How do you write a cover letter that gets read?
Finish a tailored, one-page, 300-400 word cover letter in Word or Google Docs in about 45 minutes.
Short answer
Write one A4 page, 300-400 words, in four paragraphs: the exact role you are applying for, two or three concrete results that match the requirements in the posting (with numbers), why this company, and a closing request for an interview. Format it in Calibri 11 pt, 1.15 line spacing, 2.5 cm margins. Then use File > Save As, choose PDF, and name the file firstname-lastname-cover-letter.pdf.
What you need
Step by step
Pull the posting apart
Open the job ad on the job board or LinkedIn, copy the requirements and responsibilities sections, and paste them into a blank document. Highlight the three requirements that repeat or sit at the top, such as upper-intermediate English, a specific software, or team leadership. The body of your letter will answer exactly those three.
Set up the page
In Word, choose File > New > Blank document. On the Layout tab pick Margins > Normal for 2.5 cm on all sides. On the Home tab set the font to Calibri or Arial at 11 pt, then use the Line and Paragraph Spacing button to select 1.15. Leave the text left aligned rather than justified so the word spacing stays even.
Write the header block
At the top of the page put your name, phone number, email, and LinkedIn URL across three lines. Leave one blank line, then add the date and the company name. If you know who is hiring, address them by name; if not, use a role-based greeting such as "Dear Hiring Manager," and avoid "To whom it may concern."
Open with three sentences
Sentence one names the exact job title and where you saw it advertised. Sentence two states how many years you have worked and in what field. Sentence three makes a single claim about why you fit this role. Keep the whole paragraph under 50 words so the reader reaches your evidence quickly.
Back each claim with a number
Cover your three highlighted requirements in two paragraphs of 60-80 words each. Give one measurable result per paragraph, for example cutting a supplier list from 34 to 19 and saving a specific amount per year. Do not paste bullets from your CV; add one sentence explaining how you got the result.
Add the company-specific line and close
Check the company's About or Newsroom page for a recent development such as a new plant, an export market, or a product launch, and connect it in one sentence to why you want to work there. Close by asking for an interview and noting your availability, then sign off with a formal closing and your full name.
Check the word count and spelling
On the Review tab click Word Count and confirm you are between 300 and 400 words. Run Spelling and Grammar with F7 and make sure the proofing language matches the language you wrote in. Read the letter out loud once and split any sentence you cannot finish in one breath.
Export to PDF and attach it
Use File > Save As, set the file type to PDF, and name it firstname-lastname-cover-letter.pdf. If the application form has a cover letter field, paste the plain text there; if you are applying by email, attach the PDF and put the job title in the subject line. Download and open the attachment once before you send it.
Tips
Watch out
Template letters generated by AI with the name and job title left unchanged are obvious to anyone reading a stack of applications. Also leave salary expectations, conflicts with your current employer, and health details out of the letter. Those belong to the interview stage, and in writing they can be used against you.
Frequently asked questions
+How long should a cover letter be?
One page, 300 to 400 words. Four short paragraphs plus a signature block fit comfortably on A4, and letters that spill onto a second page rarely get read to the end.
+The cover letter field is optional. Can I leave it blank?
You can, but writing something helps you. When hundreds of people apply to the same ad, even four sentences tailored to that posting make it easier to get past the first filter.
+I cannot find the recruiter's name. How should I address it?
Use "Dear Hiring Manager," which is neutral and still formal. Avoid "To whom it may concern," which reads as cold, and "Hi there," which is too casual for an application.
+I am a new graduate with no experience. What do I write about?
Describe your final-year project, internship output, or club and volunteer work with numbers: team size, tools used, result achieved. Then tie what you learned to two requirements in the posting.
+What can I use instead of Word?
Google Docs is free and runs in the browser; export with File > Download > PDF Document. LibreOffice Writer does the same job and its formatting menus use similar names.
Sources and verification
Last verified: 13 Eylül 2026. tell us. Written for job boards and application forms generally; field names such as the cover letter box may differ slightly by platform.
This content is for information only; for official procedures the relevant institution’s current announcements take precedence. Details: disclaimer.