How to Write a Cover Letter That Gets You Hired: Complete Guide 2025

6 min read

Here's a secret that might surprise you: most people skip writing cover letters. They think it's outdated, unnecessary, or just don't want to put in the effort. And honestly? That's exactly why writing a great cover letter can give you such a huge advantage.

Here's the reality: while some companies don't require cover letters, many hiring managers still read them. And when you write one that actually stands out – not the generic "I'm writing to apply" template – you're doing something most candidates don't. That alone can be enough to get your application moved to the top of the pile.

But let's be honest: writing a good cover letter is hard. You want to sound professional but not robotic. You want to stand out but not seem desperate. You want to showcase your personality but stay appropriate.

I've read hundreds of cover letters, both good and terrible. And I can tell you this: the ones that work follow a simple formula. Once you know it, you can write a cover letter for any job in about 30 minutes.

So let's break it down. Here's everything you need to know to write a cover letter that actually gets you interviews.

Do You Even Need a Cover Letter in 2025?

Short answer: It depends, but usually yes.

When you should write one:

• The job posting asks for it (obviously)
• You're applying to a company you're genuinely excited about
• You have a compelling reason for applying (career change, unique experience, etc.)
• You're applying through email or directly to a hiring manager
• You're in a competitive field where standing out matters

When you might skip it:

• The application system explicitly says not to include one
• The job posting doesn't mention it and you're applying through a system that doesn't have a field for it
• You're applying to hundreds of jobs and need to prioritize (though even then, prioritize the ones you care about)

The truth: Even when it's "optional," a well-written cover letter can differentiate you. Most people skip it, so doing it well makes you stand out.

What Makes a Cover Letter Actually Work?

Before we get into the how-to, let's talk about what separates great cover letters from the generic ones that get deleted immediately.

Great cover letters:

• Are specific to the job and company
• Show genuine interest and research
• Connect your experience to their needs
• Tell a story, not just list qualifications
• Are concise (one page max)
• Sound human, not like a robot

Terrible cover letters:

• Are generic and could apply to any job
• Just repeat what's in your resume
• Are too long or too short
• Include typos or formatting errors
• Don't explain why you're interested
• Sound like they were written by AI without any editing

The Structure: How to Write a Cover Letter

Every great cover letter follows this structure:

1. Header & Contact Information

Include:

• Your name
• Your address (city and state is fine)
• Your phone number
• Your email
• Your LinkedIn URL (optional but helpful)
• Date
• Hiring manager's name and title (if you know it)
• Company name and address

Pro tip: If you can't find the hiring manager's name, "Hiring Manager" or "Dear [Company Name] Team" works fine. "To Whom It May Concern" feels outdated.

2. Opening Paragraph: Hook Them Immediately

Your opening needs to accomplish three things:

1. State what position you're applying for
2. Show you've done research on the company
3. Grab their attention

Bad opening:

"I am writing to apply for the Marketing Manager position. I have 5 years of experience and I think I would be a good fit."

Good opening:

"I've been following [Company Name]'s work on [specific project/campaign] and was excited to see the opening for a Marketing Manager. Your focus on [specific company value/approach] aligns perfectly with my experience leading data-driven campaigns that prioritize [specific thing]."

Better opening:

"When I saw [Company Name] was hiring a Marketing Manager, I immediately thought of the campaign you ran last quarter for [specific campaign]. That's exactly the type of innovative, results-focused work I love doing – which is why I'm writing to apply."

3. Body Paragraph 1: Why You're a Great Fit

This is where you connect your experience to their needs. Pick 2-3 key requirements from the job description and show how you've done similar work.

Example:

"The job description emphasizes the need for someone who can [key requirement 1] and [key requirement 2]. In my current role at [Company], I [specific achievement related to requirement 1], which resulted in [quantifiable outcome]. I've also [specific experience related to requirement 2], where I [specific achievement with numbers]."

Key tips:

• Use specific examples with numbers
• Connect your experience to their needs
• Don't just list everything – pick the most relevant things
• Show, don't tell (use examples, not adjectives)

4. Body Paragraph 2: Why You Want This Job (Optional but Powerful)

This paragraph isn't always necessary, but it can be powerful when:

• You're making a career change
• You have a compelling story about why this company/job
• You're genuinely excited about something specific

Example:

"What particularly excites me about this role is [specific aspect of the job/company]. As someone who [personal experience/interest], I'm drawn to [specific company initiative/value]. This opportunity would allow me to [what you'd contribute] while growing in [how you'd develop]."

5. Closing Paragraph: The Call to Action

End strong with a clear next step.

Bad closing:

"I look forward to hearing from you. Thank you for your consideration."

Good closing:

"I'm excited about the possibility of bringing my experience in [key skill] to [Company Name] and contributing to [specific company goal/project]. I'd love the opportunity to discuss how I can help [specific thing they're working on]."

