Template How To Write A Cover Letter

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“Thanks for helping me customize my resume,” my friend said cheerily. “Now I just have to find the cover letter I used for my last job application and spruce it up a little.”

“Nooooooo!” I said. “There’s no point in taking all that time to tailor your resume to each application if you’re going to use a fill-in-the-blank cover letter.”

We ended up sitting together for another 30 minutes and coming up with a new one that highlighted what a great fit she was—not just for the role, but for the company. And while a half hour is a time investment, it’s absolutely worth it if it gets you the job. (Which my friend did.)

Wondering how to customize your own cover letter? Check out the cover letter template below.

In Your Salutation

Most job seekers already know this, but just in case: You should always address your cover letter to a specific person. It shows you’re willing to do your research. Plus, seeing “Dear John Doe” will impress the person reading it (even if he or she is not John Doe) much more than “To whom it may concern” will.

If the job posting doesn’t include a name, look up the company’s hiring manager. No luck? Search for the person in charge of the department to which you’re applying. If you’re still striking out, try these advanced techniques.

In Your Opening Paragraph

The first section of your cover letter is the perfect opportunity to tell the hiring manager you understand what makes this organization and job special. I like to start with:

I am excited to apply for [job title].

Then I launch into my explanation.

For example:

I am excited to apply for the Sales Analyst position. TravelClick has become a leader in the hospitality industry by always focusing on its clients—whether they’re huge global brands or local hotels. Your commitment to customer satisfaction is something I’ve always strived for in my own career. I’d love to bring this dedication, along with my relevant skills and experience, to your award-winning company.

If you’re having trouble with this section, look through the company’s site, social media profiles, employee LinkedIn accounts, and so on to focus in on the key reasons you want this job and would be good at it. Sure, we all need a salary, but you should be able to explain why you’re enthusiastic about this opportunity in particular. (Oh, and make sure you’re describing how you can help the company, rather than how the company can help you!)

For even more ideas, check out these 31 cover letter examples of attention-grabbing intros.

In Your Body Paragraphs

Your next two paragraphs should describe your most relevant previous roles, the skills you’ve learned and experiences you’ve gotten from them, and how you’d apply those skills and insight to this position. I know, that sounds a little scary, so let’s break it down.

Format

The first line is super simple:

During [time period], I worked as [job title] for [company name].

In your next couple sentences, talk about the specific responsibilities you had in that role that are the closest to the responsibilities you’d have in this job.

As [job title], I was responsible for [Task 1, Task 2, and Task 3].

Or:

In this role, I worked on several projects, including [Project 1, Project 2, and Project 3].

Now, it’s important not to regurgitate your resume here; rather, you want to take the most relevant experiences from your resume, expand on them, and describe why they’re so applicable for the job.

It’s even more important to bring it home in your last one or two lines by discussing how you’d use what you learned from those experiences in this position.

Here’s the whole thing:

For the past three years, I’ve been working as a technical product manager for Blue Duck, where I’ve developed more than 30 high-level features that incorporated client requests, user needs, and design and product team capabilities with deadline and budget demands. Balancing so many needs was often challenging, and I learned how to find the solution that satisfied the maximum number of stakeholders. As your product manager, I’d apply this knowledge to ensure we delivered innovative solutions that worked for our customers and their users while staying on-time and within budget.

Choosing Your Examples

Wondering how you know which jobs and qualifications to highlight?

Your current or most recent position should usually be in your cover letter (unless it was for a very short time period, or it’s not at all similar to the one you’re applying for). To find your second example, go back to the job description and highlight the three things they’re asking for that seem most important—as in, you couldn’t get hired if you didn’t have them. Maybe that’s familiarity with a niche field, or great writing abilities, or leadership talent.

Whatever three things you highlight, make sure they’re reflected in your cover letter. Choose the job experience where you utilized those traits. And if you don’t have the exact skill they’re looking for, use the closest example you have.

In Your Closing

Most people use their closing paragraph to essentially say, “Thanks for reading, looking forward to hearing back.” But that’s a waste of valuable real estate! Just like the rest of your cover letter, your closing should be personalized.

