How to Write a Cover Letter (With Template & Examples)

Learning how to write a cover letter properly is one of the highest-return job-hunting skills you can build. A tailored letter explains, in your own words, why you are the right person for a specific role — something a CV alone cannot do. This step-by-step guide gives you a clear structure, a free template and worked examples. When you are ready, the ApplicantGrid cover letter generator helps you draft and tailor yours in minutes.

How to write a cover letter in 5 steps

1. Research the role and company so you can be specific.
2. Open with a hook that names the role and your strongest selling point.
3. Match your experience to their needs with one or two proof points.
4. Show you understand the employer, not just yourself.
5. Close with a confident call to action and the correct sign-off.

Each step is broken down below, with a reusable template at the end.

Step 1: Research before you write

A generic letter is worse than no letter. Spend ten minutes finding:

• The hiring manager's name for the greeting.
• The top 2–3 requirements in the job advert.
• One specific thing about the company — a recent project, value or product — you can reference.

This research is what separates a tailored letter from a template everyone else has sent.

Step 2: Get the cover letter structure right

A clear cover letter structure keeps you focused and the reader engaged. Use four short paragraphs on a single page.

• Greeting: "Dear Ms Khan," — named where possible.
• Opening: the role you want and a one-line reason you are a strong fit.
• Body (1–2 paragraphs): your most relevant achievements, matched to their needs.
• Closing: a confident invitation to the next step.

Match the formality of your sign-off to your greeting: "Yours sincerely" for a named contact, "Yours faithfully" for "Dear Hiring Manager".

Step 3: Write a strong opening

Skip "I am writing to apply for…" with nothing behind it. Lead with value.

Weak: I am writing to apply for the Account Manager role I saw advertised. Strong: Having grown a £400k client portfolio by 35% in two years, I was delighted to see your Account Manager vacancy at Meridian.

The strong version names a result and ties it to the role in one sentence.

Step 4: Prove your fit in the body

This is where most of your cover letter tips apply. Take the top requirements from the advert and answer each with evidence.

Your advert highlights the need for someone who can build client relationships from scratch. In my current role, I won six new accounts in a year worth a combined £220k, and retained 100% of them through a structured account-review process.

Use one or two proof points, not your whole CV. The letter argues your case; the CV provides the detail. Keep the two distinct — our CV examples show how a CV should read.

Step 5: Close with confidence

End by reaffirming your interest and inviting action.

I would welcome the opportunity to discuss how I can contribute to Meridian's growth. Thank you for your time and consideration.

Then sign off correctly and add your name. Avoid weak closers like "I hope to hear from you" — be warm but assured.

Free cover letter template

Replace the bracketed text with your own details:

Dear [Named contact],

I am writing to apply for the [job title] role at [company]. With [relevant experience], I was drawn to this position because [specific, researched reason].

Your advert highlights [key requirement]. In my role at [employer], I [achievement with a number], which directly demonstrates that strength. I am confident I can bring the same [quality] to your team.

I would welcome the opportunity to discuss my application further. Thank you for your time and consideration.

Yours [sincerely / faithfully], [Your name]

For three full sample letters by situation, see our cover letter examples.

Cover letter tips that lift your hit rate

• Tailor every letter. One generic letter for ten jobs gets ten rejections.
• Quantify your proof points. Numbers stick.
• Keep it to one page. Three or four short paragraphs is plenty.
• Match the company's tone. A start-up and a law firm expect different registers.
• Proofread out loud. Read it aloud and check the company name is spelt correctly.

Common mistakes to avoid

• Restating your CV in paragraph form.
• Focusing on what the job does for you rather than what you offer.
• Leaving placeholder text in the final version.
• Using "To whom it may concern" when a name is findable.
• Forgetting to update the company name from your last application.

Write your cover letter the easy way

You now know how to write a cover letter that lands interviews: research, structure, proof and a confident close. Use the template above, model the examples, and let the ApplicantGrid cover letter generator help you produce a tailored letter in minutes. Pair it with a strong CV — our guide on how to write a CV walks you through every section.

Frequently Asked Questions

How do I start a cover letter?

Open with a hook: name the role and lead with your single strongest, most relevant selling point, ideally with a number. Avoid generic openers like "I am writing to apply" that say nothing about your value.

How long should a cover letter be?

One page, three to four short paragraphs. Recruiters skim, so a concise, tailored letter that connects your experience to the role outperforms a long one that restates your CV.

What should I avoid in a cover letter?

Avoid repeating your CV, using a generic untargeted opening, focusing only on what you want, and leaving placeholder text in. Always tailor the letter and check you have updated the company name.

Should I write a new cover letter for every job?

Reuse the structure, not the content. Keep a template, then tailor the company name, the reason for applying and the achievements you highlight. Tailored letters consistently outperform generic ones.

What is the correct sign-off for a UK cover letter?

Use "Yours sincerely" when you have addressed a named person, and "Yours faithfully" when you have used "Dear Hiring Manager" or similar. Match the sign-off to the greeting.