How to Write a Cover Letter in 2026 (Step-by-Step + Examples)

What to include in a cover letter

A standard one-page cover letter includes these six parts in order.

1. Contact header
2. Greeting
3. Opening hook
4. 1-2 body paragraphs
5. Closing call to action
6. Professional sign-off

ResumesKey can draft a tailored letter from your resume and the job description.

Step 1: Format your header

Your header includes your contact details, the date, and the company or hiring manager details, and it should match your resume header for a consistent personal brand.

• Your name, phone, email, and city
• The date
• Company name and hiring manager details

Step 2: Write a professional greeting

Address a specific person by name when possible: check the job posting, LinkedIn, or the company's team page. If you cannot find a name, use "Dear Hiring Manager" or "Dear [Team] Hiring Manager" instead of "To Whom It May Concern."

Step 3: Open with a hook

Your opening paragraph should name the role and immediately lead with a quantified win or a genuine connection to the company, not "I am writing to apply."

• Direct value pitch: "I cut customer churn 12% in six months at Acme; I would bring that same retention focus to your customer success lead role."
• Referral-based opening: "Maya Chen on your product team suggested I apply after she saw my launch metrics for the Acme mobile app."
• Mission/enthusiasm opening: "Your move to same-day pharmacy delivery matches what I have built for three regional logistics teams."

Step 4: Prove your value in the body

Your 1-2 body paragraphs should connect your experience to the job's top requirements using one or two quantified achievements and mirror the posting's language. Weak: "I helped increase sales." Strong: "I led a pricing refresh that grew annual contract value 18% in six months." Learn how to quantify your achievements.

Step 5: Close with a call to action

Close by restating your fit in one line, thanking the reader, and confidently asking for the interview. Example: "I would welcome the chance to bring this same growth focus to the senior operations role at Northwind."

Sign off professionally

Sign off with "Sincerely," or "Best regards," followed by your typed name, and keep the whole letter to one page or 250-400 words.

Cover letter mistakes to avoid

These are the most common cover letter mistakes and how to fix them.

• Rehashing your resume: instead, connect one or two achievements directly to the posting's top requirements.
• Opening with "Dear Sir or Madam": use a specific name or "Dear Hiring Manager".
• Sending the wrong company name or role: proofread every letter against the job ad before you hit send.
• Writing more than a page: keep it to 250-400 words and focus on value, not biography.
• Using no quantified proof: replace claims like "improved efficiency" with numbers such as "cut processing time 30%."

Write yours in minutes

ResumesKey's AI cover letter generator drafts a tailored letter from your resume and the job description, then you edit it in your own voice.

Browse matching cover letter examples and run your draft through the free ATS checker before sending.