what is meant by cover letter in cv

What is a Cover Letter? Definition, Structure, Purpose, Types & Meaning

In This Guide:

What is a cover letter, what is the purpose of a cover letter in a job application, what to include in a cover letter, cover letter format and layout, should you use a cover letter template or example, what is a cover letter - takeaways.

Asking yourself, “What is a cover letter?”

In this article, we break down for you the basics about cover letters, their purpose, and what to include in yours.

When you’re applying for a job, a cover letter is just as important as your resume in a lot of ways.  You always want to include a cover letter when you’re submitting your resume, to personalize the facts about your work history and to tailor your application to the job.

But if you haven’t written a cover letter before, it can be intimidating to figure out what to include. Don’t worry, this expert guide boils it all down into a quick read that gives you an overview and points you in the right direction to find everything you need to know about them.

In this post, we’re going to cover:

• What is a Cover Letter?
• What is the Purpose of a Cover Letter in a Job Application?
• What to Include in A Cover Letter

We also describe how you can lay out your cover letter to amp its impact, and we’ve even made it dead simple for you by including some perfect cover letter examples for you to check out.

A cover letter is a one-page document that you include with your resume as part of your application for a job. A good cover letter grabs a Hiring Manager’s attention and gets you to the next step of the hiring process.

While every job you apply for will have either a specific application form or will ask for a resume, not every one will ask for a cover letter.  But you should always include one – it’s a game changer.

The upshot is that a resume is a summary of your work and education experience, while your cover letter adds relevant context to that experience for the specific job.

A cover letter is tailored to a specific job you’re applying for, and it highlights what your qualifications are and how they relate to that role and company. You can use it to give examples of how your experiences relate to the role and show how you’re the best person for the job.

Just as its name implies, a cover letter is written in a letter format, including a greeting, three or four body paragraphs, and a closing. Unlike a resume, your cover letter should be written in full sentences, and you want to use the first-person – “I’m writing to you today to…”.

You don’t want to just rhyme off the same things that are in your resume, though.  Use your cover letter to give real life examples of how your experience, skills, or interests make you perfect for the job.

Head to our full article on the differences between a resume and a cover letter to learn more on this.

Put simply, it’s your chance to make a great first impression. It’s a tool you use to grab a hiring manager’s attention long enough that they look over your resume a bit closer and call you in for an interview.

A cover letter may not be something a job posting asks you to include, but don’t think that means you shouldn’t.  A good cover letter is always a good idea, here’s why:

• You can tell a story in a cover letter that dives deeper into your qualifications,
• experience, and interests to show why you’re the best candidate for the job.
• A lot of candidates skip writing a cover letter, so by including one you immediately put yourself ahead of the competition!
• You can introduce yourself in a more personalized way and tailor your application specifically for the job.
• You can add a bit of flair or personality that gets a hiring manager to ask you in for an interview
• It shows that you put effort into your application, which again, puts you ahead of most of the competition.

This is just a snapshot of how a cover letter can help you. We’ve got a great article for you to look over if you want to know more about the purpose of a cover letter .

Should you send a cover letter for a job?

There is no question, yes, you should absolutely include a cover letter with your application.

We’ve done our homework on this and can tell you: a majority of hiring managers need or expect a cover letter, even if it’s not specified in the job posting.

Not only are they expected, but they’re a great tool for you too:

• Explain the reasons for any work gaps
• Clarify how the experience you have from other jobs applies
• Show how you fit their company culture
• Let them know why you’re changing jobs or fields

So, while a cover letter may not absolutely be necessary, they’re extremely useful, and always something you should take the time to write and include with your application.

Cover letters should usually include some of the same basic elements. We’ve put together a quick list below, but head over to our complete guide on what to include in your cover letter for a full explanation.

• A header – This is where you’re going to include all the contact info the hiring manager is going to expect to see.  You want to be sure to give them what theyère looking for.
• Opening statement – You can get right to it here and make sure this is an attention grabber.  Summarize your skills or experience and give them one good reason why it’s important for the job you’re applying to.
• Body – This paragraph should give some more details about you personally.  Employers often hire someone for who they are, not what they know; this is your time to show them you’d be a great fit on their team.
• Closing and Call to Action – You want to close your cover letter with a thanks for the time they’ve taken and a professional sign-off.  You should also let them know you’re eager to hear from them, and let them know to contact you to follow up.

Try to end with a great impression. It’s key that you know how to close your cover letter well to hit all the right notes.

A hiring manager takes about 7.4 seconds to look at each resume that comes across their desk, and there may be hundreds of those. A strong cover letter design can grab their attention long enough for them to set you into the callback pile instead of in the recycling bin.

We’ve put together the details on how you can really grab a recruiter’s attention with your cover letter design , but here’s the basics:

• Font - Always use a standard, easy-to-read font like Times New Roman or Arial. It should be 12pt or slightly bigger.
• Heading – Always use a professional format of heading, which includes your name and contact info, the date of writing, and the contact info for the person you’re writing to.
• Spacing – You want to single space the body of your cover letter, but leave spaces between the heading, the greeting, each paragraph, and your sign-off.
• Length – We know that it’s tempting to try to fit in as much as possible in the cover letter, but this is definitely a case of less is more.  You want the content to be about half a page, so shoot for between 250-400 words.

Keeping your cover letter lean can be hard the first few times you write one. Check out our article on ideal cover letter length to get more tips on how to hit the sweet spot.

If you’re already a pro, maybe you can go it on your own and write a killer cover letter.  But if this is your first cover letter, or you have any doubts, use our Cover Letter Examples to get some great ideas on how to write and format yours – we’ve got a few samples below.

Our examples cover different industries and positions, so you can fine tune the fit of your letter for exactly the job you’re applying to without trying to reinvent the wheel!  Plus, these are cover letters that work to get interviews, so you can be sure you’ve got a great start.

If you want a real head start, we’ve even got a Cover Letter Templates page where you can head to get all the basics covered for you. Head there, input your specifics, and you’ll have a winning cover letter, easy-peasy.

