Set up the header
For an uploaded document, include your name, contact details and the date. Add the recipient’s name, title, company and location when you know them. For an email, put contact details in your signature and name the role in the subject line.
Choose a professional greeting
Use the hiring manager’s name when you can confirm it. “Dear Hiring Team” or “Dear [Department] Hiring Team” is a sound alternative. Avoid guessing titles or using a name you cannot verify.
Keep the body easy to scan
- Opening: role, interest, and a clear point of fit
- Middle: one or two examples matched to the employer’s needs
- Close: interest, appreciation, and a simple next step
Formatting target
Use one page, comfortable margins, a readable 10.5 to 12 point font, and three to five short paragraphs.
Format for the delivery method
When uploading, use the requested file type and inspect the export. When the email itself is the letter, skip the postal header, keep the message concise, attach the requested resume, and test every link before sending.
Final checklist
- Contact details are current
- Greeting does not rely on a guess
- Paragraphs are brief and purpose driven
- Typography aligns with the resume
- File or email subject is clearly named
Frequently asked questions
- Should I include my full address?
- Usually your city and region are enough unless the employer requests a full mailing address.
- How many paragraphs should a cover letter have?
- Three to five short paragraphs usually provide enough room for a focused opening, relevant evidence, and a clear close.
- Should the cover letter match the resume?
- Use consistent typography and contact details so the documents feel like one application, but do not repeat the resume word for word.