How to write a cover letter that gets read
Not every employer reads cover letters. But the ones that do often use them to decide between two similar CVs, and a weak letter can undo a strong CV. The good news is that a letter that gets read follows a simple, repeatable shape. Here it is, with a full fictional example you can adapt.
In this guide
Do you still need one?
If the advert asks for a cover letter, a supporting statement or "a letter explaining why you're suitable", it's not optional: it's part of the assessment. If it's optional, send one anyway for any job you really want. It's your one chance to explain things a CV can't: why this employer, why now, a career change, a return to work, or a move to a role that looks like a step sideways.
If you're applying by email, the email itself can be a short version of your letter, with the full letter attached. If there's an online form with a text box, paste your letter in and check the formatting.
How long it should be
Under one page. Around 250 to 400 words is right for most roles. Three to five short paragraphs, in the same font as your CV, with your name and contact details at the top. A letter that runs to two pages tends to be skimmed, not read.
Supporting statements for public sector, NHS or education roles are different: they're often longer and should address each criterion in the person specification in turn. Follow the employer's instructions on length.
A four-part structure
1. The opening: the role and your headline
Say which role you're applying for and, in one sentence, why you're a strong fit. Skip "I am writing to apply for…" if you can; start with substance. Mention where you saw the role if it was through a referral or a specific event.
2. The evidence: two or three of their priorities
Pick the two or three requirements from the advert that matter most. If you've followed our tailoring method, you already have them mapped. Give each a short paragraph or a couple of bullet points with a specific example and, where possible, a result. Don't repeat your CV line by line; add context.
3. Why them
Show you've looked at the organisation: a service it provides, a value it states, a change it's making, the people it serves. One or two sentences that could only be written about this employer are worth more than a paragraph of general enthusiasm.
4. The close
Say you'd welcome the chance to discuss the role, mention your availability or notice period if relevant, and sign off. Keep it short and confident.
Who to address it to, and how to sign off
Use the hiring manager's name if the advert gives it or you can find it easily. "Dear Ms Patel" or "Dear Sam Patel" both work. If there's no name, "Dear Hiring Manager" or "Dear Recruitment Team" is fine; "To whom it may concern" feels dated.
The traditional UK convention is "Yours sincerely" when you've addressed the person by name, and "Yours faithfully" when you've used "Dear Sir or Madam". With "Dear Hiring Manager", either "Yours sincerely" or "Kind regards" is widely accepted.
A full fictional example
Fictional example
Applying for: Office Manager at a regional architecture practice. The candidate is returning after a three-year career break.
Dear Ms Okafor,
I'd like to apply for the Office Manager role at Larchmere Studio Architects. I've spent seven years running busy professional offices, most recently a 30-person surveying practice, and I'm now returning to work after a career break to care for a family member.
Your advert asks for someone who can keep the office running smoothly while supporting project teams. At my last practice I managed facilities, IT suppliers and the office budget, and introduced a shared booking system for meeting rooms and pool cars that ended the weekly double-booking problem. I also coordinated the move to a new building over a single weekend, with no lost working days.
You also mention supporting the partners with billing. I prepared monthly time and fee reports for three partners and chased overdue invoices, which helped bring the practice's average payment time down over my last year there.
I was particularly interested to read about your community design workshops with local schools. I've organised similar outreach events as a volunteer during my break and would enjoy helping to run them.
I'm available to start immediately and would welcome the chance to talk about the role.
Yours sincerely,
Jo Example
Notice the shape: role and headline in the opening, the career break mentioned once and plainly, two of the advert's priorities with specific examples, one sentence that could only be about this employer, and a short close. It comes in at under 250 words.
What to leave out
- Repeating your CV. Add context and examples instead.
- Generic praise. "Your company is a leader in its field" could be about anyone.
- Apologies. For a gap, a career change or missing a desirable requirement. State the facts and move on.
- Salary expectations, unless the employer asks for them.
- Long paragraphs. Four or five lines each, at most.
- The wrong company name. If you reuse a letter, check every line.
Using the letter for tricky situations
A cover letter is the best place to explain anything a recruiter might wonder about:
- Career change: one or two sentences on why you're moving and what carries over. See our career change CV guide.
- Returning to work: name the break briefly and show you're ready now. See CVs after a career break.
- A step back in seniority by choice: say so, and why, so the reader doesn't assume you'll leave for a bigger role. Our guide to CVs over 50 touches on this.
- Relocating: say when you'll be in the area and that you're available for interview.
Applying for finance roles? Our finance CV guide covers what to put in the letter about qualifications and systems.