put cover letter in body of email

How to Send an Email Cover Letter (Examples)

By Status.net Editorial Team on November 15, 2023 — 13 minutes to read

An email cover letter is an opportunity for you to introduce yourself, highlight your qualifications, and explain why you’re the perfect fit for the job. Here are a few pointers to help you craft an effective email cover letter:

• Subject Line: Your subject line should clearly indicate the purpose of your email. Mention the job title you’re applying for and your full name, e.g., “Marketing Manager Application – Jane Doe.”
• Salutation: Address the hiring manager by their name, if possible. If you don’t know their name, a simple “Dear Hiring Manager” will suffice.
• Introduction: In the opening paragraph, you should mention the job title you’re applying for, where you found the job posting, and a brief introduction of yourself.
• Body: The body of your email cover letter should elaborate on your qualifications and experiences that are relevant to the job. Focus on showcasing your skills, achievements, and how you can contribute to the company’s success. Be sure to tailor your content to the specific job and company, demonstrating that you’ve done your research.
• Closing: Wrap up your email cover letter by thanking the hiring manager for considering your application. Express your enthusiasm for the opportunity and reiterate your interest in the position.
• Signature: Sign off with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name, email address, and phone number.

One more tip: as email systems can sometimes strip out formatting or not display it consistently, it’s best to stick to simple formatting options, such as bold text, bullet points, and clear paragraph breaks. If you want to include additional information, such as your resume, consider attaching it as a PDF file to ensure consistent formatting across different devices and email platforms.

Key Elements of a Cover Letter

Subject line essentials.

Your email cover letter should start with a compelling subject line that quickly grabs the recipient’s attention, especially since it’s competing with other emails in their inbox. Keep your subject line concise, clear, and informative. For example, you could use a format like: “Marketing Coordinator Application – Jane Smith” or “Re: Job Application for Graphic Designer (Job ID: 12345)”. Tailor your subject line to the company and position, so the recipient can easily identify your message’s purpose.

Email Signature and Contact Information

An email signature is an essential part of creating a professional presence in your email cover letter. Your email signature should include your full name, phone number, and any relevant links, such as your LinkedIn profile or online portfolio. This makes it easy for the recipient to contact you regarding your application. For example: Jane Smith Phone: 123-456-7890 LinkedIn: linkedin.com/in/janesmithexample Portfolio: janesmithportfolioexample.com

The Importance of Professional Email Address

A professional email address sets a good first impression and shows that you’re serious about your job search. Avoid using email addresses that are unprofessional or include personal information. Stick to a simple format like [email protected] or variations that include your first initial and last name.

Selecting the Right File Name

When attaching your resume or other documents, choose a file name that clearly identifies the content and includes your name. This makes it easy for hiring managers to locate your documents among numerous other files. For example, “JaneSmith_Resume.pdf” or “CoverLetter_JohnDoe.docx” are appropriate file names.

Understanding File Types

Submitting your documents in the appropriate file format ensures that they’re easily accessible and readable by the recipient. The most commonly accepted file formats are .doc, .docx, and .pdf. It’s a good idea to stick to these formats unless the job posting specifies otherwise. In most cases, PDF files are preferred as they maintain consistent formatting across different devices and platforms.

How To Create an Effective Cover Letter

Creating the greeting.

Begin your cover letter with a formal yet friendly greeting. Address the hiring manager by name if possible; you can find this information from the job posting, company website, or LinkedIn. If the manager’s name is unattainable, go for general but professional salutations such as “Dear Hiring Manager” or “To Whom It May Concern.”

Describing Your Experience and Skills

Showcase your relevant experience in the opening paragraph of your cover letter. Briefly pinpoint the role you’re applying for and how your background aligns with the position. Avoid regurgitating your resume; instead, focus on what unique skills make you the perfect candidate for the job.

As you describe your skills, use clear and concise language. Structure this section with bullet points to make it easy for the employer to read and digest:

• Skill 1: Why it’s relevant
• Skill 2: How it’ll benefit the company
• Skill 3: Examples of how you’ve used it before

Detailing Your Achievements

Next, outline your most significant and relevant achievements. These can include promotions, academic success, or other awards. Focus on accomplishments that display your skills, strategic thinking, and leadership capabilities. Use data to back up your claims – incorporate specific numbers and percentages indicating how you made a difference in your previous positions.

Following the Employer’s Instructions

Carefully read the job posting and any instructions provided by the employer when crafting your cover letter. If they ask for specific formatting or mention certain keywords, comply with their requests. You demonstrate your attention to detail and ability to assimilate by following their instructions.

Optimizing the Closing Examples

A strong closing further supports your candidacy and invites the employer to take further action. Reiterate your enthusiasm for the role and express your desire to contribute to the company’s success:

Example 1 : “I am excited about the opportunities posed by this role and am confident that my skills will allow me to excel at [Company Name]. I look forward to the opportunity to discuss my application further.”

Example 2 : “Thank you for considering my application. I believe my expertise in [Skill/Area] will greatly benefit [Company Name]. I look forward to discussing how I can contribute to your team.”

Remember to include your contact information and sign off professionally using “Sincerely,” “Best regards,” or a similar phrase.

Formatting Your Email Cover Letter

Choosing the right font and spacing.

When writing your email cover letter, start with a clean and easy-to-read font such as Arial, Calibri, or Times New Roman. Select a font size between 11 and 12, which is generally considered standard for professional correspondence. Use single-spacing throughout the body of your email cover letter and consider adding a space between each paragraph for better readability.

Ensuring Correct Spelling and Grammar

Before sending your email cover letter, thoroughly proofread it for any spelling or grammar errors. To catch mistakes, use the built-in spell checker in your email client, or consider using third-party tools. Additionally, reading your email cover letter out loud can help spot any awkward phrases or inconsistencies.

Formatting and Structure Tips

Here are some tips to format your email cover letter effectively:

• Subject line : Make sure to include a clear and concise subject line, such as “Job Application – Your Name – Job Title.” This will make it easy for the recipient to identify the purpose of your email.
• Salutation : Address the hiring manager by their first and last name, if you can find it, or use a general greeting like “Dear Hiring Manager.”
• Introduction : Introduce yourself and mention the position you’re applying for. Briefly explain why you’re a strong fit for the role.
• Body : Highlight your relevant experience and skills in 2-3 short paragraphs. Use specific examples to support your claims.
• Call-to-action : End your email cover letter by thanking the hiring manager for their time and mentioning that you’re looking forward to their response.
• Sign off : Use a professional closing, such as “Best regards” or “Sincerely,” followed by your full name. Don’t forget to include your contact information such as your email address and phone number below your name.

Key Tips for a Successful Email Cover Letter

Tuning your email message.

When writing an email cover letter, your message should be clear and concise. Use a professional yet friendly tone to demonstrate your enthusiasm for the role. Start with a clear subject line that includes the job title and your full name. In the body of the email, briefly introduce yourself and mention the position you’re targeting. You can also add a line that highlights your skills or experience relevant to the job. Make sure to proofread your email content to avoid grammatical errors and maintain a polished appearance.

Using Cover Letter Templates

Using a cover letter template can be a helpful starting point. It provides a layout that ensures a consistent, professional presentation. Look for a template that matches the industry and job you’re applying for, while still allowing you to showcase your personality. Try to find a balance between a visually appealing design and an easy-to-read format. Always tailor the content to the specific job you’re applying for, as hiring managers can easily spot a generic, one-size-fits-all cover letter.

Sending a Test Email

Before hitting send on your cover letter and resume, send yourself a test email. This practice will ensure that the email arrives in your inbox correctly and that the formatting is intact. It will also give you a chance to review the email from the recipient’s perspective, so you can make any necessary adjustments. Check for broken links, and make sure your attachments (like your resume) are in a commonly used format, such as PDF. This step is important for ensuring your application’s success, as a poorly formatted email could impact your chances of moving forward in the hiring process.

How To Manage the Application Process

Understanding the job description.

When applying for a job, it’s important to carefully read and understand the job description. This will help you tailor your cover letter and resume to the specific requirements and needs of the position. Look for keywords and phrases that describe the responsibilities and qualifications, and be sure to highlight your relevant experience in your application materials.

Researching the Company

Before sending your email cover letter, research the company to gather useful information. This will help you demonstrate your interest and knowledge of the organization in your cover letter. Look for the company’s mission, values, and recent news. Try to find ways to relate your experience and skills to the company’s goals and culture.

Using LinkedIn in Job Search

In your job search, don’t forget to leverage LinkedIn. Connect with people in your industry, and follow companies and influencers relevant to your career objectives. You can also find job postings on LinkedIn, and even apply directly using your profile. Customize your LinkedIn URL and use it as part of your email signature to make it easy for potential employers to learn more about you.

Part-Time and Summer Jobs

If you’re looking for part-time or summer jobs, your email cover letter should reflect the specific nature of these positions. Focus on your flexibility, availability, and willingness to work irregular hours. Highlight relevant skills and experiences, even if they’re not directly related to the position. This will show your adaptability and eagerness to learn.

Managing the Follow-Up

After sending your email cover letter and resume, consider following up with the company if you haven’t heard back within a week or two. A polite email or phone call can help keep your application front of mind and demonstrate your continued interest in the position. However, be respectful and avoid being pushy or overly persistent. Remember that hiring managers are often very busy and may take some time to respond.

Advanced Cover Letter Strategies

Using a cover letter builder.

A cover letter builder can be a valuable tool in crafting an impressive cover letter. These online tools often provide customizable templates and step-by-step guidance to help you structure your content. Plus, they can save you time by automating the formatting process.

To get started, you can search for a reputable cover letter builder and follow the prompts. Make sure to choose a template that matches the tone and style of the job you’re applying for. Then, input your information and adjust the prewritten text to reflect your experiences and skills.

Emphasizing Your Qualifications

To stand out, you should highlight your relevant qualifications. To do this, carefully review the job posting and note the key requirements. Then, match your skills and experiences to those points, using specific examples to demonstrate your capabilities.

For example, if the job requires strong time-management skills, mention how you successfully managed multiple projects simultaneously in a previous role. Use numbers and metrics, where possible, to emphasize your achievements. This targeted approach can help you catch the attention of a potential employer.

