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How to Write a Cover Letter with a Template

What makes a good cover letter? A good cover letter fits on one page, has clear structure (greeting – why you're writing – what you can do and prove it – why this specific company – call to action), and is tailored to the specific position. It doesn't copy your CV but explains what's behind the numbers. Below you'll find the structure, personalization tips, common mistakes, and a template you just fill in.

A cover letter (sometimes called a motivation letter) is a short text you attach to your CV. Its job isn't to repeat your resume but to sell the story behind it: why you want this job, why at this particular company, and what specific value you'll bring. A well-written letter can stand out even if you have slightly less experience on paper than the competition.

What a cover letter is actually for

A recruiter sees what you've done in your CV. In a cover letter, they're looking for why and how. The letter is your chance to:

  • show that you understand what the company does and what the role requires
  • explain a career transition, gap in your CV, or change of direction
  • add personality and tone where a CV is necessarily dry facts
  • direct the recruiter's attention to what matters most and what they might otherwise miss

Think of it as a brief pitch, not a confession. The goal is to secure an interview, not land the job with one letter alone.

Cover letter structure step by step

A proven framework has five parts. Stick with it and the letter practically writes itself.

1. Header and greeting

  • At the top, include your name and contact info (email, phone), the date, and ideally who you're addressing.
  • Greet a specific person if you know their name from the job posting or company website – "Dear Ms. Smith" works much better than an impersonal "Dear Hiring Manager".
  • Can't find a name? Try "Dear Hiring Team". Never just "Hello".

2. Opening that grabs attention

The first two sentences make the difference. Skip the tired "I am writing to apply for the position" and get straight to the point:

  • name the position and where you found the posting,
  • add one strong sentence about what value you'll bring or why the job excites you.

Example: "I was drawn to your Project Coordinator role because for the past five years I've helped teams deliver projects on time and on budget – exactly what your posting describes."

3. Core: what you can do and how you prove it

Here you're selling yourself, but specifically. Instead of "I'm responsible and hardworking," show proof:

  • pick two to three skills that match the job requirements,
  • for each, add a brief example or result (a number, situation, project),
  • connect it to what the new role will involve.

Example: "In my last position, I introduced a new order processing system that cut processing time by a quarter. I'd like to apply that same drive for streamlining processes at your company."

4. Why this company specifically

The paragraph that most distinguishes a serious candidate from mass applications. Show you've done your homework:

  • mention a specific product, value, project, or direction that appeals to you,
  • explain how you fit into where the company is headed.

Two to three sentences is enough – but they must be genuine and specific, not generic praise.

5. Closing and call to action

  • Thank them for their time and express interest in meeting in person.
  • Suggest you're happy to provide more information or attend an interview.
  • End with a polite closing and signature ("Sincerely, Jane Smith").

How to personalize for the role and company

Personalization is the difference between a letter the recruiter reads and one they set aside. Here's how:

  1. Analyze the job posting. Highlight the requirements and keywords. Then use them naturally in your letter – it shows you speak the same language.
  2. Research the company. Browse their website, "About Us" section, recent news. Find one concrete detail to reference in your letter.
  3. Match the tone. Conservative industries and corporations want a formal letter; young startups appreciate a more relaxed but still professional tone.
  4. Swap the variables. Even with a template, always change the company name, position, recipient's name, and at least one reason why you're writing to them specifically.
  5. Connect your skills to their needs. It's not a list of what you want – it's what the company gains by hiring you.

Tip: prepare one solid template and a short "custom section" that you revise for each position. You save time while avoiding sending generic text.

What to avoid

A few mistakes can sink an otherwise decent letter:

  • Universal letter sent to everyone. Recruiters spot a copy instantly, especially if the company name is missing or someone else's company is still there.
  • Repeating your entire CV. A cover letter should complement your resume, not rewrite it. Pick what matters most.
  • Empty phrases without proof. "Team player," "proactive," "hardworking" won't convince anyone until you back it up with an example.
  • Focusing only on yourself. Instead of "I want to gain experience," write what you'll bring to the company.
  • Grammar mistakes and typos. They signal carelessness. Have someone else read it before you send.
  • Too long. More than one page means you didn't manage to pick out what's essential.
  • Lies and exaggeration. It comes out in the interview. Write honestly and confidently at the same time.

