how to name cv and cover letter

The (Simple) Guidelines You Should Follow When Naming Your Resume and Cover Letter Files

When you’re first creating a document—even an important one like your resume or cover letter—you might give it a placeholder file name while you’re working on it. So if you’re job searching, you probably have at least one document named something like “Resume2021” or “FrontEndEng coverletter.” But you probably shouldn’t submit a cover letter or resume with a file name like this.

“It is important to have a clear and professional file name so your resume doesn’t get lost,” says Muse career coach Jennifer Smith , a former recruiter and founder of Flourish Careers . Recruiters and other hiring professionals are often working quickly and have multiple positions they’re hiring for at any given time, so an easy-to-scan file name “makes it simple for the recruiter to keep track of your info.” You’ll also “come across as an ideal professional,” Smith says, both of which are things that can help you to make a good impression on the recruiter—and anyone else considering hiring you.

(Still looking for more open roles to submit those resumes and cover letters to? You can search for jobs right here on The Muse !)

How to Name Your Resume or Cover Letter

Here are a few rules to follow as you name your resume and cover letter files—whether you’re attaching them to an email or uploading the files to an online system.

• Follow any instructions in the job description. Sometimes job postings will ask you to include the position title or identification number in your file name or to follow a certain format. You should always pay attention to any directions in a job posting. Otherwise, your application might be ignored or you may end up looking like you can’t follow instructions—which isn’t exactly the most desirable trait in an employee.
• Make sure your file name is descriptive and unique to you. You should always include your first and last name as well as what the file is, Smith says—for example, “Joseph_Washington_Resume.”
• Format your file name so it’s easy to read. Use capital letters to begin words—especially your first and last name. And separate each word. You can use regular spaces or you might want to use underscores (“_”), hyphens (“-”), or similar. Just avoid slashes (“/”) and backslashes (“\”) which can mess with different computer systems and programs—if you’re able to save a file with these characters at all.
• Include the position you’re applying to (optional). If you’d like to, you can always include the title of the job you’re applying for and even the name of the organization, which can help you keep track of your documents and also gives a subtle nod to the fact that you’ve tailored your materials. So something along the lines of “Cover-Letter-Leah-Kim-Staff-Accountant” or “Batya Feldman Resume The Muse SDR” is a safe bets.

Here are a few more examples of resume and cover file names:

• Ana Maria Estevez Product Designer Resume
• Cover Letter - Rohan Ahmed
• JP_Johansen_Cover_Letter_Sr_Recruiter_Yext
• Kayla-Harrison-Resume

What Not to Do When Naming a Resume or Cover Letter File

Though the exact file name you give your resume isn’t the most important thing—as long as it follows the guidelines above—there are a few things you should definitely avoid.

• File names that don’t make sense: “I’ve seen files saved with other people’s names, or a bunch of random letters and numbers,” Smith says. Avoid submitting a resume or cover letter with a file name that is difficult to understand or makes it unclear what the document is.
• Version numbers : Though you can—and should— revise your resume and cover letter as you get ready to apply to a job, make sure you delete those version numbers in the file name when you submit it. For example, “Sam-Madison-Resume-v3” won’t look as polished as, “Sam-Madison-Resume.”
• Generic file names: You should never submit a resume file named “Resume” or a cover letter saved as “Cover Letter Admin Assistant.” Your name should always be in the file title. If not, how will a recruiter or hiring manager remember who “Resume” belonged to? And how will they easily find your resume if they want to go back to it? If a recruiter or hiring manager wants to find your resume specifically, the first thing they’re going to do is search or scan the folder where they saved resumes for your name.

What File Type to Use

While naming your resume or cover letter file, you might also be thinking about the file type. So what file format is best for job applications? There are only two right answers: a PDF (.pdf) or a Word document (.docx). You should only use a different file extension if a job description specifies that the employer or recruiter would like to see your documents in a different format, such as .txt or .doc.

Read More : Should You Submit Your Resume as a PDF or Word Doc? 5 Rules to Follow

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What to Name Your Cover Letter and Resume Files

It may seem trivial, but file names matter. Here, we discuss naming conventions and best practices for saving and uploading your cover letter and resume.

