Cover letter best practices

The four-paragraph structure

A strong cover letter runs four or five short paragraphs:

1. Hook: name the role, say where you found it, and give one specific reason you fit.
2. Value: show 2–3 achievements that match the posting's top requirements.
3. Fit: show you know the company and explain why this role, in particular, interests you.
4. Close: confirm your interest, give your availability and end with a clear next step.

Three openings that work

Your first sentence decides whether the rest is read. Skip "I am writing to apply for…" and open with something only you could write:

1. A result: "Last year I cut our warehouse's pick errors by a third, and your Logistics Coordinator posting asks for exactly that kind of process work."
2. A connection: "Maya Chen on your data team suggested I apply for the Analyst role after we talked about how you forecast demand."
3. The company's own news: "Your move to same-day delivery in Montréal is why I'm applying: I spent four years running same-day routes for a regional carrier."

Research the company, then mirror its language

Generic letters get skimmed. Spend 15 minutes on the company: recent news, product launches, its stated values, the team's own posts. Refer to one specific thing and, when you can, address the hiring manager by name. Then reuse the posting's vocabulary: if it says "cross-functional collaboration", use that phrase. Pick 3–5 key phrases from the posting and work them in where they truthfully describe what you've done.

Five phrases to drop

These phrases take space without proving anything. Replace each one with evidence:

1. "I am a passionate, results-driven team player": name one result and who you achieved it with.
2. "I think outside the box": describe the unusual fix you found.
3. "I am a fast learner": say what you learned, and how quickly.
4. "I believe I would be a great fit": show the fit with an achievement that matches the posting.
5. "To whom it may concern": find the hiring manager's name, or write "Dear hiring team".

Addressing gaps

If you have an employment gap or are changing careers, address it briefly and positively in the letter rather than leaving the reader to guess: "After completing a caregiving commitment, I used the time to finish my supply chain certificate and renew my forklift license." Present the gap as time you used deliberately. Don't apologize; explain what you did and move on.