How to write a cover letter, step by step

Start with the purpose, not the template

Before writing a single sentence, get clear on what a cover letter is actually for: connecting your specific experience to a specific role, in a way your CV cannot do on its own. A CV lists what you did. A cover letter explains why it matters for this job and why you are motivated to do it.

Once you understand this, most of the common mistakes, restating your CV, writing something generic enough to send to any employer, or over-explaining your career history, become easy to avoid, because you keep asking yourself: does this sentence connect my experience to this specific role?

Step 1: research before you write

Spend ten minutes on the job advert and the company before writing anything. Identify the two or three requirements mentioned most prominently or repeated more than once, since these are usually the employer's real priorities. Note anything specific about the company, a product, a value, a recent piece of news, that gives you a genuine, specific reason for interest beyond 'I need a job'.

Step 2: write an opening line that earns attention

Avoid opening with 'I am writing to apply for the position of...'. It is the single most common opening line recruiters see and adds no information. Instead, open with either your strongest relevant achievement or a specific, genuine reason for interest in the role or company.

• Weak: 'I am writing to apply for the Marketing Assistant role advertised on your website.'
• Stronger: 'Having grown a small business's social media following from 500 to 6,000 followers in under a year, I was excited to see your Marketing Assistant opening.'

Step 3: connect one or two achievements to the role

This is the core of the letter. Pick the one or two achievements from your background most relevant to the requirements you identified in step 1, and explain them briefly: what you did, and what happened as a result. Avoid trying to cover your entire CV; a letter that goes deep on one strong example is far more convincing than one that skims across five weak ones.

Step 4: show you understand the role and the organisation

A short sentence demonstrating genuine understanding of the role's challenges or the organisation's context signals that you have done your homework and are seriously interested, not mass-applying. This does not need to be elaborate: one specific, accurate observation is enough.

Step 5: close with confidence, not passivity

End by restating your interest briefly and inviting next steps directly. Avoid overly passive closings like 'I hope to hear from you.' A stronger version: 'I would welcome the chance to discuss how my experience in supplier negotiations could support your procurement team, and I am available at your convenience.'

Formatting and length

Keep the letter to three or four short paragraphs, roughly 250 to 350 words. Use a simple, professional format: your contact details at the top, the date, the employer's details if you have them, a greeting, the body, and a professional sign-off. Avoid decorative fonts or graphics, particularly if the letter may be uploaded into an applicant tracking system.

A full example, put together

'Having grown a small business's social media following from 500 to 6,000 followers in under a year through a consistent content calendar and paid ad testing, I was excited to see your Marketing Assistant opening. In my current role at a local retailer, I manage our Instagram and email campaigns end to end, including a recent email series that lifted repeat purchase rate by 14%. I was drawn to your team's focus on sustainable, direct-to-consumer brands, an area I have followed closely and would love to contribute to directly. I would welcome the opportunity to discuss how my campaign experience could support your marketing goals, and I am available for a call at your convenience.'

Final checklist before sending

• Company name and role title are correct and consistent throughout
• At least one specific, quantified achievement is included
• No sentence simply repeats a line from your CV word for word
• Length is roughly 250 to 350 words
• Tone matches the organisation and the tone of your CV
• Spelling and grammar have been checked carefully