What to Include in a Cover Letter: Key Elements & Tips

What to add in a cover letter: 6 sections

Understanding the most common components of a cover letter helps you structure a professional application. Then you simply fill in your details.

We’ll discuss strict cover letter requirements, such as contact details and a greeting, as well as optional details like cultural alignment.

Let’s explore what to put in a cover letter and how to do it successfully.

1. Contact information

Start your letter with a short header. The first part will be a list of your contact details, and the next part will be the hiring manager’s info, which helps clarify the intended recipient.

Include basic information, such as your full name, phone number, and email address. You can also add your LinkedIn URL – just make sure your profile is updated and polished. Next, add the hiring manager’s information, including their name, job title, and the name of the company.

Optionally, you can include your location or mailing address. Just be mindful and only include it in applications where necessary. Read our guide on addresses on resumes for more details.

2. A personalized greeting

It’s crucial to make a connection immediately, and a custom greeting is the perfect way to do it. Starting with something personal builds instant rapport and gets you started on the right foot.

What should be in a cover letter greeting differs depending on whether or not you know the hiring manager’s name. You can typically find this on LinkedIn or the company website, so it pays to take a few minutes to look.

If you know the name, start with something professional yet friendly, like “Dear [Full name].” This is polite and customized, but avoids unnecessarily gendered terms like “Mr.” and “Ms.”

Whenever you can’t find the name, you can use “Dear Hiring Manager.” It’s a standard greeting that no employers mind.

Be sure to avoid dated greetings like “To Whom It May Concern” or “Dear Sir/Madam.” These are old-fashioned and a bit stuffy, and the second isn’t gender neutral.

3. The opening paragraph

Hiring managers often scan the first paragraph to determine whether they should keep reading, so it’s important to add impressive, relevant details.

State the position you’re applying for, mention where you saw the listing, and highlight one quick reason why you’re a strong, relevant candidate. Keep this paragraph brief yet impactful – give context and show enthusiasm, and then move to the next section.

Optionally, you can personalize it by mentioning a company detail, like why you admire their mission or strategies. We recommend this only if you have enough space or truly love how the business works – it sounds better if it’s genuine.

4. The body paragraphs

The next one to three paragraphs should describe how your skills match the job description. Choose your strongest, most relevant abilities and experiences, and highlight the value you would bring to the company.

Focus on results over dryly listing responsibilities and skills. The best way to do this is with quantified achievements. This is when you measure your accomplishments with tangible numbers and percentages. For examples of this in action, check out our industry-specific resume samples.

Be sure to thoroughly read the job description to discover key terms and phrases. Make note of job titles, responsibilities, and skills, and subtly incorporate them into your cover letter. This helps it pass through the ATS and shows the hiring manager you align with their requirements.

5. Optional: Cultural fit paragraph

You can optionally replace the third body paragraph with a description of your cultural alignment. This isn’t strictly required, but it helps show that you’ve done your research and would integrate well into the company.

Describe the company’s values and team dynamics, mentioning a few key elements of their work culture. Explain why these points align with your professional goals and working style. For example, mention the business’s fast-paced nature and how it lines up with your adaptability.

Only include this paragraph if you can make it sincere. Authentically express your excitement and fit and avoid generic phrases like “I’m a team player” – these are a bit too general and may seem like a red flag to hiring managers.

6. The closing

End with two to three sentences confidently expressing your enthusiasm and encouraging the hiring manager to contact you. Say you’re thrilled about the opportunity and are eager to discuss your qualifications further.

Remember to thank them for their time – hiring managers read dozens of letters per day, and showing respect for their time and schedule is professional and courteous. 

To see these elements in action, check out our cover letter examples for realistic samples from multiple industries.

Common cover letter mistakes and how to avoid them

It’s important to learn what should be on a cover letter, but it’s equally vital to actively avoid common pitfalls. Here are a few cover letter mistakes and how to get around them:

• Don’t repeat your resume: Cover letters should complement resumes, not repeat them. Make a strong resume with impressive achievements, and then list separate accomplishments in your cover letter to balance it out.
• Avoid generic phrases: Don’t use bland, non-specific language. Overused phrases like “I’m a hard worker” don’t bring enough value or show your relevance to the role.
• Reduce passive tones: Avoid writing in a dry, robotic voice. Action-oriented language and an energetic tone display your excitement and show the hiring manager you’re excited about the opportunity. 
• Don’t overuse “I” sentences: Vary up your sentences so they don’t all begin with “I.” It’s easy to fall into this, as a cover letter discusses your history and achievements, but it’s best to scan your letter for this misstep and adjust your wording where possible.

“Hiring managers often scan the first paragraph to determine whether they should keep reading, so it’s important to add impressive, relevant details.”

Cover letter tools to make it easier

There is a wealth of tools that help candidates structure a professional cover letter. Looking for work feels like a full-time job in itself, and it’s a relief to have a little help. Here are a few resources to create a clean application:

• Cover letter templates: The right template ensures you don’t need to worry about what goes in a cover letter – you can just fill in your information. Simply choose a cover letter template that suits your role and industry and get started.
• Resume templates: Most job seeker websites offer resume templates that match the cover letter templates. A similar structure and color theme helps align your application, so look for a matching set.
• Cover letter maker: Cover letter generating software takes away the complex structuring and wording. Open the program, fill in the blanks, and download the perfect letter.
• Grammar and spell checkers: Free tools like Grammarly and ChatGPT can help quickly scan your cover letter for grammar and spelling errors. They can quickly check for inconsistencies or formality issues, too.

Include the right sections and write a successful cover letter

Cover letters are still an important part of job applications. They’re an opportunity to discuss your skills and relevance, and provide the hiring manager with crucial details that could make the difference between inviting you to an interview.

Start with a strong, personalized greeting, flow into a couple of paragraphs describing your skills, and end with a powerful call to action. Weave your excitement into every sentence and show the employer that this opportunity means something to you.

Put these tips to use with CVwizard’s cover letter generator. No need to memorize the required elements – choose a template, fill in your details, and download a tailor-made letter for every application.