Do you need one?
Send one when the application asks for it, when there's something the resume can't explain (a career change, a move, a gap, a referral), or when you really want the role. When it's marked optional, a short, specific letter still helps more often than it hurts. A generic one doesn't.
Structure
- Greeting
- The hiring manager's name if you can find it; otherwise “Dear hiring team”. Avoid “To whom it may concern”.
- Opening (2–3 sentences)
- The role you're applying for and the most compelling reason you fit, stated plainly. Mention a referral here if you have one.
- Evidence (1–2 paragraphs)
- Two or three examples that match the posting's main requirements, with results. Pick different examples from the top of your resume, or tell the story behind one.
- Why them (1 paragraph)
- Something specific about the company, product, team or mission that connects to your experience. This is the part generated or copied letters get wrong.
- Close (1–2 sentences)
- Say you'd welcome a conversation and thank them. Sign off with your name.
A full example
Dear Ms Rao,
I'm applying for the Operations Analyst role at Harbourline Logistics. For the past three years I've built the reporting that a 120-person warehouse team uses to plan shifts, and I'd like to bring that work to a company running routing at Harbourline's scale.
At Eastgate Supplies, I replaced a set of spreadsheets with a SQL and Power BI dashboard that showed pick rates by hour. Supervisors used it to move staff between zones during peaks, and late dispatches fell from 9% to 4% over two quarters. I also led the rollout of barcode scanning in returns, which cut average processing time from two days to under one.
Your posting mentions the move to same-day delivery in three new cities. Forecasting demand for a service before there's history to rely on is exactly the problem I've enjoyed most, and I've done a smaller version of it when we opened our second site.
I'd welcome the chance to talk about how I could help. Thank you for your time.
Kind regards,
Arjun Mehta
Fictional names and companies. About 200 words.
Tone and length
Under one page: 250–400 words, three or four paragraphs. Write the way you'd speak in a good interview: clear, direct, specific. Match the company's register (a startup and a law firm read differently), but always stay professional. Use “I” naturally here; it's a letter.
Mistakes that get letters skipped
- Opening with “My name is…” or “I am writing to apply for…” and nothing else.
- Repeating the resume bullet by bullet.
- Focusing on what the job would do for you rather than what you'd bring.
- A “why this company” paragraph that could name any company.
- The wrong company name, left over from another application.
- Claims that aren't on the resume and can't be backed up.
Using a generator
Checklist
- Addressed to a person or the hiring team, with the right company name.
- The first two sentences say which role and why you fit.
- Two or three examples with results, matched to the posting.
- One paragraph specific to this employer.
- Under one page, read aloud once for tone.
- Every claim matches your resume.
Check whether each paragraph earns its place
Label a draft's paragraphs by purpose: why this role, evidence of fit and a clear close. If two paragraphs both repeat the same resume summary, combine them. For a fictional graduate, a project can demonstrate preparation, while a separate sentence explains interest in the employer's actual work. Generic praise about an “innovative company” does not identify that interest.
- Connect the letter to the exact posting.
- Choose one or two examples rather than retell the entire resume.
- Verify company facts and the recipient's name.
- Read aloud, check the requested length and keep a copy of the final letter.
Common questions about this guide
Should I include a cover letter if it is optional?
Use it when it adds relevant context, such as a career change or a particular connection to the role. Follow the application instructions and avoid sending a generic letter that contributes nothing beyond the resume.
Can AI write the reason I want this company?
AI can phrase information you provide, but it cannot know your real motivation. Add a specific reason based on the employer's own information and your interests. Review a generated draft before submitting it.
How this guide was written. QuickHunt uses AI-assisted drafting to explain resume writing and interview practice. Examples are original illustrations with fictional people, companies and results; they are not customer testimonials. Adapt the advice to your own experience and follow each employer's instructions. If something here is wrong or out of date, see Contact.