Highlighting Professional Achievements

Your cover letter should showcase your professional achievements, demonstrating how your accomplishments make you the ideal candidate. To do this effectively, include specific examples that illustrate your strengths.

For example, if you’re applying for a sales position, you could mention specific sales targets you’ve met or exceeded in the past, or discuss how you broke new ground by securing a big client.

Frequently Asked Questions

What are the key steps in writing an email cover letter.

To write an effective email cover letter, follow these steps:

• Start with a concise and professional subject line.
• Address the recipient professionally and use an appropriate greeting.
• Engage the reader with a strong opening sentence or paragraph.
• Highlight your relevant skills, experience, and achievements.
• Show enthusiasm for the company and position.
• Include a call-to-action, encouraging the employer to review your attached resume.
• Close your cover letter with a professional sign-off.

How should I customize my cover letter for different job applications?

Customizing your cover letter for each job application can boost your chances of success. Focus on these areas:

• Research the company and use your insights to show genuine interest and knowledge about their business.
• Study the job requirements and emphasize your skills and experiences that match well with the position.
• Address the hiring manager by their name if you can find it, or use a generic salutation.
• Mention any connections or referrals that might be relevant to the position or company.

What are some effective tips to make my email cover letter stand out?

To make your email cover letter stand out, consider these tips:

• Keep it concise and to the point, ideally no longer than one page.
• Use a professional, easy-to-read font.
• Break up your text with bullet points, bold text, or subheadings to emphasize key messages.
• Avoid cliches and overused phrases; be genuine and use your own voice.
• Proofread your cover letter multiple times and ask someone else to review it for errors or suggestions.
• Follow any specific instructions provided by the employer in the job posting.

What examples should I include in my email cover letter?

Including real-life examples in your cover letter can help demonstrate your expertise and suitability for the position. Follow these guidelines:

• Choose examples that are relevant to the job requirements and company values.
• Describe your achievements and successes in a specific, quantifiable manner.
• Focus on instances where your actions led to positive outcomes or improvements.
• Structure your examples using the STAR method (Situation, Task, Action, Result) for clarity.

Do I attach the cover letter to the email or include it in the body?

Including your cover letter in both the email body and as an attachment is a good approach. By doing this, you ensure that the hiring manager sees your cover letter, regardless of their email settings or preferences. Save your cover letter as a PDF to preserve formatting.

What should I put in the subject line when sending my cover letter and resume via email?

A compelling and professional subject line is important for capturing the attention of the hiring manager. Consider these guidelines:

• Include your name and the job title or position you are applying for.
• Use clear, concise language.
• Make sure the subject line matches any instructions provided by the employer in the job posting.
• An example could be: “Jane Doe – Marketing Specialist Application”
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• Career Blog

Email Cover Letter: 10 Examples & Writing Tips for 2024

Email has become a ubiquitous form of communication that is widely used in most industries. While email is mostly used to communicate with colleagues and clients, it has become an essential tool for job seekers looking to send their resumes to potential employers.

Since the introduction of email, the traditional cover letter has undergone significant changes. Today, job seekers are expected to attach an email cover letter to their resume. Unlike the traditional cover letter that is printed on paper and sent in an envelope, an email cover letter is sent as an email attachment along with the resume.

Employers receive hundreds of resumes for every job posting they advertise. To stand out from the rest of the applicants, job seekers need to create a compelling email cover letter that highlights their skills and experience.

Importance of Email Cover Letter

An email cover letter is a powerful tool that can help job seekers stand out from the competition. The email cover letter provides job seekers with an opportunity to introduce themselves to potential employers, showcase their skills, and explain why they are the best candidates for the job.

When submitting a resume, attaching an email cover letter demonstrates professionalism and attention to detail. Employers appreciate job seekers who take the time to craft a customized email cover letter for each job application. It shows that the job seeker is serious about the job and has put in the effort to present themselves in the best possible light.

Advantages of Email Cover Letter

There are several advantages to using an email cover letter when applying for a job. Here are some of the most important:

Convenience:  Email cover letters are easy to create and send. They are also easy to customize for each job application.

Faster response:  Email cover letters can help job seekers get a faster response from potential employers. Employers can quickly review the email cover letter and resume and respond to the job seeker.

Cost-effective:  Email cover letters are cost-effective. They eliminate the need to print and mail traditional cover letters, saving job seekers time and money.

Customizable:  Email cover letters are customizable. Job seekers can tailor the email cover letter to the specific job posting and showcase their skills and experience.

An email cover letter is an effective way for job seekers to stand out from the competition and increase their chances of getting hired. In the following sections, we will share 10 examples and writing tips for creating an effective email cover letter that will impress potential employers.

Elements of an Effective Email Cover Letter

When it comes to crafting an effective email cover letter, there are a few key elements that can make all the difference.

Personalization

First and foremost, personalization is key. This means tailoring your email cover letter to the specific company and job you’re applying for, rather than using a generic template. Start by addressing the recipient by name, and mention any specific details about the company or position that caught your attention. This shows that you’ve done your research and have a genuine interest in the job.

Clear and Concise Language

In addition to personalization, it’s important to use clear and concise language in your email cover letter. Avoid using overly complicated words or industry jargon that the recipient may not understand. Instead, focus on expressing your qualifications and experience in a straightforward manner. Be sure to proofread carefully for any typos or grammatical errors, as these can detract from the overall professionalism of your email.

Professional Tone

Maintaining a professional tone throughout your email cover letter is also crucial. Avoid using overly casual language or emoticons, and instead aim for a tone that is friendly yet formal. Make sure to demonstrate your enthusiasm for the job, while still maintaining a sense of decorum.

Proper Formatting

Finally, proper formatting is key when it comes to crafting an effective email cover letter. Be sure to keep the body of your email organized and easy to read, with plenty of white space and clear headings to separate different sections. Use a professional-looking font, and keep your email signature simple and straightforward.

By following these key elements of an effective email cover letter, you’ll be well on your way to crafting a compelling message that can help you land your dream job.

Writing Tips for Email Cover Letter

When it comes to writing an email cover letter, there are certain elements that need to be addressed properly in order to make a great impression on the recipient. Here are some writing tips to keep in mind:

Addressing the recipient

It’s important to address the recipient by their name rather than using a generic greeting. If you don’t know their name, do some research on the company website or LinkedIn to find out who the hiring manager is for the position you’re applying for.

Subject line

Your subject line should be clear and concise, highlighting why you’re reaching out. Avoid using vague or generic subject lines that won’t catch the recipient’s attention.

Start your email with a professional salutation, such as “Dear Mr./Ms. [Last Name].” Avoid using informal greetings like “Hey” or “Hi there.”

Opening paragraph

Your opening paragraph should be brief and engaging. Start by introducing yourself and explaining why you’re interested in the position you’re applying for. Highlight any relevant skills or experience that make you a strong candidate for the job.

Body of the email

The body of your email should expand on the information included in your resume and cover letter. Keep it concise and focused on the most important aspects of your experience and qualifications. Use bullet points to break up the text and make it easy to skim.

Closing paragraph

End your email with a strong closing paragraph that summarizes your interest in the job and your qualifications. Provide a call to action, such as requesting an interview or follow-up conversation.

Finish your email with a professional signature that includes your name, phone number, and email address. You may also want to include a link to your LinkedIn profile or personal website.

By following these tips, you’ll be able to write an effective email cover letter that will capture the attention of the hiring manager and showcase your qualifications for the job.

Sample Email Cover Letters

Are you struggling to write a perfect email cover letter? Do you want to know the best approach to make your email stand out to potential employers? Look no further than these four sample email cover letters.

Sample 1: Response to Job Posting

Dear Hiring Manager,

I am excited to submit my application for the [Job Title] position at [Company Name]. I came across your job posting on [Job Board] and was immediately drawn to the opportunity to work with such a reputable company.

As a highly skilled [Skill/Experience], I believe my proficiency and expertise can significantly contribute to the success of your team. In my previous roles at [Previous Company], I was responsible for achieving [Achievement], which resulted in [Positive Outcome].

I am a proactive and detail-oriented individual with excellent communication skills. I am confident that I possess the necessary leadership and problem-solving skills required for this position.

Thank you for considering my application. I am looking forward to discussing how I can add value to your organization.

Best regards, [Your Name]

Sample 2: Networking Email

Hello [Contact Name],

I hope this email finds you well. My name is [Your Name], and I have been following your work in [Industry/Field]. I am impressed by your achievements and would love to connect with you.

I am interested in learning more about [Specific Topic/Interest], and I believe your expertise can help me gain some valuable insights. I would appreciate it if you could spare some time to have a quick chat or an email exchange.

Please let me know if this would be possible, and I look forward to hearing from you soon.

Sample 3: Cold Email

My name is [Your Name], and I specialize in [Skill/Service]. I came across your company on [Source], and I am impressed by the work you are doing in [Industry/Field].

I believe my skills and experience can be of great value to your organization. I have worked with [Type of Clients] and have a track record of achieving [Positive Outcome]. I am confident that I can contribute to your team’s success.

Please let me know if you are interested in discussing how I can help your company.

Sample 4: Follow-Up Email

Dear [Contact Name],

I hope this email finds you well. I wanted to follow up regarding my application for [Job Title] position.

I remain highly interested in the opportunity to work with [Company Name] and believe my skills and experience align well with the job requirements. I would be grateful for an update on the status of my application and if there are any further steps I need to take.

Thank you for considering my application. I look forward to hearing back from you soon.

Common Mistakes to Avoid in Email Cover Letter

When crafting your email cover letter, there are several common mistakes to avoid. These mistakes can negatively impact your chances of getting the job you want.

Spelling and grammatical errors

One major mistake to avoid is spelling and grammatical errors. These mistakes can make you appear unprofessional and careless, and can turn off potential employers.

Using informal language

Another mistake to avoid is using informal language. Your email cover letter should maintain a professional tone that reflects your respect for the employer and the company. Avoid using overly colloquial language or slang.

Long emails

Your email cover letter should be concise and to the point. Avoid rambling or including unnecessary details. Long emails can overwhelm potential employers and may cause them to lose interest.

