about

• Mention it in one sentence

Example: "I noticed you just launched an AI ethics initiative—that's exactly why I want to work here."

2. Specific Achievements (Not Responsibilities)

Your resume lists what you did. Your cover letter shows the RESULTS.

Responsibility: "Managed a team of 5 developers"

Achievement: "Led 5 developers to launch our mobile app 3 weeks ahead of schedule, resulting in 50K downloads in the first month"

Always ask: So what? What was the impact?

If you're in a technical field, see our engineering cover letter examples for how to showcase technical achievements.

3. Why This Role Excites You

Be honest. If you're only applying for the paycheck, this job probably isn't worth a cover letter.

Find something real:

• Company's mission aligns with your values

• You admire their recent work

• You want to learn from their team

• The role helps you grow specific skills

One genuine sentence beats three fake ones.

Common Mistakes That Kill Cover Letters

Mistake #1: Starting with "I am writing to apply..."

They know you're applying. That's why you sent the email.

Start with something that makes them want to keep reading.

Mistake #2: Repeating Your Resume

Your resume says "Marketing Manager, 2020-2023." Don't just repeat that.

Tell the STORY behind your best achievement. What was the challenge? What did you do? What happened?

Mistake #3: Being Too Humble

"I think I might be a good fit" sounds uncertain.

"I'm confident my skills in X can help you achieve Y" sounds capable.

You're selling yourself. Own it.

Mistake #4: Generic Language

Avoid these phrases:

• "I am a team player"

• "I am a hard worker"

• "I am passionate about..."

• "I think outside the box"

Show it with examples instead.

Mistake #5: Writing Too Much

If your cover letter is longer than your resume, you're doing it wrong.

Aim for 250-400 words. That's half a page. Longer and they won't finish it.

Cover Letter Format and Structure

The Header

Your contact info goes at the top:

• Your Name

• Phone Number

• Email Address

• LinkedIn Profile (optional but recommended)

Then the date, followed by the hiring manager's info (if you have it).

Need a pre-formatted template? Browse our professional cover letter templates with proper formatting built in.

The Greeting

"Dear [Hiring Manager's Name]" is best.

Can't find their name? "Dear Hiring Manager" works. Avoid "To Whom It May Concern"—sounds like you didn't try.

The Body (3-4 Paragraphs)

Use the formula above. Keep it tight.

The Closing

"Best regards," "Sincerely," or "Thank you" all work. Then your name.

Should You Use AI to Write Your Cover Letter?

Short answer: Yes, but not the way you think.

AI tools can help you:

• Get past the blank page

• Structure your thoughts

• Save time on formatting

• Generate ideas for phrasing achievements

But you need to customize the output. AI gives you a foundation. You add personality and specific details.

Think of it like spell-check. It helps, but you're still the writer.

Want to see which AI tools work best? Read our review of the best AI cover letter creators to find the right one for your needs.

Industry-Specific Tips

Tech Industry

Focus on:

• Specific technologies used

• Problems solved

• Impact on product/users (use metrics)

• Why their tech stack excites you

Healthcare

Emphasize:

• Patient outcomes improved

• Relevant certifications

• Experience with specific systems/protocols

• Commitment to patient care

Healthcare professionals can find tailored examples in our nursing cover letter guide.

Education

Teachers should highlight:

• Student achievement data

• Classroom management approach

• Curriculum development experience

• Why this school specifically

See our teacher cover letter examples for education-specific templates.

Finance

Highlight:

• Financial results delivered

• Risk management experience

• Regulatory knowledge

• Analysis skills with concrete examples

Creative Fields

You can break the rules a bit. Show personality. But stay professional and focused on results.

Pro Tips That Make a Difference

Write the cover letter AFTER your resume

You'll have a clearer picture of your strongest points.

Read it out loud

If it sounds weird, it reads weird. Your letter should sound like you—professional, but human.

Get someone else to review it

Fresh eyes catch typos you'll miss. One spelling error can tank an otherwise great letter.

Save it as a PDF

PDFs keep formatting intact. Word docs can look different on different computers.

Name the file properly

"YourName_CoverLetter_CompanyName.pdf"

Not "coverletter_final_FINAL_v3.pdf"

Frequently Asked Questions

How long should a cover letter be?

250-400 words, roughly 3-4 paragraphs. Recruiters spend only 6-7 seconds on each application, so brevity is crucial. Focus on quality over quantity by highlighting your most relevant achievements.

Should I send a cover letter if it's optional?

Yes, if you're serious about the job. "Optional" often means "we want to see who puts in the effort." 72% of hiring managers prefer candidates who submit cover letters even when not required.

Can I use the same cover letter for multiple jobs?

No. Generic cover letters are obvious and usually ignored. At minimum, customize the first paragraph to reference the specific company and role. Better yet, tailor your achievements to match what each job requires.

What if I don't have much experience?

Focus on transferable skills, relevant coursework, internships, volunteer work, or personal projects. Show enthusiasm and explain why you're excited to learn. Entry-level positions expect this—they're looking for potential, not perfection.

Should I mention salary expectations?

Not unless they specifically ask. Your cover letter should focus on why you're a great fit. Save salary discussions for later when you have more leverage.

How do I address employment gaps?

Briefly acknowledge it with a positive spin if recent and significant. Example: "After taking a year to care for a family member, I'm excited to return to marketing with fresh perspective and renewed energy." Keep it to one sentence.

What's the best way to show personality without being unprofessional?

Use natural, conversational language. Write "I'm excited" instead of "I am excited." Share a brief relevant story. Avoid emojis, slang, or jokes unless in a very casual creative field. Think "professional coffee chat," not "corporate robot."

Should I follow up if I don't hear back?

Yes, but wait 1-2 weeks. Send a brief email reaffirming your interest: "I wanted to follow up on my application for [role]. I'm still very interested and would love to discuss how I can contribute to your team."

Do hiring managers actually read cover letters?

About 56% read them when well-written and concise. They typically skim first—if the opening grabs them, they'll read more. That's why your first paragraph is critical.

Can I mention that I was referred by someone?

Absolutely! Put it in your first sentence: "Sarah Johnson suggested I reach out about the Product Manager role." Referrals increase your chances significantly—hiring managers pay more attention when someone they trust recommends you.

What if the job posting doesn't list a hiring manager's name?

Check LinkedIn to find the hiring manager or team lead. If you still can't find it, "Dear Hiring Manager" is fine. Don't use "To Whom It May Concern"—sounds outdated and impersonal.

Should my cover letter match my resume design?

Yes. Use the same header, fonts, and colors. This creates a cohesive professional brand and shows attention to detail.

Your Cover Letter Checklist

Before you hit send:

• Opening references something specific about the company

• 2-3 achievements with concrete numbers

• Explanation of why you want THIS job at THIS company

• Clear request for an interview

• Total length 250-400 words

• No typos or grammatical errors

• Professional formatting matching your resume

• Saved as PDF with proper file name

Final Thoughts

Your cover letter isn't a formality. It's your chance to tell your story in a way your resume can't.

Yes, it takes effort. Writing a good cover letter might take 20-30 minutes per job. But that's the point—it shows you care enough to invest that time.

Hiring managers who read cover letters are looking for someone who:

• Actually researched their company

• Can communicate clearly

• Has specific, relevant achievements

• Seems genuinely interested

Give them that. Skip the jargon. Drop the generic phrases. Be clear, specific, and human.

You've got this.

Ready to write your cover letter in under 60 seconds? Try our AI-powered cover letter generator. It gives you a solid first draft based on your resume and the job description—then you add your personal touch.