How to Write a Cover Letter (With a Worked Example)

A cover letter has one job: to connect the evidence on your resume to what this employer needs right now. It is not a second resume. A recruiter should finish it knowing why you want this role and which two or three things you already do that matter to them.

When a cover letter is worth writing

Write one when the application asks for it, when you are changing careers, when you have a gap to explain, or when the role is at a smaller company where a person reads every application. For high-volume portals with no cover letter field, put that effort into tailoring your resume instead.

The four-paragraph structure

1. Opening: the role and your strongest link to it

Name the job title and lead with the single most relevant fact about you. Skip lines such as "I am writing to apply" because the reader already knows that.

2. Evidence: one or two specific examples

Pick the two requirements from the job description that matter most and show where you have already done that work. Use the same detail you would use in a strong resume bullet: what you did, how, and what changed.

3. Fit: why this employer

Show that you understand what the team does. Mention a product, a market or a challenge from the job ad or the company's own website, and how your experience applies. Keep it factual; flattery reads as filler.

4. Close: a clear next step

Say you would welcome a conversation, and thank them. One or two sentences is enough.

Worked example

Job ad (summarised): Data Analyst at a retail chain. Must have SQL, dashboarding (Power BI preferred) and experience presenting to non-technical managers.

• Opening: "I'm applying for the Data Analyst role at Northwind Retail. For the last two years I've built the weekly sales dashboards that 40 store managers at my current employer use to plan stock."
• Evidence: "I rebuilt our reporting in SQL and Power BI, which cut the monthly reporting cycle from three days to one. I also run a short monthly session where I walk regional managers through the numbers and what they mean for their stores."
• Fit: "Your job ad mentions expanding into smaller-format stores. I've already analysed sales by store size, so I understand how assortment and footfall differ between formats."
• Close: "I'd welcome the chance to discuss how I could help your team. Thank you for your time."

Notice that every claim in the example can be checked against the resume. That consistency is what makes a cover letter credible.

Formatting basics

• Keep it to one page, usually 250 to 400 words.
• Address a named person if the job ad or company page gives one; otherwise "Dear Hiring Manager" is fine.
• Use the same font and header as your resume so the two documents look like a set.
• Save as PDF unless the employer asks for Word.

Common mistakes

• Repeating the resume line by line instead of explaining the most relevant parts.
• Writing about what the job will do for you rather than what you will do for the team.
• Sending the same letter to every employer. Recruiters notice generic letters quickly.
• Claiming skills or results the resume does not support.

Using AI help responsibly

AI can produce a solid first draft quickly, but it only knows what you give it. The ZenXCV cover letter builder drafts from your saved resume and the job description, and you edit every sentence before downloading. Check that each claim is true and add the specific detail only you know.

For more guidance, many university career centres publish free cover letter guides, for example Harvard's Office of Career Services.