A good cover letter answers one question the resume cannot: why you, for this job, at this company? This guide gives you a simple four-paragraph structure, the standard cover letter format for US job applications, and examples for experienced candidates, students and career changers.
Cover letter format (US)
| Element | Standard |
|---|---|
| Length | 250–400 words, never more than one page |
| Font and size | Same font as your resume, 10.5–12 pt |
| Greeting | "Dear Ms. Rivera:" or "Dear Hiring Manager," |
| Sign-off | "Sincerely," or "Best regards," |
| File | PDF, named "FirstName-LastName-Cover-Letter.pdf" |
The four-paragraph cover letter structure
- Hook: name the role and give your strongest reason in one or two sentences.
- Proof: connect two or three requirements in the job description to specific achievements.
- Fit: show you understand the company and why you want to work there.
- Close: thank them and invite the next step.
Cover letter examples for a job application
Experienced professional (operations analyst)
Dear Ms. Rivera,
I'm applying for the Operations Analyst position at Brightline Logistics. In four years as an analyst for a regional distributor, I've used data to cut costs and delays, and I'd like to bring that focus to your growing network.
Your posting emphasizes SQL, dashboarding and process improvement. At Coastline Supply, I built a Power BI dashboard tracking on-time delivery across 12 routes and used the insights to redesign two routes, reducing late deliveries by 20%. I also automated our weekly inventory report with SQL, saving the team about five hours a week.
I was impressed by Brightline's investment in same-day delivery, and I'd welcome the chance to help scale it efficiently.
Thank you for your time. I'd be glad to discuss how I can contribute.
Sincerely,
Daniel Kim
Student or internship
Dear Hiring Manager,
I'm a junior studying computer science at Lakeview University and I'm excited to apply for your Summer Software Engineering Internship. Through coursework and a team project building a campus events app used by 300 students, I've developed solid skills in JavaScript and React.
I enjoy turning user feedback into features, and your focus on accessible design matches what I care about most as a developer. I'd love to learn from your team while contributing to real projects.
Thank you for considering my application.
Best regards,
Priya Shah
Career changer
Dear Mr. Okafor,
After six years as a registered nurse, I'm moving into healthcare project coordination and was excited to see your Clinical Project Coordinator opening. My clinical background, combined with a recent CAPM certification, gives me a practical view of how projects affect patients and staff.
On my unit, I led the rollout of a new medication-tracking process for 35 nurses, coordinating training schedules and feedback sessions so the change went live on time...
These examples show structure. Replace every detail with your own real information.
What to avoid
- Opening with "My name is..." or "I am writing to apply..." followed by nothing specific.
- Repeating your resume line by line.
- Generic praise that could apply to any company.
- Claiming skills you do not have to match the posting.
- Letters longer than one page.
Applying in Canada? Follow our Canadian cover letter format and template. Short on time? See how to use an AI cover letter generator with your resume and the job description to get a first draft you can edit.
Frequently asked questions
Do I need a cover letter if it is optional?
A short, tailored letter can help, especially when you are changing careers, relocating or applying to a smaller company. A generic one adds little.
Who should I address it to?
Use the hiring manager's name if it is in the posting or easy to find; otherwise "Dear Hiring Manager" is fine.
Can I use the same cover letter for multiple jobs?
Reuse your structure and best examples, but rewrite the opening and company paragraph for every application.
Conclusion
A strong cover letter is short, specific and focused on what the employer needs. Use the four-paragraph structure, back every claim with an example and personalize it for each company. Start with the Cover Letter Generator and make sure your resume matches with the Resume Analyzer.