Not attaching the resume or other necessary documents

Don’t forget to attach your resume and any other necessary documents. Failing to do so can make you appear unprepared and may cause the employer to question your attention to detail.

Overusing flattery

While it’s important to show interest and enthusiasm for the position, overusing flattery can come across as insincere or desperate. Keep your language measured and avoid going overboard with compliments.

By avoiding these common mistakes, you can ensure that your email cover letter presents you in the best possible light and increases your chances of landing your dream job.

Email Cover Letter for Different Purposes

In today’s job market, email has become one of the most popular ways of communication for job seekers. While emails are not formal, they still require a professional and well-written cover letter. In this section, we will cover email cover letters for various purposes such as internship application, job application, networking, cold email, and follow-up.

Internship Application:

When it comes to internships, it is important to show your enthusiasm, ambition, and willingness to learn. Begin your email by introducing yourself and explaining why you are interested in the specific internship position. Be enthusiastic and genuine, and explain what knowledge or skills you hope to gain from the opportunity. Close your email by thanking the employer for considering your application and express your willingness to discuss the opportunity further.

Job Application:

When sending an email cover letter for a job application, make sure to address the hiring manager by name and introduce yourself. Mention the position you are applying for and how you found out about the job posting. In the body of your email, highlight why you are the ideal candidate for the job. Make sure to include your relevant experience, skills, and achievements. Finally, close your email cordially, thanking the hiring manager for their time and expressing your enthusiasm to learn more about the position.

Networking:

Networking emails are sent to people in your professional network that you are looking to connect or re-connect with. The tone here is less formal, so begin your email by asking how the recipient has been and sharing any updates relevant to the relationship, such as a job change or a new venture. After re-connecting, explain the purpose of the email, and why you are reaching out. Make sure to indicate the value you might bring to the relationship and how you might be able to help one another in the future. Close by thanking them for their time and consideration.

Cold Email:

Cold emails are unsolicited emails you send to people/companies you don’t have any connection with in order to secure a job or request assistance. Generally, these emails should be concise, to the point, and engaging. Start by explaining who you are and your motivation behind the email. Make sure to introduce your skills and explain why you might be a valuable asset to their team/industry. Be clear and direct with your ask, and close your email by thanking the recipient for their time and considering.

When following up on a job interview or application, keep your message brief and specific. Begin by thanking the interviewer/hiring manager for their time and reiterating your interest and enthusiasm for the job. Follow up with a short and concise question or specific request for further consideration, such as asking for feedback or explaining why you are the best fit for the position. Close your email politely and graciously, thanking them once again for considering your application or taking the time to speak with you.

Email Cover Letter for Different Career Levels

When it comes to applying for a job, the cover letter is just as important as the resume. And with the prevalence of email correspondence in the hiring process, email cover letters have become increasingly common. But what works for one career level may not work for another. Here are some tips for crafting email cover letters at different career levels:

Entry-Level Email Cover Letter

As an entry-level candidate, your focus should be on highlighting relevant coursework, internships, and extracurricular activities that demonstrate your potential as a hire. Since you likely don’t have a lot of professional experience, it’s important to convey your enthusiasm and eagerness to learn. Here are some tips for your email cover letter:

• Address the recipient by name.
• Keep your introduction brief and to-the-point.
• Explain why you’re interested in the company and the role.
• Highlight any relevant experience, coursework, or extracurricular activities.
• Express your enthusiasm for the opportunity and willingness to learn.

Mid-Level Email Cover Letter

As a mid-level candidate, you should focus on your relevant experience and how it has prepared you for the role you’re applying for. You should also showcase your leadership abilities and problem-solving skills. Here are some tips for your email cover letter:

• Start with a strong opening that highlights your relevant experience.
• Highlight your leadership abilities and problem-solving skills.
• Provide specific examples of how you’ve excelled in your previous roles.
• Convey your enthusiasm for the opportunity and how you can add value to the company.

Senior-Level Email Cover Letter

As a senior-level candidate, you should focus on your industry expertise and the value you can add to the organization. Your email cover letter should showcase your leadership experience and strategic thinking skills. Here are some tips for your email cover letter:

• Start with a strong opening that showcases your industry expertise.
• Highlight your leadership experience and strategic thinking skills.
• Provide specific examples of how you’ve delivered results in previous roles.

No matter what career level you’re at, your email cover letter should be well-written and free of errors. Use these tips as a starting point and tailor your email cover letter to the specific role and company you’re applying to. And don’t forget to follow up after sending your email to show your continued interest in the opportunity.

Email Cover Letter for Different Industries

When it comes to email cover letters, different industries may require a different approach. Here are some tips on how to craft an effective email cover letter for the following industries: marketing, sales, creative, and tech.

When applying for a marketing position, it’s important to showcase your creativity and communication skills. Start with a compelling subject line that clearly states your intention. In the opening paragraph, briefly introduce yourself and your relevant experience. Make sure to mention any successful campaigns you have worked on.

In the second paragraph, highlight your creativity by sharing your thought process behind a successful campaign you have worked on. This demonstrates your ability to think outside the box and come up with innovative ideas.

In the third paragraph, emphasize your communication skills by explaining how you collaborated with team members, clients, and stakeholders to ensure the success of a campaign. End the email with a strong call to action, such as requesting an interview.

When applying for a sales position, it’s important to focus on your sales achievements and abilities. Start with a subject line that mentions your sales track record. Begin the email by introducing yourself and your relevant experience, including your sales experience.

In the second paragraph, highlight your sales achievements by mentioning your sales numbers and any awards you have received. Make sure to include specific examples of successful deals you have closed.

In the third paragraph, explain how you have built strong relationships with clients and demonstrate your ability to identify their needs and present solutions. End the email by asking for an interview and explaining why you would be a strong fit for the position.

When applying for a creative position, it’s important to showcase your creativity and artistic abilities. Start with a subject line that showcases your creativity. In the opening paragraph, briefly introduce yourself and your relevant experience.

In the second paragraph, highlight your creative abilities by sharing examples of your work, such as design portfolios or writing samples. Make sure to explain the thought process behind each piece of work and how it showcases your skills and creativity.

In the third paragraph, explain how you collaborate with team members and clients to bring creative projects to life. End the email by requesting an interview and expressing enthusiasm for the opportunity to work with the company.

When applying for a tech position, it’s important to showcase your technical abilities and problem-solving skills. Start with a subject line that showcases your technical skills. In the opening paragraph, briefly introduce yourself and your relevant experience.

In the second paragraph, highlight your technical abilities by sharing examples of successful projects you have worked on. Make sure to explain the technical details and explain how your problem-solving skills were crucial in your success.

In the third paragraph, explain how you work with team members to ensure the success of technical projects. End the email by asking for an interview and expressing enthusiasm for the opportunity to bring your technical skills to the company.

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Email Cover Letter Samples

In today's competitive job market, your email cover letter is often your first and only opportunity to make a strong impression on a potential employer. Crafting a compelling cover letter can be the difference between securing an interview and your application getting lost in the shuffle. To help you put your best foot forward, we've compiled a range of real-life email cover letter examples and essential tips to guide you through the process.

These examples, adapted from real job seeker emails, showcase a variety of styles, from "salesy" to "direct and to the point," ensuring you can find a template that aligns with your personality and the specific job you're applying for. Remember to include these key elements as you tailor your email cover letter:

Etiquette for Any Email Cover Letter

• Mention the title of the position you’re applying for in the subject line and body of your email.
• Explain where you found the job posting or how you heard about the position.
• Conclude with a subtle call to action to remind the hiring manager of the action you’d like them to take, such as, “I look forward to hearing from you.”
• List your full name and contact information in your email signature block (not just on your resume attachment).
• If applicable, quickly explain any questions that your resume may raise. For example, if you’re from out of town but planning to move close to the job location, or you’ve been at your current position for only a short time.

Don’t:

• Don’t start your cover letter with your name. Instead, introduce yourself in the letter with a relevant qualification and connect it to the position.
• Keep your cover letter concise. Just like your resume, keep your document to just one page to entice hiring managers instead of overwhelming them.
• Avoid any spelling or grammar errors in your document. The smallest typo can ruin your chances at the job.
• Don’t address the wrong company name or the wrong company contact’s name. This could be seen as awful cover letter etiquette and indicate you’re not attentive to details.
• Don’t ever include your salary requirements unless otherwise directed by the potential employer.

Signature on Email Cover Letter

Without a signature at the end of your email cover letter, you could be missing out on incredible potential job opportunities. This quick snippet of your contact information makes it easy for recruiters and hiring managers alike to contact you.

When it comes to deciding between a physical signature and a name sign-off, there are benefits to either option. With a name sign-off, you can use a digital signature service like Eversign and RightSignature to give your cover letter that personal touch.

If you’d prefer to include just a regular email signature, make sure to include your full name, email and phone number. You can also consider adding a LinkedIn button so the hiring manager can have more insight on your experience and skill set.

How to Format an Email Cover Letter

Wondering how to format your email cover letter? You’re not alone. Once you’ve written your incredible cover letter providing more information on your expertise and how it relates to the job you’re applying for, it’s vital to format it correctly before sending it to any recruiters. If it isn’t formatted correctly, you could be missing out on the job opportunity.

Regardless of the cover letter template you’ve chosen, make sure to include these key components when formatting your email cover letter:

• Write a subject line that includes the position you’re applying for
• Address the company contact’s name in the salutation
• Clearly state what you’re hoping to accomplish in the first few sentences
• Summarize your strengths, skills and experience by connecting them to the job opportunity
• Use a font that’s easy to read
• Avoid typos in your message by proofreading
• Include a signature with your contact information
• Always send a .pdf file rather than a word doc or other format

Email Cover Letter Examples for Legal Professionals

Example #1: if you prefer to keep it brief..

Subject Line: Interest in Litigation Associate Position

To Whom It May Concern:

I am interested in the Litigation Associate position advertised on LinkedIn. I have attached my resume and cover letter for your review.

Thank you for your time. I look forward to hearing from you.

Best regards,

First Last Name

Example #2: If you’re relocating to the city where the job opportunity is located.

