How to write an application letter (cover letter)

The three questions a cover letter answers

Every effective cover letter answers three simple questions, in order:

• Why am I interested in you? — your introduction
• Why should you be interested in me? — your body paragraphs
• Where do we go from here? — your conclusion

Add a salutation at the top and a thank-you at the end, keep it to one page, and you have a complete letter. Here's each section in detail.

1. Salutation

Start with the same header you use on your CV — your name and contact details — so your application looks consistent. Then add the company name (and address if you have it), and greet the hiring manager by name where you can. Addressing a real person shows you've done your homework.

How to find the hiring manager's name

• Check the job advert and the contact email — the name is often there.
• Look at the company website or its LinkedIn page for the relevant manager.
• Ask a connection who works there, or phone the office and ask reception politely.

If you genuinely can't find a name, use “Dear Hiring Manager,”. Don't guess someone's title or pronouns — a neutral greeting is always safe.

2. Introduction

Your opening paragraph sets the tone and answers “Why am I interested in you?” Keep it natural and specific. Say which role you're applying for and where you saw it (name the person if you were referred), and show genuine interest in the company and why you're a strong fit.

3. Body paragraphs

This is the heart of the letter and answers “Why should you be interested in me?” Your job is to do the matching for the employer: pick three to five of the most important requirements from the advert, and show — with real examples — how your experience meets them.

• Use a short narrative (two or three paragraphs) for people-focused roles, or bullet points if the role is numbers-driven.
• Lead with results and specifics, not just duties — figures help (“cut stock losses by 15%”).
• Only claim what's true; the letter must match your CV.

4. Conclusion

Your closing paragraph answers “Where do we go from here?” Briefly restate your interest, mention a strength that makes you a viable candidate, and politely ask for the chance to discuss the role. Always thank the reader for their time.

Design & format

Because this is a professional document, keep the presentation clean and consistent:

• Keep it to one page, with balanced margins (0.5–1 inch) and text that fills the page without crowding.
• Use a professional font (Arial, Calibri, Cambria, Georgia or Times New Roman) at 10–12pt.
• Make your name stand out; avoid “hanging lines” where a couple of words take a whole line.
• Check spelling, grammar and consistent punctuation — no errors, no abbreviations or acronyms.
• Keep the tone professional: no slang or jargon, and avoid vague superlatives like “great” or “awesome”. Show it instead.

CV263's cover-letter builder pulls your header straight from your CV, keeps everything to one page, and exports a clean PDF — so you can focus on the words.

Frequently asked questions