This blog post is a cover letter guide for beginners.
Cover letters can feel like an afterthought, especially when most job applications only require a resume. But here’s the thing — while they might be optional for some entry-level positions, you’re far more likely to see “Cover Letter Required” once you start applying for jobs after undergrad. So, why not start practicing writing strong cover letters now? The sooner you get comfortable with them, the easier it’ll be when it really matters.
Cover Letter Guide for Beginners: What’s a Cover Letter?
A cover letter is your chance to show the human side of your application. It’s where you can express genuine passion and interest in the position and the company, while also explaining why you’re a strong fit. Think of it like this:
- Your resume is about what you’ve done.
- Your cover letter is about how you did it.
It’s also your opportunity to highlight skills or experiences your resume doesn’t fully capture. Even if the job description says a cover letter is optional, including one can only help your application — it showcases your personality, enthusiasm, and writing skills.
Cover Letter Guide for Beginners: Cover Letter Structure
The structure of a cover letter is actually pretty simple. It’s set up like a formal letter — but I know many of us haven’t had to write one before, especially now that most applications are submitted online.
The letter itself should be single-spaced, but always skip a line between paragraphs to keep it easy to read. (You’ll see little reminders in the template where to add these blank lines.) You can change the font style or size if you’d like, but make sure it stays legible, clean, and professional.
Let’s start from the top of the page. The first thing you’ll see is the header, which contains your name and contact information — similar to your resume. Include your email, phone number, and location (city and state are enough). You can also add your LinkedIn URL or other relevant portfolio/work links that strengthen your application.
When it comes to formatting, consistency is key. Keep the same font style and size throughout the letter. The only exception can be your name in the header — you can make it slightly larger or bold so it stands out. Your header can be placed in the center, left, or right; I personally like mine centered because it draws the reader’s eye, but any position works as long as it’s consistent and clearly at the top.
I’ve created a FREE Cover Letter Template you can edit to match your style and make it easy to follow along — and here’s what the header looks like in the template:
Estefania Villicana
Salinas, CA | estefania@gmail.com | (800)000-0000 | linkedin.com/in/evalbanil/
Cover Letter Guide for Beginners: Starting the Letter
Below your header, you’ll use a standard letter format. This includes the date, the employer’s contact information, and your greeting — all aligned to the left. Here’s what that section should look like in your cover letter:
Month Day, Year
Hiring Manager
ABC Company
1234 Main Street
Los Angeles, CA 90001
Dear Ms./ Mr. Hiring Manager,
The first thing in your letter is the date — the day you’re writing the letter. This shows the reader that your cover letter is recent and written specifically for this job posting. Always write the date in full format, like August 3, 2025 — no abbreviations. After the date, skip one line before moving on to the employer’s contact information.
Next is the employer’s contact information. This should include the hiring manager’s name, followed by the company’s name and address. If you know who the hiring manager is, write their full name on the first line. If you don’t, simply delete that line from the template. Some companies are very transparent about who’s hiring; others aren’t, so don’t stress if you can’t find their name — just don’t leave “Hiring Manager” as a placeholder in your final letter.
The address format in my template is exactly how it should appear:
- First line: street address of the company
- Second line: city, state, and ZIP code
After that, skip a line for the greeting. I keep it simple with “Dear” followed by the hiring manager’s name and a respectful title (Ms./Mr.). If you don’t know their name, it’s fine to use “To whom it may concern,” — just remember the comma at the end. Then skip another line before starting your first paragraph.
Yes, I know this feels formal (especially since we’re probably submitting everything online), but using this format shows the reader you understand proper business letter etiquette and took the time to craft a tailored application — and that extra effort can help strengthen your application.
Cover Letter Guide for Beginners: Writing the Cover Letter
Your cover letter will usually have three main parts: the opening, the middle, and the closing. Each section works together to explain why you’re a strong candidate for the job. Just like with your resume, you want to tailor your writing to match what the employer is looking for — and they’ve already given you clues in the job posting.
Pay close attention to the keywords and skills listed, then connect them to your own qualifications and experiences. This not only shows you meet the requirements, but also that you’ve taken the time to craft a thoughtful, customized letter. Keep in mind, this often means making small tweaks to each cover letter depending on the job you’re applying for.
Cover Letter Guide for Beginners: The Opening Paragraph
Your opening paragraph should be short — usually just one paragraph — and set the stage for the rest of your letter. This is where you introduce yourself, state why you’re writing, and immediately connect yourself to the position. Include relevant details that tie your background to the role you’re applying for.
