On this page
A resume introduces qualifications, and a cover letter helps hiring managers understand the person behind them. It’s a chance to show why the role is a great match. No matter the career path or job title, creating a polished cover letter to go with a resume is the best way to make a good first impression.
Write a document from scratch or start with a ready-to-use cover letter template in Microsoft Word. Easily edit sections and examples with personal information and details, then customize fonts, colors, and images in a few clicks.
Read on to learn how to write a cover letter for a job application, browse cover letter examples, and explore document formatting tips. Discover how Microsoft Copilot in Word and AI cover letter generator can help you write confidently and faster.
What is a cover letter?
A cover letter is a one-page document that sits alongside a resume, introducing the applicant to the hiring manager in a way bullet points never could. It highlights relevant skills, experience, and achievements while making a case for why this person is right for the role.
So, what is the purpose of a cover letter? The document tells the story behind the resume. While a resume lists qualifications, a cover letter explains how that experience aligns with the role and why the opportunity matters. Cover letters are especially valuable for applicants from non‑traditional backgrounds, career changers, recent graduates, or those returning to work, as they offer space to add context beyond the resume.
What to consider when writing a cover letter
Before writing commences, a bit of preparation makes all the difference. Knowing what should be in a cover letter starts with understanding the role and what makes an application stand out.
Understand the job description and company: read through the job posting carefully and research the company’s values, mission, and recent news. This makes it easier to highlight the skills, training and experience that match what they're looking for.
Identify why you want the job: think about what is it about the role or company that stands out? Understanding this makes it easier to position skills and experience in a way that resonates.
Define your unique value to the company: consider what sets one candidate apart from others with similar experience. Specific skills, unique perspectives, or relevant achievements that address the employer's needs all help here.
Know proper format and professional tone: review cover letter format best practices before drafting. A clean structure and appropriate tone show attention to detail.
Gather key details: pull together the basics, including the hiring manager's name, ATS keywords from the job description, and specific achievements with metrics. Have key details ready to keep writing flowing.
How to write a cover letter
Writing a cover letter comes down to six sections: header, greeting, opening, body, closing, and sign‑off. Let’s explore the best cover letter format below.
Start with a cover letter header
A cover letter header includes the date, full name, phone number, professional email address, and a LinkedIn profile or portfolio link. Below that, add the recipient’s details, like the hiring manager’s name and title, company name, and company address.
Address the cover letter with a greeting
Address the hiring manager by name when possible. It’s small, but it shows effort and feels more personal than a generic salutation. LinkedIn, the company website, or a quick call to the front desk can usually help find the person’s name.
Write an opening paragraph
An opening paragraph should say which position the application is for, why the role is appealing, and what relevant experience makes this candidate a good fit. If someone makes a referral, try to mention it here.
Good opening example: after spending seven years building digital campaigns for B2B tech companies, ABC Company's Senior Marketing Manager role caught my attention. The focus on data‑driven strategy and SaaS growth is exactly where my experience lies.
Avoid: I am writing to apply for the position I saw advertised. I have some experience and think I would be good at this job.
Share more details in a body paragraph
A body paragraph connects achievements to what the company needs and shows an understanding of their challenges through concrete examples. This is where the real persuasion happens, so include numbers where possible.
Good body example: at XYZ Company, leading a team of five content strategists resulted in a 45% increase in organic traffic and a 30% improvement in lead generation over 18 months.
Avoid: I have good communication skills and work well in a team. I believe I would be a good fit for this position because I have relevant experience.
Summarize with a closing paragraph
A closing paragraph reinforces interest in the role, thanks the reader for their time, and invites further conversation. Keep it confident and polite.
Closing example: I'd welcome the chance to discuss how my content strategy background could support ABC Company’s growth in the enterprise space. Thank you for your time, and I look forward to hearing from you.
Add salutations
End with a professional sign-off that matches the tone of the letter. "Sincerely," "Best regards," or "Kind regards" all work, followed by a full name.
How to write a good cover letter using a template in Word
Writing a cover letter from scratch takes time, and starting with a template helps keep formatting consistent. Explore how to format and write a cover letter using a template below. If you're new to building templates, learn how to create a blog post template or how to create a training manual template with AI to get familiar with the process.