Subject Line: Expressing Interest and Relocating Near Litigation Secretary Position

Dear Hiring Manager,

I’m writing to express my interest in the Litigation Secretary position listed on Monster.com. My resume is attached for your review and consideration.

I am a fast learner, very dependable, organized, and computer savvy. I have extensive experience assisting firm attorneys and multiple paralegals, as well as supervising and managing an office. While I currently reside in Los Angeles, I will be moving to San Francisco at the end of the month.

I look forward to the opportunity to meet with you to learn more about your firm, its plans and goals, and how I might contribute to its continued success. I can be your ideal candidate if given this opportunity. Thank you.

Kind regards,

Example #3: If a colleague referred you.

Subject Line: John Mentioned Your Firm is Seeking a Litigation Secretary

Dear Sir/Madam:

I was referred to you by a mutual acquaintance, John Smith, who said you have an opening for a litigation secretary.

I have many years of experience as a litigation secretary, most of them working with managing partners. I am a professional looking for a career, not just a job. I am organized, reliable and self-motivated. I like being part of a team, but can also work independently.

Included with this e-mail is a copy of my resume for your review and consideration. Once you have had an opportunity to review my resume, please contact me if you have any questions or to arrange an interview. I look forward to speaking with you in the near future.

Thank you for your time,

Example # 4: If you’ve been at your current position for less than one year.

Subject Line: Experienced Legal Secretary Seeking Long-term Opportunity with Stable Litigation Firm

Please allow this introduction. My name is Jane Smith, and I have 12 years of legal secretarial experience working with managing partners of small, mid- and large-sized law firms. My current typing speed is 105 wpm from written form and 120 wpm from live dictation with the utmost accuracy. I am interested in the Litigation Secretary position advertised on your firm’s website.

I am currently working for a small civil litigation firm. However, after only 11 months in this position, the financial stability of the firm has significantly changed. Therefore I am seeking long-term tenure with a stable civil litigation firm.

Attached please find my resume and list of references. If you are interested in the professional skills and positive attributes I can contribute to your firm, please contact me at [phone number] at your convenience to schedule an interview.

Thank you for your time and consideration.

Respectfully,

Example #5: If you want to dazzle the hiring manager with your qualifications.

Subject Line: Do you need a conscientious paralegal at your firm?

Dear Recruiting Administrator:

Do you need a hardworking, creative and conscientious paralegal to meet your firm’s needs? If so, I can help you. The following is a summary of my qualifications:

• More than ten years of progressively responsible legal experience;
• Bachelor’s Degree with Honors in Business Administration;
• Exceptional verbal, written and analytical skills;
• Advanced computer skills;
• Outgoing personality and “can-do” attitude.

I would like to meet with you to discuss how I might assist your firm in fulfilling its present needs. 

My resume is enclosed for your review. If you need someone who is highly motivated, eager to learn, and willing to work hard to succeed, please contact me at [phone] or via email: [email].

Thank you for your time and consideration,

Now, start writing your cover letter!

They say the first impression is a lasting one — so make sure your digital introduction represents you well. Use your best judgment with each position you apply to; for an entry level position keep your cover letter more concise while going into further depth and providing more information with upper level positions.

These examples are meant to be a starting point only — add your own voice, style and experience to make your own standout (or at least solid) email cover letter.

Start building out cover letters that will help you stand out and land the job!

WTO / Letters and Emails / Cover Letters / 32 Email Cover Letter Samples | How to Write (Examples)

32 Email Cover Letter Samples | How to Write (Examples)

An Email Cover Letter is a formal document sent by an applicant to the hiring manager expressing their interest in a job position.

It supports the resume and gives more details about you as an applicant. It can be sent either as an attachment or as part of the main body.

The purpose of the cover letter is to support a resume. It elaborates on personal attributes and skills related to the position you are applying for to increase your chances of getting a job. It achieves its purpose by mentioning previous job experiences associated with the position you are applying for. Thus, the cover letter helps in supporting your resume, which can be less effective when submitted alone.

Free Templates

Whether you’re applying for a job or reaching out to a potential client, the templates provided below offer a convenient and professional way to craft your cover letter. By using these templates, you can save time and ensure that your cover letter is well-structured and visually appealing. With customizable sections for your contact information, introduction, skills, and closing, the templates make it easy for you to create a compelling cover letter that leaves a lasting impression.

How to Write and Send the Cover Letter

When sending it, you should consider specific aspects, such as sending it as an attachment, the position you are applying for, and what to include in the main body.

Some of these aspects, which should be considered, are discussed below:

Send your cover letter as an attachment

Some organizations may request that the cover letter be sent as an attachment. Hence, ensure that you save the document as a PDF (portable document file) file that cannot be edited by someone else after you submit it. Saving the document under your name helps avoid confusion for the hiring manager and makes your application stand out.

If an employer does not accept the attachments, you should then copy your cover letter and paste it as the body. Ensure that you have corrected the formatting, as copy-pasting may affect the original format of the letter. In this case, once the hiring manager opens your email, they will directly see your cover letter.

Add an informative subject line

A subject line states the purpose, and it should be short, precise, and grammatically correct to establish professionalism. In addition, it helps the hiring manager understand its purpose and helps your application stand out among other applicants. The length of the subject line should be between 46 and 70 characters. Ensure that you mention the position you are applying for and your name in the subject line. This information helps the hiring manager know the position you are applying for and differentiate different cover letters.

On the email subject lines, write “Customer Service Representative- Mike Bond.”

Start with a greeting

Start the cover letter with a greeting and keep it professional, not friendly. Mentioning the hiring manager’s name creates a natural bond and interest in the hiring manager. It also increases your chances of getting hired.  Before sending the application, research the company’s website to identify the hiring manager’s name. If the name is not available on the website, you can contact the organization directly and request the name from their customer service agent. This shows that you have taken an interest in the opportunity, and you have learned how the organization and its employees operate. If you do not know the hiring manager’s name, a general phrase can be used.

“Dear sir/madam.”

Write a simple message in the body

In the body, mention the position you are applying for and state the qualities you possess that are relevant to the position. In this section, you can also mention previous work experiences that are helpful or relate to the open position. These details help increase the chances of you getting hired as some of the qualities might be what the hiring manager is looking for. Additionally, mention how you can use your skills to improve the performance or output of the organization. 

Include examples

Give examples of previous accomplishments in the cover letter, which will spike interest in the hiring manager and ensure they relate to the position you are applying for. In addition, ensure you have researched the organization’s operations so that the examples you provide positively impact the business. 

Attach URLs

URLs are links that can be attached to them to help you provide more details about your capabilities by giving the hiring manager a link to access some samples of your work. This is applicable in several fields, such as graphic design , freelance writing or art.

Close with a thank you

At the closing, remember to thank the hiring manager again for the opportunity they gave you.

“I thank you for the opportunity and am looking forward to your response.”

Sign off with your signature

Signing off on the cover letter shows professionalism. Use courteous words such as sincerely, best regards, or thank you. In addition, a digital signature can be added along with an email and personal telephone number. These details ease communication in the case the hiring manager wants to give feedback or request additional details.

Attach your resume

Attach your resume, as it helps the hiring manager know you and your level of education, work experience, and personal interests. Ensure that your resume is written in a professional way to capture the attention of the hiring manager.

Cover Letter Samples

Following are some samples given for your better understanding:

Sample Cover Letter for a Graphic Designer Position

Subject: Application for Graphic Designer Position – Jane Doe

Dear Mr. David Smith,

I am writing to express my interest in the Graphic Designer position listed on BrightWeb Solutions’ website. With a Bachelor’s degree in Graphic Design from the Art Institute of Chicago and over five years of professional experience, I am eager to bring my creativity and expertise to your team.

At my current role at CreativeEdge Marketing, I successfully led the redesign of the company website and managed various digital design projects, resulting in a 30% increase in online engagement. My proficiency in Adobe Creative Suite, coupled with my passion for innovative and responsive design, aligns well with the requirements of your position.

I am particularly excited about the opportunity at BrightWeb Solutions because of your commitment to cutting-edge digital solutions. Your recent overhaul of the E-commerce platform for Luxe Fashion was both impressive and inspiring, and I am keen to contribute to similar groundbreaking projects.

Attached is my resume and portfolio for your review. Thank you for considering my application. I look forward to the possibility of discussing my potential contribution to your esteemed design team and am available for an interview at your earliest convenience.

Best regards,

[email protected]

(555) 123-4567

Sample Cover Letter for a Project Manager Position

S ubject: Project Manager Position Application – John Smith

Dear Ms. Emily Johnson,

I am reaching out to apply for the Project Manager position at Global Tech Innovations, as recently advertised on LinkedIn. My extensive experience in project management within the technology sector, coupled with a strong understanding of agile methodologies, positions me as an ideal candidate for this role.

In my current role at TechSolutions Inc., I spearheaded the ‘Smart Home Integration’ project, leading a team of 15. The project not only finished 20% ahead of schedule but also 15% under budget, demonstrating my ability to efficiently manage resources and drive results. My approach is results-oriented and efficiency-driven, perfectly aligning with the dynamic and innovative ethos of Global Tech Innovations.

I am particularly impressed by Global Tech’s dedication to smart technology solutions, especially your recent breakthrough in AI-powered automation systems. I am excited about the prospect of leveraging my experience in project management and strategic planning to contribute to such innovative endeavors.

Enclosed is my resume for your review. I am keen to discuss how my background and skills would be beneficial to Global Tech Innovations. Please feel free to contact me to arrange an interview at your convenience.

Thank you for considering my application.

(555) 987-6543

Key Takeaways

The two sample cover letters exhibit several key elements that make them effective and useful for job applicants writing similar letters.

• Both letters start with a clear subject line that specifies the position being applied for, immediately clarifying the purpose of the email. The salutation is formal and addresses the hiring manager by name, which adds a personal touch.
• Each letter highlights the applicant’s relevant educational background and work experience. 
• Both applicants detail specific achievements in their current roles, quantifying their success. They also mention specific skills pertinent to the job (e.g., proficiency in Adobe Creative Suite for the graphic designer, experience in leading a team for the project manager).
• Each letter shows that the applicant has researched the company and understands its objectives.
• Both letters end with a polite thank you, an invitation for further discussion or interview, and provide contact details, making it easy for the employer to follow up.
• The tone is professional and enthusiastic, demonstrating the applicant’s eagerness and fit for the role. The structure is well-organized, flowing logically from the introduction to the body section to the conclusion.

