How to write a cover letter that is clear and specific

A cover letter is a short message, usually three or four paragraphs, that goes with your CV and explains why you are applying for this job and what you can offer. Open with the role, give two or three relevant pieces of evidence, and close politely with your availability. Keep it to one page.

Key points

• A cover letter adds the "why" that a CV cannot: why this job, why this employer, why you.
• Keep it to one page, in three or four short paragraphs.
• Use evidence from your own experience that matches the advert.
• Address a named person when you can, and write in a polite, natural voice.
• Do not repeat your CV line by line. Pick two or three points and explain them.

What is a cover letter for?

A cover letter introduces you to the reader and connects your CV to the job. Your CV lists facts. The letter explains which of those facts matter for this role, and gives the reader a sense of how you communicate.

A letter can also handle things a CV cannot: you can explain that you are relocating, that you are changing field, that you heard about the job from a mutual contact, or why a short gap exists. It gives a human voice to an otherwise formal document.

Not every job asks for one. Where the advert says "send your CV only", do that. Where it asks for a cover letter, or where you have a point that needs explaining, write one.

What should a cover letter include?

A good letter has four parts:

1. Opening: which job you are applying for and where you saw it, plus one sentence on why you are a fit.
2. Evidence: two or three things you have done that match what the advert asks for.
3. Why this employer: one or two sentences that show you know what they do and why it appeals.
4. Close: your availability, a thank-you and a polite note that your CV is attached.

If you are not sure what to add, check each paragraph against the advert. Does it answer something they asked for?

How do I start the letter?

Open with the job title and a clear sentence of why you suit it. Skip long introductions about yourself or lines about your passion.

A plain opening: "I am applying for the stock clerk position advertised at your Durban depot. I have four years of experience in receiving, counting and recording stock in a busy hardware store."

Compare this with: "I am writing to express my enthusiastic interest in the above-mentioned position." The first gives the reader something. The second gives nothing.

How do I choose what evidence to include?

Pick the two or three requirements in the advert that matter most, and give one example for each. Use this pattern: what the task was, what you did, and what resulted. Keep each example to two or three sentences.

Here is a worked sample for a fictional applicant, Thandi Mokoena, applying for an office administrator job. It is an example only.

"Your advert mentions handling a busy phone line and keeping accurate records. In my current job at a small accounting firm, I answer calls for six staff members, pass on messages the same day and keep the client file register up to date. When the old filing system caused delays, I suggested labelling folders by client number, and the team adopted it."

It is specific, not boastful, and ties each fact to what the advert asked for.

How do I show why I want this employer?

Do a little research. Look at the company website, the advert and any public information about what they do. Then write one or two sentences that connect your interest to something real.

For example: "I have shopped at your stores for years and I am drawn to the way the staff help customers find what they need." That shows personal contact. Or: "Your branch in the Eastern Cape fits my wish to work closer to home."

Avoid flattery that could be written about anyone: "You are a leading company in the industry." Say something you can stand behind.

How should I close the letter?

End by stating your availability, thanking the reader and saying you look forward to a chance to speak. Keep it short and polite.

"I would welcome the chance to discuss how my experience fits the role. I am available for an interview at your convenience and can start on one month's notice. Thank you for considering my application."

Then sign off with "Yours sincerely" if you know the name of the reader, or "Yours faithfully" if you wrote "Dear Sir or Madam". Add your name and contact details.

What format should a cover letter follow?

Use the same font as your CV, a readable size, and one page. Include your name and contact details at the top, the date, the employer's name and position of the reader if you know it, a subject line with the job title and reference number, then the body. See the article on cover letter format and layout for a full layout.

If you send it by email, you can put the letter in the body of the email, with your CV attached. Keep the email subject line clear: "Application: Office Administrator" followed by your name.

How long should a cover letter be?

One page, about 250 to 400 words. Three or four short paragraphs. If your letter runs onto a second page, cut anything that repeats the CV. A busy reader will not mind a short, specific letter.

How do I address the letter?

Address a named person whenever you can. Look at the advert, the company website or the way the contact is given. If you cannot find a name, you can use the job title, such as "Dear Hiring Manager", or "Dear Recruitment Team". Avoid "To whom it may concern", which feels cold. Spell names correctly and use the right title.

If you are not sure of the person's gender or title, use their full name: "Dear Sam Naidoo".