For example, if I were applying for a High School AVID Teacher position, my opening might look like this:
As a first-generation college graduate who navigated higher education on my own, I am excited to apply for the AVID High School Teacher position at Pioneer High School. I bring three years of experience preparing high school and college students for higher education and understand academic rigor firsthand as a UCLA honors graduate in Sociology. Having worked extensively with students in this community, I am eager to contribute my skills and experiences to a school that reflects my own upbringing and commitment to student success.
Above, you can see that I introduced myself and clearly stated the position I’m applying for. While introducing myself, I also mentioned relevant qualifications I hold for the position and explained why I’m interested in working for the company.
If you were referred for the position or have a connection to the company, this is a good place to mention it. This part is optional — so don’t stress if you don’t have one — but when you do, it can strengthen your application by showing you already have trusted relationships within the organization.
For example, if I had a referral, I might write something like this:
I was referred to this position by current Vice Principal Samantha Jones, with whom I worked for a year as a tutor at UCLA’s tutoring center.
For the referral, keep it short and to the point — one sentence at the end of your introduction is perfect. In that sentence, include the referral’s name, position, and your connection to them. And remember, always ask permission before using someone’s name so they’re prepared to speak positively about you if contacted. With the right name, this small detail can add extra weight to your application.
That’s pretty much it for the introduction. Just make sure you skip a line before moving into the next section of your letter.
Cover Letter Guide for Beginners: The Middle Paragraph(s)
This section is where you focus on skills. I recommend no more than two paragraphs here — and don’t simply repeat your resume. These paragraphs should answer one key question: Why would you be a good fit for this role?
To make your letter stronger and easier to read, choose two relevant skills that directly match the job description and explain how those skills will help you succeed in the position. Your best guide is the job posting itself — study the keywords and skills the employer lists, then connect them to your own accomplishments and experiences.
Your skill focus section should start with one strong, relevant skill and then give a concrete example from your experience. This experience can come from either paid or unpaid work — just make sure it’s relevant to the role, focuses on action, and shows a clear outcome. Avoid repeating bullet points from your resume; instead, use the cover letter to expand on what you’ve already listed and give the employer more context.
I recommend dedicating one skill per paragraph, choosing your top two strongest abilities that directly relate to the job. Use specific, powerful examples to show how you’ve successfully applied these skills in the past.
Remember — your cover letter should be only one page, so you don’t need to go into extreme detail. Hiring managers read a lot of applications, so they appreciate a letter that gets to the point while still highlighting the skills that make you a strong candidate. Think of this section as giving them a quick, focused preview of what you’d say in an interview. Quality over quantity.
Always skip a line between paragraphs to keep your letter easy to read.
Cover Letter Guide for Beginners: Closing the Cover Letter
The closing is simple: restate your interest in the position and thank the employer for their time in one paragraph. If you have space (and remember, you only have one page), you can briefly summarize the key qualifications you mentioned in the middle section. Then skip a line, close with “Sincerely,” and write your full name. It should look like this:
I am excited for the opportunity to bring my expertise in college readiness and student mentorship to Pioneer High School as an AVID teacher, helping to give back and uplift the community I deeply relate to. Thank you for your time and consideration, and I look forward to the opportunity to speak with you further.
Sincerely,
Estefania Villicana
After typing out your name, you’ve officially completed your cover letter — congratulations! 🎉 When it’s time to upload your letter, I highly recommend saving it as a PDF so your formatting stays intact. Name your file like this: FirstName_LastName_CoverLetter.pdf (ex. Estefania_Villicana_CoverLetter.pdf).
This format looks professional, keeps your file organized, and makes it easier for the hiring manager to identify your application. Please, please don’t upload a file named “coverletter(8).pdf” — it’s not the best first impression.
As I mentioned earlier, I’ve created a FREE Cover Letter Template for you. Make sure it’s legible, clean, and professional. I know the formal cover letter format — including the employer’s full address — might feel unnecessary in today’s digital application process, but I still recommend doing it. Why? Because it shows attention to detail, professionalism, and effort — qualities employers value.
At the end of the day, your cover letter will stand out if it’s formatted well, tailored to the job description, and filled with genuine enthusiasm for the position. That’s the combination that can help you move to the next stage of the hiring process.
And that’s it! Wishing you the best in your job search — and if you’re ready to strengthen your application even more, check out my other blog post on resumes.