How to Write a Cover Letter in 2026 (+ Examples and Template)
Learn how to write a cover letter with a simple format, template and real examples. See what to include, what to avoid and how to tailor it to a job.
A strong cover letter connects your experience and skills directly to what an employer needs instead of simply repeating your resume. · Empregara
A strong cover letter does something your resume cannot do as easily: it explains why your experience makes sense for this particular job.
Your resume shows employers where you worked, what you know and what you accomplished. A cover letter gives you space to connect those facts to what the employer needs.
That does not mean writing your autobiography.
In most cases, a good cover letter is short, specific and focused on the position. CareerOneStop recommends approximately 200–400 words and three or four short paragraphs, while the New York State Department of Labor recommends keeping the letter brief and generally no longer than one page.
Why this job → Why you → Evidence → Why this employer → Clear closing
In this guide, you'll learn how to write a cover letter, how to format it, what employers want to see, how to use AI without sounding generic, and how to adapt your letter when you have little experience.
You'll also find a reusable cover letter template and several complete cover letter examples for different types of jobs.
What is a cover letter?
A cover letter is a short introduction sent with a resume or job application.
Its purpose is to explain why you're interested in the position and why your skills, experience or background could help the employer.
The New York State Department of Labor describes a cover letter as an opportunity to answer a basic employer question: Why should we hire you?
A cover letter should therefore complement your resume rather than reproduce it.
Your resume might say:
Customer Service Representative
Handled customer inquiries by phone and email.
Your cover letter might explain:
In my current customer service role, I handle more than 50 phone and email inquiries per day while resolving billing, account and order issues. That experience closely matches your need for someone who can manage a high-volume customer environment while maintaining accuracy.
The resume provides the fact. The cover letter provides the connection.
Do you still need a cover letter in 2026?
Not every employer requires one.
CareerOneStop notes that many employers allow candidates to apply with only a resume.
However, a cover letter can be useful when:
- The employer specifically requires one
- The application lists it as optional
- You have a strong reason for wanting that particular job
- You want to explain a career change
- You need to explain a gap or unusual career path briefly
- Your transferable skills are stronger than your exact job-title history
- You were referred by someone connected to the employer
- You are applying by email and can use the email body as a short cover letter
If the posting says cover letter required, include one.
If the employer specifically asks applicants not to submit additional documents, follow those instructions instead.
How long should a cover letter be?
For most job applications, aim for approximately 200–400 words.
That usually means:
- 3–4 short paragraphs
- One page or less
- Enough detail to prove fit without retelling your entire resume
Hiring managers do not need a five-page explanation of your career.
Your objective is to make the reader interested enough to continue reviewing your application and consider you for an interview.
Cover letter format in 2026
A traditional professional cover letter can follow this structure:
Your Name
Phone Number | Email Address | City, State
Date
Hiring Manager Name
Job Title
Company
Dear [Hiring Manager's Name],
Paragraph 1: Position + strongest reason you're a match.
Paragraph 2: Relevant experience and accomplishment.
Paragraph 3: Why this employer or another strong qualification.
Closing: Interest in discussing the position + thank you.
Sincerely,
Your Name
If you're submitting the letter through an application platform, you generally do not need to overcomplicate the formatting.
Clean, readable text is more important than decorative graphics.
The design should also be reasonably consistent with your resume.
If you're still working on your resume, see our guide to the best resume format for job applications .
How to write a cover letter step by step
1. Start with the job description
Do not begin by opening a blank document and writing:
I am writing to apply for your open position.
Start with the job posting instead.
Identify the three or four things the employer appears to care about most.
For example:
- Customer service experience
- Microsoft Excel
- Inventory management
- Communication
- Sales results
- Leadership
- Healthcare experience
- Project coordination
Your letter should focus on the requirements you can genuinely demonstrate.
2. Research the employer
A generic cover letter talks almost entirely about the candidate.
A stronger one demonstrates that the candidate understands the opportunity.
Before writing, check the employer's:
- Website
- Products or services
- Mission
- Customers
- Recent announcements
- Job description
- Career page
You do not need to flatter the employer excessively.
