How to Write a Cover Letter Step by Step

Before you write: 10 minutes of prep

Don't jump straight to the blank page. Reread the job ad and mark the requirements that come up repeatedly or appear in bold: usually there are 3-4 of them. Those are the heart of your letter. Then track down the hiring manager's name (the company website, LinkedIn, the signature on the ad) and one concrete thing about the company: a recent project, a stated value, a product. You'll need it for the hook.

Keep your CV within reach: the letter interprets it, it doesn't copy it out. For the full picture on structure and examples, see the complete guide to the perfect cover letter.

Header and opening line

At the top, put your details: name, email, phone, city. Below that, the location and date. Then the recipient: the hiring manager's name if you know it, otherwise "To the attention of the HR team" and the company name. Avoid "Dear Sir or Madam" or "To whom it may concern": they signal a letter blasted out to everyone.

The ideal opening line is short: "Dear [Name]," or "Dear Hiring Manager,". No "Dear Sirs".

Paragraph 1: the hook

The first sentence decides whether they keep reading. Don't write "I am writing in response to your job posting." Connect yourself to the company right away:

• "I've followed your work on [project/product] for a while, and the [position] role is exactly where I want to take my skills in [area]."

In two lines you say who you are, what you're after and why them specifically.

Paragraph 2: why you're a fit

This is where you use the 3 requirements you pulled out. For each one, give concrete, measurable proof from your own track record. The rule: never make a claim without an example sitting right next to it.

Compare:

• Weak: "I have excellent organisational skills."
• Strong: "I coordinated a team of 4 across 3 parallel projects, hitting every deadline for two years straight."

Two or three sentences like that are enough. Echo the exact wording from the ad, naturally: it also helps the ATS filters that do the first round of screening.

Paragraph 3: why them specifically

A short paragraph that proves you've done your homework. Mention that concrete detail you found during your prep and tie it back to yourself:

• "I'm impressed by your approach to [topic]: it's exactly the way of working where I do my best."

Avoid generic flattery like "industry-leading company": it could apply to anyone.

Closing and final check

Close with a clear call to action: your availability for an interview, a thank-you, your contact details. Example: "I'd be glad to discuss in person how I can contribute, and I'm available for an interview at your convenience. Best regards, [Full Name]".

Before you send it, check three things: the company name and hiring manager are correct (the most common copy-paste slip), zero typos, and the length stays within one page. Read it out loud: if it bores you, cut it down.

If you'd rather start from a solid base, with EuroCV Pro the letter is generated from your CV and the specific job ad: consistent tone, the right keywords, a ready-made structure. You just polish the details and send it in minutes.