How to Write a Cover Letter in 2025: Templates, Tips, and Examples

A cover letter remains one of your most powerful tools in the 2025 job market. Up to 94% of hiring managers consider cover letters essential to interview decisions, and nearly three-quarters of recruiters expect to see one even when it's listed as optional. This guide walks you through exactly how to write a cover letter that stands out, with templates, actionable tips, and real examples that have landed jobs at top companies.

What Should a Cover Letter Look Like in 2025?

In 2025, an effective cover letter is concise, personalized, and optimized for both human readers and applicant tracking systems (ATS). Here's what modern recruiters expect:

Length and structure: Keep your cover letter to one page—ideally 250 to 400 words divided into three to five paragraphs. Hiring managers typically spend only 30 seconds to two minutes reviewing cover letters, so every sentence must deliver value.

Format essentials:

• Header: Include your name, city and state, phone number, and email address at the top

• Date: Add the current date below your contact information

• Greeting: Address the hiring manager by name whenever possible (avoid generic "To Whom It May Concern")

• Body: Three focused paragraphs—opening, qualifications, and closing

• Sign-off: Professional closing like "Sincerely" followed by your full name

Design considerations: Use clean, standard fonts (Arial, Calibri, Times New Roman, or Verdana) in 11- or 12-point size. Maintain 1-inch margins and single spacing within paragraphs, with a blank line between sections. Save your document as a PDF (unless otherwise specified) and name it clearly: FirstName_LastName_Cover_Letter.pdf.

ATS compatibility: Modern ATS systems have become stricter about parsing. Avoid images, graphics, tables, text boxes, headers, footers, and fancy formatting. Stick to straightforward layouts that automated systems can easily read.

How to Write a Cover Letter: Step-by-Step Guide

Step 1: Research the Company and Role

Before writing a single word, invest time in understanding the company's mission, culture, and recent projects. Approximately 72% of hiring managers consider customization "important" or "very important." Look for:

• Company values and culture indicators on their website

• Recent news, awards, or initiatives

• The hiring manager's name (check the job posting, company website, or LinkedIn)

• Specific keywords and requirements in the job description

This research will help you tailor every paragraph to demonstrate genuine interest and cultural fit.

Step 2: Craft an Attention-Grabbing Opening

Your opening paragraph is critical—41% of hiring managers say the introduction is the most impactful section. Start strong by:

• Expressing genuine enthusiasm for the specific role and company

• Mentioning how you discovered the position (especially if referred by someone)

• Immediately connecting your background to the company's mission or recent achievements

• Including relevant keywords from the job description

Example opening:

"I'm excited to apply for the Product Manager position at [Company Name]. Having followed your recent launch of [specific product] and its impact on [industry outcome], I'm eager to bring my five years of experience driving 40% user growth and $2M in cost savings to your team."

Step 3: Highlight Relevant Qualifications with Metrics

The middle paragraph(s) should showcase your most relevant achievements using concrete, quantifiable results. Modern recruiters want to see:

• Financial impact: Revenue increases, cost reductions, profit growth (e.g., "increased sales by $17,000" or "achieved 27% profit growth")

• Growth metrics: Client acquisition rates, user base expansion, traffic improvements (e.g., "drove 37% growth in new clients" or "boosted organic traffic by 48%")

• Operational improvements: Efficiency gains, productivity increases (e.g., "reduced project completion time by 35%" or "doubled engagement metrics")

• Leadership scope: Team size managed, client relationships (e.g., "led 20-person team" or "managed 15-20 client accounts weekly")

Don't simply repeat your resume. Instead, tell a brief story that demonstrates how you achieved these results and what skills you applied.

Example middle paragraph:

"At [Previous Company], I led a strategic overhaul of our product development process that streamlined our ideation-to-delivery pipeline. By implementing cross-functional collaboration frameworks and data-driven prioritization, my team reduced time-to-market by 30% while securing $2 million in cost savings. This experience taught me how to balance innovation with efficiency—exactly what [Company Name] needs as you scale your product line."

Step 4: Demonstrate Cultural Fit and Personality

Beyond skills and achievements, employers want to understand who you are and how you'll fit into their team. Use your cover letter to:

• Show your personality in a professional tone

• Connect your values to the company's mission

• Mention relevant interests, volunteer work, or side projects that align with company values

• Explain what specifically attracts you to this company (not just any company)

This human element helps you stand out in an increasingly automated application process.