Look for one genuine reason the position or organization interests you.
3. Address the right person when possible
If the job posting identifies a recruiter or hiring manager, you can address that person directly.
For example:
Dear Ms. Johnson,
If you cannot identify a person's name, alternatives can include:
- Dear Hiring Manager,
- Dear Customer Service Hiring Team,
- Dear Search Committee,
- Dear Operations Manager,
Do not spend hours trying to uncover a hiring manager's identity if the information is not publicly available.
4. Write a stronger opening paragraph
Your opening should quickly establish:
- What job you're applying for
- What makes you relevant
- Why the opportunity interests you
Weak opening
My name is Sarah and I am writing to express my interest in the Customer Service Representative position I saw online.
Stronger opening
With three years of experience supporting customers in high-volume phone and email environments, I was excited to see your opening for a Customer Service Representative. My background in account support, complaint resolution and CRM documentation closely matches the responsibilities outlined in the position.
The stronger version gives the employer an immediate reason to continue reading.
5. Connect your experience to the employer's needs
This is the most important part of the letter.
Do not simply summarize your previous job descriptions.
Instead of:
At ABC Company, I answered calls, responded to emails and helped customers.
Try:
At ABC Company, I support more than 50 customers per day through phone and email, resolving billing and order issues while documenting interactions in Salesforce. That experience would allow me to contribute quickly to the high-volume support environment described in your posting.
Notice what changed:
The candidate did not merely describe the old job. They explained why that experience matters in the new one.
6. Use evidence instead of adjectives
Many cover letters contain sentences such as:
I am hardworking, motivated, organized and a great team player.
Those qualities may be true, but they are difficult for an employer to verify.
Whenever possible, turn the claim into evidence.
Instead of “strong salesperson”:
Exceeded quarterly sales target by 17%.
Instead of “good leader”:
Trained and onboarded six new employees.
Instead of “organized”:
Coordinated scheduling and administrative support for a five-person team.
For more examples, see our guide to the best skills to put on a resume .
7. Explain why you want this particular job
The employer already knows you want a job.
Tell them why this one makes sense.
That reason could involve:
- The responsibilities
- The industry
- The company's mission
- A product you genuinely admire
- A career path you're intentionally pursuing
- An opportunity to use a specific skill
Example
I'm particularly interested in this position because it combines customer support with account management. In my current role, the part of my work I enjoy most is helping customers solve recurring problems and building longer-term relationships.
8. End the cover letter clearly
Your final paragraph does not need to be dramatic.
Reaffirm your interest, thank the employer and make it easy to continue the conversation.
Example
I would welcome the opportunity to discuss how my customer support experience could contribute to your team. Thank you for considering my application. I look forward to the possibility of speaking with you.
Cover letter template
Use this cover letter template as a starting point, then customize it for the job.
[Your Name]
[Phone] | [Email] | [City, State]
[Date]
Dear [Hiring Manager's Name],
I am applying for the [Position Title] position at [Company]. With experience in [relevant area], including [skill or specialization], I believe my background closely matches your need for someone who can [important requirement from the job posting].
In my current/recent role at [Company], I [describe a relevant responsibility or accomplishment]. For example, I [specific example, ideally with a number or result]. This experience strengthened my ability to [skill the new employer needs].
I am especially interested in [Company] because [specific, genuine reason]. I would be excited to bring my experience in [relevant skills] to your team.
Thank you for considering my application. I would welcome the opportunity to discuss how my background could contribute to the [Position Title] role.
Sincerely,
[Your Name]
Complete cover letter example
Customer Service Representative cover letter
Jordan Miller
New York, NY
jordan@email.com | (555) 555-5555
October 2026
Dear Hiring Manager,
With three years of experience supporting customers through phone, email and live chat, I was excited to see your opening for a Customer Service Representative. My background in complaint resolution, account support and CRM documentation closely matches the responsibilities described in the position.
