How to write a cover letter that gets read
A cover letter is not a retelling of your resume. It is a short argument: here is what you need, here is evidence that I have done it, here is why I want to do it for you. Most are skimmed in under a minute, so every sentence has to earn its place.
- Four short paragraphs: hook, proof, why us, close.
- Name the role and one requirement in the first sentence.
- Use two proof points with results; do not repeat the resume.
- Keep it under 250 to 300 words and tailor every one.
Do you need one?
If the posting asks for a cover letter, write one. If it is optional, a short, specific letter can help most when your resume does not tell the whole story: a career change, a gap, a relocation, a very competitive role or an unusual route into the field. A generic letter helps no one; skipping it is better than sending one.
The four-paragraph structure
- Hook (2 to 3 sentences). Name the role and open with the strongest link between their need and your work. Avoid "I am writing to apply for".
- Proof 1 and 2 (one short paragraph or two). Pick two requirements from the vacancy and give one result for each: what you did, how, what changed.
- Why this company (2 to 3 sentences). One specific reason that shows you read about them: a product decision, a market, a value you can point to. Avoid flattery.
- Close (1 to 2 sentences). State availability, offer to discuss one point in more detail and thank them briefly.
A template you can adapt
Subject: Application: Product Analyst (Ref. 4821)
Hello Ms Rossi,
Your Product Analyst role asks for someone who can turn messy usage data into clear decisions. At Acme I did that for a 300k-user app: I built the SQL and Looker reporting that the growth team used weekly and ran the A/B tests behind our new onboarding, which lifted day-7 retention from 21% to 27%.
You also need someone comfortable with stakeholders. I presented monthly to product, marketing and finance leads and wrote the experiment guide the team still uses.
I am drawn to your focus on small-business owners; I spent two years supporting them in a previous role and know what they struggle with in reporting. I would be glad to talk through how I would approach your retention goals.
Kind regards,
Anna Kovalenko
Paste a job link, add your resume and get a requirement-by-requirement report.
Before and after: the opening line
I am writing to apply for the Marketing Specialist position at your company. I am a hard-working person with great communication skills.
Your Marketing Specialist role centres on paid acquisition for e-commerce. For the past four years I have run exactly that: 120k EUR of monthly spend and a 23% lower cost per acquisition.
Mistakes to avoid
- Repeating the resume line by line.
- Starting with "To whom it may concern" when a name is findable.
- Writing about what you want to gain instead of what you bring.
- Making it longer than one page.
- Using the same text with the company name swapped. Readers can tell.
- Claiming skills you cannot support in an interview.
A paragraph-by-paragraph template
- Opening (2 to 3 sentences): the role, why this company specifically, and one hook.
- Proof (4 to 6 sentences): two results that match the vacancy's top needs, each with a number.
- Fit and close (2 to 3 sentences): what you would do in the first months, plus a clear next step.
Keep it to 150 to 250 words. Anything longer is rarely read in full.
Openings that work and openings that do not
Weak: I am writing to apply for the position advertised on your website.
Stronger: Your team is expanding the retention analytics function, and I spent the past two years building the experiment framework that lifted day-7 retention from 21% to 27%.
The stronger one shows research and proof in the first sentence.
Common mistakes
- Repeating the resume line by line.
- Writing about what you want instead of what you offer.
- Using a template that could go to any company.
- Typos in the company or recruiter name.
- Making it longer than one page.
When a cover letter helps most
It helps when you are changing careers, applying to a smaller company, explaining a gap or location situation, or when the posting requests one. In these cases a short, honest explanation turns a possible concern into context. When the posting says not to include one, do not. See the cover letter generator for a draft you can edit.
Speed it up without losing quality
The slow part is finding the two best proof points for each vacancy. JobAny's cover text feature drafts the letter from the vacancy and your real resume so every claim traces to something you did, and you edit it before sending. See the cover letter generator, and what to do after you apply.
Check your resume against a real vacancy
Add your resume and a job link. JobAny shows which requirements are covered, what is missing, what a recruiter sees first and whether the file reads cleanly. Start costs $1, no subscription.
Frequently asked questions
How long should a cover letter be?
Under one page, roughly 200 to 300 words in three to four short paragraphs.
Should I mention salary or visa in a cover letter?
Only if the posting asks. Handle those in the form or later conversation.
Can I use AI to write it?
As a draft, yes, if you check every claim and add specifics. Sending unedited generic text is easy for readers to spot.
Who do I address it to?
The hiring manager or recruiter named in the posting. If none, use the team name ("Hello Product team") rather than a stale formula.
Should it be a PDF?
If uploading a file, PDF is safe. If pasting into a form field, keep it plain text.
Should I send a cover letter if it is optional?
A short specific one can help; a generic one does not.
Should it be a separate file?
Paste into the form or email body unless a file is requested.
Do recruiters read them?
Some do, especially for smaller teams; keep it brief.
What if I do not know the name?
Use the team name or a neutral greeting.
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