Cover letter 2026: how to write one, structure and examples

Do you still need a cover letter?

Many candidates wonder, and the honest answer is: it depends, but more often than you think. Not every recruiter reads it, and many application portals make it optional. However:

• when the ad asks for one, not sending it means not meeting a requirement;
• when two candidates have similar CVs, the letter is often what makes the difference;
• in speculative applications and small companies, where the owner or manager reads it, it's your first contact;
• if you're changing careers, have a gap or are relocating, it's the only place to explain it.

In 2026 there's one more reason to take care over it: many letters are generated entirely by AI and they all sound alike. A letter with specific details and a personal tone stands out immediately.

What a good letter must do

The letter shouldn't summarise your CV: the recruiter already has it. It must do three things the CV can't:

1. Explain why this role and this company.
2. Link 1-2 of your concrete results to the company's needs.
3. Show who you are: your tone, motivation and way of thinking.

The structure, paragraph by paragraph

Header and greeting

Your details (name, phone, email) at the top, then the date and the recipient. If you know the hiring manager's name, use it: "Dear Ms Rossi". You'll often find it in the ad or on LinkedIn. Otherwise, "Dear Hiring Manager". Avoid "To whom it may concern", which sounds impersonal.

Opening (2-3 lines)

State the role you're applying for and give an immediate reason to keep reading. Avoid "My name is... and I am... years old".

• Weak: "I am writing to apply for the position of marketing assistant."
• Strong: "I followed the social media launch of your solid cosmetics line and was struck by your choice to tell its story through the producers of the raw materials. That's the kind of communication I want to do, which is why I'm applying for the Marketing Specialist role."

Why you (one paragraph)

Choose 1-2 experiences or results linked to the main requirements in the ad. Briefly describe the context, what you did and the result. Numbers and details make the story credible.

Example: "Over the past two years I've managed social media for an organic food company, growing its Instagram community from 4,000 to 22,000 followers and running campaigns that generated 15% of online sales."

Why them (one paragraph)

Show that you know the company and explain what attracts you: a project, a product, a value, a market. Link it to what you could bring.

Example: "I know you're expanding into the German market: I lived in Munich for a year and speak German at B2 level, so I could contribute straight away to adapting content for that audience."

Closing (2-3 lines)

Thank them, say you're available for an interview and close with a formal sign-off.

Example: "I would welcome the opportunity to discuss how I could contribute to your team. Thank you for your time. Kind regards, Laura White."

A template to adapt

Dear [Hiring manager's name / Hiring Manager],

I am applying for the [role] position advertised on [source]. [One specific sentence about what strikes you about the company or role.]

In my role as [current or most recent role] at [company], I [concrete action], achieving [measurable result]. [A second experience or skill linked to a key requirement in the ad.]

I am particularly interested in [company project, product, value or goal], because [personal and professional reason]. I believe I could contribute especially in [area], thanks to [skill or experience].

I would be glad to discuss my application in an interview. Thank you for your consideration.

Kind regards,
[First name Last name]
[Phone] - [Email] - [LinkedIn]

The template is a starting point: the parts in brackets must be genuinely specific. If you could swap the company's name for another without changing anything, the letter is too generic.

Examples for different situations

Recent graduate

"I graduated in July in Industrial Engineering with a dissertation on inventory optimisation at a food company, where I completed a six-month internship. During that time I built an Excel model that reduced slow-moving stock by 12%. I'm applying for the Junior Supply Chain Analyst role because I want to keep working on these topics in a structured company like yours."

Career change

"After six years as a primary school teacher, I've decided to bring my training and communication skills to the corporate world. Over the past year I completed an instructional design course and created three e-learning modules for a charity, used by more than 200 volunteers. I'm applying for the Training Specialist role because it combines the two things I do best: explaining and designing learning paths."

Experienced profile

"For the past ten years I have led the procurement department of a group with 300 employees, managing an annual budget of 40 million euros and a portfolio of 150 suppliers. I introduced an e-procurement platform that cut purchasing lead times by 30%. I'd like to bring this experience to a growing company like yours, which is building its procurement function internationally."

Speculative application

"I've followed your practice's work on refurbishing school buildings for some time, and I'd like to put myself forward even though I haven't seen any open positions. I'm an architect with four years' experience in BIM design (Revit) and site supervision on public projects..."

Length, tone and format

• Length: 250-400 words, never more than one page. Three or four short paragraphs.
• Tone: professional but human. Adapt the register to the company: more formal for banks, professional firms and the public sector, more direct for start-ups and digital companies.
• Format: PDF, with the same design as your CV (same font, colours and header). The recruiter perceives a consistent application.
• File name: "Firstname_Lastname_CoverLetter.pdf".
• Signature: for email applications your name is enough; for formal public applications follow the signature instructions.

Cover letters by email

If you apply by email, the body of the message is already a mini letter. Two valid approaches:

1. Short email + attached letter: 3-4 lines in the email ("Please find attached my CV and cover letter for the position of...") and the full letter as a PDF.
2. Letter in the email body: if the letter is short, paste it directly into the email and attach only your CV.

Use a clear subject line: "Application for [Role] - [First name Last name]", or the reference code given in the ad.

Using AI without being spotted

AI tools can help you structure a draft or tidy up the wording. But letters generated without edits have recurring tell-tale signs: generic enthusiasm ("I am extremely excited to..."), long symmetrical sentences, no verifiable detail. The method that works: write the facts, results and motivations yourself, then use AI only to correct and shorten. And always read it aloud: if a sentence doesn't sound like you, rewrite it.

Mistakes to avoid

• Repeating your CV in prose.
• Using the same letter for every company (or, worse, leaving in the previous company's name).
• Talking only about what you want ("I'm looking for a stimulating environment to grow") rather than what you can offer.
• Vague claims without evidence ("I am a highly motivated person").
• Typos in the company's or recipient's name.
• Going over one page.

Checklist before sending

• Is the recipient correct and the company name spelled right?
• Does the opening say which role you're applying for and grab attention?
• Is there at least one concrete result linked to the ad?
• Is there a specific reference to the company?
• Is it within one page, free of typos and consistent with your CV?

With WizardsCV you can create a cover letter in the same visual style as your CV and download it as a PDF for free, with no sign-up.