Email Cover Letter Examples

Below is a cover letter template:

Subject Line: Application for (the position you are applying for)

Dear (name of the hiring manager),

Following your advertisement (mention where you saw the advertisement), I am writing to express my interest in the (position you are applying for) in your organization. I have attached my resume as requested in the application guidelines.

I have vast experience in (mention a similar position), and I will use my capabilities to ensure that I fulfill the organization’s goal. I am a fast learner, a participant in teamwork, a keen listener, and a problem solver, and I will ensure that I do my best to satisfy the customers’ needs.

I am looking forward to your response and learning more from the organization to drive us towards its success. Thank you.

Kind regards,

First Last Name

Tips for Writing the Cover Letter

When writing it, ensure that you follow a specified format, and the following tips should be put into prior consideration.

Use a professional address

Along with the subject line, your email address is the first thing the hiring manager will see. Therefore, you need to create a good impression by using a simple one. Use a professional email address, as it shows decency and also increases your chances of getting hired. A professional address should be short and can be generated from your name.

Save your file correctly

Save it correctly to avoid a change of format when the document is changed from a Word document to a PDF document. Saving also entails ensuring that the correct topic sentence is used, making it easier for the hiring manager to identify the file and the position you are applying for. Ensure that you save your file as .doc or .pdf to preserve the original outlook of the cover letter. Moreover, ensure that you save the file name as first name-last name-cover letter, {Smith-Simon-cover letter} to make it easy for the hiring manager to trace your cover letter after they download it from the email attachments.

Pick a strong subject link

Pick a strong subject line that should entail your first and last name and the title of the position you are applying for. These details make it easier for the hiring manager to identify the position you are applying for, making your email stand out.

Keep it short and straightforward

Ensure that it is short and straightforward, only keeping your focus on the main ideas. A short email saves time for the hiring manager and gives them the chance to read through the entire letter. This increases your chances of getting hired.

Do some research

Doing detailed research before sending the cover letter is crucial, as it helps you identify important aspects of the company. Ensure that you confirm the open position so that you can apply for the correct job offer . Research the name of the hiring manager or contact the office number available on their website to confirm the name so that you can mention the hiring manager’s name.  

Send yourself a test email

You can send yourself a test email of your application and the attachments to see how it will appear to the recipient. This is important as it helps you know if the formatting is correct and if all attachments open correctly. After the test, you can send the application to the hiring manager, as there will be a minimal chance of errors on the cover. 

Check job application guidelines

Before submitting it, check the application guidelines closely, as different organizations provide different application procedures. Verify if the company has specified if the cover email should be sent as an attachment or as part of the main body. Following the correct specifications increases your chances of being hired. 

Final Thoughts

A cover letter is an important document that is used to support a resume by giving additional details about you as an applicant. Therefore, it is essential to follow specific guidelines while sending the application and ensure that the cover letter has the correct format. The letter should be written in a formal tone. The applicant’s details, including their name and email address, should be included on the cover letter.

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What to Include in the Body Section of a Cover Letter

What Is the Body of a Cover Letter?

What to include in each paragraph, first paragraph, middle paragraphs, final paragraph, what else to include in your letter, include keywords.

• Write a Custom Cover Letter
• When You're Emailing a Cover Letter

Short and Sweet is Fine

Aim for natural language, proofread and proofread again.

Writing cover letters is no one’s favorite part of the job search process, and the body of the letter is the hardest part. This is where you try to capture the hiring manager’s attention and emphasize your unique qualifications for the job, without repeating the same exact information you’ve included on your resume.

The body of your cover letter is the section which tells the hiring manager what position you're applying for and why the employer should select you for an interview. You're selling your candidacy to the reader, so it's important to be specific about your qualifications as they relate to the position.

The body of your cover letter should include an explanation of why you're interested in and qualified for the job for which you're applying. These persuasive paragraphs are intended to convince the reader that you're the perfect person for the position.

A successful cover letter will win you an interview, so it's important to be compelling and show the hiring manager that you're a strong candidate. The hiring manager will spend seconds reviewing your letter or email message , which means you don't have much time to connect with the employer and make a positive impact.

The first paragraph of your letter should include information on why you're writing. Mention the position you're applying for and where you saw the listing. Include the name of a contact or reference, if you have one.

The next section of your cover letter should describe what you have to offer the employer. Make strong connections between your qualifications and the position requirements. Mention specifically how your skills and experience match the job you're applying for. Use several shorter paragraphs or a bulleted list of your qualifications rather than one large block of text. This will make it easy for the reader to quickly scan and absorb this important information.

Conclude your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up if you have the contact information for the hiring manager to do so.

The rest of letter is important, too. You will need to include your contact information, which is listed at the top of a written letter or below your signature in an email cover letter.

Your letter also needs to include a professional greeting, a professional closing, and your signature. You will sign your name on a printed cover letter. If you upload or email your cover letter, your signature will be your typed name.

This is especially important if you’re submitting your cover letter and resume to an online listing. To get past the applicant tracking system and to a real human being, your cover letter will need to contain the right keywords. To find these, scan the job listing for keywords related to the skills and qualifications required.

Write a Custom Cover Letter Every Time

It’s fine to begin with a cover letter template , but you’ll want to customize your cover letter to each role. Include details like how you found out about the job, why you’re particularly interested in the role, and why your experience, skills, and qualifications make you the perfect candidate.

Here is an example of a cover letter. Download the cover letter template (compatible with Google Docs and Word Online) or see below for more examples.

Custom Cover Letter Sample (Text Version)

Jasmine Applicant  123 Main Street  Anytown, CA 12345  555-555-5555  jasmine.applicant@email.com

September 1, 2018

Michael Lee  Director, Human Resources  Calico Corner  123 Business Rd.  Business City, NY 54321

Dear Mr. Lee,

I am writing to apply for the store manager training program as posted on the careers page of Calico Corner’s website. I was excited to see this opening because I enjoy shopping at your stores and I have experience in retail management.

After reading the requirements, I believe I would be an excellent fit for the management position. I’ve spent the past three years as an assistant manager of a small convenience store, while finishing my bachelor’s degree. This job has given me the opportunity to manage employees as well as work with the general public. In addition, I have a background in textiles and recently graduated with a Bachelor of Fine Arts from Western State University, with a minor in business and marketing. 

I’ve included my resume so you may review my education and work experience in addition to the skills I’ve gained, such as customer service, employee management, communication, social media marketing, and design.

If you have any questions or wish to know more about my qualifications, please do not hesitate to contact me. My cell phone number is 555-555-5555 and my email is jasmine.applicant@email.com.

I look forward to hearing from you about this exciting position.

Jasmine Applicant

When You're Emailing a Cover Letter

If you're emailing a cover letter , list your contact information after your typed name instead of at the top of the letter.

Don’t feel the need to go on and on. Three well-written paragraphs that highlight your experience and make your case are better than a lengthy letter that no one will read.

While resumes are necessarily a bit more to the point, you’re trying to woo the hiring manager, and that means letting your natural charm and enthusiasm shine through. Think about what would make you sit up and take notice if you were reading this cover letter. What would inspire you to call you in for an interview?

It can never be said enough, have a trusted friend proofread your cover letter before you send it along. Even professional editors miss mistakes in their own writing. Get a second set of eyeballs on your cover letter before you hit send or upload. 

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How to Write a Cover Letter [Tips with Examples]

As a writer, I did my fair share of job hunting. Despite my experience and expertise, I often struggled with impressing interviewers due to my lackluster cover letters. Limited resources and time constraints left my cover letters far from impressive. However, things changed when I mastered the art of writing compelling cover letters. Soon, I started receiving interview calls and eventually landed my dream job. In this article, I will share these cover letter writing techniques with you, so you too know how to write a cover letter and can effortlessly land the job of your dreams.

What is a Cover Letter and What does it Contain?

A cover letter is a one-page business letter that you submit along with your resume when applying for a job. Its primary purpose is to persuade the employer that you are an excellent candidate for the role. It complements your resume by clearly linking your experience and interests to the position you're applying for. Essentially, the cover letter is your chance to convince the employer to invite you for an interview.

A typical cover letter contains several key elements, each serving a specific purpose in showcasing your qualifications and enthusiasm for the position. Here’s a breakdown of what a cover letter typically includes:

Your Contact Information: Name, address, phone number, and email address.

Date: The date you are writing the letter.

Employer’s Contact Information: Name, title, company, and address of the person you are addressing the letter to.

2. Salutation

Address the letter to a specific person if possible (e.g., “Dear Mr. Smith,” or “Dear Hiring Manager,”).

3. Introduction

Opening Statement: A brief introduction mentioning the job you are applying for and how you found out about the position.

Hook: A compelling reason why you are interested in the job and the company.

First Paragraph: Explain why you are a good fit for the role. Highlight key qualifications and experiences that align with the job requirements.

Second Paragraph: Provide specific examples of your accomplishments and how they relate to the job. Use quantifiable achievements to demonstrate your impact.

Third Paragraph: Discuss your knowledge of the company and why you are excited about this particular opportunity. Show that you have researched the organization and explain how your goals align with its mission and values.

5. Conclusion

Closing Statement: Reiterate your enthusiasm for the position and the company. Summarize why you are a strong candidate.

Call to Action: Mention your desire for an interview and provide your contact information again. Indicate that you will follow up within a certain timeframe.

Thank You: Express gratitude for the reader’s time and consideration.

6. Signature

Closing Phrase: Use a professional closing, such as “Sincerely”, or “Best regards”.

Signature: Leave space for your handwritten signature (if submitting a hard copy) and then type your name below it.

How to Write a Cover Letter For a Job in 5 Steps!

Firstly, it’s crucial to streamline the process of crafting a cover letter, but that doesn’t mean using the same cover letter for every job position or even the same position at different companies. Customization is key to standing out.

Step 1. Research the Company- AIPal

Open the job listing you want to apply for, typically found on platforms like LinkedIn or Indeed. These platforms usually provide a detailed job description outlining the requirements and responsibilities.