• A cover letter is a one-pager you include with a job application to dive deeper into exactly why you are the best fit for the job.
• You always want to include a cover letter, even if it’s not specified in the job posting.
• Hiring managers get hundreds of resumes, and they fly through them - your cover letter can and should be designed to grab their attention.
• Personalize your cover letter and tailor it to the specific job you’re sending it in to, this includes relating specific skills, letting your personality shine, and getting the hiring manager’s name.
• Make sure it’s in perfect shape to get great results.  Use our Cover Letter Checklist to make sure you’ve covered all the bases and haven’t overlooked any little mistakes that could cost you the job.

• Cover Letter Guides

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5 essential notes to take before your next interview (with tips to succeed), how to address being overqualified on a cover letter, how to write a 'thank you' email after interview, what is the purpose of a resume, how to network effectively to get hired.

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What Is a Cover Letter for a Job? Definition and Examples

A cover letter is a personalized document submitted alongside your resume or CV when applying for a job. It is designed to introduce yourself to the employer, showcase your qualifications, and establish a connection with the hiring manager.

Cover letters are crucial in the job application process, as they are the first impression you give to a potential employer. They demonstrate your communication skills, highlight your unique strengths that align with the job requirements, and show the employer that you have put in the effort to tailor your application specifically to them.

In this article, we will cover the essential elements of a cover letter, including the structure, content, and format. We’ll also provide you with tips on how to make your cover letter stand out and share specific examples that you can use as inspiration.

Specifically, we will discuss:

• The purpose of a cover letter
• The different types of cover letters
• The structure and format of a cover letter
• How to tailor your cover letter to the job and company
• Tips on how to write an effective cover letter
• Examples of successful cover letters

Whether you are a recent graduate or a seasoned professional, this article will provide you with the knowledge you need to create a compelling cover letter that will impress any employer. So, let’s get started!

The Definition of a Cover Letter

Defining what a cover letter is.

A cover letter is a one-page document that accompanies your resume when applying for a job. It provides a personalized introduction to the employer and serves as a sales pitch highlighting your qualifications, skills, and experience.

Explaining the Purpose of a Cover Letter

The purpose of a cover letter is to showcase your interest in the job and the company while presenting yourself as the best candidate for the position. It should not duplicate the content of your resume but rather expand on it by providing specific examples of how your skills match the job requirements.

A cover letter is also an opportunity to demonstrate your writing skills and personality. It should be carefully crafted and tailored to the employer’s needs to make a positive impression and stand out from other applicants.

Differentiating a Cover Letter from a Resume

While a resume provides a comprehensive summary of your work history, education, and achievements, a cover letter is more focused on your motivation and fit for the specific job.

A resume is typically structured in a chronological or functional format, whereas a cover letter follows a specific format with a heading, introduction, body paragraphs, and a closing.

A cover letter is an essential job application tool that complements your resume and allows you to shine as a candidate. By personalizing your application and demonstrating your fit for the job, you can increase your chances of landing an interview and securing the job you want.

The Purpose of a Cover Letter

One of the most critical components of a job application is a cover letter. It provides the candidate with an opportunity to introduce themselves and explain why they are an excellent fit for the position. The following section explores why a cover letter is essential for job seekers and highlights the benefits of including it in a job application.

Demonstrating Why a Cover Letter is Important for Job Seekers

A cover letter is the first part of your job application that a recruiter or employer will see. Therefore, it is essential to make a positive first impression. The cover letter should highlight your strengths, experiences, and qualifications that are relevant to the job description. It should be well-structured, error-free, and customized for the specific job you are applying for.

Cover letters provide the candidate with an opportunity to explain their motivation for applying for the job. They can also showcase their personality, communication skills, and writing style. A well-crafted cover letter can set the tone for the entire application and make the candidate stand out from other applicants.

Exploring the Benefits of Including a Cover Letter with a Job Application

Including a cover letter with a job application has several benefits. Firstly, it shows initiative and effort, indicating that the candidate is genuinely interested in the job. It also demonstrates attention to detail and professionalism.

A cover letter can also provide valuable insights that may not be apparent from the resume alone. It allows the candidate to elaborate on their skills and experiences, as well as to address any gaps or challenges in their career history. Additionally, a cover letter provides an opportunity to express enthusiasm for the company and the position.

Furthermore, a cover letter can help job seekers overcome potential obstacles or barriers. For instance, if the candidate is transitioning into a new career, lacks relevant experience or has gaps in employment history or has faced any limitations such as disabilities, a cover letter can be a valuable tool to address these concerns sensitively.

A cover letter is a crucial component of job seeking. It can make the difference between landing an interview and getting passed over. By demonstrating motivation, professionalism, and enthusiasm for the position, a well-crafted cover letter can set the applicant apart from the competition. Therefore, job seekers should take the time to create an outstanding cover letter that highlights their strengths and illustrates why they are the best fit for the job.

The Basic Cover Letter Format

When it comes to formatting your cover letter, it’s important to stick to a standard structure that potential employers expect to see. Here is a breakdown of the basic cover letter format:

Heading and contact information

At the very top of your cover letter, include your name, address, phone number, and email address. Next, include the date you are sending the letter and the contact information for the employer, including their name, title, company, and address.

Begin your cover letter with a salutation, such as “Dear Hiring Manager” or “Dear [employer’s name]”. It’s important to address the letter specifically to the person who will be reviewing your application.

Opening paragraph

In the opening paragraph, introduce yourself and explain why you are interested in the position. If someone referred you to the job, mention their name and connection to the employer.

Body paragraphs

The body of your cover letter should highlight your qualifications and explain why you are the best candidate for the job. Use specific examples from your work experience or education to demonstrate your skills and achievements.

Closing paragraph

In the closing paragraph, thank the employer for considering your application and express your enthusiasm for the opportunity to interview. Include your contact information again and invite the employer to contact you with any further questions.

End the letter with a professional closing, such as “Sincerely” or “Best regards”, and sign your name.

Tone and style of writing

When it comes to the tone and style of your cover letter, it’s important to strike a balance between professionalism and personality. You want to sound knowledgeable and competent, but also friendly and engaging. Here are some tips for writing an effective cover letter:

• Use a conversational tone, but avoid slang or casual language.
• Tailor your language to the specific job and company you are applying to. Use keywords from the job description and research the company culture to get a sense of the appropriate tone.
• Show enthusiasm and passion for the job, but avoid going overboard or sounding desperate.
• Be confident and assertive, but also humble and gracious.
• Use examples and anecdotes to demonstrate your skills and qualifications, but avoid rambling or repeating information from your resume.

