How to write a cover letter (with a template)

Writing a cover letter to accompany your job application can help you stand out and add valuable context to your CV. It gives you the opportunity to explain your motivation for applying, highlight relevant experience, and show how your skills align with the role.

While not every employer requires a cover letter, taking the time to write one - and tailoring it properly - can strengthen your application and demonstrate genuine interest in the opportunity.

This article covers how to write a cover letter, what to include (and leave out), and provides a clear template and example you can adapt for your own applications.

If you’re looking for advice specifically on using your cover letter to secure interviews, see our article on how to write a cover letter that secures interviews.

What is a cover letter?

A cover letter is a short document submitted alongside your CV as part of a job application. It acts as a professional introduction, giving you the chance to summarise why you’re applying for the role and how your experience is relevant.

Your CV outlines your skills and career history. Your cover letter explains why those details matter for this role, at this organisation.

How to write a cover letter: key principles at a glance

An effective cover letter should:

• Be tailored to the role and organisation
• Clearly explain your interest in the opportunity
• Highlight relevant skills and experience without repeating your CV
• Be concise, well structured, and easy to read

Before you start writing, review the job description and research the organisation so you understand the tone, values, and priorities you should reflect.

What should a job application cover letter include?

1. Do your research

Understanding the organisation’s industry, culture and values will help you strike the right tone and focus on what matters most. Useful sources include the company website, social media channels, leadership profiles and employee reviews.

2. Personalise your letter

Address your cover letter to a named contact wherever possible. Avoid copying and pasting the same letter for multiple applications — employers can usually tell when a letter hasn’t been tailored.

3. Start with a strong opening

Your opening sentence should clearly explain why you’re applying and what makes you a relevant candidate. Avoid generic phrases such as “I’m applying for the role of…” and focus instead on your motivation and fit.

4. Reference relevant connections (if appropriate)

If you were referred to the role or have a previous connection with the organisation, mention it briefly and professionally.

5. Use keywords from the job description

Incorporating relevant language from the job description can help demonstrate alignment with the role. Use keywords naturally and avoid over‑using them.

6. Include your contact details

Make sure your name, email address, phone number and LinkedIn profile are easy to find.

7. End professionally

Close your letter with a confident but polite sign‑off, such as “I would welcome the opportunity to discuss my application further”, followed by “Kind regards” or “Yours sincerely”.

8. Check formatting and spelling

Break text into short paragraphs or bullet points where appropriate. Always proofread carefully before submitting.

Common cover letter mistakes to avoid

When writing your cover letter, avoid:

• Using a generic template without tailoring
• Repeating your CV word‑for‑word
• Writing excessively long or unfocused paragraphs
• Using an overly formal or overly casual tone
• Addressing the letter incorrectly or not at all
• Including spelling or grammar errors
• Using unusual fonts or formatting that may cause issues with applicant tracking systems (ATS)

How to structure and present your cover letter

Cover letters are now submitted in a variety of formats, including:

• As a document uploaded with your CV
• As the body of an email
• As a note within an online or LinkedIn application

Regardless of format, the purpose remains the same: clearly explain your interest in the role and why you’re a good match.
Below is an example of how a well‑structured cover letter might look.

Example cover letter for a job application 

The same structure works at any career stage - simply tailor the level of experience and examples to your own background.

Subject line: Application for X role
                                                                                      
Dear [Hiring Manager],
(or Dear [Name], if known)

I’m writing to apply for the X role at [Organisation name]. Having followed your business for some time, I was particularly interested in this opportunity because of your focus on [relevant area], which closely aligns with my experience and career goals.

In my current role as [current role] at [current employer], I’ve developed experience in [key skill or area], with a focus on [specific responsibility or outcome]. Most recently, I have [brief, measurable achievement], which I believe would allow me to contribute positively to your team.

From reviewing the job description, it’s clear you’re looking for someone who can [key requirement]. This is an area where I’ve been able to add value through [example], [example], and by working collaboratively with stakeholders.

Some skills and experience I would bring to the role include:

• Strong [skill area], demonstrated through [brief example]
• Experience in [relevant responsibility], helping to achieve [outcome]
• A collaborative and adaptable approach when working across teams

I’m motivated by the opportunity to join [Organisation name] and contribute to [specific goal or direction], while continuing to develop my skills in a supportive and forward‑looking environment.

Thank you for taking the time to consider my application. I’ve attached my CV and would welcome the opportunity to discuss my experience further.

Kind regards,
[Your name]
Phone number | Email address | LinkedIn URL

Key takeaways for writing a successful cover letter

A strong cover letter should:

• Be tailored to each role
• Clearly explain your motivation and relevance
• Complement your CV rather than repeat it
• Be concise, professional, and well structured

By following these principles and using the template above, you can create a cover letter that strengthens your overall application.

Updating your CV? Our CV writing tips and job searching advice will help you get started. You can also contact your local Hays recruitment consultant to discuss your next career step.