To begin, I will write a cover letter for the Sales & Marketing Manager position at Pride Mile, which is a remote job listing I found on LinkedIn.

To proceed effectively, I will copy the job description and input it into AIPal to extract key keywords. These keywords are crucial as they highlight the skills and attributes the employer is seeking for the role.

Prompt: Extract keywords from this job description that I can in my cover letter.

To refine your keyword research, you can ask AIPal to extract keywords and categorize them into tiers.

Prompt: Extract keywords from this job description that I can in my cover letter. Assign them in three tiers ranging from the most important to least important.

This way, you'll identify the most critical keywords, which should be emphasized more in your cover letter, and less important keywords, which can be mentioned once or twice.

This approach will give me a comprehensive understanding of what the job entails and what qualities I should emphasize in my cover letter.

Step 2. Choose a template- WPS Office

Choosing a cover letter template is important because it gives you a clear structure to follow, saving you time and ensuring your letter looks polished. It guides you on what information to include, from your skills to your qualifications, making it easier to customize each letter for different job applications. Templates also help keep your letter organized and visually appealing, which is key to making a positive impression on employers.

WPS Office has been a godsend in this regard, offering plenty of cover letter templates. I followed these steps to find the desired cover letter for the Marketing Manager position:

Open WPS Office and click on "New" on the left side pane.

Next, simply click on the “All” tab in the left side pane. This will display numerous templates available on WPS Office for documents, spreadsheets, and presentations.

To save time browsing through all the options, simply search for "cover letter". This filters out irrelevant templates and helps find the right cover letter template for the job post in context.

Upon finding the suitable template for the job post, click on it to preview.

To start customizing the selected template, click the "Download" button at the top right corner, which will launch it in the WPS Writer interface for editing.

Header and Salutation

Headers and salutations are essential in a cover letter for their role in setting a professional tone. The header provides your contact details and the date, ensuring easy communication and formal presentation.

Salutations, like "Dear Hiring Manager," personalize your letter and demonstrate attention to detail, addressing the recipient directly and showcasing professionalism from the start.

One of the standout features of WPS templates is its ready-made header, which enhances the visual appeal of your cover letter. It includes sections for your contact information, the date, and the recipient's details.

Addressing the recipient by name whenever possible adds a personal touch; if that information isn't available, a generic greeting such as "Dear Hiring Manager" remains professional and appropriate. Ensuring the document is error-free further underscores your professionalism and attention to detail.

Step 3. Introduction- Your Opening Sentences

Starting your cover letter with a compelling introduction is crucial. It’s your chance to grab the hiring manager's attention and make a strong first impression. A well-crafted opening should highlight your enthusiasm, showcase your qualifications, and give a hint of your personality.

Here are a few key things to keep in mind to create an engaging and effective cover letter introduction:

Expressing genuine passion for the role or the company can make a strong impact. For example, in a sales manager position:

Dear Mr. Brown, my name is Anna and I’m excited about the opportunity to help your company exceed its sales targets. My five years of experience as a Sales Representative at XYZ Inc. have equipped me with the skills needed to drive results. Last year, we surpassed our KPIs by 50%, and I’m eager to bring this success to your team.

Referrals can add credibility to your application. For instance, in an architectural position:

I was thrilled to learn about this job opportunity from John Doe, who has been with your firm for five years. John and I collaborated on an architectural project for over a year, and he recommended I apply for this role, believing I’d be a great fit.

Demonstrating your knowledge about the company shows dedication. For example, in a social worker position:

I have always admired the work your organization does with vulnerable communities. Your commitment to social justice resonates with my professional values, and I believe my previous experience as a social worker aligns perfectly with your mission.

Starting with a significant accomplishment can immediately capture interest. For example, in a public relations position:

As a Public Relations Representative at Company XYZ, I enhanced the company’s reputation and public image, resulting in a 40% increase in customer satisfaction. I am eager to bring my proven track record of success to your organization as the Head of Communications.

Step 4. Body- the Most Important Part

The body of your resume is where you showcase your qualifications, experience, skills, and achievements to demonstrate why you're the ideal candidate for the job. Structuring this section effectively is crucial to capturing the attention of hiring managers and persuading them to consider you for the position.

Here’s how to craft a compelling resume body:

Start with a Strong Summary or Objective Statement:

Begin your resume with a concise summary or objective that highlights your career goals and what you bring to the table. This helps recruiters quickly understand your professional background and aspirations. For example:

Results-driven marketing professional with 8+ years of experience in digital marketing strategies and campaign management. Proven track record of increasing brand awareness and revenue growth through innovative marketing initiatives. Seeking to leverage my skills and expertise to contribute to the continued success of ABC Company.

Highlight Key Skills:

List relevant skills that align with the job requirements. Use bullet points to make them easy to scan. Focus on both technical skills (e.g., software proficiency, languages) and soft skills (e.g., communication, leadership). For example:

Digital Marketing Strategy

SEO/SEM Optimization

Content Management Systems (CMS)

Social Media Marketing

Analytical Skills

Team Leadership

Add Keywords:

In the body of the cover letter, it's crucial to incorporate keywords extracted from the job description. These keywords highlight your relevant skills, experiences, and attributes that align with what the employer is seeking. For example, if the job description emphasizes "digital marketing strategy," "customer acquisition," and "social media management," your cover letter should showcase your expertise in these areas.

My experience in developing and implementing robust digital marketing strategies, coupled with a proven track record in customer acquisition and social media management, aligns perfectly with the goals outlined for the Sales & Marketing Manager position at Pride Mile.

Detail Your Work Experience:

Include your work history in reverse chronological order, starting with your most recent position. For each job, provide the following details:

Job Title and Company: Clearly state your position and the organization you worked for.

Dates of Employment: Specify the period you worked there.

Key Responsibilities: Outline your main duties and responsibilities in concise bullet points. Focus on achievements and quantify results where possible. For example:

Managed a team of 5 digital marketers to execute SEO and PPC campaigns, resulting in a 30% increase in website traffic and a 25% growth in lead generation.

Achievements: Highlight specific accomplishments that demonstrate your impact. Use metrics to quantify your achievements whenever feasible. For example:

Led a successful rebranding campaign that increased brand recognition by 40% and led to a 15% increase in customer engagement.

Education and Certifications: List your educational background, including degrees, diplomas, and relevant certifications. Mention any honors or awards received. Include the name of the institution, degree/certification earned, and dates attended.

Skills and Expertise: Elaborate on any additional skills or expertise that are relevant to the job. This could include technical skills, industry-specific knowledge, or proficiency in certain tools or methodologies.

Professional Development: Include any professional development activities, workshops, or seminars you have attended that are relevant to your career.

Step 5. Closing & Salutation

A strong conclusion to your cover letter is essential to leave a positive and lasting impression on a prospective employer. It serves as your final opportunity to express enthusiasm, reinforce your qualifications, and prompt the hiring manager to take action. Here’s how to effectively end your cover letter.

Show self-assurance in your skills and how they align with the job requirements. This demonstrates to the employer that you are a competent and enthusiastic candidate. For example:

I am confident that my project management experience and problem-solving abilities make me a perfect fit for your team. I thrive in dynamic environments and am eager to contribute to your company's success.

Let your passion for the role and the industry shine through. Mentioning your enthusiasm can make you a more memorable candidate. For instance:

My lifelong passion for animal welfare drives my dedication to providing top-notch veterinary care. I am excited to bring this passion to your clinic and contribute to the well-being of your patients.

Highlight how your skills and experiences align with the job responsibilities. This helps the employer see the direct benefits of hiring you. For example:

With seven years of experience managing senior accounts, I am skilled at anticipating client needs and handling situations with discretion. I am eager to bring this expertise to your team and help grow your client base.

Share your career aspirations and how they align with the company’s growth. This shows your long-term interest in the organization. For example:

I look forward to leveraging my sales experience to identify new markets and build strong customer relationships. My goal is to grow within your company and eventually lead the account management team.

Align your personal values with the company’s mission to show you’re a cultural fit. For example:

I admire ArcherTech's commitment to supporting local businesses and have innovative marketing ideas to increase profitability in this sector. I am excited to discuss these ideas further.

Emphasize relevant technical skills, especially those mentioned in the job description. This highlights your readiness to contribute effectively. For example:

I bring extensive experience with CAD software and can create integrated 360-degree renderings for client presentations. My past successes in this area can help boost your sales by 150% over the next two quarters.

Encourage the employer to take the next step, such as scheduling an interview. Express gratitude and indicate your eagerness to discuss your application further. For example:

Thank you for considering my application. I look forward to discussing how my skills can contribute to your team. Please feel free to contact me at your convenience.

End your letter with a formal and courteous closing. Suitable options include "Best", "Sincerely", "Respectfully", and "Thank you".

Here's a template for Closing & Salutation:

This is the best approach I can suggest for writing a great cover letter, but I highly recommend using WPS Office templates for this. The AI features in AIPal and WPS Office can help extract keywords and assist with writing, while the templates provide pre-written content tailored to the position you're applying for. This approach minimizes effort and frustration, especially when a job requires a cover letter, ensuring your application meets all necessary requirements effectively.

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How to Proofread your Cover Letter- WPS Office

WPS Office is an all-around solution for various tasks, including writing a cover letter and securing your dream job. Beyond helping you create a polished cover letter, WPS Office also excels in proofreading it. With its AI-powered Proofreader, WPS Office ensures your cover letter is error-free and impactful.

WPS AI: To assist you in polishing your content：

WPS AI Proofreader is an essential tool for perfecting your cover letter with ease and confidence. As you craft your application, WPS AI Proofreader ensures your writing is polished to perfection. It goes beyond simple spell checks, offering real-time error detection for grammar, punctuation, and clarity. This means you can focus on expressing your skills and achievements effectively, without worrying about typos or awkward phrasing. With customizable settings and intuitive correction options, WPS AI Proofreader tailors its suggestions to fit your writing style, ensuring your cover letter maintains professionalism and clarity.

