How to Write a Cover Letter

What a cover letter needs to do

A cover letter is your chance to speak directly to whoever is reading your application, in your own words. Where your CV lists facts about your work and education, your cover letter explains why those facts matter for this particular job.

It does not need to be clever or written in complicated language. It needs to be clear, specific to the job, and easy to read in under a minute.

Think of it as a short, friendly introduction rather than a formal essay. Three or four paragraphs, covering why you are applying, what you offer, and a brief close, are usually enough.

Before you start writing

Read the job advert carefully and note two or three things it keeps coming back to, such as reliability, customer service, or being comfortable on your feet for a shift. These are the points your letter should speak to directly.

Keep your CV next to you as you write. You are not inventing new material, just picking out the examples from it that best match what the advert is asking for.

Find the name of the business, and where you can, the name of the person hiring, so you can address the letter properly. If a name is not given anywhere, that is fine too; there is a standard way to open the letter either way, which the next guide in this series covers.

The opening paragraph

Start by saying which job you are applying for and where you saw it, for example: 'I am writing to apply for the Sales Assistant position advertised on your website.' This gives the reader immediate context before anything else.

Follow with one sentence on why you are interested in the role or the business. Keep it genuine and specific, such as mentioning that you enjoy working with customers, rather than a vague line about being a 'team player'.

Avoid opening with your life story or an apology for a short CV. The opening paragraph is short and functional; save your strongest points for the middle.

The middle paragraph

This is where you connect what you have done to what the job needs. Pick one or two examples from your CV and explain briefly what you did and what came of it.

If the advert asks for someone reliable and good with customers, for example, you might mention a job where you dealt with customers daily and rarely missed a shift. Be concrete rather than listing adjectives about yourself.

If you have little or no paid work experience, use school, volunteering or other responsibilities the same way, describing what you actually did rather than apologising for a short CV.

• Reliability and good timekeeping
• Experience dealing with customers or the public
• Working well as part of a team
• Availability for shifts, weekends or evenings

The closing paragraph

Finish with a short paragraph confirming your interest in the role and thanking the reader for their time. One or two sentences is enough.

Mention that you are available for an interview, and note your availability if it is relevant, for example if there are days you cannot work.

End on a confident note rather than trailing off. A simple closing line, followed by the sign-off, is all you need; the next guide in this series covers sign-offs in more detail.

A short example cover letter

Here is a short example for a retail role, using fictional details.

Sam Taylor 07700 900123 sam@example.com 3 September 2026 Green Street Cafe Dear Ms Owen, I am writing to apply for the Front of House Assistant position advertised in your window. I have been looking for a role where I can work directly with customers, and Green Street Cafe's reputation for friendly service is exactly the kind of place I would like to work. In my current role at a busy sandwich shop, I serve customers, handle cash and card payments, and keep the front counter clean and well stocked during peak times. I am used to staying calm and polite even when the shop is busy, and I have not missed a shift in the eighteen months I have worked there. I would welcome the chance to bring the same reliability and friendly manner to your team, and I am available for an interview at any time that suits you. Thank you for considering my application. Yours sincerely, Sam Taylor

Notice how short each paragraph is, and how the middle paragraph gives one clear, specific example rather than a list of general claims.

Formatting and length

Keep a cover letter to one page. Use a plain font, clear paragraph breaks, and leave a blank line between paragraphs so it is easy to read on a screen or on paper.

If you are attaching the letter as a separate file, save it as a PDF with a clear file name that includes your own name, in the same way you would save your CV.

If you use Ceev, paid packages can write a first draft of a cover letter for you from your CV and the job advert, which you can then read through and adjust in your own words before sending.

Common mistakes to avoid

A common mistake is repeating the CV word for word instead of adding context. Use the letter to explain why the facts on your CV matter for this job, not to restate them.

Another is sending the same letter to every employer without changing any detail. Even small changes, such as naming the business and the role correctly, make a real difference to how the letter reads.

Finally, always proofread before sending. A cover letter with the wrong company name or a spelling mistake can undo a lot of the good work in the rest of the letter.