A cover letter is your short introduction to an employer. Your resume lists your experience; your cover letter connects that experience to this specific job, in your own voice.
Many applicants find cover letters harder than resumes, because there is no form to fill in. The good news is that a strong US cover letter follows a simple structure, and it does not need to be long.
This guide shows you that structure step by step, with examples you can adapt honestly to your own situation.
Not every job requires a cover letter. If the posting asks for one, send one. If it is optional and the application allows it, a good letter can still help you stand out. Always follow the instructions in the posting, as employer requirements can differ.
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The Simple Cover Letter Structure
A standard US cover letter has four parts:
- Header — your name, city and state, phone, and professional email, and the date. You do not need your full home address.
- Greeting — “Dear Hiring Manager,” if you do not have a name, or “Dear Ms. [Last Name],” if the posting gives one. Use the name and spelling exactly as the employer provides it.
- Body — usually three short paragraphs (explained below).
- Closing — a polite sign-off such as “Sincerely,” followed by your full name.
Keep it to one page, in a clean font that matches your resume. Save or send it in the format the posting requests — check the posting, as requirements can change.
What to Write in Each Paragraph
Paragraph 1 — The job and your fit. Name the exact job title and where you saw it. In one line, say why you fit: your most relevant experience or skill.
Example opening: “I am applying for the Customer Service Representative position listed on your careers page. For the past two years I have helped customers in a busy retail store, answering questions and resolving payment issues.”
Paragraph 2 — Proof, not promises. Pick two or three requirements from the posting and match them to real things you have done. This is the heart of the letter. Be specific and truthful — duties, tools, training, or results from your own experience.
Paragraph 3 — The close. Thank the reader, say you would welcome an interview, and give your best contact detail. Keep the tone confident and polite, not pushy.
Example: Sam was applying for a warehouse job. His second paragraph did not say “I am a hard worker.” It said he had spent a summer loading delivery trucks, checking orders against packing lists, and keeping his work area safe and tidy — exactly the duties in the posting. Specific proof like this is what hiring staff remember.
Matching the Letter to the Posting
Write a fresh letter, or at least a fresh version, for every job. Employers can spot a generic letter immediately — it names no job title, no company, and no real requirement.
Before you write, highlight the posting’s key skills. Choose the two or three you honestly have, and build your second paragraph around them. If you are changing careers, say briefly why, and focus on transferable skills you have actually used, such as training others, handling money, or using scheduling software.
Cover letter checklist:
- Job title and company name are correct and spelled as in the posting
- The greeting uses a real name if one was provided
- Paragraph 2 matches my real experience to the posting
- It is one page, in the format the posting requested
- My name, phone, and email are correct, and I proofread it fully
Tone and Language Tips
Use simple, direct sentences and a polite professional tone. Avoid slang and long, complicated sentences.
Do not repeat your whole resume, apologize for experience you do not have, or claim skills you cannot show. If you are learning something relevant, say so honestly.
Common Mistakes to Avoid
- Sending the same generic letter to every employer
- Writing to the wrong company name or job title — a very common, avoidable error
- Repeating the resume word for word instead of connecting experience to the job
- Making the letter about what you want, rather than what you can do for the employer
- Forgetting to proofread — spelling errors in a short letter stand out
- Including personal details like your Social Security number or a photo
FAQ
Do I always need a cover letter in the US?
No. Some postings require one, some make it optional, and some say not to send one. Follow the posting’s instructions for each job. Guidance on applications is also available at DOL.gov.
How long should a cover letter be?
One page is standard, with three or four short paragraphs. Short and specific is better than long and general.
What if I do not know the hiring manager’s name?
Use “Dear Hiring Manager,” and spend your effort on a strong, specific second paragraph. Do not invent a name.
Conclusion
Header, greeting, three focused paragraphs, polite close — and every line matched honestly to the posting. Draft your next letter using the checklist above, read it out loud once, and then send it with confidence.
Official sources: DOL.gov, USAJOBS.gov