By following the basic cover letter format and using an appropriate tone and style, you can create a compelling letter that stands out to potential employers and increases your chances of landing the job.

How to Write a Cover Letter

In this section, we will provide a step-by-step guide to creating a successful cover letter.

Paragraph 1: Introduction

The first paragraph is your chance to introduce yourself to the employer and explain why you’re interested in the position. Start off with a clear and concise statement of the job you’re applying for and where you saw the opening. You can also include a sentence or two about your qualifications and why you’d be a good fit for the role. Remember to keep it brief and to the point.

Paragraph 2: Your Qualifications

In the second paragraph, highlight your qualifications and experiences that match the job description. Be specific and use examples to demonstrate your skills and achievements. This is your chance to prove that you have what it takes to succeed in the role. Make sure to use keywords from the job description to show that you understand the requirements of the position.

Paragraph 3: Your Value Proposition

The third paragraph is where you can really sell yourself. Explain what sets you apart from other applicants and why the employer should hire you. This is your opportunity to showcase your strengths and explain how you can bring value to the company. You can also use this paragraph to express your enthusiasm for the company or industry.

Paragraph 4: Call to Action

In the final paragraph, thank the employer for considering your application and reiterate your interest in the position. End with a strong call to action, such as expressing your availability for an interview or follow-up call. Remember to include your contact information, such as your phone number and email address, so the employer can easily reach you.

By following this step-by-step guide, you can create a strong and effective cover letter that will help you stand out from the competition. Keep in mind that every cover letter should be tailored to the specific job and company you’re applying to. Good luck!

Specific Details to Include in a Cover Letter

When it comes to writing a cover letter, including specific details can greatly enhance your chances of landing your dream job. Here are some examples of information that should be included in your cover letter:

• Contact information:  Your full name, phone number, email address, and home address. This info helps the hiring manager contact you quickly and easily.
• Job reference number or title:  If the job you are applying for has a reference number, include it in your cover letter. If not, it’s essential to mention the job title in your introduction.
• Dates of availability:  Let the hiring manager know when you’re available to start the job. This detail helps the employer to determine your readiness and to plan accordingly.

Crafting a perfect cover letter for a job isn’t just about including the necessary details. It is also essential to tailor the cover letter to the job posting and company. Here are some tips to do so.

Tips for Tailoring the Cover Letter to the Company and Job Posting

• Research the company:  Before writing a cover letter, research the company to understand how they operate and their values. Use this information to personalize the cover letter.
• Match your skills to the job:  The job posting lists the required skills and qualifications. Make sure to mention them and link them to your experience and skills.
• Use the right tone of voice:  The tone of the cover letter should align with the company’s values and culture. If the company is serious and formal, use a professional tone. If it’s more relaxed, your tone can be conversational.
• Address the hiring manager by name:  Addressing the hiring manager by name shows professionalism and interest in the job.
• Highlight your achievements:  In the main paragraphs of your cover letter, highlight your significant achievements that relate to the job posting.

It is essential to follow these tips to create a compelling and personalized cover letter that catches the hiring manager’s attention. By focusing on the specific information and tailoring the letter to the company, you increase your chances of standing out among the other candidates.

How to Customize a Cover Letter

When applying for a job, it’s important to customize your cover letter to the specific job posting. This helps to show your potential employer that you have a genuine interest in the position and that you understand what they’re looking for. Here are some tips on how to effectively customize your cover letter for different job postings.

1. Research the Company

Before you start writing your cover letter, it’s important to research the company you’re applying to. Look for information on their mission statement, values, and any recent news or events. This will give you a better understanding of what they’re looking for in a candidate and help you tailor your letter accordingly.

2. Use the Job Description

The job description is your guide to what the employer is looking for in a candidate. Read it carefully and make note of the qualifications, skills, and experience they’re seeking. In your cover letter, use this information to highlight your relevant experience and qualifications.

3. Show Your Enthusiasm

When customizing your cover letter, it’s important to show enthusiasm for the job and company. Use specific examples from your research and experiences to demonstrate why you’re excited about the opportunity. This can help to set you apart from other applicants and show that you’re genuinely interested in the job.

4. Address Specific Concerns

If there are any specific concerns or requirements mentioned in the job posting, make sure to address them in your cover letter. For example, if the employer is looking for someone with experience working with a certain software program, mention your experience with that program specifically.

5. Keep it Professional

While you want to customize your cover letter, it’s also important to keep it professional. Avoid using slang or overly casual language, and make sure to proofread carefully for any spelling or grammar errors.

Customizing your cover letter may take some extra time and effort, but it can make a big difference in your job search. By showing the employer that you understand their needs and are enthusiastic about the job, you’ll be more likely to stand out from other applicants and land your dream job.

Common Mistakes to Avoid in Cover Letters

In order to create an effective cover letter, it is important to understand the common mistakes that many applicants make. Here are some common mistakes to avoid:

1. Repeating Information from Your Resume

It is important to remember that your cover letter is not simply a summary of your resume. One of the biggest mistakes that applicants make is repeating information from their resume in their cover letter. Instead, use your cover letter to highlight specific achievements and experiences that demonstrate your qualifications for the position.

2. Writing a Generic Letter

Another mistake that many applicants make is writing a generic cover letter. This means that they use the same cover letter for every job application. Instead, tailor your cover letter to the specific position you are applying for. Research the company and the job requirements, and use this information to customize your letter.

3. Focusing Too Much on Yourself

While your cover letter is a chance to sell yourself, it is important to remember that the letter should focus on how you can benefit the company, not just on your own achievements. Make sure that you highlight how your skills and experience can help the company succeed.

4. Making Grammar and Spelling Mistakes

It may seem obvious, but it is important to make sure that your cover letter is free from grammar and spelling mistakes. A poorly written letter can create a negative impression and may even result in your application being rejected. Proofread your letter carefully before submitting it.

5. Failing to Follow Instructions

Many job postings include specific instructions for submitting a cover letter. Failing to follow these instructions can make a bad impression on the hiring manager. Make sure that you carefully read the job posting and follow all instructions for submitting your cover letter.