In my current role, I handle more than 50 customer interactions per day while helping resolve billing, account and order-related questions. I also document customer interactions in Salesforce and regularly coordinate with operations and billing teams when an issue requires additional support. This experience has strengthened my ability to remain organized and professional in a fast-paced environment.
I'm particularly interested in your position because of the emphasis on long-term customer relationships rather than simply closing support tickets. I would welcome the opportunity to bring my customer service experience, problem-solving skills and attention to detail to your team.
Thank you for considering my application. I would be glad to discuss my experience and the position in more detail.
Sincerely,
Jordan Miller
Cover letter example with no experience
You do not need years of employment history to write a useful cover letter.
Use examples from:
- School
- Volunteer work
- Clubs
- Sports
- Community activities
- Personal projects
- Informal work
Dear Hiring Manager,
I am applying for the Retail Associate position at your Brooklyn location. While I am beginning my professional career, I have developed strong customer service, communication and teamwork skills through school activities and volunteer experience.
As a volunteer at a community food distribution program, I regularly greeted visitors, organized supplies and worked with a team to serve dozens of families during busy weekend events. That experience taught me how important reliability, clear communication and staying organized are when working directly with the public.
I'm interested in this opportunity because I want to build professional retail experience in a customer-facing environment. I am available for the schedule described in the posting and would be excited to learn your systems and products.
Thank you for considering my application. I would welcome the opportunity to discuss the position.
Sincerely,
[Your Name]
You can also read our complete guide on how to write a resume with no work experience .
Administrative Assistant cover letter example
Dear Hiring Manager,
I am interested in the Administrative Assistant position at your organization. My background includes calendar management, document preparation, data entry, customer communication and daily use of Microsoft Office and Google Workspace.
In my current administrative role, I coordinate schedules for a six-person team, prepare weekly reports and maintain internal records while responding to phone and email inquiries. I also created a standardized document filing process that made frequently used records easier for the team to locate.
The combination of organization, communication and attention to detail described in your posting closely matches the work I currently perform. I would welcome the opportunity to bring those skills to your team.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Retail cover letter example
Dear Hiring Manager,
I am applying for the Sales Associate position at your Manhattan store. I bring two years of retail experience working directly with customers, processing transactions and helping maintain organized, well-stocked sales floors.
In my current position, I regularly assist customers with product selection, operate the POS system, process returns and help replenish merchandise during high-volume periods. I have also been recognized by my manager for maintaining strong customer feedback and supporting new team members during onboarding.
I would be excited to bring that customer-focused approach and retail experience to your store. Thank you for considering my application.
Sincerely,
[Your Name]
Warehouse cover letter example
Dear Hiring Manager,
I am applying for the Warehouse Associate position. I have experience with receiving, picking, packing, inventory handling and preparing orders for shipment in fast-paced warehouse environments.
In my most recent role, I picked and packed customer orders while verifying product quantities and maintaining accurate inventory records. I am comfortable with physical work, following safety procedures and working as part of a team to meet daily fulfillment targets.
Your need for someone who can work accurately while maintaining productivity closely matches my previous experience. I would appreciate the opportunity to discuss the position further.
Sincerely,
[Your Name]
Career-change cover letter example
A cover letter can be particularly valuable when your previous job title does not obviously match your target occupation.
Focus on transferable skills.
Dear Hiring Manager,
After five years in hospitality operations, I am transitioning into customer success and was excited to find your Customer Success Associate opening. Although my previous titles have been in hospitality, much of my work has centered on the same skills your position requires: solving customer problems, managing high-volume communication and building positive long-term relationships.
As a hotel front desk supervisor, I handled complex guest issues, coordinated with multiple departments and trained new employees in customer-service procedures. I regularly had to understand a customer's problem quickly, identify a practical solution and communicate next steps clearly — experience I believe transfers directly to a customer success environment.
I am particularly interested in your company because of [specific reason]. I would welcome the opportunity to discuss how my customer-facing experience could translate to this role.
Sincerely,
[Your Name]
Short cover letter example
A cover letter does not have to fill an entire page.