Step 5: Close with a Strong Call-to-Action

Your closing paragraph should:

• Thank the employer for their time and consideration

• Briefly clarify any resume details if necessary (like employment gaps)

• Summarize why you're an ideal fit

• Express clear interest in the next steps

• Include a confident call-to-action

Example closing:

"Thank you for considering my application. I'm confident that my track record of driving measurable product outcomes combined with my passion for [company's mission] makes me an excellent fit for your team. I'd welcome the opportunity to discuss how I can contribute to [specific company goal]. I look forward to speaking with you soon."

Step 6: Choose an Appropriate Sign-Off

Select a professional closing that's friendly yet formal:

• Sincerely

• Regards

• Best

• Respectfully

• Thank you

• Thank you for your consideration

Avoid overly casual closings like "Cheers" or overly affectionate ones like "Yours Truly." Follow with your full name.

What Are the Three Golden Rules for Writing a Cover Letter?

Three fundamental principles separate effective cover letters from rejected ones:

1. Personalization Over Templates

Generic, one-size-fits-all cover letters are the top reason for rejection. Every cover letter must be tailored to the specific company and role. This means:

• Addressing the hiring manager by name (not "Dear Hiring Manager" when you can find their name)

• Referencing specific company projects, values, or achievements

• Matching your language to the job description's keywords

• Explaining why you want this job at this company

2. Show, Don't Tell

Don't just claim you're "detail-oriented" or a "team player." Instead, provide concrete examples with measurable outcomes that demonstrate these qualities. Replace vague statements with specific stories and numbers that prove your value.

Weak: "I'm an experienced project manager with strong leadership skills."

Strong: "As project manager at [Company], I led a 15-person team to deliver a $500K initiative three weeks ahead of schedule, resulting in 25% faster client onboarding."

3. Brevity and Clarity Win

Respect the hiring manager's time. Keep your cover letter to one page with short, scannable paragraphs. Every sentence should serve a purpose—if it doesn't add value, cut it. Use clear, active language and avoid jargon, buzzwords, or overly complex sentences.

How to Write a Killer Cover Letter: Advanced Strategies

Use the STAR Method for Examples

When describing achievements, structure them using Situation, Task, Action, Result:

• Situation: Brief context of the challenge

• Task: Your specific responsibility

• Action: Steps you took

• Result: Quantifiable outcome

This framework keeps your examples concise while demonstrating problem-solving ability.

Mirror the Company's Language and Tone

Pay attention to how the company communicates in their job posting and on their website. A startup might appreciate a more conversational tone, while a law firm expects formal language. Subtly matching their communication style shows cultural awareness.

Address Potential Concerns Proactively

If you're changing careers, have employment gaps, or lack a specific qualification, briefly address it with a positive spin:

"While my background is in marketing rather than sales, I've consistently exceeded lead generation targets by 40% and developed strong relationship-building skills that translate directly to account management."

Create a Compelling Narrative Arc

The best cover letters tell a cohesive story: where you've been, what you've accomplished, and why this role is the logical next step. Each paragraph should flow naturally to the next, building a case for why you're the ideal candidate.

What Is a Powerful Opening Sentence for a Cover Letter?

Your first sentence determines whether the hiring manager keeps reading. Powerful openings share these characteristics:

Lead with enthusiasm and specificity:

"I've been following [Company Name]'s innovative approach to [specific area] since your [specific achievement], and I'm thrilled to apply for the [Position] role where I can contribute my expertise in [relevant skill]."

Start with a compelling achievement:

"After increasing user engagement by 65% and reducing churn by 40% at [Previous Company], I'm excited to bring my growth marketing expertise to [Company Name]'s expanding customer base."

Reference a mutual connection:

"[Contact Name] suggested I reach out about the [Position] opening, knowing my track record of [specific achievement] aligns perfectly with [Company Name]'s goals for [specific objective]."

Connect your passion to their mission:

"As someone who has volunteered with [relevant cause] for five years, I'm inspired by [Company Name]'s commitment to [mission] and eager to contribute my [relevant skills] to your team."

Avoid weak openings like "I am writing to apply for..." or "I saw your job posting on..." These waste valuable space and fail to capture attention.

Cover Letter Templates for 2025

Template 1: Standard Professional Format

[Your Name]
[City, State]
[Phone Number]
[Email Address]

[Date]

Dear [Hiring Manager's Name],

[Opening paragraph: Express enthusiasm, mention how you found the role, and briefly state why you're interested in this specific company and position.]