Suggestions for Avoiding These Mistakes

To avoid making these common mistakes, take the time to carefully craft your cover letter. Research the company and the position, and use this information to personalize your letter. Highlight specific achievements and experiences that demonstrate your qualifications for the job. And always proofread your letter carefully to avoid embarrassing mistakes. By putting in the effort to create a strong, tailored cover letter, you can increase your chances of standing out to potential employers.

Tips for Writing a Cover Letter

A cover letter is a crucial part of the job application process. It’s a chance to introduce yourself to the hiring manager, highlight your qualifications for the job, and express your interest in the position. To make a great first impression, it’s essential to write an exceptional cover letter.

Here are some helpful tips for writing a standout cover letter:

Do your research:  Before writing your cover letter, research the company and the job you’re applying for. This will help you tailor your letter to the specific position and show the employer that you’ve done your homework.

Include a strong opening:  A strong opening sentence can grab the employer’s attention and make them want to keep reading. Use an attention-grabbing phrase or statistic to start your letter.

Highlight your qualifications:  Your cover letter should highlight your most relevant skills and experience for the job. Use specific examples that show how your past experience can be applied to the position you’re applying for.

Use active voice:  To make your letter more engaging, use active voice rather than passive voice. This will make the letter more dynamic and show the employer that you’re confident and assertive.

Avoid clichés:  Clichés like “I’m a team player” or “I’m a self-starter” are overused and don’t add anything to your letter. Instead, use specific examples to demonstrate these traits.

Be concise and to the point:  Your cover letter should be one page or less and easy to read. Use short paragraphs and bullet points to break up the text and make it easy to scan.

Show enthusiasm:  Your cover letter should express your interest and excitement for the job. Show the employer that you’re passionate about the position and eager to contribute to the company.

By following these best practices, you can write an outstanding cover letter that sets you apart from other applicants and impresses the employer. Remember to proofread your letter carefully and tailor it to each job you apply for. Good luck with your job search!

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12 CV cover letter examples

A  cover letter  for your CV, or covering note is an introductory message that accompanies your CV when applying for a job.

The purpose of the cover letter is simple… Persuade the reader to open your CV.

Learn how to write a cover letter properly, and you will hugely increase your chances of getting responses and landing job interviews.

This guide, with 12 annotated cover letter examples will show you everything you need to know about creating a winning cover note.

CV templates 

How to layout a cover letter for your CV

This annotated example of a cover letter shows you how you should structure your cover letters, and the type of information you should be including.

You should always write your CV in the body of your email (or j ob site messaging system) so that it can be read instantly. Never attach it as a separate document, or the recipient probably won’t open it.

Example CV cover letters

These 11 example CV cover letters from a range of industries should give you some good inspiration for creating your own cover letter.

Admin CV cover letter

This cover letter is aimed at administrative roles , so it highlights the candidate’s abilities in efficiency, report writing and meeting deadlines, whilst demonstrating the types of environments they have worked in.

Learn how to write a cover letter step-by-step here.

Customer service CV cover letter

This customer service cover letter briefly explains the candidate’s length of experience in the field and highlights some of the more important customer service skills such as call handling, order taking and complaint resolution.

This gives the reader an excellent introduction to the candidate and should certainly encourage them to open the CV.

See our full customer service cover letter guide,  sales assistant cover letter example  and waiter/waitress cover letter example .

Finance CV cover letter

As a finance professional, it’s important to highlight your specialisms within finance, the types of companies you’ve worked for, and high level functions you’ve carried out within your cover letter. This will give the hiring manager a good overall feel of your abilities, and if it’s well tailored to the role, should provide them with enough info to excite them about your CV.

Quick tip: Use our job application tracker spreadsheet to track your applications and follow up with employers who don’t respond.

Build your CV now 

Events CV cover letter

This events manager candidate has done a great job of summarising the type and size of events they manage, along with details of core skills such as leadership, project delivery and stakeholder management.

This certainly provides enough info to create a buzz around the CV attached and encourage the recipient to open it.

Executive assistant CV cover letter

This executive assistant CV cover letter provides a good high level intro to the candidate showing the reader key business support knowledge in areas such as admin, diary management and document management. It also shows that the candidate is confident supporting senior business figures.

Graduate CV cover letter

As a graduate , your cover letter will need to be a little longer than an experienced candidates, to compensate for your lack of experience and really sell yourself.

This candidate speaks in lots of detail about their education, qualifications, and extra-curricular work which relates to the roles they are applying for.

IT CV cover letter

As an IT candidate, it’s important not only to highlight your technical skills, but also show how you apply those skills in the workplace to translate real benefits for your employer.

This candidate gives a good overview of the candidates technical abilities and the types of projects they apply them to, along with results they achieve.

Marketing CV cover letter

This marketing cover letter provides readers with a summary of the candidate’s core marketing abilities such as media planning, brand awareness and cost reduction. It also explains the types of marketing campaigns and companies they have experience with – a great high-level intro.

Cover letter examples

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• Student cover letter
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• Teaching Assistant cover letter
• Team Leader cover letter
• Trainee Dental Nurse cover letter
• University cover letter
• UX Designer cover letter
• Volunteer cover letter

Project manager CV cover letter

A project manager’ s cover letter needs to quickly explain to recipients the types of projects they lead and the technical expertise they bring to the projects. It’s also important to describe level of experience, seniority and background.

See full project manager cover letter example + writing guide

Operations manager cover letter

This operations management CV provides a brief introduction to the types of operations the candidate manages and the firms they work for.

They also touch upon some core operations skills such as efficiency, logistics and ROI improvement.

Sales CV cover letter

As a sales candidate, this cover letter shows the types of business this person can generate and the size and scale of the impact they create by highlighting some sales results.

It also mentions some core sales skills like business development, presenting, working under pressure and closing deals.

Cover letter templates

Teacher cover letter

This teacher cover letter does a great job of introducing the candidate, and showing the recipient the key facts they will be looking for, such as; the age group they teach, subject specialisms, and the results they have achieved.

The cover letter is brief and gets to the point quickly, so that readers will instantly look to open the attached CV .

