How to Write a Cover Letter: Format, Examples and Tips
Applying for a job involves more than submitting your CV. A well-written cover letter can help an employer understand why you are interested in a position, what you can contribute, and why your experience or skills are relevant to the role.
Many job seekers submit the same application to several employers without explaining why they are suitable for each position. Others write lengthy letters that repeat everything already included in their CVs.
A good cover letter does not need to be complicated. It should be clear, professional, relevant to the job, and easy to read.
In this guide, you will learn how to write a cover letter, understand the correct format, and see examples you can adapt when applying for jobs.
What Is a Cover Letter?
A cover letter is a short document submitted alongside your CV when applying for a job. It introduces you to the employer, identifies the position you are applying for, and explains why you are a suitable candidate.
While your CV presents your qualifications, employment history, skills, and achievements, your cover letter connects those details to the employer’s needs.
For example, if you are applying for a customer service position, your cover letter could highlight your communication skills, ability to handle customer complaints, and experience using customer support tools.
Not every employer requires a cover letter. However, when a job advert requests one, you should submit it. Even when it is optional, a relevant cover letter may help you explain your suitability for the role.
What Is the Difference Between a Cover Letter and an Application Letter?
The terms cover letter and application letter are often used interchangeably, but the expected format can differ depending on the employer.
A cover letter is usually concise and accompanies your CV. It focuses on your suitability for a particular role and the value you can bring to the organisation.
An application letter may follow a more traditional formal-letter format, particularly when applying to organisations that specifically request a written application.
Always follow the instructions in the job advert. If the employer requests a cover letter, do not submit a long, generic application letter instead.
How to Write a Cover Letter Step by Step
Follow these steps when preparing a cover letter for a job application.
1. Include Your Contact Information
Begin with your name, phone number, professional email address, and location.
You do not need to include your full residential address unless the employer requests it. Your city and state are usually sufficient.
Example:
Michael Adewale
Ikeja, Lagos State
michael.adewale@example.com
0800 000 0000
Use an email address that looks professional. Avoid nicknames or addresses that may appear unsuitable for a job application.
2. Add the Date and Employer’s Details
For a formal letter, include the date and, where appropriate, the employer’s name, company name, and address.
If you are submitting your cover letter through an online application portal, you may not need a full postal address. Follow the requested format.
Whenever possible, address the letter to the hiring manager or recruiter by name. If the name is unavailable, use a suitable greeting such as “Dear Hiring Manager.”
3. Write a Clear Opening Paragraph
Your first paragraph should tell the employer which position you are applying for and briefly explain your interest.
Avoid openings that are too vague, such as “I am writing to apply for any available position in your company.”
Better example:
“I am applying for the Digital Marketing Specialist position advertised on JobReshape. With experience managing paid advertising campaigns and analysing campaign performance, I am interested in contributing to your team’s customer acquisition goals.”
This opening identifies the position, gives relevant context, and introduces your value.
4. Explain Why You Are Suitable for the Job
The main paragraph should connect your experience, skills, or qualifications to the requirements in the job description.
Rather than listing every skill you possess, focus on two or three relevant strengths.
For example, a candidate applying for an administrative role might highlight record management, scheduling, communication, and proficiency with office software.
Where possible, include evidence of your contributions. If you have a measurable achievement, mention it accurately. Do not invent results or exaggerate your experience.
5. Show Interest in the Organisation
Explain briefly why you want to work for that particular employer.
You might refer to the company’s services, industry, customers, or a responsibility described in the job advert. This shows that you have taken time to understand the opportunity.
Avoid making unsupported claims about a company or using excessive praise that could apply to any employer.
6. Close Professionally
End by expressing your interest in discussing the role further and thanking the employer for considering your application.
Example:
“Thank you for considering my application. I would welcome the opportunity to discuss how my skills and experience align with your team’s needs. I look forward to hearing from you.”