[Middle paragraph 1: Highlight your most relevant achievement with specific metrics. Explain the situation, your actions, and measurable results. Connect this to what the company needs.]

[Middle paragraph 2 (optional): Provide a second example or discuss skills/experiences that demonstrate cultural fit. Show personality while remaining professional.]

[Closing paragraph: Thank them, summarize your fit, express interest in next steps, and include a call-to-action.]

[Professional closing],
[Your Full Name]

Template 2: Career Change Format

[Your Name]
[City, State]
[Phone Number]
[Email Address]

[Date]

Dear [Hiring Manager's Name],

[Opening: Acknowledge the career transition while emphasizing transferable skills and genuine enthusiasm for the new field and this specific company.]

[Middle paragraph 1: Highlight transferable skills with concrete examples. Show how your unique background brings fresh perspective and measurable value.]

[Middle paragraph 2: Address the transition directly. Explain what you've done to prepare (courses, projects, certifications) and why you're committed to this change.]

[Closing: Emphasize your enthusiasm, unique value proposition, and readiness to contribute immediately.]

[Professional closing],
[Your Full Name]

Template 3: Remote/Hybrid Position Format

[Your Name]
[City, State, Time Zone]
[Phone Number]
[Email Address]
[LinkedIn Profile URL]

[Date]

Dear [Hiring Manager's Name],

[Opening: Express enthusiasm for both the role and the company's remote culture. Mention specific aspects of their remote work approach that appeal to you.]

[Middle paragraph: Highlight remote-specific competencies—self-motivation, written communication, time management, and familiarity with collaboration tools (Slack, Zoom, Trello, Notion, etc.). Provide concrete examples with metrics from previous remote or hybrid work.]

[Closing: Reinforce your remote readiness, cultural fit, and enthusiasm. Include your time zone and availability for virtual interviews.]

[Professional closing],
[Your Full Name]

Real Cover Letter Examples That Landed Jobs at Top Companies

Example 1: Microsoft Software Engineering Manager

Why it worked: This candidate immediately aligned her passion with Microsoft's reputation, then provided a specific, quantifiable achievement (removed 50,000 lines of deprecated code, achieving 68% performance optimization and 55% boost in user satisfaction). The letter balanced technical leadership with measurable business impact.

Key takeaway: Use concrete numbers that demonstrate both technical skill and business value. Show how your work directly improved user experience or company efficiency.

Example 2: Google Product Manager

Why it worked: The candidate directly referenced Google's mission, then described a strategic overhaul at Intel that created a faster product pipeline and secured $2 million in cost savings. The storytelling approach blended technical insights with market strategy.

Key takeaway: Connect your past successes to what the company values. For product roles, demonstrate both innovation capability and measurable financial impact.

Example 3: Web Developer (General)

Anne Galindo
Los Angeles, CA
310-555-0120
anne.galindo@email.com

January 15, 2025

Dear Hiring Manager,

I'm excited to apply for the Web Developer position at [Company Name]. I've been programming websites and using CSS to create user-friendly experiences since middle school, so it's always been a passion of mine. I've also been intrigued by your company since it won Most Innovative at the National Web Development Awards two years ago. I strive to stay on the cutting edge of web design and development, so when I saw this job posting, I knew I had to apply.

During my previous role at [Company Name], I built a website completely from scratch for a recently rebranded business, both ahead of schedule and within budget. I started by gathering requirements from my clients and holding a focus group to perform user research. My favorite part about web design is building a solution that impresses the client and meets the needs of users and customers. My new website was responsive, lightning-fast, and included the latest e-commerce features. After launch, I continued to lead optimization efforts. Through A/B testing, I improved the click-through rate by 10% and reduced the bounce rate on the website's landing page by 35%. As your web developer, I would bring these skills to develop websites that exceed the expectations of clients and customers and drive real business results.

One of the factors that attracted me to this role is that [Company Name] values giving back to the community. In my spare time, I run free web development workshops for at-risk youths. In these workshops, I teach them the basics of HTML/CSS and JavaScript and serve as a mentor. As I grow in my career, applying my skills to help others and make an impact on the world becomes more important—I believe this role would give me that opportunity.

Thank you for your consideration and time. I look forward to learning more details about the position and company.

Sincerely,
Anne Galindo

Why it worked: This cover letter demonstrates passion, provides specific metrics (10% CTR improvement, 35% bounce rate reduction), shows cultural fit through volunteer work, and maintains an enthusiastic yet professional tone throughout.

