How to Write a Cover Letter | 2026 Guide + Templates

A well-crafted cover letter can be the difference between getting an interview and being overlooked. Despite rumors of the cover letter's demise, 83% of hiring managers still read them when evaluating candidates. The key is personalization - generic cover letters are immediately obvious and often counterproductive.

94% of hiring managers say cover letters influence their interview decisions, with 1 in 4 calling them 'very important.' 77% of employers specifically want personalized cover letters.

Source: Resume Genius 2026 Hiring Manager Survey

Why Cover Letters Still Matter

Your resume shows what you've done. Your cover letter explains why it matters for this specific role. It's your chance to demonstrate genuine interest in the company, explain career transitions, and showcase your personality in a way a resume can't.

Hiring managers at smaller companies use cover letters to determine cultural fit, while mid-sized companies want to see personality. Large companies often use them to get additional context about why you're applying.

The Ideal Cover Letter Structure

A winning cover letter has four parts:

*Opening paragraph: Hook the reader with why you're excited about THIS role at THIS company
*Body paragraph 1: Your most relevant qualification with a specific example and results
*Body paragraph 2: Another key strength or why you're drawn to the company
*Closing paragraph: Call to action and expression of enthusiasm

The ideal cover letter length is 250-400 words (half a page or less). Hiring managers spend only 30-60 seconds on initial review.

Source: Harvard Business Review Career Studies

Step 1: Write a Compelling Opening

Your opening line should immediately signal that this isn't a generic letter. Reference something specific about the company, the role, or a connection you have. Avoid starting with 'I am writing to apply for...' - it's boring and expected.

Weak: 'I am writing to apply for the Marketing Manager position.' Strong: 'Your recent campaign for sustainable packaging caught my attention - I've spent the last five years driving similar initiatives that increased brand loyalty by 40%.'

Step 2: Show, Don't Tell

Anyone can claim to be a 'hard worker' or 'team player.' Prove it with specific examples and quantifiable results. Use the same achievement-focused approach as your resume, but with more context and storytelling.

Include concrete metrics:

*Revenue or cost savings: 'Reduced operational costs by $200K annually'
*Percentage improvements: 'Increased customer retention by 35%'
*Team or project scale: 'Led a cross-functional team of 12'
*Time-based results: 'Delivered the project 3 weeks ahead of schedule'

Step 3: Demonstrate Company Knowledge

Use LinkedIn, the company website, news articles, and employee reviews to learn about the organization. Reference specific products, initiatives, values, or challenges they're facing. This shows you're genuinely interested, not just mass-applying.

Pro Tip

Find the hiring manager's name on LinkedIn and address your letter directly to them. 'Dear Sarah Johnson' is far more engaging than 'To Whom It May Concern.'

Step 4: Close with a Call to Action

End by expressing enthusiasm and suggesting next steps. Don't be passive - indicate that you'd welcome the opportunity to discuss how you can contribute.

'I'm excited about the possibility of bringing my customer success expertise to your growing team. I'd welcome the opportunity to discuss how my experience scaling support operations could help [Company] achieve its 2026 retention goals.'

Cover Letter Formats That Work in 2026

Three effective approaches:

*Classic Format: Traditional structure for conservative industries (finance, law, government)
*Problem-Solution Format: Lead with a company challenge, position yourself as the solution (startups, tech)
*Story-Impact Format: Open with a compelling narrative about why you're passionate about this work (creative, nonprofits)

What NOT to Do

Common cover letter mistakes:

*Using 'To Whom It May Concern' - always try to find a name
*Simply restating your resume - add new information and context
*Making it about you instead of them - focus on what you can contribute
*Using generic templates without customization - hiring managers can tell
*Writing more than one page - keep it concise
*Including salary requirements unless specifically requested

Should I always include a cover letter?

Yes, unless the posting explicitly says not to. Even when optional, including a thoughtful cover letter demonstrates effort and genuine interest. It's an opportunity to stand out that most candidates waste.

Can I use AI to write my cover letter?

AI can help you get started, but heavily AI-generated content is often detectable and feels impersonal. Use AI for brainstorming or structure, but personalize the content with your voice, specific examples, and genuine enthusiasm.