How to write cover letter: A Step-by-Step Guide (2025)

What is a Cover Letter?

So, what is a cover letter? It’s a personalised document that explains why you’re the ideal candidate for the job. Learning how to write a cover letter not only helps you distinguish yourself from generic applications but also demonstrates your dedication to the role and showcases your writing skills, providing an excellent opportunity to highlight your qualifications.

It’s your chance to impress recruiters beyond your resume. Knowing how to write a cover letter is crucial, as 83% of hiring managers read it before shortlisting candidates. Mastering how to write a cover letter can set you apart from other applicants and enhance your job prospects, ultimately making your application stand out more.

Learning how to write a cover letter is the first step in mastering the art of job hunting. This guide will show you how to write a cover letter specifically for job applications, internships, and freelance work. Once you understand what a cover letter is and how to write it effectively, your chances of landing your dream job will increase, making a lasting impression on potential employers.

Let’s explore how to write a cover letter that is tailored to your job applications and enhances your prospects, ensuring your submission is as compelling as possible!

Cover Letter Format and Structure

If you’re unsure how to write a cover letter, this step-by-step guide will walk you through the process. Alright, let’s break down the format and structure of a good cover letter, making sure it’s super simple to follow.

Greeting:
Start with a polite greeting. If you know the hiring manager’s name, use it (e.g., Dear Ms. Johnson). This adds a personal touch and shows attention to detail.

Opening Paragraph:
Begin with a strong introduction. Mention the job title you’re applying for and briefly explain why you’re the ideal candidate. Grab their attention right away.

Body Paragraphs:

• First Body Paragraph: Highlight your most relevant skills and experiences. Explain how these directly relate to the role.
• Second Body Paragraph: Share specific achievements or examples that showcase your qualifications. Keep it simple, clear, and job-focused.

Closing Paragraph:
Conclude by expressing your enthusiasm for the position. Let them know you’re excited to discuss your application further.

Sign-Off:
End with a polite and professional closing such as Best regards or Sincerely, followed by your name.

How to Write a Cover Letter for Job Applications

Learning how to write a cover letter can significantly increase your chances of landing your dream job. If you’re writing a cover letter for a job application, the first thing you must remember is how to write a cover letter that is specific. What do we mean by that? Most applicants make the mistake of writing just one generic cover letter and using it on every job application when they’re on a job hunt.

Make no such mistake. Recruiters can sense a generic cover letter from a mile away.

How to Write a Cover Letter, Instead, do your research about the role you’re applying for and about the company. Understand what the role requires and what type of candidate the company is looking for. Include those points in your cover letter and see it shine.

1. Gather Valuable Information for Your Cover Letter

1. Read the Job Description Carefully
   Most companies clearly mention the position details, responsibilities, and required skills in the job description. Review it thoroughly to understand exactly what they expect from a candidate.
2. Explore the Company Website
   Visit the company’s website to learn about their values, work culture, and core principles. This helps you tailor your cover letter to match their tone and expectations.
3. Do a Quick Google Search
   Search for the typical roles and responsibilities related to the position you’re applying for. This will give you a general sense of what’s expected in the industry.
4. Browse Online Forums
   Platforms like Quora and professional forums often have valuable insights from people who’ve applied for similar roles. Use these to gain additional knowledge.

2. Showcase Your Skills Right from the Start

Mastering how to write a cover letter helps you stand out from other applicants right from the start. When writing your cover letter for a job application, make sure you highlight your skills and achievements in a way that directly aligns with the job requirements.

For example, if you’re applying for a Junior Copywriter role, and the job description mentions the need for someone who can craft strong headlines under tight deadlines, your cover letter should showcase your ability to do exactly that. Mention relevant past experience, specific skills, or achievements to support your claim.

3. Use the STAR Method to Highlight Your Achievements

The STAR method helps you present your skills and experiences in a way that matches the job requirements. It stands for:

• Situation: Describe the context or challenge you faced.
• Task: Explain the task or responsibility assigned to you.
• Action: Outline the steps you took to complete the task.
• Result: Share the outcome and highlight your success.

