What is the Ideal Structure of a Cover Letter?

A cover letter is a free-flowing personal mission statement that outlines your fit with each specific role and your motivations for applying. It details the start of a conversation that you would like to continue during your first interview. This storytelling angle separates its content from the more factual impact of a CV. But how do you decide on the structure of a cover letter?

Should it be addressed like a business letter? How do you avoid repeating what is on your CV? How do you make it personal whilst retaining a professional element? 

Most cover letters will indeed disappear into an ATS black hole, only to be retrieved when the time comes to decide on an interview shortlist. You could go the extra mile and address it to the hiring manager (if their name is publicly available or if it is on the job description). Otherwise, a friendly “Dear Company team” will be fine. Multiple people will read it and may even remain on the system long after the hiring manager has left.

Unless you want to be incredibly formal, you do not need to include an inside postal address of the employer when considering the structure of a cover letter. For discrimination and data protection reasons, it is also acceptable to only include your state and town of residence. Share your full address at the offer stage.

3-part cover letter structure

Although it is simply a supplement to a CV, it is still customary to format your career story in letter form with an introduction, middle paragraphs and a conclusion. 

The introduction should mention the name of the role that you are applying for, along with the most potent reason to invite you to an interview. You do not have to go into detail at this stage. You want to leave the hiring manager wanting to find out more. Include powerful action verbs as part of any achievement. Quantify with (genuinely) impressive numbers and context if possible. 

The middle part structure of a cover letter should contain your key motivations for wanting the role. Do not resist the temptation to copy and paste from your CV. Certainly don’t lazily parrot the list of duties from the job description. The middle part of the cover letter is the only place in the initial job search correspondence where you can show a little personality. Tell an employer why you get up in the morning, how you handle yourself at work and why you are a fantastic colleague. Keep it conversational. 

The conclusion of a cover letter should contain one last tantalising glimpse into your career story. Then comes the call to action. Say that you are looking forward to finding out more during an interview. In terms of the tone, there should be hope rather than an expectation. Frankly, why wouldn’t you be keen to progress?

Cover letters are an essential part of a current job search. Some would disagree, but my view is that if a hiring manager is genuinely interested in your application, they will want to find out as much as possible about you before they meet you are interview.

An effectively written cover letter offers a vital starter-for-ten for any future meeting.

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This blog is shared with Job Seeker Duetists.

Written by former recruitment ghostwriter Paul Drury (not AI).