How to Write a Cover Letter (Structure + Example)

A cover letter is a one-page document that connects your experience to a specific job and explains, in your own voice, why you're a strong fit — the context a resume can't give. The formula that consistently works is four short paragraphs: a hook, why you, why them, and a call to action. Here's exactly what goes in each, plus a full example.

Do you even need a cover letter in 2026?

Write one when the application asks for it, when you're changing careers or industries, when you were referred, or when you genuinely want the role and need to stand out. For quick one-click portal applications it's often optional — but when a cover letter is included, recruiters do read it, and a sharp one tips close decisions in your favour.

The 4-paragraph structure

1. 1The hook. Name the role and open with a reason they should keep reading — a relevant result or genuine enthusiasm. Skip "I am writing to apply for…".
2. 2Why you. One or two achievements that match the job's top requirements, each with a number. This is the heart of the letter.
3. 3Why them. A specific reason you want this company — a product, value or recent move. This is what separates you from copy-paste applicants.
4. 4The close. Restate your fit in a line, thank them, and invite the next step (an interview / a call).

A full cover letter example

Applying for a Marketing Coordinator role

Dear Ms. Rivera,

When I grew a side-project newsletter from 0 to 9,000 subscribers in eight months, I learned how much I love turning content into measurable growth — exactly what your Marketing Coordinator role is about. I'd be thrilled to bring that to Northwind.

In my current role at BrightLabs I run email and social for a 40,000-person audience. Last year I lifted email click-through 32% with a new segmentation strategy and cut our cost-per-lead 24% by reworking our paid-social creative. I'm fluent in HubSpot, Meta Ads and Google Analytics, and comfortable owning a campaign end to end.

What draws me to Northwind specifically is your community-first approach — your recent "Makers" series is exactly the kind of authentic, value-led marketing I want to help scale. I've followed it since launch and have a dozen ideas for extending it.

I'd love to talk about how I can help Northwind grow its audience. Thank you for your time and consideration — I'm available for a call at your convenience.

Warm regards, Priya Sharma

Formatting your cover letter

• One page, 250–400 words — half a page of text is plenty.
• Use the same header and font as your resume so they look like a set.
• Address a real person where you can ("Dear Ms. Rivera"); "Dear Hiring Team" beats "To Whom It May Concern".
• Export as a PDF unless the posting asks for DOCX.

5 mistakes to avoid

• Rehashing your resume line by line instead of telling the story behind it.
• Generic openings with no company name — it reads as mass-applied.
• Making it all about you and never about them.
• Typos — or the wrong company name (the fastest way to the reject pile).
• Going long. Past one page, it stops getting read.