How to write your CV cover letter

Now that you’ve seem good examples of cover letters to accompany your CV (or resume if you are in the USA) this guide will show exactly how to write your own, and the content that needs to be included .

Send your CV cover letter in email format (when possible)

When applying for jobs online you usually have 2 choices…

1) Send a message via the job website’s messaging system

2) Send the recruiter an email directly

If you can find an email address for the recruiter, then I would always recommend sending an email directly because it gives you more control.

When you send a message through a job website, it will transfer into an email with basic formatting and an auto-generated headline , which will look like this when the recruiter receives it.

If you cannot find an email address for the recruiter on the job advert, then try searching LinkedIn or the company website to find the relevant contact.

You may not always be able to find an email address, but when you can – always send a job application by email .

Make your subject line appealing

As you can see in the picture above, a bad subject line can kill your chances of actually having your email read in the first place.

Your subject line should stand out and give the recruiter a reason to open your email.

When recruiters look into their inbox, they are looking for one thing; a candidate who can do the job they are advertising – so give that to them in your subject line.

Your subject line should be a short summary of your experience that relates directly to the job you are applying for.

The following are good subject line examples;

KS2 Teacher with 5 years experience

Front End Web developer with HTML, HTML & JavaScript experience

Junior Graphic designer with 1st BA Hons Graphic Design

If your subject line shows that you have one or two of the most important requirements for the job, your email should get opened every time.

Address the recruiter by name

To get the relationship off on the right foot, you should try to address the recruiter by name if you can.

Often the recruiter’s details will appear on the job advert but sometimes you may have to check out the company website or do some digging around on LinkedIn.

If you really can’t find the name, then it’s not the end of the world – just start with a simple friendly opening like “ Hi ”

(If you applying to a more traditional organisation such as an academic post for a university, you may want to use something a bit more formal like “ Dear sir or madam ”)

Use a friendly yet professional tone

It’s important to sound professional when writing a cover letter but you also need to demonstrate your ability to communicate with other people and show some personality.

If your email is too casual and written in an over-familiar tone, then you will come across us un-professional.

But on the other hand, if your email is too formal and shows no signs of rapport building, you risk appearing as somebody who lacks social skills.

So when writing your cover letter, try to strike a nice balance of professionalism and friendliness.

Opening with a line such as “ hope you’re well ” is a nice way to breathe a bit of personality into your cover letter.

Ensure that your spelling and grammar is perfect throughout your cover letter because sloppy mistakes are a huge red flag for recruiters.

Quick tip:  If you struggle with spelling and grammar, try our quick-and-easy CV Builder

Keep it brief

Unless the job advert specifies otherwise; keep your cover letter short and sweet.

Recruiters and employers receive hundreds of job applications per week, so they don’t want to read a 2 page cover letter.

Depending on the role, around 2-4 sentences should be enough for the content of the cover letter.

You just need to write enough to persuade them to open your CV – It should roughly contain the same amount of information as your CV profile or personal statement.

Show how your skills match the job

To ensure that recruiters open your CV, you simply need to explain how your skills and experience match the job requirements from the advert.

Scan the job advert to discover what the most important candidate abilities are, and show how your previous experience has prepared you to cover these.

In particular, look out for any requirements that are essential to the job .

Focus on what you have to offer at this stage and not what you want.

At this stage, your covering letter is simply a means of getting the recruiter to open your CV, so it’s too early to talk about salary demands etc. Save that for your initial conversation with the recruiter.

Include a professional signature

End your cover letter with a friendly salutation such as “Regards” and a smart signature which includes your name and most direct contact method (usually mobile phone for most people)

A professional email signature will show recruiters that you understand business-email etiquette and ensure they have a means of contacting you – even if they can’t open your CV for any reason.

Writing a CV cover letter

Hopefully this guide has given you everything you need to create a winning cover letter that will ensure you CV gets opened every time you send it.

Just remember to keep it brief, be friendly, tailor it towards your target role, and give recruiters some good reasons to be interested in you.

Good luck with the job hunt!

What’s the Difference Between a Curriculum Vitae and a Cover Letter?

What Is a CV?

What is a cover letter, what to include on a cv, how to write a winning cv.

The curriculum vitae, also known as CV, is a full overview of your professional and academic achievements similar to a resume . This document is substantially different from the cover letter, which is meant to be a concise introduction into your background and career accomplishments. Understanding the differences between these documents and how to leverage them effectively will greatly increase your chances of landing the interview during your job search. In this guide, we’ll examine the core aspects of the CV and cover letter and the various situations in which you would submit them.

In the U.S., the CV is primarily used when pursuing an academic position. Unlike the resume, which typically doesn’t exceed two pages, this document can be several pages in length. In addition to your degrees, certifications, and work experience, you can include other aspects of your career on your CV that you may not have the space for on a traditional resume. For example, you can mention your industry associations, conferences, publications, grants, and fellowships to further flesh out your professional experience. Although you’re not restricted by length, it is good to ensure that your document isn’t overly long. Be sure to weigh the value of your content and consider whether or not these details are truly relevant to the position you’re pursuing.

Unlike the CV, your cover letter will be more heavily targeted towards a single role. The format is vastly different, and it is important to keep your document strictly to one page. The content provides an opportunity to take a more personal approach to your language, since you’ll be conveying the majority of your career achievements in paragraph form. Another difference is that you’ll be addressing the hiring manager directly. You will need to devote a portion of your cover letter to conveying your interest in the company’s mission statement or reputation within your field. For additional resources and guidance, visit our cover letter example collection featuring samples across nearly every possible industry.

Like the resume, the impact of your CV on the hiring manager will be determined by the strength of your content. In addition to your professional profile, work experience, and skills sections,consider featuring other aspects of your career that you normally wouldn’t have the space to include on your document, such as:

Publications

• Associations
• Conferences
• Fellowships
• Internships
• Volunteerism
• Presentations

Although adding these sections will greatly increase the overall length of your document, this is usually acceptable, as the reader will likely be expecting the CV to be several pages long.

That being said, to maximize the impact of your CV, take the time to consider whether these additional details are relevant to the position you’re pursuing. For example, if a particular publication has no relevance to your current field, consider omitting it from your document. Technically speaking, the CV can be as long as you want it to be, but remember that including irrelevant information won’t help to secure interview opportunities.

