How to Write a Cover Letter That Actually Gets Read (With Templates)

By Jobtransparency Blog

Published on December 18, 2025

In a world of digital applications and Applicant Tracking Systems (ATS), the humble cover letter often feels like a relic. You spend hours crafting the perfect resume, only to be met with an optional text box asking for a "few sentences about yourself." It’s tempting to skip it altogether. But here’s the secret: a powerful, well-written cover letter is your single biggest opportunity to stand out in a sea of faceless PDFs. It’s not a summary of your resume; it’s the narrative that brings it to life. It connects the dots for a hiring manager, explains your passion, and answers the one question on their mind: "Why you?" This guide will show you how to write a cover letter that not only gets read but actually gets you the interview.

Why Your Cover Letter is More Important Than You Think

Before we dive into the mechanics, it's crucial to understand the "why." A cover letter serves multiple critical functions in the modern job application process.

It Personalizes Your Application

Your resume is a factual, professional document. Your cover letter is your voice. It’s where you can show genuine enthusiasm for the specific company and role. Mentioning a recent company achievement, a project you admire, or how the company’s mission aligns with your values proves you’ve done your homework and aren’t just mass-applying.

It Targets the ATS and the Human Reader

Most mid-to-large-sized companies use ATS software to screen applications. These systems scan for keywords related to the job description. A well-optimized cover letter is a second chance to include those crucial terms that might be missing or less prominent on your resume. Once you pass the digital gatekeeper, your letter is what a human hiring manager sees first. A compelling story can hook them and make them eager to review your resume.

It Explains the Unexplained

A cover letter is your chance to provide context. Are you switching industries? Explaining a gap in your employment? Relocating to a new city? This is the place to briefly and positively address those situations, framing them as assets rather than obstacles.

The Anatomy of a High-Converting Cover Letter

A great cover letter follows a clear, professional structure. Here’s how to build yours, section by section.

1. The Header & Contact Information

This section should mirror the header of your resume for consistency. * Your Information: Your full name, phone number, email address, and LinkedIn profile URL (optional but highly recommended). * Date: The date you are submitting the application. * Employer’s Information: The hiring manager’s name (if you can find it), their title, the company name, and the company’s address.

Pro Tip: Use LinkedIn or the company website to find the name of the hiring manager or the head of the department. Addressing the letter to a specific person (e.g., "Dear Ms. Chen,") is always more impactful than "Dear Hiring Manager."

2. The Opening Paragraph: The Hook

You have about 15 seconds to capture a reader’s attention. Your first paragraph must be powerful and specific. * Start with energy and enthusiasm. State the exact position you are applying for. * Immediately show you’ve researched the company. Mention something specific that excites you. * Provide a powerful, one-sentence summary of your key qualification or achievement that makes you a perfect fit.

Weak Example: "I am applying for the Marketing Manager position I saw on LinkedIn. I have 5 years of experience in marketing."

Strong Example: "I was thrilled to see the opening for a Marketing Manager at [Company Name] on your careers page. Your recent campaign on [Specific Campaign Name] perfectly aligns with my passion for data-driven brand storytelling, and my five years of experience leading cross-functional teams to increase organic traffic by over 200% makes me a strong candidate for this role."

3. The Body Paragraph(s): The Proof

This is where you connect your experience directly to the company’s needs. Do not just list your responsibilities—this is what your resume is for. * Paragraph 1: Pick one or two key requirements from the job description and match them with your most relevant accomplishments. Use numbers and metrics to quantify your impact. * Paragraph 2: Choose another requirement or discuss your cultural fit. Why are you passionate about this company specifically?

Methodology: Use a "They Need... I Have..." structure. * "I see you are looking for a candidate who can revitalize your social media presence. In my previous role at X Company, I developed and executed a new social strategy that grew our Instagram following by 15k in 6 months and increased engagement by 40%."

4. The Closing Paragraph: The Call to Action

End your letter with confidence and a clear next step. * Reiterate your enthusiasm for the role and the company. * Briefly summarize why you are a great match. * Clearly state what you want next. You want an interview. * Mention that your resume is attached for their review.