AIPal Chatbot: For ideas and consultation

AIPal is a great web-assistant throughout the process of refining and perfecting your cover letter through its robust proofreading and consultation capabilities. This AI-powered tool not only identifies grammatical errors and punctuation issues but also provides insightful suggestions to enhance the clarity and effectiveness of your ideas. AIPal ensures that your cover letter maintains a cohesive flow and communicates your qualifications effectively to potential employers.

1. How long should a Cover Letter be?

A cover letter should ideally be between half a page and a full page in length, with a word count ranging from 250 to 400 words. It is typically divided into three to six paragraphs. It's important to keep it brief and focused on relevant details.

2. What tone should I use in my Cover Letter?

To effectively convey the right tone in your cover letter, aim for a balance that is both professional and friendly.

Avoid overly formal language while maintaining a polished demeanor.

Tailor your communication style to fit the company's culture, showing genuine enthusiasm for the position without coming across as boastful or overly eager.

Use confident and positive language to articulate your qualifications clearly, avoiding jargon, informal expressions, or humor that could be misinterpreted.

This approach will ensure your cover letter reflects professionalism and authentic interest in the position.

3. Should I include references in my cover letter?

Typically, you do not need to include references in your cover letter unless the employer specifically requires them. Concentrate on highlighting your relevant qualifications and explaining why you are a strong match for the position.

Create An Impactful Cover Letter With WPS Office

Creating a compelling cover letter can often be the decisive factor in securing your dream job. It needs to showcase your expertise clearly and coherently, leaving no doubt about your suitability for the role. WPS Office provides a reliable solution where you can gather all the necessary information for when you are figuring out how to write a cover letter and ensure your cover letter resonates at the right level.

From templates perfectly tailored to the job position to extracting crucial keywords and summarizing job descriptions, WPS Office equips you with everything essential for writing a successful cover letter. Download AIPal today to streamline your job hunting journey and alleviate some of the frustrations along the way.

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How to Write an Application Letter (Sample Included!)

Whether you’re applying for a job , internship , scholarship, or volunteer position, a well-crafted application letter can help you stand out. It's your chance to introduce yourself and make a strong first impression that sets you apart from the competition.

But how do you write an application letter that’s effective? Below, we’ll explain when to use this method of introduction and give you practical tips on writing one that gets results. Plus, we've included a sample application letter and a template to help you create the perfect document for any opportunity.

Apply for the role of your dreams! One of these open jobs on The Muse could be the perfect fit »

What is an application letter?

An application letter is a document sent with your resume to provide additional information on your skills and experience. It's a crucial part of an application for work as it introduces you to potential employers and highlights your qualifications.

While some companies request it at the beginning of the application process, others might ask for it later, or not at all—but it's always a valuable addition.

Unlike a resume, which outlines your work history, a written application allows you to elaborate on your achievements and how they relate to the job you are applying for. It is a much more specific way to introduce yourself and explain why you would be a good fit for the job.

How is an application letter different from a cover letter?

Some people use the terms “application letter” and “cover letter” interchangeably, but there are subtle differences between the two.

An application letter serves as your formal introduction to a potential employer. It highlights your interest in the role, your qualifications, and why you're a good fit for the position. It's a standalone document that provides a comprehensive overview of your skills and experiences.

On the other hand, a cover letter is usually more concise than an application letter and serves as a complementary document to your resume, providing additional context to your job application. It elaborates on specific points from your resume and explains how your background aligns with the job requirements.

Also, job application letters follow a more formal structure, often resembling a traditional business letter. They include your contact information, the date, and the employer’s contact information at the top. An application letter is usually addressed to a specific individual, such as the hiring manager or recruiter. While cover letters also have a professional tone, they can be less formal in structure.

Finally, the application letter is used primarily for job applications, internship applications, scholarship applications, and volunteer positions. In contrast, the cover letter is specifically used to accompany a resume during job applications.

When do you need to send an application letter?

Application letters are typically required when applying for jobs. However, there are other scenarios where you might need one:

• Scholarship applications: When applying for scholarships, this kind of letter can help you stand out by showcasing your academic achievements and career goals .
• Volunteer positions: Some volunteer organizations require an application letter to understand your motivations and skills relevant to the position.
• Internship applications: Internships often require this document to understand your interest in the role and what you hope to gain from the experience.
• Networking purposes: Sending one when reaching out to potential mentors or industry professionals can help you establish a connection and explain your career aspirations.

7 tips on how to write a job application letter

Writing an effective application letter involves more than just summarizing your resume. Here are seven tips to write yours:

1. Research the company—at least do a quick Google search!

Before you start writing, research the company to understand its culture, values, and needs. Tailor your letter to align with the company’s mission and the job description. There is nothing better for an HR professional than feeling that you don’t just want any job; you want to work with them for specific reasons, such as X and Y.

“Address the letter to the hiring manager by name if possible,” says Mike Chappell, CEO of FormsPal , who has more than a decade of experience reviewing application letters. “This shows that you’ve done your research and are genuinely interested in the company.”

2. Use a professional format and design

Your application letter should follow a formal letter of application format. Use a standard font like Times New Roman or Arial, and keep the font size between 10 and 12 points. Include your contact information, the date, and the employer’s contact information at the top of the letter.

There are many layouts online that you can use. Find one that represents your style and complements your resume.

3. Make it engaging from the start with a strong opening

Your opening paragraph should grab the reader’s attention. Mention the position you're applying for and where you found the job listing. If you were referred by someone, include their name. Briefly introduce yourself and explain why you’re interested in the role.

4. Highlight your qualifications—what you can’t fully convey in your resume

In the body of your applicant letter, highlight your relevant skills, experiences, and achievements. “Use specific examples to showcase your accomplishments and how they relate to the job you’re applying for,” Chappell says. “ Quantifiable results can make a strong impact.”

Avoid repeating information from your resume; instead, expand on your most relevant experiences.

5. Show enthusiasm and genuine interest

Employers want to hire candidates who are enthusiastic about the role and the company. Show your excitement for the opportunity. Explain why you are specifically interested in this job and how it aligns with your career goals.

6. Keep it concise

While it’s important to provide enough detail, your application letter should be concise. Aim for one page, with three to four paragraphs. Be clear and to the point, avoiding unnecessary fluff.

7. Proofread carefully

Typos and grammatical errors can leave a negative impression on employers. Carefully proofread your letter before sending it. Consider asking another person to review it as well.

Letter of application sample

Here's a super complete example of application letter to help you get started:

August 1, 2024

Ms. Jane Doe

Hiring Manager

Innovative Solutions Inc.

456 Maple Avenue

Springfield, IL 62705

Dear Ms. Doe,

I am writing to express my interest in the Marketing Manager position at Innovative Solutions Inc., as advertised on your company’s careers page. With more than five years of experience in marketing and a proven track record of successful campaigns, I am excited about the opportunity to contribute to your team and drive impactful marketing strategies.

In my previous role as a Senior Marketing Specialist at Creative Solutions LLC, I led a team in developing and executing a comprehensive marketing strategy that resulted in a 30% increase in brand awareness and a 25% boost in lead generation. My responsibilities included overseeing digital marketing campaigns, analyzing market trends, and coordinating with cross-functional teams to ensure alignment with overall business goals. This experience has honed my skills in strategic planning, data analysis, and team leadership.

I am particularly impressed by Innovative Solutions Inc.’s commitment to leveraging cutting-edge technology to deliver innovative marketing solutions. Your recent campaign, which utilized artificial intelligence to optimize ad targeting, is a testament to your forward-thinking approach. I am eager to bring my expertise in digital marketing and campaign management to your team and contribute to similar groundbreaking projects.

My strong analytical skills, combined with my ability to lead and inspire a team, make me a great fit for this role. I am confident that my background and enthusiasm for innovative marketing strategies align well with the needs of Innovative Solutions Inc.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences can contribute to the continued success of Innovative Solutions Inc.

123 Elm Street

Springfield, IL 62704

[email protected]

(555) 123-4567

Template for an application letter

You can also use the following application format to structure your application letter for a job:

[Recipient’s name]

[Company’s name]

[Company’s address]

[City, State, ZIP Code]

Dear [Recipient’s name],

I am writing to express my interest in the [Job title] position at [Company name] as advertised on [Where you found the job listing]. With my background in [Field or industry] and a passion for [Specific aspect of the job or industry], I am excited about the opportunity to contribute to your team.

In my previous role at [Previous company], I developed [Specific skills or achievements]. I successfully [Describe a project or responsibility], which resulted in [Quantifiable result or achievement]. This experience has equipped me with [Relevant skills] that I am eager to bring to [Company name].

I am particularly impressed by [Company name]’s commitment to [Specific company initiative or value], and I am enthusiastic about the prospect of working with a team that values [Related value or skill]. I am confident that my skills and experiences align well with the requirements of the [Job title] position.

Thank you for considering my application. I look forward to the opportunity to discuss how my background, skills, and enthusiasm can contribute to the success of [Company Name].

[Your Name]

[Your address]

[Your email address]

[Your phone number]

Common mistakes to avoid

When writing a letter of application for employment, be aware of these common mistakes:

• Being too generic: Focus your letter on the specific job and company, and mention detailed information about them. Don’t default to a one-size-fits-all approach or AI-written document. “It is generally best to avoid using generative AI to write your application letters for you,” says Edward Tian, CEO of AI detector GPTZero . “Only you can write about those specific aspects of your identity and experiences in such a personal way.”
• Focusing too much on yourself: While it’s important to highlight your qualifications, make sure to explain how you can benefit the company. “You can talk about your career goals, college classes that piqued your interest in the type of job you're applying to—just make sure that they tie into why they make you uniquely qualified or well-positioned for the job,” Tian says.
• Including irrelevant information: Avoid discussing unrelated jobs or hobbies, for example.
• Using a casual tone: Maintain a professional tone throughout your letter. Avoid slang or overly casual language.

Need a bit more guidance in your job search? Read this next: How to Apply for a Job Online: 10 Tips to Stand Out and Land an Interview

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Letter of Introduction: What Is It & How to Write One (+Templates)

• Klara Cervenanska , 
• Updated August 13, 2024 8 min read

Ever heard of a letter of introduction? If not, you’re not alone. While most people are familiar with resumes, cover letters, and even motivation letters, the letter of introduction remains a bit of a hidden gem in the professional world. 

