Many applicants send the same letter to every employer. But a hiring manager is asking one question: does this person fit my advert? In this B2 guide you will learn to write a cover letter in four paragraphs that follows the language of the advert and gives real evidence.
What a cover letter does
A cover letter is a short letter that goes with your CV. Your CV lists everything you have done. Your letter chooses only the parts that matter for this job. If the advert asks for customer service experience, the reader should find that idea in your letter, with an example to prove it.
Step one: read the advert and mark key words
Read the advert twice and underline:
- Responsibilities, such as manage client accounts.
- Requirements, such as strong communication skills.
- Preferred qualities, such as work well in a team.
Choose only the three most important requirements. A short, focused letter is stronger than a long one that tries to cover everything.
The template: four paragraphs
- Paragraph 1: Opening. Name the job and say why you are interested.
- Paragraph 2: Your strongest evidence. Connect your experience to the main requirement.
- Paragraph 3: Second piece of evidence. Show another skill with an example or result.
- Paragraph 4: Closing. Thank the reader and ask for an interview.
Paragraph one: the opening
Give the exact job title, say where you saw the advert, and add one sentence about why you fit.
- I am writing to apply for the Sales Coordinator position advertised on your website.
- I was pleased to see your advert for a Project Assistant, because my experience in planning events matches your needs.
Begin with Dear Ms Taylor, if you know the name. If not, use Dear Hiring Manager,. Note: British English usually writes Ms without a full stop, and American English writes Ms. with one.
Paragraphs two and three: link experience to requirements
A useful formula is: requirement + what you did + result. If the advert says Strong communication skills are essential, you can write:
- In my current role, I answer about forty customer emails a day, and I have learned to explain problems clearly and politely.
- I led a small team of three people, which improved how we shared information.
Use the past simple for finished achievements: I reduced, I organised, I trained. Use the present perfect for experience that continues: I have worked in retail for five years.
Strong verbs to use: manage, coordinate, improve, develop, support, deliver.
Paragraph four: the closing
- Thank you for considering my application.
- I would welcome the opportunity to discuss how my skills could support your team.
- I look forward to hearing from you.
End with Yours sincerely, if you know the reader’s name, or Yours faithfully, if you wrote Dear Sir or Madam. This difference is British. American English often uses Sincerely,.
A short full example
Dear Ms Taylor,
I am writing to apply for the Customer Support Officer position advertised on your website. My three years in customer service make me a strong match for the role.
Your advert asks for clear communication. In my current job, I respond to customers by phone and email, and my manager has praised me for explaining difficult issues simply.
You also need someone who works well in a team. I helped train four new colleagues last year, and we shared a system that reduced repeated questions.
Thank you for considering my application. I would welcome an interview to discuss the role.
Yours sincerely,
Omar Hassan
Common mistakes Arabic speakers make
| Common mistake | Correct form | Reason |
|---|---|---|
| I want to apply to this job. | I am writing to apply for this job. | We apply for a job; we apply to a company. |
| I have experience since five years. | I have five years of experience. | Since needs a starting point; for a length of time, use for or a number plus years. |
| I am very hard worker. | I am a very hard-working person. | We need an article or a noun after the adjective. |
| I hope you accept me. | I would welcome the opportunity to interview. | The formal style sounds less pushy. |
| Please I need this job. | I am very interested in this role. | Show value instead of begging. |
Checklist before you send
Read the letter aloud. Did you give the exact job title? Did you use two or three words from the advert? Does each paragraph contain evidence, not only claims? Keep the letter to one page. Do not copy ready-made sentences exactly; change them to fit your real experience, and never write anything untrue about yourself.
Claim versus evidence
Compare: I am a good leader. (a claim) and I led a team of five during a busy season and we finished early. (evidence). The reader believes the second more. Try turning every adjective you write into a sentence with a verb and a result. This makes your letter both matched to the advert and convincing.