Skip to content

Cover letter

Cover letter structure that works

The KaloCV team 2 min read

Many recruiters still ask for a cover letter. The good news: a simple structure, applied with care, is enough to make it effective. Here is the outline to follow, step by step.

The golden rule: one page maximum

Aim for roughly 250 to 400 words. A short, specific letter gets read more often than a long text that repeats your resume.

1. The header

Put your contact details at the top, followed by the date and the employer's details. If you know the hiring manager's name, use it: "Dear Ms. Smith" is better than "To whom it may concern". When you cannot find a name, "Dear Hiring Manager" works well.

2. The opening hook

Your first sentence should make the reader want to continue. Skip "I am writing to apply for…" and get straight to the point:

Your plan to open three new locations in 2026 caught my attention: it is exactly the kind of launch I have led over the past two years.

3. Why this company

Show that you know the company: its products, projects or values. One or two specific details are worth more than a generic compliment.

4. What you bring

Pick two or three achievements directly related to the role and explain their results. Do not copy your resume: tell what it does not say, such as the context, your approach or what you learned.

5. How you would contribute

Picture yourself in the role: what you could achieve in your first few months, or how your skills meet a specific need of the team.

6. The closing

Invite the reader to the next step, then sign off professionally:

I would welcome the opportunity to discuss how I can contribute to your team. Thank you for your time and consideration. Sincerely, Alex Martin

Mistakes to avoid

  • Repeating your resume word for word.
  • Sending a generic letter without the company name or job title.
  • Talking only about what the job would do for you, not what you would bring.
  • Skipping the proofread: a typo in your letter is as noticeable as one in your resume.

Tip: use the same font and header as your resume. Your two documents then form a consistent, professional set.

Keep reading