And that’s exactly why it could be your secret weapon .

Because it’s less common, sending one can really make you stand out and leave a lasting impression. 

Writing a letter of introduction isn’t quite like drafting other career documents, but don’t worry—we’ll walk you through it step-by-step and share some examples you can use for yourself .

Table of Contents

Click on a section to skip

What is a letter of introduction?

Letter of introduction vs. cover letter vs. motivation letter, when should you write a letter of introduction , how to write a letter of introduction (7 simple steps), letter of introduction example, letter of introduction template, key takeaways: letter of introduction.

A letter of introduction is a brief letter used to introduce yourself or someone else to a third party, whether that’s a potential employer, business contact, or client. 

It's a simple yet powerful tool that often flies under the radar in the professional world.

Unlike a cover letter or resume , a letter of introduction isn’t tied to a specific job application. 

Instead, it’s more about opening doors and starting conversations. Think of it as a way to make connections that can lead to new opportunities, without the formalities that come with other career documents.

You might feel it sounds a bit similar to a cover letter or even a motivation letter .

While there are many similarities between these documents, the key difference lies in their purpose, main focus, and the target audience. 

While a cover letter serves as an extension of your resume and is tailored to a specific job posting, a motivation letter is typically used in academic settings, such as when applying for educational programs or scholarships.

In contrast, a letter of introduction is primarily used for connecting and networking , without the immediate goal of securing a specific job or degree.

Let's take a closer look at what these documents are, when you should write them, and to whom:

Cover letter

• Purpose: Accompanies your resume to express interest in a specific job.
• Main focus: Adds more details to what’s already in your resume. Use it to explain why you’re the right fit for the job, highlight your skills, and achievements.
• Target audience: Employers, HR managers.

And if you want to learn more about writing a good cover letter, here's the only cover letter guide you'll ever need.

Letter of introduction

• Purpose: Introduces yourself or someone else to a company, potential client, or business partner without a specific job in mind.
• Main focus: Introduces your skills and experience to build a connection and make a positive first impression. If written for someone else, it highlights their qualifications and explains why they’re worth connecting with. This letter is flexible, useful for exploring job opportunities or business partnerships.
• Target audience: Potential employer, client, business partner, or collaborator. 

Motivation letter

• Purpose: Explains why you're applying for a specific job, scholarship, or university program. 
• Main focus: Focuses on your passions, goals, and reasons why you're interested in this job or educational programme. Highlights why this opportunity would enrich your work life and enhance your skills. 
• Target audience: Academic institutions, NGOs, or employers.

A letter of introduction serves a different purpose compared to other career documents like a cover letter or a resume. 

Whether you’re looking to introduce yourself to a company, recommend someone else, or explore new professional relationships, there are several situations where a letter of introduction is the ideal tool. 

Here are some key scenarios when you might consider writing one:

• You want to reach new clients and customers. Writing a letter of introduction for customers or new clients helps build a personal connection. It also explains how your products or services can meet their needs.
• You're looking for a new job. It helps you introduce yourself to a potential employer, show your interest and enthusiasm for the company, and highlight how your skills could be a good fit. Even if there's no job opening posted.
• You just started a new job. When you start a new job, a letter of introduction helps your coworkers or teammates get to know you. Your manager might also send a letter to introduce you to the team.
• You're looking for a business partner/collaborator. An introduction letter is often used as the first point of contact with a potential business partner or collaborator who shares your interests or industry. Its goal is to expand your network, which could lead to mutually beneficial opportunities, such as joint ventures, partnerships, or new projects.
• Someone you know recommended you. If someone you know recommends you to others, an introduction letter can be a great way to follow up and explore collaboration or job opportunities.
• Someone asked you to recommend them. You would introduce the person to your team or employer trying to highlight their skills and qualifications. The goal is to create a connection between your company or team and the person you’re introducing.

Depending on the scenario, a letter of introduction can vary in tone and content, but the core structure remains the same.

These 7 simple steps will guide you in writing a clear and effective letter, no matter the situation:

Start with a header that includes your contact details—it's an obvious but important step. Make sure to list your name, address, phone number, and email at the top of the letter. You can also add the date and the recipient's information, like their name, company, and address.

Always address the recipient. If you're addressing someone you already know or who knows of you, start with a warm, friendly greeting. Typically, you’d use "Dear [Name],". If you don’t know the recipient, "Dear Sir/Madam," works just fine.

Start with introducing yourself and explaining why you're writing. Share who you are, why the company is relevant to you, and why you decided to reach out. Mention how you found out about the company or who referred you, and briefly introduce the person who connected you.

This is where you get straight to the point. Explain why the company or work is important to you and what you hope to achieve from this connection. Highlight the benefits and the potential value this relationship could bring.

Mention your previous work to show your credibility and what you can bring to the table. You should also briefly highlight your accomplishments. Understanding your background can help you stand out and be seen as a valuable candidate for the job.

End your letter with a polite conclusion, suggesting further communication. Highlight how excited you are to talk again and share when you have time to meet.

Now, all you have to do is sign off. Professionally, of course. A simple “ Looking forward to hearing from you ” does the trick every time.

We’ve covered the 7 key steps to writing a letter of introduction in theory. 

Now, let’s take a look at an example that brings all these steps together.

BTW, this example was created using Kickresume’s cover letter builder tool . Even though it’s meant for writing cover letters, you can use it to write your letter of introduction, instead. The tool won't mind :)

We also prepared a few letter of introduction templates you can copy & paste and personalize. 

Just pick one that suits your situation the best. 

#1 For when you want to reach new clients and customers

#1 letter of introduction template.

Dear [Recipient’s Name],

I hope this letter finds you well. My name is [Your Name] , and I’m reaching out because I believe [Recipient’s Company Name] could benefit from the products I offer. I recently came across your company on social media and was impressed by the work you’re doing in [mention the industry or a specific area of interest].

At [Your Company Name] , we specialize in [briefly describe your product or service], and we’ve had great success helping businesses like yours [mention a specific benefit or outcome, e.g., “increase efficiency,” “enhance customer satisfaction,” “save time and money,” etc.] . I’m confident that what we offer could add real value to your operations.

I’d love the opportunity to discuss how we can work together and explore ways my product can support your business goals. If you’re interested in learning more, I’m available for a quick chat at your convenience.

Thank you for considering this, and I look forward to the possibility of collaborating with you.

Best regards,

[Your Name]

[Your Company Name]

[Phone Number]

[Email Address]

#2 For when you just started a new job

#2 letter of introduction template.

Subject: Excited to join the team!

I hope this message finds you well. My name is [Your Name] , and I’m thrilled to be joining [Company Name] as the new [Your Job Title] . I wanted to take a moment to introduce myself and say how excited I am to work with all of you.

A bit about me: I come from [mention your previous company or industry if relevant] , where I [briefly describe your previous role or experience] . I’m really passionate about [mention something relevant to your new role] , and I’m eager to contribute to the great work being done here.

I’ve heard wonderful things about the team, and I’m looking forward to getting to know each of you and learning from your experiences. Collaboration is something I value deeply, so please don’t hesitate to reach out if there’s anything I can help with or if you just want to chat.

Looking forward to meeting everyone and working together to achieve our goals!

Best regards, [Your Name] [Your Job Title] [Your Contact Information if needed]

#3 When someone you know recommended you

#3 letter of introduction template.

[Your Name] [Your Address] [City, State, ZIP Code] [Phone Number] [Email Address] [Date]

[Recipient’s Name] [Recipient’s Company Name] [Company Address] [City, State, ZIP Code]

Dear [Recipient’s Name] ,

I hope this message finds you well. My name is [Your Name] , and I’m reaching out because [Mutual Contact’s Name] spoke highly of you and your work in [mention the field or industry] . Given our shared interests and expertise, I’m excited about the possibility of collaborating.

At [Your Company or Your Current Position] , I’ve been focused on [briefly describe your work or area of expertise ], and I believe there’s significant potential for us to create something impactful together. [Mutual Contact’s Name] mentioned that you’re also passionate about [mention a specific area or project relevant to both] , and I think we could really complement each other’s skills and experiences.

I’d love to explore how we might work together on [mention a specific type of project, collaboration idea, or area of mutual interest] . If you’re interested, I’d be happy to set up a time to chat and see how we could make this happen.

Thank you for considering this, and I’m looking forward to the possibility of collaborating with you.

Best regards, [Your Name] [Phone Number] [Email Address]

#4 For when you're looking for a new job

#4 letter of introduction template.

I hope this letter finds you well. My name is [Your Name] , and I’m currently exploring new career opportunities. [Former Colleague’s Name] , who previously worked with me at [Your Previous Company] , highly recommended [Recipient’s Company Name] as an excellent place to grow and contribute.

With a strong background in [briefly mention your field or area of expertise], I’m confident that my skills and experience align well with the needs of your team. At [Your Previous Company] , I [mention a key accomplishment or responsibility] , which I believe demonstrates my ability to [mention how you can add value to the new company] .

I’m particularly drawn to [Recipient’s Company Name] because of [mention something specific about the company that excites you or aligns with your goals] . I would love the chance to discuss how I could contribute to your team and support your company’s objectives.

If you’re open to it, I’d be thrilled to chat further about any opportunities that might be available. Thank you for considering my application, and I look forward to the possibility of joining your team.

A letter of introduction is a valuable tool for making new connections, reaching out to potential employers, or helping you during your job hunt.

There are a couple of different situations when writing a letter of introduction is appropriate. 

For example when:

• You want to reach new clients and customers
• You just started a new job
• Someone you know recommended you to someone
• Someone asked you to write one for them
• You're looking for a new job
• You're looking for a business partner/collaborator

The details may vary slightly depending on the context, but following these 7 steps will help you prepare a strong letter of introduction in any scenario:

• Add a header with contact information
• Include a salutation
• Introduce yourself and your contact (if applicable)
• State the purpose of the letter
• Highlight your accomplishments or previous relevant work
• Close the letter by suggesting further communication
• Sign off professionally

If you’re still in doubt about writing your letter of introduction, don’t hesitate to use the templates provided in the article.

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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