In a browser, explore Word cover letter templates.
Double click on the free cover letter example you would like to use. Select one that suits the job type and tone.
Replace the placeholder text with personal information, contact details, and the hiring manager's name.
Tailor the letter to match the role, working in keywords from the job description to help with ATS.
Use document editor to check spelling and grammar to proofread.
Save, print, or send a cover letter as a PDF via Outlook or a secure shareable link.
Three ways to write a cover letter for a job with AI
1. Turn a resume into a cover letter
Copilot in Word can simplify the writing process when creating formal documents. For a faster way to create a cover letter, open an existing resume in Word, then chat with Copilot to turn a resume into a cover letter for a specific role.
Ask Copilot to: "write a cover letter for a marketing manager role" or "create a cover letter highlighting my project management experience."
2. Write a cover letter using Copilot
If starting from scratch and not using a resume as a reference, begin by opening the Copilot chat box inside Word or on the web. Share details about the job role, your experience level, and key qualifications. Attach the job description for more targeted results, so Copilot can create a professional draft in minutes.
Ask Copilot to: "write a cover letter for a senior software engineer role at a fintech startup. I have 5 years of experience in Python and cloud architecture."
3. Rewrite a cover letter with AI
Personalize cover letters for each application with Copilot, whether that's tailoring existing documents to a new application, adjusting the tone for a creative role versus a corporate one, or reworking a paragraph to emphasize leadership experience. Once the letter draft is ready, AI writer can refine tone, expand on achievements, or suggest ATS-friendly keywords.
Ask Copilot to: "rewrite this cover letter with a more confident tone" or "tailor this cover letter for a creative agency instead of a corporate role."
The best tips for writing good cover letters
Explore ways to strengthen cover letter writing with these practical tips, from proofreading with AI to formatting for ATS.
Proofread cover letters with AI: a polished cover letter shows attention to detail. Use document editor to catch typos and grammar mistakes, and let Copilot in Word suggest improvements.
Use a clear cover letter format for impact: good cover letter format helps ATS software read the document and makes it easier for recruiters to scan quickly.
Keep cover letters short, approachable, and professional: aim for 250 to 400 words. Hiring managers read a lot of applications, so tight, focused writing stands out. Use the word counter in Word to stay on track.
Add examples to showcase skills: specifics are more convincing than vague statements. Swap "hard worker" for something like "increased sales by 25%" or "managed a team of 12."
Mistakes to avoid when writing a cover letter
A strong cover letter pays attention to key details. Below are three of the most popular mistakes to avoid when writing a cover letter.
Avoid generic openings: using "I am writing to apply for the position" is too generic. Lead with specific qualifications or why this role stands out.
Don't repeat the resume: a cover letter should add value to a resume, not copy it. Use a cover letter to add context and any stories behind key achievements.
Check for typos and cover letter tone: spelling errors look unprofessional, and the wrong tone can put people off. Read it aloud to catch clunky phrasing and use document editor to polish the final draft.
Writing a strong cover letter takes effort, but the right tools make writing a lot easier. Start creating today with AI cover letter generator in Word. For more professional writing tips and tricks, read how to write a resume with AI or explore the best cover letter formats.
Frequently asked questions
How to know if Copilot is enabled to write a cover letter?
Copilot appears in Word when an active Microsoft 365 subscription with Copilot is available. When it’s enabled, the Copilot icon shows at the top of the Word window. Select the icon to open the chat panel and begin writing.
How to write a cover letter for an internship?
To write a cover letter for an internship, follow the same structure as a standard cover letter but focus on academic achievements, relevant coursework, extracurriculars, and transferable skills from volunteering or part-time work. For example, a marketing internship applicant might highlight a university project managing social media for a student club. Show eagerness to learn and explain why this company matters. A cover letter template is a good starting point.
How to download a cover letter as PDF in Word?
To download a cover letter as a PDF in Word, select File, then Export or Save As and choose PDF from the file format options. Saving as PDF preserves formatting and ensures the document looks professional when sending to recruiters or uploading to job application portals.
How long should a cover letter be?
A cover letter should be 250 to 400 words, fitting on a single page. This is enough space to introduce qualifications, explain interest in the role, and include a call to action without overwhelming the reader. Use the word counter in Word to keep track.