For a formal letter, you can finish with “Yours sincerely” when addressing a named recipient, followed by your name.
The Correct Cover Letter Format
A professional cover letter should usually fit on one page. Keep it concise, with short paragraphs and consistent formatting.
A practical structure is:
- Your contact details
- Date and employer details, if appropriate
- Professional greeting
- Opening paragraph stating the position
- Main paragraph explaining relevant skills and achievements
- Short paragraph showing interest in the organisation
- Professional closing and your name
Use a readable font such as Arial, Calibri, or Aptos, usually around 10–12 points. Keep the text left-aligned, use reasonable margins, and save the document in the format requested by the employer.
If the application requires a PDF, check the final file before uploading it to ensure the formatting is correct.
Cover Letter Sample for a Job Application
The following example is suitable as a starting point for an applicant with relevant work experience. Replace the sample details with your own information and the requirements of the position.
Michael Adewale
Ikeja, Lagos State
michael.adewale@example.com
0800 000 0000
[Date]
The Hiring Manager
ABC Technologies Ltd.
Lagos, Nigeria
Dear Hiring Manager,
Application for the Position of Digital Marketing Specialist
I am writing to apply for the Digital Marketing Specialist position at ABC Technologies Ltd. I have experience in digital advertising, campaign optimisation, and performance reporting, and I am interested in using these skills to support your company’s marketing objectives.
In my previous work, I have managed advertising campaigns, monitored performance indicators, and used campaign data to identify areas for improvement. I am familiar with analysing metrics such as click-through rate, cost per acquisition, and conversion performance. These experiences have strengthened my ability to assess campaign results and make decisions based on data.
I am interested in this opportunity because it would allow me to contribute my advertising and analytical skills while continuing to develop professionally. I am also willing to learn your team’s processes and adapt to the requirements of the role.
Thank you for considering my application. I would appreciate the opportunity to discuss my qualifications and how I could contribute to your team.
Yours sincerely,
Michael Adewale
Note: This is an illustrative example, not a real job application. Replace the company, role, contact details, and experience with accurate information before using it.
Cover Letter Example for Fresh Graduates
If you have recently graduated and have little or no formal work experience, focus on your education, transferable skills, projects, internship experience, volunteering, or other relevant activities.
You do not need to apologise for being a fresh graduate. Instead, show how your current skills and willingness to learn relate to the role.
Example:
Dear Hiring Manager,
I am applying for the Graduate Trainee position at ABC Company. I recently completed my degree in Business Administration and am interested in developing my professional skills in a structured working environment.
During my studies, I developed skills in research, communication, teamwork, and problem-solving through academic projects and group assignments. I am comfortable using common office applications and can organise information, meet deadlines, and work collaboratively with others.
I am particularly interested in this opportunity because it would allow me to apply my knowledge, learn from experienced professionals, and contribute to the company’s daily operations. I am ready to learn and take responsibility for assigned tasks.
Thank you for reviewing my application. I would welcome the opportunity to discuss my suitability for the position.
Yours sincerely,
[Your Name]
Before submitting this example, add genuine details about your course, projects, internship, volunteer work, or other experience relevant to the role.
How to Write a Cover Letter When You Have No Work Experience
Not having formal employment history does not mean you cannot write a strong cover letter.
Use the following approach:
- Highlight relevant education: Mention coursework or projects related to the position.
- Include practical experience: Internships, volunteering, freelance work, and personal projects can demonstrate useful skills.
- Identify transferable skills: Communication, organisation, research, teamwork, and problem-solving may be relevant to entry-level roles.
- Show willingness to learn: Explain how you intend to contribute while developing your skills.
- Stay honest: Do not describe yourself as experienced in tasks you have never performed.
Employers may consider different factors when reviewing entry-level applications, so focus on the requirements stated in the advert rather than assuming every employer expects previous employment.
How to Write a Cover Letter for an Experienced Professional
If you already have work experience, your cover letter should emphasise relevant achievements rather than summarising your entire career.