Example: "I am confident that my experience in [Key Skill 1] and [Key Skill 2] would allow me to contribute significantly to your team’s goals. I have attached my resume for your review and am eager to discuss how my skills can benefit [Company Name] in an interview. Thank you for your time and consideration."

5. The Professional Sign-Off

Keep it simple and professional. * Choose a closing: "Sincerely," "Best regards," or "Thank you," * Leave space for your signature (if sending a PDF), and type your full name below.

Actionable Tips to Make Your Letter Stand Out

  • Customize, Customize, Customize: Every cover letter must be tailored to the specific job and company. Generic letters are easily spotted and immediately discarded.
  • Speak Their Language: Mirror the keywords and phrases used in the job description. This is essential for both the ATS and the hiring manager.
  • Show, Don't Just Tell: Instead of saying "I'm a great leader," say "I led a team of 5 developers to deliver a project 2 weeks ahead of schedule."
  • Keep it Concise: A cover letter should never be longer than one page. Aim for 250-400 words.
  • Proofread Relentlessly: A single typo can undermine your entire application. Read it aloud, use spell check, and have a friend review it.

Cover Letter Templates You Can Use Today

Use these templates as a starting point, but remember to infuse them with your own voice and specific details.

Template 1: The Direct Response (Ideal for most applications)

[Your Name] [Your Phone Number] | [Your Email] | [Your LinkedIn URL] [Date]

[Hiring Manager Name] [Hiring Manager Title] [Company Name] [Company Address]

Dear [Mr./Ms./Mx. Last Name],

I am writing to express my keen interest in the [Job Title] position at [Company Name], which I discovered on [Platform, e.g., LinkedIn, company website]. Having followed [Company Name]'s work in [Specific Industry/Project], I have been consistently impressed by [Something specific you admire], and I am excited by the opportunity to contribute to your team.

In my previous role as [Your Previous Title] at [Previous Company], I was responsible for [Mention 1-2 key responsibilities]. Most notably, I [Describe your biggest achievement, quantified with metrics]. This experience, coupled with my skills in [Relevant Skill 1] and [Relevant Skill 2], aligns directly with your requirement for a candidate who can [State a key requirement from the job description].

I am particularly drawn to this role because [Explain why you are passionate about this company specifically, not just any job]. My attached resume provides further detail on my qualifications and accomplishments.

Thank you for your time and consideration. I look forward to the possibility of discussing this exciting opportunity with you soon.

Sincerely,

[Your Name]

Template 2: The Referral Template (When you have a connection)

[Your Name] [Your Phone Number] | [Your Email] | [Your LinkedIn URL] [Date]

[Hiring Manager Name] [Hiring Manager Title] [Company Name] [Company Address]

Dear [Mr./Ms./Mx. Last Name],

I was so excited when [Referrer's Name] suggested I get in touch with you regarding the open [Job Title] position on your team. [Referrer's Name] spoke highly of the innovative work your department is doing with [Specific Project or Goal], and it sounds like a fantastic opportunity.

In my position at [Current/Previous Company], I [Describe an achievement relevant to the new role]. For example, I successfully [Quantifiable achievement], which I understand is a key priority for this position as we discussed.

My conversation with [Referrer's Name] confirmed that my background in [Your Skill] and experience with [Your Tool/Software] would be a great match for the challenges your team is tackling. I am confident I can step in and contribute to [Specific Team Goal] from day one.

I have attached my resume for your review and would be thrilled to schedule a call at your convenience to discuss this further.

Best regards,

[Your Name]

A cover letter is not a formality; it’s a strategic tool. It’s your first impression, your sales pitch, and your chance to show you’re the solution to a company’s problem. By moving beyond a simple summary of your resume and instead crafting a targeted, compelling narrative, you transform your application from a list of facts into an irresistible story. Invest the time. Do the research. Be specific. The result will be a cover letter that doesn’t just get lost in the pile—it gets read, remembered, and rewarded with an interview.