How to write a cover letter

Want to write a professional cover letter that showcases your skills, personality, and stands out from your competitors, but not sure where to start? 

No matter what industry or job title you’re applying for, creating a polished cover letter for a resume is a great way to put your best foot forward. Either write from scratch or use a ready-to-use cover letter template in a range of different job titles and industries by Microsoft Word. Just personalize your chosen template with your details and information, then customize with the best font, size, and colors.  

Read on to learn how to write a cover letter for a job, internship or internal position, while exploring key elements, writing dos and don’ts, and professional cover letter examples by Microsoft Word.  

What is a cover letter?

A cover letter is a one-page document that accompanies your resume or CV when applying for a new job. Usually, a cover letter is used to introduce yourself through a brief summary including key qualifications, skills, experiences, and any suitable information that you would like your potential employer to know straight away.  

What key elements should be included in a cover letter?

Here are a few elements you should include when writing a cover letter: 

Header 

Include all important contact information in the header like the date, the full name of whom the cover letter is addressed to, an address, and email address and mobile number if needed.  

Greeting

Address your cover letter to the person of interest. If you know the name of the hiring manager, address the cover letter to them. If you don’t know the hiring manager’s name, avoid referring to a gender and use a modern generic term, team, or job title if possible. For example, you can address your cover letter to ‘the recruiter’ the ‘hiring manager’ or the evergreen ‘to whom it may concern.’  

Opening paragraph

Share a brief paragraph about why you are applying for the position and what interests you about the role. We recommend avoiding any generic turn of phrase and instead getting straight to the point. This is also the best place to mention if you have been referred for this role by someone. 

 A bad opening paragraph example:  

“I’m applying for the [job title] at [company]. I saw this job advertised and thought it looked like something I’d like to do. I have a degree in [degree] and some existing experience so I think I could do this job very well. Please find my resume attached below.”  

A good opening paragraph example:  

“As a highly skilled [job title] with over [number of years] of experience, I am eagerly writing to express my interest in the [job title] position at [company]. This position has captured my attention and excites me because [what interests you]. With my knowledge in [relevant industry] and bachelor's degree in [relevant industry], I am very confident in my ability to successfully contribute to your team.”  

Main body

Share everything you know about what the company needs, their values, and recent achievements that align closely with your own. Explain confidently why you would be a good fit for their team, sharing all relevant skills and experiences. Make sure to showcase why you want to work for the company.  

A bad main body paragraph example:  

“I have similar values to your company and experience in working in [job title]. I would be a good fit for your team because I work well in a team and have good communication skills. I would like to work for [company] because I believe I can do the job well if given the opportunity”  

A good main body paragraph example:  

“I have advanced knowledge in [list all related skills] due to my past [number of years] experience with [company]. I contributed to several initiatives that resulted in significant improvements, growth, and productivity by [percentage]. For example, [share a standout achievement and success metric]. These core priorities and skills have equipped me with the experience and passion I require to be a part of your [company]. I would like to work for [company] because [explain why] and truly appreciate the opportunity to be a candidate for the [job title].”  

Closing paragraph

Conclude your cover letter with a strong call to action (CTA) and thank the hiring manager for their time. For example, “I look forward to the possibility of discussing this exciting opportunity with you further in more detail.”  

Salutations

Sign off your cover letter by sharing thanks and signing with your full name.

Tips for writing a great cover letter in 2025

To write great cover letters for resumes or job applications, follow these helpful writing tips below.  

Personalize cover letters to each application

We recommend creating a new and personalized cover letter or editing your existing cover letter template to be unique and specific to the industry and company, as well as the specific job you’re applying for. 

Express your excitement and interest

Ensure that your cover letter is written in a formal, professional, or casual tone, by using Microsoft Editor ‘formal writing’ checker in Word. Microsoft Word automatically analyzes your cover letter and offers suggestions for writing with more formality.  

Avoid generic wording and be specific

When writing a cover letter, stay away from using generic or vague wording, terms, and language that isn’t industry or role specific to your application. Use the job description language to mention specific examples of experiences and past opportunities: for example, “Over the past [number years], I've worked on [specific use case or problem] to help positively drive the revenue of [mission] by [percentage amount].”  

Keep your cover letter short

Keep your cover letter between 250 – 400 words to avoid adding too much information.  You can check your word count, time to read, speak, readability, number of characters, and other valuable insights at the document stats function inside Word.  

Add any other information to give context

If you have any further information that can provide context around your current role, job hoping, or gaps in employment, don’t forget to add this to your cover letter. Any valuable information you can provide your hiring manager or new employer is essential.  

Proofread your cover letter

Proofreading can ensure your writing with clarity, accuracy, consistency, and detect any corrections that need to be made before sending your cover letter. We recommend taking advantage of the Editor feature inside Word to refine your cover letter or exploring the Rewrite with Microsoft Copilot to create assisted cover letters.  

Start creating a great cover letter for a resume with free and professional templates by Word.  

If you want to learn more about writing quality resumes to assist your cover letter, check out how to write a resume in 2025.