Dear Hiring Manager,
I'm applying for the Front Desk Coordinator position at [Company]. I have two years of experience supporting customers, managing appointments and handling high-volume phone and email communication.
In my current role, I coordinate scheduling for more than 100 appointments per week while maintaining customer records and responding to service questions. Your need for an organized, customer-focused coordinator closely matches my experience.
Thank you for considering my application. I would welcome the opportunity to speak with you about the role.
Sincerely,
[Your Name]
How to write an email cover letter
If an employer asks you to email your resume rather than complete an online application, the body of the email can function as a short cover letter.
Example subject line
Application: Administrative Assistant — Jordan Miller
Example email
Dear Ms. Johnson,
I'm applying for the Administrative Assistant opening advertised by your company. I have three years of experience with scheduling, customer communication, document preparation and Microsoft Office.
In my current role, I coordinate calendars for a six-person team and prepare weekly operational reports while handling incoming phone and email requests. My resume is attached for your review.
Thank you for your consideration. I would welcome the opportunity to discuss the position.
Best regards,
Jordan Miller
(555) 555-5555
How to start a cover letter
One of the best ways to improve a cover letter is to remove unnecessary introductory language.
Instead of:
Please accept this letter as my formal expression of interest in the position...
Try:
With four years of warehouse operations experience, including inventory control and order fulfillment, I was excited to see your opening for a Warehouse Coordinator.
Get to the useful information quickly.
How to end a cover letter
A good closing can be simple:
Thank you for considering my application. I would welcome the opportunity to discuss how my experience could contribute to your team.
Then use a professional closing such as:
- Sincerely
- Best regards
- Kind regards
Should your cover letter repeat your resume?
No.
The New York State Department of Labor specifically recommends that a cover letter complement rather than duplicate your resume.
Think of the difference this way:
| Resume | Cover letter |
|---|---|
| Lists experience | Explains why the experience matters |
| Shows accomplishments | Connects accomplishments to the new employer |
| Designed for quick scanning | Adds context and motivation |
| Usually reused with targeted edits | Should be strongly tailored to the specific job |
Should you use the same cover letter for every job?
No.
You can reuse a strong structure, but the letter should be adjusted for each position.
At minimum, customize:
- Job title
- Employer name
- Most relevant skills
- Examples or achievements
- Why you're interested
Sending the same generic letter everywhere defeats much of the purpose of including one.
Can you use AI to write a cover letter?
Yes — as a tool.
CareerOneStop explicitly notes that AI tools can help candidates draft cover letters.
The important part is what happens after the draft is generated.
AI can help you:
- Organize ideas
- Compare your resume with the job description
- Identify relevant skills
- Create a first draft
- Shorten an overly long letter
- Improve grammar
But you should review the final letter for:
- False accomplishments
- Skills you do not possess
- Generic praise of the employer
- Repetitive corporate language
- Claims that sound unlike you
- Information invented by the AI
A polished sentence about an accomplishment you never achieved can become a serious problem when an interviewer asks you to explain it.
A better AI prompt for writing a cover letter
Prompt:
Compare my resume with the job description below. Identify the three strongest areas of overlap. Then draft a 250–350 word cover letter using only information that appears in my resume. Do not invent skills, achievements, employers, numbers or qualifications. Use a professional but natural tone. Focus on specific evidence rather than generic adjectives, and explain why my experience is relevant to this particular role.
Then edit the result yourself.
What not to put in a cover letter
Avoid:
- Your Social Security number
- Banking information
- Driver's license number unless specifically required later in a legitimate process
- Unnecessary personal details
- Negative comments about previous employers
- Salary demands unless requested
- False qualifications
- Lengthy explanations of unrelated personal circumstances
Be particularly careful with unsolicited job offers.
The Federal Trade Commission warns that fake recruiters may impersonate legitimate employers and request sensitive financial or identity information before a real interview has even occurred.
A legitimate cover letter does not need your Social Security number, bank account or payment information.
Common cover letter mistakes
1. Sending the same generic letter everywhere
The employer should be able to tell that you read the job description.