Common Cover Letter Mistakes to Avoid in 2025

Recruiters consistently cite these errors as reasons for rejection:

1. Generic Greetings and Impersonal Content

Using "To Whom It May Concern" or "Dear Hiring Manager" when you could find the actual person's name shows lack of effort. Similarly, cover letters that could apply to any company at any time signal you're not genuinely interested.

Fix: Spend five minutes researching the hiring manager's name on LinkedIn or the company website. Personalize every paragraph with company-specific details.

2. Rehashing Your Resume

Simply restating your work history in paragraph form wastes the opportunity to provide context, insights, and personality that your resume can't convey.

Fix: Use your cover letter to tell the story behind your resume achievements. Explain your thought process, challenges overcome, and lessons learned.

3. Overreliance on AI Without Personalization

Many recruiters can now spot generic AI-generated content. While AI tools can help overcome writer's block, submitting unedited AI output makes your application sound robotic and insincere.

Fix: Use AI as a starting point for structure and ideas, then heavily revise with your own voice, specific details, and personal insights. Run the final version through AI detectors to ensure authenticity.

4. Poor Structure and Dense Paragraphs

Long, dense paragraphs make your cover letter hard to scan. Hiring managers reviewing dozens of applications will skip content that's difficult to read.

Fix: Keep paragraphs to 3-4 sentences maximum. Use white space strategically. Consider bullet points for listing multiple achievements or skills.

5. Wrong Tone and Language Issues

Using passive voice, overusing "I" statements, relying on buzzwords ("synergy," "rockstar," "ninja"), or including spelling and grammar errors all undermine your professionalism.

Fix: Write in active voice. Vary your sentence structure. Use specific, concrete language instead of buzzwords. Proofread multiple times and use tools like Grammarly.

6. Weak or Missing Call-to-Action

Ending with "Thank you for your time" and nothing else misses the opportunity to express enthusiasm and prompt next steps.

Fix: Close with confidence: "I'd welcome the opportunity to discuss how my experience driving [specific outcome] can contribute to [company goal]. I'm available for an interview at your convenience and look forward to speaking with you soon."

7. Ignoring ATS Requirements

Fancy formatting, graphics, tables, or unusual fonts can cause ATS systems to misread or reject your application before a human ever sees it.

Fix: Stick to simple, clean formatting with standard fonts. Include keywords from the job description naturally throughout your letter. Save as PDF unless otherwise specified.

How to Adapt Your Cover Letter for Remote and Hybrid Positions

Remote and hybrid roles require specific adjustments to demonstrate you can thrive outside a traditional office:

Emphasize Remote-Specific Skills

Highlight competencies that matter for distributed work:

• Written communication: Since remote work relies heavily on written communication, provide examples of clear documentation, effective email campaigns, or successful async collaboration

• Self-motivation and time management: Describe how you've successfully managed projects independently, met deadlines without supervision, or organized your own workflow

• Technical proficiency: Mention specific tools you've used (Slack, Zoom, Trello, Notion, Asana, GitHub, etc.) and how you've leveraged them for collaboration

• Cross-timezone coordination: If applicable, share examples of managing projects across different time zones

Include Remote Work Experience

Even if you haven't held many official remote positions, highlight:

• Freelance projects or consulting work

• Volunteer work done remotely

• Hybrid arrangements in previous roles

• Personal projects that required self-direction

• Online courses or certifications completed independently

Adjust Your Header

For remote positions, consider including:

• Your time zone

• LinkedIn profile URL

• Portfolio or personal website (if relevant)

• Location flexibility (if you're open to relocation)

Show Cultural Fit for Remote Teams

Research how the company approaches remote work and reference it:

"I'm particularly drawn to [Company Name]'s emphasis on asynchronous communication and results-oriented culture. In my previous remote role, I thrived in a similar environment, consistently exceeding quarterly targets while maintaining work-life balance across a distributed team."

Using AI Tools to Write Your Cover Letter (Without Losing Authenticity)

Generative AI can accelerate your cover letter writing, but only if used strategically:

How to Use AI Effectively

1. Start with AI for structure and ideas:

• Ask AI tools for outline suggestions based on the job description

• Generate keyword lists from the job posting

• Create initial drafts to overcome writer's block

• Get suggestions for strong opening sentences

2. Personalize heavily:

• Add specific details about your experience that only you know

• Include personal anecdotes and insights

• Adjust the tone to match your authentic voice

• Research the company independently and incorporate unique details

3. Verify authenticity:

• Run your final draft through AI detection tools

• Read it aloud—does it sound like you?