Now that you understand what to include on a CV, we’ll walk you through how to organize your content effectively to make a positive impression on the hiring manager. It can be difficult putting your career history onto the page and determining what information will be most compelling for the reader. Whether you’re crafting a resume or a CV, the goal is to tell your story and establish your personal brand as a professional within your field. Below, you’ll find a two-step guide to aid in building your CV and landing your next job opportunity.

To create a compelling CV, begin by outlining the strongest aspects of your career achievements and academic accomplishments. Provide specific examples that draw attention to your industry expertise and thought leadership contributions within your field. One of the benefits of a CV is more bandwidth to tell a complete story of your professional background. Don’t be afraid to highlight achievements from the earlier stages of your career, provided they have relevance for the role you’re pursuing.

Now that you’ve created an initial outline for your content, carefully review your information and ask yourself whether or not these details are relevant for your target industry. Many job seekers create CVs riddled with information that doesn’t speak to their expertise within their current field simply because the document is allowed to be longer. If a project or publication doesn’t align with the needs of the position, you’re probably better off omitting the content unless it showcases another positive aspect of who you are as a professional. For example, even if the project doesn’t match your current industry, perhaps it showcases your leadership capabilities. Or the project may have had a substantial impact on the organization and thus is objectively impressive. It’s important to evaluate your content from all perspectives as you decide what to include or cut from your CV.

In this sample, the job seeker is an accomplished professional within the medical education space. Although the general format is akin to a normal resume, they utilize the increased length of their CV to provide deeper insights into their conferences, associations, and publications.

Notice that these additional details draw attention to the candidate’s background and experience as a thought leader within the medical education field. The job seeker also highlights their commitment and passion for diversity and inclusion.

Meera Patel, Ph.D. (123) 456-7890 [email protected] 123 W. Adams Ave., Detroit, MI 12345

Doctor of Philosophy (Ph.D.), Medical Science  UNIVERSITY OF MICHIGAN, Ann Arbor, MI. September 2011 – May 2018

Master of Education (M.Ed.), Instructional Design  UNIVERSITY OF MICHIGAN, Ann Arbor, MI. September 2009 – September 2011

Bachelor of Science (B.S.), Medical Science  UNIVERSITY OF MICHIGAN, Ann Arbor, MI. September 2005 – May 2009 

Professional Experience

Medical Education Consultant, Detroit Healthcare Educators, Detroit, MI May 2021 – Present

• Serve as a consultant for stakeholders at a health care education company, which includes developing programs to refine training curriculum for medical students
• Interface with health care partners (HCPs) and C-level executives to ensure alignment with long-term organizational objectives
• Develop course content and workshops using instructional design principles and perform assessments to create train-the-trainer programs

Adjunct Professor, Medical Science, University of Michigan, Ann Arbor, MI  June 2018 – May 2021

• Taught medical science courses to 75+ medical students per semester, developed curriculum, designed courses, and performed academic assessments
• Coordinated with faculty to evaluate education programs and refine curriculums to improve student outcomes
• Provided academic advising and mentorship to students to drive professional development within the medical science field

Professional Associations

Detroit Medical Education Association, Board Member, 2014 – Present  National Association of Instructional Designers, Member, 2011 – Present

“Telehealth Training and Education in the COVID-19 Era,” University of Michigan, 2021 | hyperlink “Differentiated Instruction and Scaffolding within Medical Education,” University of Michigan, Published 2016 | hyperlink “Using a Holistic Approach to Build Medical Education Programs and Curriculum,” University of Michigan, Published 2014 | hyperlink

Presentations and Seminars 

“Diversity and Inclusion within Curriculum Development,” National Medical Education Conference, 2019 “Driving Engagement within E-learning Environments,” Medical Educators of America, 2017 “Professional Development and Leadership Seminar,” United Health Partners, 2015

• Medical Education
• Instructional Design
• Curriculum Development
• Medical Science
• Program Development

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• CV and Cover Letter
• The difference between CVs &...

The difference between CVs & cover letters

10 min read · Updated on August 13, 2024

Use your CV and cover letter wisely to present a polished application

When you apply for a job, you may be asked to send in a CV and a cover letter. They're similar, as they both need to show how you're a good match for the vacancy, but they're not the same. In this article, we'll investigate the difference between a CV and a cover letter, and show how they can complement each other to create a strong application. 

What is a CV?

For many employers, a CV is an absolutely essential piece of kit when applying for a job. It's a document that shows off your suitability for the role in a concise and impactful way. CVs offer a short-yet-targeted overview of your career highlights, that prove you're a great candidate for the job (or type of job) you're applying for. Details are usually presented in snappy bullet points, led by powerful verbs, and bolstered with concrete statistics.

What is a cover letter?

Unlike CVs, cover letters can be optional. That said, including a cover letter with your application can dramatically strengthen your chances of success in securing an interview. According to a recent LinkedIn survey , “49% of hiring managers admitted that a strong cover letter convinced them to interview a candidate.” And with “only 6% of hiring managers thinking that a cover letter is unnecessary for a job application,” it might be time to rethink your approach.

Cover letters are primarily used to expand on your CV, to add more context, and to further explain your value. It supplies the HR Manager with further evidence that proves you're an applicant who's worthy of an interview. It also serves as an introduction. If a hiring manager reads, and likes, your cover letter, they'll be more inclined to follow up by reading your CV. If your cover letter is sloppily written, doesn't offer much context, or isn't bringing anything to the table in order to encourage someone to find out more, then the likelihood is that they are probably not going to seek out your CV for further investigation. 

Cover letters should always be tailored to the specific role and company you're applying to,

so along with summarising your suitability it should also include a note on your motivation. 

Is a CV a cover letter? Is a cover letter a CV?

The short answer to this is “no.” You can't use your CV as a cover letter, or your cover letter as a CV. While they may seem similar, knowing the difference between a CV and a cover letter is crucial in order to get the best results while you're navigating your job search journey. That's what we'll explore in greater depth below.

What does a CV include?

Your CV should cover four main sections, including:

Name, professional title, and contact information 

It's essential that these details are accurate and well formatted, to ensure that the HR Manager can identify you easily and get in touch. Learn more here about how to add contact information to your CV .

