How To Write A Cover Letter
- Robinson Grace HR
- May 10, 2022
- 5 min read
Updated: Sep 15
Wondering if it’s too much effort to write a covering letter when applying for a job? One of the most crucial functions of a covering letter is to enable you to make a good first impression on the employer. A well-written covering letter that highlights your most relevant skills and achievements can position you as an outstanding candidate among equally qualified applicants.
What is a cover letter?
A cover letter introduces you to an employer and asks them to think about your application.
It’s a short letter, usually 3 to 5 paragraphs, that you should send with your CV or application form.
You should always include a cover letter when you apply for a job using a CV. These days, most applications are submitted online, so your covering letter can be sent as part of an email or uploaded alongside your CV.
Top Tips
Do your research
When writing a covering letter, let the employer know you’re keen by showing that you’ve researched the company. Learn more about what they do through:
their website
recent news articles
awards, achievements or industry recognition
networking and talking to people you know who work there
Send it to the right person
It's important to address your covering letter to someone by name. Check you have the details of the person you need to send it to.
You'll need their name and preferred title (e.g. ‘Dr,’ ‘Mr,’ ‘Mrs,’ ‘Ms’), as well as their job title. Double check the company name and address for accuracy.
If you don’t know their name
If the job advert does not include a name, check the company website or LinkedIn. Look for the head of the department, head of HR, or recruitment manager.
If you still cannot find a name, call the company to ask. If no name is available, it’s now more common to use a neutral greeting such as “Dear Hiring Manager.”
What to include
Introduce yourself and explain how you found the advertised job. You can mention the job title, and reference number if there is one.
If you’re asking about any job openings and not applying to a vacancy, tell them what sort of role you’re looking for.
Let the employer see how keen you are to work for them.
Show you're right for the job
Highlight the skills and experience you have that match what the employer is looking for.
Convince them that you're enthusiastic about working for them. Demonstrate how your values and ways of working align with theirs.
Give extra information
If you have gaps in your employment history, you could talk about the skills you gained while you were out of work.
If you’ve mentioned on your CV that you have a disability, you might want to talk more about this in your cover letter. You do not have to mention your disability at this stage if you prefer not to.
End your cover letter
Thank the employer for considering your application. Let them know that they can get more details from your CV, or your LinkedIn profile, and that you are looking forward to hearing from them.
Provide your contact details and check they are consistent on both your cover letter and CV.
Sign off
If you know the name of the person you’re writing to, you should end the letter with ‘Yours sincerely.’
If you’ve addressed the letter to a more general contact, use ‘Yours faithfully’ or ‘Kind regards.’
Don’t forget
When writing your cover letter, remember to:
write a new one for every job you apply for and make sure it’s tailored to the company and role
use the same font and size as your CV, so it looks consistent and professional
make sure the company name and recruiter’s details are correct
use the right language and tone – mirror the style of the employer (for example, a start-up vs. a corporate environment)
keep it professional and match the keywords used by the employer in their job advert
be clear and to the point. 3 to 5 neat paragraphs are enough
highlight your most relevant skills and achievements to stand out from other applicants
back up statements with evidence or examples
double check spelling and grammar before you send it
keep a copy of your cover letter – it may be referred to in interview
Need some assistance?Contact Robinson Grace HR Consultancy for advice and support via clientservices@robinsongracehr.com or call us on 01793 311937.
Frequently Asked Questions:
1. Do I really need a cover letter when applying for a job?
Answer: Yes — in almost all cases you should include a well-written cover letter with your job application. Even when it’s labelled “optional”, a tailored cover letter gives you an opportunity to highlight your most relevant skills, achievements and show genuine interest in the company. It distinguishes you in a crowded field of equally qualified applicants. If an employer explicitly states not to include one, follow those instructions — but otherwise, submitting a cover letter can boost your chances of being shortlisted.
2. What should I include in a cover letter to make it stand out?
Answer: To make your cover letter stand out, focus on these essentials:
Introduce yourself and mention how you found the job opening, plus the job title/reference if available.
Highlight skills and achievements that directly match the job description. Use concrete examples or metrics wherever possible (for example “increased sales by 20%” or “managed a team of 5”).
Show you’ve done your research: mention something specific about the company (recent product, award, mission, culture) that shows enthusiasm and alignment.
Use keywords from the job advert to help with applicant tracking systems (ATS) and to ensure your cover letter resonates with what the employer is looking for.
End by thanking the employer, indicating you're looking forward to hearing from them, and provide your contact details. Keep the tone professional, concise (three to five paragraphs), and proofread carefully.
3. How long should a cover letter be, and how formal should it sound?
Answer: A cover letter should generally be one page or less, ideally three to five short paragraphs. It should be long enough to introduce yourself, explain how your skills match the job, and express your interest — but not so long that it repeats your CV or loses the reader’s attention.
As for formality: match the tone to both the company and industry. If it’s a corporate, traditional environment, use more formal language. If it’s a start-up or creative field, you can inject personality — while still being professional. Always err on clarity, professionalism, and correctness (spelling, grammar) because that’s what employers judge.
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The content of our blogs is intended for general information only and does not replace legal or other professional advice.
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