• Ask a friend if it captures your personality

• Check for generic phrases that could apply to anyone

AI Tools for Cover Letter Writing

Several platforms can help you draft cover letters in 2025:

• Grammarly's AI Cover Letter Generator: Upload your resume and job details for a quick draft with built-in grammar and style checking

• Rezi's AI Cover Letter Builder: Automatically pulls details from your resume to create ATS-friendly, role-specific letters

• Teal's AI Cover Letter Generator: Matches your resume with job descriptions to generate professionally formatted drafts

These tools work best as starting points, not final products. Always invest time in personalization and revision.

Streamline Your Application Process with PitchMeAI

Writing a customized cover letter for every application can be time-consuming, but it's essential for standing out in 2025's competitive job market. PitchMeAI helps you create personalized application materials efficiently without sacrificing quality.

With PitchMeAI's Chrome extension (which works on any job board) or dedicated platform, you can:

• Generate tailored resumes per job posting: Automatically optimize your resume for each specific role, dramatically increasing your interview chances

• Find hiring manager contact information: Skip the generic application portal and reach decision-makers directly with verified email addresses

• Craft perfect outreach emails in one click: Create personalized messages to hiring managers that help you stand out from applicants who only submit through standard channels

PitchMeAI also offers a free resume builder where you can write free text, drop a voice note, or upload an old resume and get a polished, professional resume in under a minute. The platform provides 3 free credits per month, plus a free trial with 10 additional credits. For unlimited usage, the premium plan is just $22/month—a small investment for significantly better application results.

By combining a strong cover letter with PitchMeAI's tools for resume optimization and direct hiring manager outreach, you create a comprehensive application strategy that maximizes your chances of landing interviews. For more guidance, check out our articles on cover letter examples that get interviews and creating a recruiter-approved resume.

Cover Letter Checklist: Before You Submit

Use this checklist to ensure your cover letter meets 2025 standards:

Content:

• Addressed to the hiring manager by name (not generic greeting)

• Opening paragraph expresses genuine enthusiasm for this specific role and company

• Includes at least 2-3 quantifiable achievements with specific metrics

• Demonstrates cultural fit and personality

• Explains why you want this job at this company

• Includes keywords from the job description

• Tells a cohesive story that connects your background to this opportunity

• Closes with a strong call-to-action

Format:

• One page maximum (250-400 words)

• Standard font (Arial, Calibri, Times New Roman, Verdana) in 11-12pt

• 1-inch margins all around

• Single-spaced with blank lines between paragraphs

• No images, graphics, tables, or fancy formatting

• Professional closing and full name

• Saved as PDF with clear filename (FirstName_LastName_Cover_Letter.pdf)

Quality:

• No spelling or grammar errors

• Active voice throughout

• Varied sentence structure (not every sentence starts with "I")

• No buzzwords or clichés

• Authentic voice (not obviously AI-generated)

• Reads smoothly when spoken aloud

• Every sentence adds value (no fluff)

Research:

• References specific company achievements, projects, or values

• Demonstrates understanding of company culture

• Addresses the specific needs mentioned in job description

• Shows you've done more than read the job posting

Final Thoughts

Writing an effective cover letter in 2025 requires balancing multiple priorities: personalization for human readers, optimization for ATS systems, brevity without sacrificing substance, and authenticity despite using AI tools. The cover letter remains a critical differentiator in competitive job markets—up to 94% of hiring managers still consider them essential to interview decisions.

The most successful cover letters share common elements: they're concise (one page, 250-400 words), highly personalized to the specific company and role, packed with quantifiable achievements, and written in an authentic voice that showcases personality alongside professionalism. They avoid generic greetings, resume repetition, and AI-generated content that hasn't been heavily revised.

By following the templates, examples, and strategies in this guide, you'll create cover letters that capture attention, demonstrate value, and significantly increase your chances of landing interviews. Remember that every cover letter is an opportunity to tell your unique story and explain why you're not just qualified, but the ideal candidate for this specific role at this specific company.

Invest the time to research each employer, customize each letter, and proofread carefully. Combined with a strong resume and strategic outreach to hiring managers, a well-crafted cover letter becomes a powerful tool in your job search arsenal.