Personal profile

Your personal profile , located just under the contact details and at the top of the first page of your CV, should detail who you are, what you can offer the company, and your career goals, all in one tidy paragraph of about four or five sentences. CVs are written in the third person , without pronouns. This might sound a bit odd at first, but it avoids the constant, “I did this,” and “I did that” way of writing.

For example, you could write, “A versatile and approachable Store Manager who flourishes with increased responsibility and engages well with customers.”

Professional experience

Your work experience should explain what you've done in your current role and your previous roles, going back to cover the last 10 to 12 years . Most importantly, it should then be expanded to feature your key accomplishments, demonstrating the value you could bring to your new role.

Education and qualifications

Your education and qualifications section simply adds finer details to prove that you're a qualified expert in certain areas, all adding up to an impressive professional skill set. You can also include any certifications or courses you have completed to further develop your knowledge.

What does a cover letter include?

A cover letter is different. Usually, it's a one-page document, running to three or four brief paragraphs, that complements your CV. It normally focuses on four key elements:

The position you're applying for

Your most impressive and relevant skills and experiences

How these skills will benefit the company

A request for an interview

It's formatted similarly to a traditional letter, with a salutation , paragraphs, and a closing sentence.

However, in this digital age that we live in, where many CVs are sent directly to employers via email, the rules for cover letters are changing. If you're emailing your CV , treat the message in your email as your cover letter, rather than attaching it separately.

The similarities between a cover letter and a CV

We've taken a look at what CVs and cover letters are, so let's summarise the similarities:

They both detail your achievements and experience, drawing attention to your brilliance

They both show off what you can contribute to a business, to persuade a hiring manager to invite you to an interview

They both need to be written and presented in a professional manner

Overall, they create a holistic view of the type of worker you are and how you might fit into the business that you're keen to get into

Expert tip: When applying for a role, make sure your CV and cover letter are sent as two separate documents. 

The differences between a CV and a cover letter

We've said that CVs and cover letters are not the same, even though they have many commonalities. So where do they differ? 

A CV is generally presented in a punchy, bullet-point format, whereas a cover letter is written in paragraphs

A CV presents a career and education chronology, whereas a cover letter will focus on a few recent pieces of key information 

A cover letter is presented as a standard business letter, while a CV has a unique layout and its own set of expectations

A CV is based on facts, but a cover letter (while obviously still sticking to the truth!) can include more personality

A CV presents a lot of information very concisely, but a cover letter can go into greater depth on important details

A CV includes several sections, each with their own heading, but a cover letter only has one main header at the top

A cover letter is rarely longer than one page, whereas a CV can run to two – or even more!

A cover letter can include information that isn't generally suitable for a CV, such as why you've taken a career break , when you're available to start, or personal information that you want to share (such as if you have a disability )

Your cover letter offers the chance for recruiters to get to know you as a person, with subjective details such as your writing style, tone of voice, interest in the position, values and motivations contributing in a way the CV can't

Cover letters aren't always listed as an essential requirement on a job application. However, with a CV that proves your talent and ability, plus a cover letter that supports and sells your story, you'll greatly increase your chances of impressing a prospective employer. 

CV writing tips

It's impossible to cover every scenario you might face when writing a CV here, but there's a mine of useful information on our blog . The most important points to remember are: 

Keep it recent: The emphasis should be on the work you've done, the qualifications you've achieved, and the skills you've acquired recently.  The further back in time your CV goes, the less detail is needed.

Keep it relevant: Focus on information that's relevant to the role you're applying for – less relevant details can be minimised or omitted. 

Keep it impactful: Aim to convey the impact you've had in previous roles and how you've contributed, so that the hiring manager can see how you'd be a valuable addition to their team. 

Tailoring your CV to the job

You may have heard that you should tailor your CV to the job, but what exactly does that mean? Put simply, it just means that you should make a few tweaks to your master CV to show that you meet the exact requirements of the role you're applying for. 

The easiest way to do this is to read the advert closely to identify exactly what is needed, and then to cross-reference the points you identify with your CV to ensure you cover as much as possible. In reality, it will probably only mean changing or adding a few keywords in your Profile or Skills sections, but you should check through your Experience section too, to make sure it's aligned. 

Cover letter writing tips

We know that a cover letter is different to a CV now, but what is best practice for writing one? 

Copy the main header, with your name and contact details, from your CV

Don't forget to add the date

Address the letter as you would any other piece of business correspondence, beginning “Dear…” Try to find out the name of the person recruiting, for added brownie points!

Use the intro paragraph to state what role you're applying for and where you saw it advertised, and to emphasise your interest in the position

Add a couple more paragraphs explaining why your previous experience is relevant and has set you up to succeed in the role 

Close with a summary of your suitability, a note on why the role and company appeal, and a call to action

Sign off with “Yours…” plus your full name

Expert tip: If you're sending an email rather than a document, try to cover the points above much more concisely, as email letters are generally short and to-the-point.

CV vs cover letter: use them appropriately to progress your career

Just like strawberries and cream or fish and chips, a CV and cover letter go well together. Now you know the main differences between a CV and a cover letter, you can write both in such a way that your reader is blown away by your suitability and professionalism. You're well on your way to winning that interview and landing your next role!

The writers at TopCV certainly know their way around both CVs and cover letters. Learn more about working with an expert writer to find more success with your job-search documents or send your CV for a free CV review to see how it stacks up.

This article was originally written by Laura Slingo and has been updated by Elizabeth Openshaw and Jen David.

Recommended reading: 

7 common cover letter mistakes to avoid at all costs

How long should a good CV be?

CV tricks that are actually traps

Related Articles:

How to demonstrate teamwork skills on your CV (with examples)

Writing a 16-year-old's CV: tips & examples

How to list publications on a CV (with examples)

See how your CV stacks up.

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Why Cover Letters Are Important in the Recruitment Process

• By Amit Gawande
• August 18, 2024

Home » Blog » Why Cover Letters Are Important in the Recruitment Process

You’re probably one of many who think, “Oh no, not another cover letter!.” But you shouldn’t be so quick to dismiss one. It might be what lands you the interview or potentially the job itself. 

Even though some argue that cover letters might be dead, they do give you a chance to introduce yourself and help the recruiter paint a better picture of why you’d be a good fit for their company before meeting you in person, which is something resumes alone can’t do.

