Short answer: a cover letter is one page, around 250–350 words, in three short paragraphs — an opening that names the role and your fit, a middle that gives your strongest relevant evidence, and a closing that asks for an interview. Match the tone to the job, and use a header that matches your resume.
A resume lists what you've done. A cover letter explains why it matters for this specific job. Done well, it's the difference between "another applicant" and "someone who clearly wants this role." Here's the exact structure, with examples in four tones.
| Part | What it does |
|---|---|
| Header | Your name, title and contact details — ideally matching your resume header |
| Date & company | The date, then the company name (and address if formal) |
| Greeting | "Dear [Name]," if you can find one; otherwise "Dear Hiring Manager," |
| Opening | State the role and one clear reason you're a strong fit |
| Middle | Your best relevant achievement, with a number where possible |
| Closing | Ask for an interview and thank them |
| Sign-off | "Sincerely," and your name |
The same facts can be written in different tones. Pick the one that matches the role — each link below opens the builder pre-set to that tone:
Banking, government, corporate, finance
People-facing, healthcare, startups, education
Sales, business development, leadership
Software, engineering, IT, data roles
Same candidate, same job — notice how the tone shifts the wording while the facts stay the same:
I am writing to apply for the Software Developer position at Infosys. With my background and skills, I am confident I can make a meaningful contribution to your team.
I was excited to see the Software Developer opening at Infosys. Infosys's work genuinely appeals to me, and I would love to bring my energy and skills to your team.
I am applying for the Software Developer role at Infosys because I am confident I can deliver real results for your team.
I am applying for the Software Developer position at Infosys. My technical background maps directly to what this role needs, and I am ready to contribute from day one.
Pick a situation and tone, fill four boxes, and get a polished letter with a header matching your resume. Copy it or download as Word. No sign-up, no watermark.
Open the Cover Letter Builder →Name the role, and give one specific reason you fit. Avoid "I am writing to apply for the position I saw advertised" with no substance. If you can address a named person, do — it signals effort.
This is where you win or lose. Pick your single strongest achievement relevant to this job and state it with a number: "I increased regional sales by 20% in six months." One concrete result beats three vague claims.
Be direct: say you'd welcome an interview, and thank them. Confidence here reads as professionalism, not arrogance.
A header, date, company name, greeting, three short paragraphs (opening, middle, closing) and a sign-off — one page, around 250–350 words.
One page, three to four short paragraphs, about 250–350 words.
Often yes — many applications ask for one, and for competitive roles it can set you apart by explaining fit and motivation.
Yes. A matching header and style make your application look coordinated and professional. Our builder can generate a matching header automatically.
Address a named person if possible, state the role, and give one clear reason you're a strong fit. Avoid generic openings.
Match it to the role — formal for corporate and government, warm for people-facing and startups, bold for sales and leadership, direct for tech.
Open the builder, choose the tone that fits your target role, and fill in the company, role and one strong achievement. Edit the result, then copy or download it.
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About this guide: written by the TheGreatCV team, who build free resume and cover letter tools used by job seekers in India and worldwide.