2. Repeating your resume line by line
Use the letter to provide context rather than duplication.
3. Focusing only on what you want
A company does not hire you because you want professional growth. Explain what you can contribute as well.
4. Writing too much
More words do not automatically make the letter stronger.
5. Using generic adjectives
“Hardworking,” “passionate” and “motivated” become stronger when supported by evidence.
6. Not proofreading
A cover letter designed to demonstrate communication skills loses credibility when it contains obvious spelling errors or the wrong employer's name.
7. Forgetting to change company names
This is one of the biggest risks when reusing templates.
8. Sounding excessively formal
Professional does not need to mean unnatural.
Cover letter checklist
☐ Correct company and job title
☐ Appropriate greeting
☐ Strong opening paragraph
☐ Relevant skills from the job posting
☐ At least one specific example or accomplishment
☐ Clear reason for your interest in the role
☐ No invented experience or qualifications
☐ Approximately 200–400 words when appropriate
☐ One page or less
☐ Easy-to-read formatting
☐ Correct contact information
☐ Spelling and grammar checked
☐ Resume attached if required
What comes after the cover letter?
Your cover letter and resume have one main objective: help you reach the next stage of the hiring process.
If the employer invites you to interview, be ready to explain every major skill and accomplishment you mentioned.
Use our guide: 25 Job Interview Tips to Help You Get Hired .
If you receive an offer, you can also prepare with our salary negotiation guide .
Build the rest of your application
A cover letter works best when the rest of your application is equally focused.
These Empregara guides can help:
- Best Resume Format in 2026
- 50 Best Skills to Put on a Resume
- How to Write a Resume With No Work Experience
- 25 Job Interview Tips
- How to Negotiate Salary
Use your resume and cover letter to apply for opportunities that match your skills and experience.
Browse Jobs on Empregara →Frequently asked questions about cover letters
What is a cover letter?
A cover letter is a short document submitted with a resume or application that explains why you're interested in a job and how your qualifications relate to the employer's needs.
How long should a cover letter be?
For most applications, approximately 200–400 words and three or four short paragraphs is a useful target. Keep the document to one page or less.
Do I need a cover letter for every job?
No. Some employers do not request one. If a cover letter is required, submit it. If it is optional, it can still be useful when you have something meaningful to add beyond your resume.
What should a cover letter include?
A strong cover letter normally includes the position you're applying for, your most relevant qualifications, specific evidence of your experience, a genuine reason you're interested in the opportunity and a concise closing.
Should a cover letter repeat my resume?
No. Your letter should complement your resume by explaining why selected skills and achievements are relevant to the new employer.
Can I use the same cover letter for multiple jobs?
You can reuse a basic structure, but you should customize the content for each employer and position.
Can I use ChatGPT or AI to write my cover letter?
AI can help create a draft, organize ideas or improve wording. You should still verify every claim and rewrite the text so it accurately reflects your real experience and interest in the role.
What if I don't know the hiring manager's name?
Use a professional alternative such as “Dear Hiring Manager” or, when appropriate, address the relevant hiring team or department.
How do I write a cover letter with no experience?
Use relevant examples from school, volunteering, community involvement, projects and other experiences. Focus on transferable skills and explain why they relate to the job.
Should I mention salary in my cover letter?
Usually not unless the employer specifically asks you to provide salary expectations as part of the application.
What file format should I use?
Follow the employer's instructions. When the application allows an uploaded document and does not specify another format, use a clean file that preserves your formatting and can be opened easily by the employer.
Can the email body be my cover letter?
Yes. When an employer asks you to send your resume by email, a concise version of your cover letter can often be placed directly in the email body.
Official career resources
- CareerOneStop — Cover Letters
- New York State Department of Labor — Resumes, Cover Letters and Job Applications
- Federal Trade Commission — Avoiding Job Scams
Last updated: October 2026. Hiring practices differ by employer and industry. Always follow the instructions in the specific job posting. Cover letter examples in this guide are illustrative and should be customized using your real skills, experience and accomplishments.
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