That said, let’s learn more about how cover letters help you stand out. 

Understanding cover letters

The biggest problem with cover letters is that job seekers often don’t understand their true purpose. They think of them as an expanded version of their resumes when they’re, in fact, supposed to complement them and add a more personal touch to their applications. 

Simply put, a resume focuses on your job experience relevant to the position you’re applying for, while a good example cover letter focuses on explaining how all this past work and skills you’ve gained make you the right fit for the job. It’s an extra effort but one that can set you apart. 

Cover letters aren’t an expanded version of your resume. They’re not generic letters you write once and then send out to all companies you’re applying to. No, they’re not an afterthought you write just for the sake of it. Cover letters are a chance to tell your story from your point of view.

Why cover letters are important

Besides what many people think, yes, cover letters are still important. Mostly because they’re your opportunity to make a good first impression, and first impressions matter. Even if a recruiter doesn’t get to read your cover letter, they’ll still consider it a plus and value your effort. 

You know what’s interesting? Most recruiters agree that cover letters aren’t strictly necessary, but 83% of them have also said they’re important for their hiring decisions , as they can secure you an interview even if your resume doesn’t meet their expectations. 

So, what’s so special about cover letters?

Make applications more personal 

The truth is companies won’t hire you just because of your extensive experience. Your personality also matters, and that’s exactly what your cover letter should focus on. 

It gives you the chance to talk about:

• What makes you different from other candidates;
• Why you’re interested in working in the company;
• How motivated and enthusiastic you feel about the role.

But most of all, your cover letter allows you to tell your story while addressing the recruiter directly. What are some challenges you successfully overcame in your career? Is there a success story you’re especially proud of? You can talk about all of these achievements in detail, as well as how your personal values align with the company’s culture, making you the perfect fit. 

This way, you’ll be creating a more personal connection with the recruiter, which maximizes your chances of securing the interview. Your words have much more power than you think, even in writing. This is why a well-crafted cover letter can make all the difference in your job search. 

Provide context

Unlike your resume, which only lists your previous work experiences, your cover letter provides the recruiter with more context about them—HOW this experience and skills you’ve gained make you the right person for the job and WHY you’d like to work in this specific company.

Everyone can create a resume, especially with the many resume builders available. But not everyone can make the connection between their experience and the job at hand. This is why recruiters don’t ask and don’t expect direct questions in interviews. Instead, they want to see:

• Your problem-solving skills, 
• Creativity, and 
• Ability to think and act under pressure. 

Your cover letter is where you get to showcase these qualities. You won’t just be talking about the dates and job titles from your previous positions but how all the work experience and skills you’ve gained helped you grow professionally and make you the ideal candidate for the job. You need to be as detailed as possible but, at the same time, straight to the point.

Cover letters also help you explain, in case you have employment gaps, why this happened and why you decided to change careers. I’m sure it won’t matter once you explain it, but otherwise, employment gaps you’re unable to explain can raise questions and concerns. Be careful, though, you don’t want to over-explain, as this can shift the focus to your insecurities.  

Show that you’re willing to go the extra mile

Have you ever attended a class even though attendance wasn’t mandatory? If you did, then bravo! It takes a truly committed individual to go above and beyond what’s required. 

This is the picture you want to paint for recruiters, and that’s how they’re going to perceive you after sending them a cover letter you weren’t required to send in the first place. 

It shows them you’re willing to go the extra mile, as that’s how excited you are about the role. Not only that but doing so also sets you apart from other candidates.

What you need to remember is that even if the job posting states it’s optional, 72% of recruiters still expect candidates to include a cover letter in their application, while 63% are convinced that cover letters showcase the candidate’s motivation to work in the company. 

Showcase your writing and communication abilities

You probably think that if you’re applying for an engineering position, your writing and communication abilities won’t matter. But that’s where you’re wrong. They might not be a priority, but they’re definitely skills that can give you a competitive edge over other candidates. 

Well, your cover letter is the perfect way to showcase your writing and communication skills before you even meet the recruiter in person. Being able to clearly communicate your experience, personality, and motivation in writing will potentially get you that interview, which is why you should never overlook the importance of cover letters. 

Express your enthusiasm for the job

Yes, I understand that money is possibly every candidate’s interest, but there’s a difference between working only to pay the bills and doing the job you love while getting to pay the bills. 

When you’re enthusiastic about a role, it shows. Enthusiasm is a difficult feeling to fake, which is why recruiters are unlikely to overlook your application if you manage to express your enthusiasm. It means your cover letter is genuine. As Norman Vincent Peale once said, 

“Enthusiasm releases the drive to carry you over obstacles and adds significance to all you do.”  

How to write the perfect cover letter

I don’t want to focus on formalities as much because you can find plenty of cover letter samples on the internet to demonstrate this. Instead, I want to talk more about what you need to include in your cover letter regarding context and the tone you need to maintain throughout. 

• Grab the recruiter’s attention: Instead of opening with “Hi, my name is…”, start by explaining how the job posting got your attention and how you connect to the role. 
• Talk about past achievements: Don’t just go over your work experience chronologically, but rather mention an achievement you’re proud of or how you’ve helped some of your previous companies overcome a significant challenge. 
• Align your skills with the company’s needs: Listing your skills one after another won’t do much. You want to elaborate on how these skills are relevant to the company’s needs. 
• Go with a conversational tone: I’m not saying that you should include slang, but write in a more personal way. No one appreciates generic writing anymore. 

You can go into detail as much as necessary, but your cover letter should be no longer than two pages. Your best bet is to make it one page long to ensure the recruiter reads it all. 

As per recent research, companies prefer that you first introduce yourself in the email and then add both your cover letter and resume in separate attachments. They also want you to customize your cover letter depending on the company and job position you’re applying for. 

Sealing the deal

You’ll see many comments about how cover letters are no longer relevant, but at the end of the day, the way you go about your application is your personal choice. If you feel like your resume isn’t enough to showcase your personality and skills, then why not add a cover letter as well? 

As we’ve discussed, there’s not an employer that won’t value the extra effort, so you might as well roll up your sleeves and start typing. You could finally land that interview and get the job!

Amit Gawande

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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

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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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