How do I adapt the letter for different situations?

• No experience: lead with education, volunteering, school responsibilities and attitude to learning. Be honest and concrete.
• Changing careers: state the change in the first paragraph and show two skills that carry over.
• Returning after a gap: mention the gap in one neutral sentence and move quickly to what you can do now.
• Applying for an unadvertised job: open with why you are writing and what kind of role you are looking for.
• Applying for a senior role: focus on scope, results and leadership, and keep it tight.

What does a complete short letter look like?

Here is a full example for a fictional applicant, Sipho Dlamini, applying for a delivery driver job. It is an example only, and you should use your own facts.

"Dear Mr Pillay

I am applying for the delivery driver position advertised on your company page. I hold a Code B licence with a professional driving permit and have driven light delivery vehicles for three years.

In my current job with a bakery supplier, I deliver to about fifteen shops on a set route each morning. I load and check orders against the delivery note, get signatures at each stop and report any shortage to the dispatcher before I leave the depot. I have no at-fault accidents on my record and I keep a simple log of fuel and mileage.

Your business serves many small shops in my area, and I would like to work for a company that supplies the community where I live.

I am available for an interview at any time and can start after one month's notice. Thank you for considering my application. My CV is attached.

Yours sincerely Sipho Dlamini"

Look at how each paragraph does a different job, and how most sentences carry a fact the reader can check.

How do I fix a weak paragraph?

Weak paragraphs usually say a quality and give no proof. Replace the quality with the evidence.

Weak	Stronger
I am a hard-working and reliable person who works well in a team.	I have not missed a shift in two years, and I help the weekend team set up the section before opening.
I have excellent communication skills.	I answer calls for six staff members and pass on messages the same day, in English and isiXhosa.
I am passionate about customer service.	I handle returns and complaints at the till and ask the supervisor only when the policy does not cover the case.

If you cannot find proof for a sentence, remove it. A letter with three solid facts is better than one with ten claims.

What if I have a gap or a reason to explain?

One sentence is enough. Place it in the middle of the letter, not the opening, and keep the tone neutral: "I spent the past year caring for a family member and I am now ready to return to full-time work." Then go straight to what you can do. Do not apologise or give private details. The article on explaining a gap in a cover letter gives more samples.

What tone should I use?

Write like a polite, clear person speaking to a colleague you respect. Use short sentences. Avoid slang, jokes and over-formal phrases. Use "I" naturally, but do not begin every sentence with it. Read it aloud and if it sounds like someone else, simplify it.

What mistakes should I avoid?

• Repeating your CV in paragraph form.
• Writing a generic letter that could be sent to any employer.
• Using the wrong company name or job title, which is easy to miss when you copy a letter.
• Long paragraphs that run to ten lines.
• Complaining about your current or former employer.
• Making demands, such as stating required pay, when the advert did not ask.
• Typos in the name of the person or company.

How do I check the letter before I send it?

Use a quick checklist:

1. Is the job title and company name correct everywhere?
2. Does each paragraph answer something in the advert?
3. Are there any phrases I would not say aloud?
4. Is it one page?
5. Is my contact information correct?
6. Does the file name include my name, such as "Alex-Morgan-Cover-Letter"?

Ask one other person to read it. A fresh reader notices errors and unclear lines.

Frequently asked questions

Do I always need a cover letter?

No. Some adverts ask for a CV only, and some employers do not read letters. If the advert asks for one, write one. If it does not mention one, a short letter or email message can still help when you have something to explain, such as relocation or a change of career.

How long should a cover letter be?

One page is the usual limit, with three or four short paragraphs. That is roughly 250 to 400 words. A letter that is shorter and specific is better than a longer one that repeats the CV.

Should I write a different cover letter for each job?

Yes, at least the opening and the evidence paragraph should be rewritten for each job. You can keep a base structure and reuse your general sentences, but the job title, company name and examples must match the advert you are answering.

What do I write if I do not know who to address it to?

Try the job advert and company website for a name first. If you cannot find one, use "Dear Hiring Manager" or "Dear Recruitment Team". Avoid "To whom it may concern". The rest of the letter matters more than the greeting.

Next steps

Choose one real advert, underline the three things it asks for most, and write one short paragraph on each from your own experience. Then add a short opening and close. If you want a guided way to put this together, you can build your CV step by step with CV Sorted: it is free to build and preview.