Key tips:

• Show enthusiasm but don't seem desperate
• Reference something specific about the company/role
• Make it easy for them to say yes to an interview
• Keep it brief

6. Professional Closing

• Sincerely,
• Best regards,
• Thank you,

Your name

Cover Letter Examples

Example 1: For a Marketing Manager Role

Subject: Marketing Manager Application - [Your Name]

Dear [Hiring Manager Name],

I'm writing to apply for the Marketing Manager position at [Company Name]. I've been following your recent campaign around [specific campaign], and I'm impressed by how you've [specific thing that stood out]. Your approach to [specific company value] aligns perfectly with my experience leading data-driven marketing campaigns.

In my current role as Senior Marketing Specialist at [Company], I've managed campaigns that increased lead generation by 45% over the past year. Specifically, I [specific achievement related to job requirements], which resulted in [quantifiable outcome]. I've also led [specific relevant project], where I [specific achievement with numbers].

What excites me most about this role is [specific aspect of the job]. I'm particularly drawn to [specific company initiative] because [why it matters to you]. I'd love the opportunity to bring my experience in [key skill] to your team and help [specific company goal].

I've attached my resume for your review, and I'd welcome the chance to discuss how I can contribute to [Company Name]'s continued growth.

Best regards,

[Your Name]

Example 2: Career Change Cover Letter

Subject: [Target Role] Application - Transitioning from [Current Field]

Dear [Hiring Manager Name],

I'm writing to apply for the [Target Role] position at [Company Name]. While my background is in [Current Field], my experience in [transferable skill] and passion for [relevant interest] have led me to pursue a transition into [Target Field].

Over the past [time period] in [Current Role], I've [relevant achievement that demonstrates transferable skills]. For example, I [specific example that relates to target role], which required [skill needed for target role]. This experience taught me [relevant lesson] and showed me that [why you're interested in this field].

I've been actively preparing for this transition by [specific actions you've taken – courses, projects, etc.]. Most recently, I [specific relevant experience], where I [specific achievement].

What draws me to [Company Name] is [specific thing about the company]. Your work in [specific area] aligns with my interest in [relevant interest], and I'm excited about the opportunity to learn and contribute.

I've attached my resume and would welcome the opportunity to discuss how my unique background could bring value to your team.

Thank you for your consideration,

[Your Name]

Common Cover Letter Mistakes to Avoid

Being too generic – If it could apply to any job, rewrite it

Repeating your resume – Expand on points, don't just copy-paste

Being too long – One page, maximum

Typos and errors – Proofread multiple times

Negative language – Even if you're leaving a bad situation, stay positive

Lying or exaggerating – They'll find out

Using clichés – "I'm a hard worker" tells them nothing

Forgetting to customize – Every cover letter should be unique

Should You Use AI to Write Your Cover Letter?

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

Good uses of AI:

• Getting started when you have writer's block
• Brainstorming different ways to phrase things
• Checking for typos and grammar
• Getting ideas for structure

Bad uses of AI:

• Copy-pasting AI output without editing
• Using generic AI templates without customization
• Forgetting to add your personal voice and specific examples

The reality: AI can be a helpful starting point, but you need to edit heavily, add specific examples, and make it sound like you. Hiring managers can tell when a cover letter is 100% AI-generated, and it usually doesn't work in your favor.

Cover Letter Templates You Can Use

Template 1: Traditional Format

[Your Name]

[Your Address]

[Your Email] | [Your Phone]

[LinkedIn URL]

[Date]

[Hiring Manager Name]

[Their Title]

[Company Name]

[Company Address]

Dear [Hiring Manager Name],

[Opening paragraph: Position you're applying for + why you're interested]

[Body paragraph 1: Your relevant experience and achievements]

[Body paragraph 2 (optional): Why this specific role/company excites you]

[Closing paragraph: Call to action]

Best regards,

[Your Name]

Template 2: Email Cover Letter

Subject: [Position Title] Application - [Your Name]

Dear [Hiring Manager Name],

[Opening paragraph: Position + interest]

[Body paragraph 1: Relevant experience]

[Body paragraph 2 (optional): Why this role]

[Closing paragraph: Next steps]

Best regards,

[Your Name]

[Your Email] | [Your Phone]

[LinkedIn URL]

Final Tips for Writing Standout Cover Letters

1. Do your research – Mention specific things about the company to show genuine interest

1. Use numbers – Quantifiable results are always more impressive than vague claims

1. Be authentic – Let your personality shine through (within professional bounds)

1. Keep it focused – Don't try to cover everything; pick your strongest points

1. Proofread obsessively – Read it out loud, have someone else read it, use spell check

1. Customize every single one – Even if you're applying to similar jobs, make each one unique

1. Match the tone – If the company seems formal, be formal. If they're casual, you can be a bit more relaxed

1. Save as PDF – When submitting, use PDF to preserve formatting

The Bottom Line

Writing a great cover letter isn't about following a perfect formula – it's about telling a compelling story that connects your experience to what they need.

Most people either skip cover letters entirely or write generic ones. If you take the time to write something specific, researched, and genuine, you're already ahead of 90% of other candidates.

Remember: your cover letter isn't trying to get you the job. It's trying to get you the interview. Once you're in that room, your cover letter has done its job.

Spend 30 minutes on each cover letter for jobs you're genuinely excited about. It's worth it.

Ready to make your job applications stand out? Join the JobwayAI waitlist for AI-powered tools that help you craft personalized cover letters and optimize your entire job search.