First, if you want to proactively answer a potential concern, here’s a good place to do it. Let’s say you’re currently living in Atlanta, but you want to work in Portland. End with one sentence explaining that you’re moving, such as “I am relocating to Portland in May and look forward to working in the city.” This line shows your reader you fully read the job description, and that location (or relocation) won’t be an issue.

Perhaps you’re not quite qualified for the position. You should never say, “I know I’m not as qualified as other candidates, but…” However, you can say, “My background in [industry or profession], combined with my passion for your company and this role, would make me uniquely qualified to tackle [specific responsibility].” Ending on a strong note and highlighting why your unexpected experience is actually an asset will put the hiring manager’s mind at ease. (More on that here.)

Alternatively, you can use your closing to reinforce your strong interest in the job.

For example, you could write:

Again, TravelClick’s focus on customer service has made a huge impression on me. I would be thrilled to work at an organization where every employee—from an intern to the CEO—cares so much about the people they help.

Thank you for your time,

Aja Frost



There’s no arguing that it takes longer to compose a custom cover letter for each application than just changing out the company names in a canned one. But if you care about getting the job (and I hope you do, since you’re taking the time to apply for it), personalizing each one is the way to go.

Photo of typing courtesy of Shutterstock.

Use This Cover Letter Template to Apply for a Job

Template to Use When Writing a Cover Letter for a Job

A cover letter is an important part of almost any job application. Hiring managers have certain expectations when it comes to both the details included within a cover letter and how the letter is organized.

The following cover letter template lists the information you need to include in the cover letter you submit with your resume. Use the template as a guideline to create customized cover letters to send to employers.

Read below for tips on how to use a cover letter template, and then use the cover letter template below.

Tips for Using a Cover Letter Template

A cover letter template helps you with the layout of your letter. Templates also show you what elements you need to include in your letter, such as introductions and body paragraphs.

You should use a template as a starting point for your own cover letter. However, you should always customize your letter. Change any of the elements of the template to fit your own needs. For example, if a letter template only has one body paragraph, but you want to include two, you should do so.

Along with using a cover letter template, you might also review cover letter samples and read advice on how to format a cover letter to get ideas on writing your own cover letter.

Cover Letter Template

Contact Information

The first section of your cover letter should include information on how the employer can contact you.

If you have contact information for the employer, include that. Otherwise, just list your information.

Your Contact Information
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email Address

Date

Employer Contact Information
Name
Title
Company
Address
City, State, Zip Code

Salutation
Dear Mr./Ms.

Last Name:

Body of Cover Letter

The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.

First Paragraph:
The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for. Include the name of a mutual contact, if you have one. Be clear and concise regarding your request. Your goal is to convince the reader that they should grant the interview or appointment you requested in the first paragraph.

Middle Paragraphs: 
The next section of your cover letter should describe what you have to offer the employer. Make strong connections between your abilities and the employer's needs. Mention specifically how your skills and experience match the job you are applying for. Remember, you are interpreting your resume, not repeating it. Try to support each statement you make with a specific piece of evidence. Use several shorter paragraphs or bullets rather than one large block of text so that your letter is easy to read.

Final Paragraph: 
Conclude your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up.

State that you will do so and indicate when (one week's time is typical).

Complimentary Close
Respectfully yours,

Signature:
Handwritten Signature (for a hard copy letter)

Typed Signature

Create a Personal Cover Letter Template 

Microsoft Word Cover Letter Templates
Microsoft Word cover letter templates are available for a variety of circumstances. Add your personal information to the template to create cover letters you can use for a variety of types of job applications.

Google Docs Cover Letter Templates
Like Microsoft Word, Google Docs offers a variety of professional letter templates that you can use when writing your cover letter. Just fill in the template with your personal information, and save the document in your account.

Email Cover Letter Template

Email cover letters have a slightly different format than other cover letters.

For example, in an email cover letter, you put your contact information at the bottom of the letter, not at the top. You also do not include the employer’s contact information or the date at the top.

Just like any other cover letter, it is useful to look at a template when writing an email cover letter. Read here for an email cover letter template.

Related Articles: Tips for Using a Cover Letter Template | Sample Cover Letters | Top 10 Cover Letter Writing Tips | Email Cover Letters

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