3 years ago   •   9 min read

You finally finished creating your cover letter and resume — and you’re excited to send it off to prospective employers.

But wait — how should you save your files? Do you send them off as word documents or as PDFs? And how should you name them? Do you include your full name? What about the date?

In this article, we’ll take a look at how to name and save cover letters and resume files. We’ll talk about naming conventions, discuss do's and don’ts, and offer other practical tips and tricks on how to upload your cover letter and resume so that your application is professional and easy to read. Let’s do this!

Naming a cover letter and resume file

Do's and don'ts for naming your resume and cover letter.

Here's what to include in your resume or cover letter file name:

• Your full name, first and last
• The words "resume" or "cover letter" (depending on which it is)
• The name of the position you're applying for
• Anything mentioned in the job ad — always follow instructions above all else

On the other hand, here's what not to include in your resume or cover letter file name:

• Company name
• Version number
• Random strings of numbers of letters
• Special characters

What to name your resume and cover letter

Here are some examples of good resume file names following the above conventions.

Resume file name examples:

JohnSmithResume.pdf JohnSmith_Resume_PositionTitle.pdf johnsmith_resume_salesmanager.pdf Resume_JohnSmith_JobID2346.pdf

Cover letter file name examples:

Jenny_Su_Cover_Letter.pdf Jenny_Su_CoverLetter_PositionTitle.pdf jennysu_accountant_coverletter.pdf UI_designer_00154_cover_letter_jenny_su.pdf

What not to name your resume and cover letter

Cover letter and resume file names like the following should be avoided:

“CompanyName_CoverLetter_v3.doc” “Resume06092021.docx” “CoverLetter_JohnSmith_CompanyName.pdf”,“John_Smith_December2019.doc”, and “John_Smith_Resume_Ver2.pdf”

How to name your resume and cover letter

Step-by-step guide to name your resume.

• In either Word or Google Docs, click File -> Save As / Export to PDF
• Type your full name.
• Add the word 'Resume'.
• Make sure you keep the '.pdf' file extension.
• Remove all spaces, and replace them with underscores (e.g. Jane_Brooke) or sentence case (e.g. JaneBrook) if necessary.
• Remove version numbers, dates or other irrelevant words.
• Remove special characters.
• Save your resume.

Step-by-step guide to name your cover letter

• Add the word 'CoverLetter'.
• Remove special characters, version numbers, dates or other irrelevant words that make your filename lengths unnecessarily long.
• Save your cover letter.

How to save your cover letter and resume

Below is a step-by-step guide on how to save your cover letter and resume, in several file formats .

Microsoft Word

To save your cover letter or resume as a Word document, follow these steps:

• Open up your cover letter or resume in Word
• Under “File”, hit “Save As…”
• A dialogue box will appear. Next to “Save As:” at the top, name your file.
• Next to “File Format:”, located near the bottom of the screen, check to see that your file is saved as a Word document (this should be selected by default).
• Once you have confirmed this, hit “Save”.

Google Docs

Google Docs is convenient because it auto-saves your files. However, you’ll need to do a bit of work in order to share it with your recruiter or hiring manager. Here’s how:

• Open your Google Doc. The filename is displayed in the top left-hand corner of the screen, next to the blue docs icon. Double click to edit.
• Go to “File”, then click “Share”.
• A dialogue box will appear. You can either:
• Share with people directly, under “Share with people and groups”, if you know their email
• Under “Get link”, hit “Copy link” for a sharing link, which you can send via your application

Export as a PDF in Word

Here’s how to save your Word Document as a PDF:

• Open up your cover letter or resume in Word.
• Go to “File”, and hit “Save As…”
• A dialogue box will appear. Name your cover letter or resume file in the field next to “Save As:” at the top.
• Click on the field next to “File Format:”, located near the bottom of the screen, and choose “PDF”.
• Once that has been selected, click “Export”.

Once you’ve chosen your resume file format and appropriate names for your cover letter and resume files, upload to the tool below — it’s a good way to check if your resume is readable by Applicant Tracking Systems (ATS). It’ll also scan your resume and let you know if it checks all the boxes from a hiring manager’s perspective.