Example of STAR in Action (for a Junior Copywriter Role)

“In my previous job, my team urgently needed 5 strong headlines for a project, with only 30 minutes to deliver.
I quickly came up with 10 creative headline ideas on the spot. Collaborating with my team, we refined and finalized the best 5.
This resulted in a 20% increase in leads compared to the previous version.”

4. Use Strong Action Verbs to Add Impact

When describing your achievements, choose powerful action verbs to make your cover letter more compelling. Some great examples include:

• Achieved
• Developed
• Formulated
• Transformed
• Orchestrated

These words create a strong impression and show you’re proactive and results-oriented.

Cover Letter Tips for Specific Scenarios

Knowing how to write a cover letter that highlights your strengths is crucial in today’s competitive job market. Now, writing a cover letter for a job application is completely different from writing a cover letter for an internship. You need a different approach and way to present yourself in these cases. How to do it? Let’s have a look:

How to write a cover letter for an internship?

Whether you’re a fresher or an experienced professional, understanding how to write a cover letter is crucial for career success. Since internships are for learning and for complete beginners, you need to show that you’re the right person with the right mindset for this opportunity.

Here, you need to show your passion and enthusiasm for learning. Present yourself as a good team player and a go-getter. If you already know some skills related to that profile, be sure you mention them and how you can use them to provide value to the company.

How to write a cover letter with no experience?

If you want to land interviews faster, mastering how to write a cover letter is a must. If you don’t have previous experience, don’t worry. We all started the same way. In this case, how to write cover letter that highlight your skills and your mindset is key to catching the recruiters attention. Just like an internship, if you can present yourself as a person who’s a quick learner and a good team player, you have a better chance of getting an entry-level job.

For example, if you’ve created a project for your college assignments or managed or led a team during your college years, mention it in your cover letter.

How to write a cover letter for Freelancing?

On platforms like Upwork, where freelance gigs are king, how to write a cover letter needs to sing your praises is essential. Pinpoint freelance projects that had measurable successes and cite client testimonials that speak to your reliability and quality of work.

If you have repeat clients, highlight this as it reflects dependability and satisfaction with your work.

By fine-tuning your cover letter according to these scenarios, you position yourself as a candidate.

Cover Letter Format with Example

Want to impress recruiters? Discover how to write a cover letter that grabs attention instantly. Alright, it’s time to put everything we’ve learned above into action. To give you a clear perspective on how your cover letter should look, we’ve included a sample cover letter. Take a look:

Dear Ms. Johnson,

I am writing to express my interest in the Junior Graphic Designer position advertised on your company website. Knowing how to write a cover letter that highlights my qualifications and enthusiasm, I would like to share that with a Bachelor’s degree in Graphic Design and two years of experience at a busy marketing agency, I am excited about the opportunity to contribute to your creative team.

In my current role at Creative Designs Ltd., I have honed my skills in Adobe Creative Suite and have been commended for my ability to handle multiple projects under tight deadlines. Knowing how to write a cover letter that emphasizes these accomplishments, I’d like to highlight that I led the redesign of a client’s branding, which included creating a fresh logo and new packaging. This project not only increased the client’s sales by 30% but also won the Best Brand Revamp award in 2021.

Additionally, I have developed strong teamwork skills, often collaborating with writers and marketers to create a cohesive visual and narrative story. These experiences have prepared me to contribute to your team’s upcoming projects effectively.

I am drawn to this position at [Your Company] because of your commitment to innovation and quality, which I share and practice in my work. I am eager to bring my background in graphic design and my creative problem-solving skills to your company.

Thank you for considering my application. I look forward to discussing this exciting opportunity with you. I am enthusiastic about the prospect of contributing to your team and am available for an interview at your earliest convenience.