Identify the most important requirements in the job description, then select examples that demonstrate your ability to meet them.
For example, an experienced accountant could highlight financial reporting, reconciliations, audit support, or improvements to reporting processes. A marketing professional could mention campaign optimisation, lead generation, conversion performance, or budget management where those achievements are accurate and relevant.
Keep the focus on what the employer needs and how your background prepares you to contribute.
How to Send a Cover Letter by Email
When applying by email, your message should be professional and direct.
Use a clear subject line:
Application for Digital Marketing Specialist – Michael Adewale
Example email:
Dear Hiring Manager,
Please find attached my CV and cover letter for the Digital Marketing Specialist position.
I am interested in the opportunity and believe my experience in digital advertising and campaign performance analysis is relevant to the role.
Thank you for your time and consideration. I look forward to hearing from you.
Kind regards,
Michael Adewale
0800 000 0000
Attach the documents requested in the advert. Use clear filenames, such as Michael_Adewale_CV.pdf and Michael_Adewale_Cover_Letter.pdf.
Before sending, confirm that the attachments are included, open correctly, and contain the final versions of your documents.
Common Cover Letter Mistakes to Avoid
A cover letter can lose its impact when it contains errors or fails to address the role.
Avoid these common mistakes:
1. Sending the same generic letter everywhere. Adjust the opening and relevant skills for each position.
2. Repeating your entire CV. Select a few relevant details and explain why they matter.
3. Making spelling and grammatical errors. Proofread your letter before submission.
4. Writing too much. A short, focused letter is usually more effective than several pages of general information.
5. Using an unprofessional email address. Choose an address based on your name where possible.
6. Making unsupported claims. Be prepared to explain any achievement or skill you mention.
7. Ignoring application instructions. Follow the employer’s requirements for documents, subject lines, file formats, and submission channels.
8. Using the wrong company or job title. Check the details before sending, especially when applying to several positions.
Should You Include a Photograph in Your Cover Letter?
A photograph is generally unnecessary unless the employer specifically requests one or the nature of the role makes it relevant.
Prioritise your qualifications, experience, skills, and suitability for the job. If a photograph is requested, follow the employer’s instructions.
Should You Submit a Cover Letter as a PDF or Word Document?
Use the format specified in the job advert.
PDF is useful when you want to preserve the document’s layout across devices. A Word document may be appropriate when the employer requests an editable file or provides a template.
If no format is specified, a professionally formatted PDF is often a practical choice. Make sure the text remains readable and the file is not unnecessarily large.
Frequently Asked Questions
How long should a cover letter be?
- Aim for one page or less. Include enough information to explain your interest and suitability without repeating your CV.
Can I apply for a job without a cover letter?
- Yes, if the employer does not require one. However, submit a cover letter when requested, and consider including one when it allows you to explain your suitability more clearly.
What should I write in a cover letter if I have no experience?
- Focus on your education, relevant projects, internships, volunteering, transferable skills, and willingness to learn. Use specific examples wherever possible.
Is a cover letter the same as a CV?
- No. A CV summarises your qualifications, employment history, skills, and achievements. A cover letter explains why you are applying and how your background relates to a particular position.
Should I include my salary expectations in a cover letter?
- Only include salary expectations if the employer requests them. If requested, provide a realistic figure or range based on the role, your experience, and the information available to you.
Can I use the same cover letter for every job?
- You can keep a basic template, but you should customise it for each application. Change the job title, employer details, relevant skills, and examples to match the role.
A good cover letter helps an employer understand your interest in a role and the value you could bring to the organisation. It does not need complicated language or an elaborate design. It needs to be relevant, professional, and supported by accurate information.
Before submitting your next application, review the job description, identify the employer’s main requirements, and connect them to your experience or skills.
You can also explore job opportunities on JobReshape, prepare a CV that highlights your strengths, and use the advice in our guides to improve your job application process.
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