Cover letter template

Copy this framework and fill in your details (replace text in brackets):

[Your Name]
[Phone] | [Email]
[City, Date]

[Company Name]
[Recruiter's Name, if known]

Dear [Ms./Mr. Last Name],

I was excited to see your [Position Title] opening, which I found [where – job board, company website].
For the past [number] years I've worked in [field/area], and I believe [one specific strong point]
is exactly what your posting describes.

In my previous role, I [specific achievement with result or number]. I'm also skilled at
[second relevant skill], which I demonstrated when [short example]. I'm eager to bring these
experiences to your team.

Your company stands out to me because [specific reason – product, values, direction]. I admire
[another detail] and would be proud to contribute to a team that [what the company does/where it's headed].

Thank you for your consideration. I look forward to discussing how I can contribute.
I'm happy to provide any additional information you need.

Sincerely,
[Your Name]

Use the template as a starting point, not a final version. Its power comes from what you put into it.

How to increase the chance companies actually notice you

You send a cover letter to a specific company. But often it pays to reverse that: let companies find you. More and more recruiters search for candidates using AI assistants – they ask ChatGPT, Claude, Perplexity, or Gemini "who can handle data processing and is available in this region?" and want specific recommendations.

This is where AssetLog (assetlog.ai) comes in – a platform where you can publish your profile (CV) in structured form that AI assistants can read. The site allows AI crawlers, so artificial intelligence finds your profile and recommends you to a recruiter searching for someone with your skills. You don't need to register to upload your profile; you just confirm publication via email. In ChatGPT or Claude, you can connect AssetLog as a Custom Connector using the address https://api.assetlog.ai/mcp.

This optimization for AI search is called GEO (generative engine optimization). The same logic applies: the more specific and organized you are, the better AI and humans match you with the right opportunity. A great cover letter opens doors at the company you've chosen. A visible profile expands how many doors you get to choose from.

Frequently asked questions

How long should a cover letter be?

Ideally it fits on one page, roughly one-third to one-half of a page of clean text. Three to four short paragraphs is plenty. Recruiters go through dozens of letters, so they appreciate brevity and clear structure over long narratives.

Do I have to write a cover letter if the posting doesn't ask for one?

It's not mandatory, but for most professional roles it helps. It gives you space to explain why you want this job and what specific value you'll bring. If the posting explicitly says "no cover letter," respect that and rely on a strong CV.

How should I start a cover letter to grab attention right away?

Skip phrases like "I am applying for the position." Start concretely: mention the job title, where you found the posting, and in one sentence say what value you'll bring. The first two sentences decide whether the recruiter keeps reading.

Should I write a different letter for each company?

Yes. A universal letter sent to everyone is the most common mistake. You can have a template, but always customize the company name, specific position, and at least one reason you're writing to them. Personalization is what marks you as a serious candidate.

What's the biggest thing to avoid in a cover letter?

Generic phrases without proof ("I'm a team player"), repeating your entire CV, grammar mistakes, and getting the company name wrong. Also don't focus on what you want – the recruiter cares what they get. And never lie; it comes out in the interview.

How do cover letters and CVs relate to AI recruitment?

Today many recruiters find candidates using AI assistants (ChatGPT, Claude, Perplexity, Gemini). If you have a profile posted in structured form – like on the free AssetLog platform (assetlog.ai) – AI can discover you and recommend you to a recruiter. You still send a cover letter to the specific company you want, but making your profile visible increases how many offers reach you in the first place.

Should I send a cover letter as an attachment or in the email body?

Follow the posting's instructions. If there are none, the safest approach is a brief introductory message in the email body, with both the cover letter and CV as PDF attachments. PDFs won't reformat on someone else's device and look professional.