The four-paragraph structure
- Opening (2–3 sentences): the role, and the specific reason you are applying to this company rather than any company.
- Proof (4–6 sentences): one or two concrete results of yours that map onto what the posting says it needs. Numbers, not adjectives.
- Fit (3–4 sentences): the thing your resume does not explain — the career change, the gap, the relocation, the unusual path.
- Close (2 sentences): what you would like to happen next. Direct, not pleading.
If a paragraph is not doing one of those four jobs, it is padding.
Formatting that survives contact
- One page, always. There is no situation where two pages helps.
- Same font and header as your resume — they should look like one application.
- Left-aligned, no indents, generous line spacing. Reviewers skim on phones.
- PDF unless the posting explicitly asks for something else.
- Name the file properly: firstname-lastname-cover-letter.pdf.
Cut these on sight
- "I am writing to apply for…" — the reader knows. Start with something they don't.
- "I believe I would be a great fit" — an assertion with no evidence behind it.
- Any sentence restating a bullet from your resume verbatim.
- "Hard-working team player with excellent communication skills."
- "Thank you for your time and consideration" as a whole paragraph.
Who to address it to
Find a name if you can — the hiring manager, the team lead, the department head. LinkedIn and the company's own team page usually get you there in two minutes.
If you cannot find one, "Dear Hiring Team" is fine and unremarkable. "To Whom It May Concern" reads as dated, and "Dear Sir or Madam" more so. Neither will cost you the job, but both are free to avoid.