How to Write a Cover Letter

CareerOneStop, the Department of Labor's career site, gives simple guidance:

• The posting asks for one. Always send it. Without it, your application is incomplete.
• The posting says it's optional. Send one if you can. CareerOneStop says an optional letter is a chance to show how well you fit the role or to explain a gap in your work history.
• You're applying by email. The body of your email can serve as your cover letter.

A letter also helps when you're changing careers, relocating, returning to work after a break, or applying for a role where your resume alone doesn't show the connection.

For many hourly jobs applied for through an online form, there's no place for a letter. That's fine. Put the effort into your resume and any screening questions.

CareerOneStop recommends about 200 to 400 words in 3 or 4 short paragraphs. That fits on less than one page. Hiring managers read a lot of these, so shorter and specific beats longer and general.

1. Heading

Your name, phone number, email, and city and state. Then the date, and the employer's name and address if you have it. For email applications, put your contact details under your signature instead.

2. Greeting

Use the hiring manager's name if the posting or company website gives it: "Dear Ms. Alvarez." If you can't find a name, "Dear Hiring Manager" is fine. Avoid "To Whom It May Concern," which reads as dated.

3. Opening paragraph

Say which job you're applying for and give one strong reason you're a fit. Skip openings like "I am writing to express my interest." Start with substance.

4. Middle paragraph or two

This is the core. Pick one or two examples that match what the employer needs most. CareerOneStop advises using examples that are different from the ones on your resume, so the letter adds new information. Tie each example to a requirement in the posting.

5. Closing paragraph

Mention that your resume is attached, say you'd welcome an interview, note when you're available, and thank them. Keep it to two or three sentences.

6. Sign-off

"Sincerely" or "Best regards," followed by your full name.

CareerOneStop is direct on this point: write a tailored cover letter for each position. A letter that could be sent to any company tells the reader you haven't looked at theirs. Before you write:

1. Read the job posting and note the two or three requirements that matter most.
2. Look at the employer's website for what they do, who they serve and anything recent.
3. Pick your examples to match.

A posting that names the employer and states the pay gives you more to work with. On Joboru, jobs come directly from employers, and pay is shown when the employer states it.

Here is a complete letter for a medical receptionist role. It runs about 270 words.

Jordan Lee Columbus, OH | (614) 555-0142 | jordan.lee@email.com

October 6, 2026

Dear Ms. Patel,

I'm applying for the Front Desk Coordinator position at Riverside Family Clinic. I've spent three years at a busy dental office checking in up to 60 patients a day, and I'd like to bring that experience to a clinic that serves families across the east side.

Your posting asks for someone who can handle scheduling across several providers. At my current job, I manage the calendars for four dentists and two hygienists. Last year I set up a reminder-call routine for next-day appointments, and our no-show rate dropped noticeably within three months. I'm also comfortable with insurance verification, and I'm usually the person new staff come to with billing questions.

I noticed that Riverside offers care in English and Spanish. I'm conversational in Spanish and use it with patients most days, and I'd be glad to support that part of your work.

I'm available to interview any weekday and could start with two weeks' notice. Thank you for your time. I'd welcome the chance to talk about how I can help your front desk run smoothly.

Sincerely, Jordan Lee

Why this example works

• The first sentence names the job and the employer. No guessing.
• Every paragraph links to the posting. Scheduling, insurance, bilingual service.
• It uses specifics. Number of providers, patients per day, a change Jordan made.
• It adds to the resume. The reminder-call project and the Spanish detail give the reader something new.
• It's short. Four paragraphs and a sign-off.

• Repeating your resume. The letter should add context or new examples.
• Writing about what you want. Keep the focus on what you can do for the employer. One line on why the role appeals to you is enough.
• Using the wrong company name. If you reuse a letter, check every name and job title before sending.
• Being vague. "I have strong communication skills" is weak. "I train every new cashier on our closing procedure" is stronger.
• Going too long. If it runs past one page, cut it.
• Typos. Read it aloud before you send it. Ask someone else to read it if you can.

CareerOneStop says it's acceptable to use tools like ChatGPT to help draft a letter, as long as the final version reflects your own voice, your real skills and your actual interest in the job. AI drafts tend to sound generic, so rewrite anything that doesn't sound like you, and check every claim is true.

• Addressed to a named person where possible
• Job title and company in the first paragraph
• One or two specific examples tied to the posting
• 200 to 400 words, 3 or 4 paragraphs
• Clear closing with your availability
• Names, titles and spelling checked
• Saved as a PDF unless the employer asks for something else, with a clear file name such as "Firstname-Lastname-Cover-Letter.pdf"