Best regards,

[Your Name]

What Makes This Cover Letter Stand Out–

• Greeting: Using the hiring manager’s name personalizes the letter right off the bat.
• Opening Paragraph: It’s clear and direct, stating the job being applied for and why the applicant is a strong candidate.
• Body Paragraphs: These give specific examples of past job experiences and achievements, showing rather than just telling about the applicant’s skills.
• Closing Paragraph: It ties back to the company’s values and reiterates interest in the position, showing the applicant has done their homework.
• Sign-Off: Polite and professional, it wraps up the letter neatly.

From Resume to Body Language: Silent Success Tips

Impressing recruiters without speaking a single word may seem challenging, but there are several effective strategies you can employ to make a strong impression through non-verbal communication, presentation, and preparation. Here are some key ways to achieve this:

1. Polished Resume and Cover Letter

• Professional Design: Ensure your resume and cover letter are well-organized, visually appealing, and free of errors. Use clear headings, bullet points, and a professional font.
• Tailored Content: Customize your resume and cover letter for each job application, highlighting relevant skills and experiences that align with the job description.
• Quantifiable Achievements: Include specific accomplishments and metrics that demonstrate your impact in previous roles.

2. Strong Online Presence

• LinkedIn Profile: Maintain an updated and professional LinkedIn profile. Use a high-quality profile picture, write a compelling summary, and showcase your skills and endorsements.
• Portfolio: If applicable, create an online portfolio that showcases your work, projects, or achievements. This is especially important for creative fields.
• Engagement: Share relevant articles, comment on industry trends, and engage with others in your field to demonstrate your knowledge and passion.

3. Professional Attire

• Dress Appropriately: Choose attire that aligns with the company culture and the position you’re applying for. Dressing professionally can convey confidence and seriousness about the opportunity.
• Grooming: Pay attention to personal grooming and hygiene. A neat appearance can leave a positive impression.

4. Body Language

• Confident Posture: Stand or sit up straight, and avoid crossing your arms. Open body language conveys confidence and approachability.
• Eye Contact: If you’re in a situation where eye contact is possible (like during a networking event), maintain it to show engagement and interest.
• Facial Expressions: Smile genuinely when appropriate. A warm smile can create a positive atmosphere and make you more approachable.

5. Networking and Connections

• Attend Events: Participate in industry conferences, workshops, and networking events. Your presence and engagement can speak volumes about your commitment to your field.
• Business Cards: Carry professional business cards that include your contact information and LinkedIn profile. Handing them out can leave a lasting impression.
• Follow Up: After meeting recruiters or industry professionals, send a thoughtful follow-up email or message expressing your appreciation for the conversation.

6. Demonstrate Skills

• Showcase Projects: If you have the opportunity, bring along samples of your work or projects that demonstrate your skills and expertise.
• Engage in Activities: Participate in group activities or discussions where you can showcase your teamwork, leadership, and problem-solving abilities without needing to speak extensively.

7. Research and Preparation

• Know the Company: Research the company’s values, culture, and recent developments. This knowledge can help you tailor your non-verbal communication to align with their expectations.
• Prepare Questions: While you may not speak much, having thoughtful questions prepared can help you engage meaningfully when the opportunity arises.

8. Social Media Engagement

• Professional Platforms: Engage with industry-related content on platforms like Twitter or LinkedIn. Sharing insights or commenting on relevant topics can showcase your expertise and interest.
• Personal Branding: Use social media to build your personal brand. Share articles, insights, or experiences that reflect your professional interests and values.

Conclusion

Knowing how to write a cover letter and understanding exactly what is a cover letter can make all the difference when applying for your dream job. A well-crafted cover letter does more than just introduce you — it shows your personality, highlights your achievements, and connects your skills directly to what the company is looking for.

Whether you’re writing a cover letter for a job application, an internship, or even a freelance gig, tailoring it to match the role and company is essential. With the right research, a clear format, and impactful storytelling using methods like STAR, your cover letter can stand out in a sea of applications. So, next time you apply for a position, remember — how to write a cover letter isn’t just a formality, it’s your first real chance to make a great impression.

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Frequently Asked Questions (FAQ’s)