Other considerations

Here are some of the whys (and why nots) of resume file naming conventions.

Avoid generic resume file names

Avoid cover letters and resume files that aren’t clearly named — like those that are titled with a long string of numbers, or others that are just called “CoverLetter” or “Resume” with no other identifying information.

Poorly-named cover letters and resume files make it harder to tell at a glance what a file contains and who it belongs to, which means that you run the risk of having your cover letter and resume accidentally discarded and your application ignored for being incomplete.

Keep file names short

Long file names are difficult to read and hard to identify at a glance. Plus, file names (on both Mac and Windows) have a character limit of around 255 characters or so. Exceed that number, and you won’t even be able to save your file.

Leave out the date and version number

Generally, there’s no need to date your cover letter and resume — especially if you haven’t updated them for years. You don’t want an employer to know that you’re using the same old, basic cover letter specimen or resume template you’ve used since 2010.

The same principle applies to version numbers. You want your cover letter and resume to stand out on their own as final, definitive products, so leave out the “v3”. Remember, this is a job application, not a perpetually unfinished piece of software.

Don't use special characters

Use A-Z, 0-9, dashes, and underscores only. Ditch any special characters, symbols, or slashes. This includes accents. There's no need to get fancy with your file name — call it a “resume,” not a “résumé.”

Don’t touch the spacebar

Unfortunately, cover letter and resume file names with spaces in them will convert to “%20” symbols upon uploading to certain Applicant Tracking Systems (ATS) — so a seemingly well-titled “John Smith Resume.pdf” will become "John%20Smith%20Resume.pdf," which is awkward and hard to read. If you need to space out words, dashes and underscores are your friends.

Don't worry about capitalization

You can write your file names in either title case, sentence case, or in all lowercase. Most employers don’t care either way, so it’s not a big deal — though title case (capitalizing the first letter of words) is arguably easier to read and looks more polished than the other two options.

Order doesn't matter

When combining your name, job title, ID, "resume," or anything else into a file name, it doesn't matter which order you list them in. For example, “JohnSmith_Resume.pdf” or “CoverLetter_JohnSmith.pdf” would both be fine.

Follow instructions on the job posting

Any specific instructions on the job listing override any tips in this article. If the job ad specifies a specific file type (e.g., .docx over .pdf) or a particular naming convention (e.g., include your middle initial), then always name and upload your cover letter and resume in line with those directions instead.

You should also try to add skills and keywords included in the job posting on your resume. Use the skills search tool below to find some more hard skills and keywords relevant to the job you’re applying for.

Resume file formats

So far, we’ve covered how to name a cover letter and resume file, but what file type should you save it as?

Use PDFs generated in Word or Google Docs

While you may be tempted to save it as a Word document for the sake of convenience and simplicity, you should try to avoid this when possible. Different versions of Word may mess with your cover letter and resume’s formatting options, like margin widths , fonts , or headers . This means that your nicely-formatted document may not look as neat on your recruiter’s screen — or, in the worst case scenario, may not even be readable at all.

To make sure your recruiter sees what you see, you should export both your cover letter and resume as PDFs instead. Saving your finished files as PDFs ensures that all text formatting will be preserved, no matter what application a recruiter or hiring manager uses to open your cover letter or resume files. If you need to make any changes to your cover letter or resume, just edit it in your word processor, export it as a PDF again, and write over the existing PDF.

Don't use PDFs generated in Photoshop or Canva

That said, make sure you generate your PDF of either your resume or cover letter in a word processor like Microsoft Word or Google Docs. Do not use an image editing software like Photoshop or Canva which will result in your resume not being readable by Applicant Tracking Systems .

Don't use other file formats

If you use a different word processing software — like Open Office, LibreOffice, or a plain text editor — that's fine, but you should convert your file to a more standard format before sending it in. Emailing your resume as a .txt, .odt, or .odf file risks a recruiter not being able to open it.

Frequently asked questions

Why do file names matter.

The short answer: It helps recruiters identify your resume more quickly. While the way you title your cover letter and resume’s file names won’t make or break your application, it’s still important to name them in a way that’s professional and informative.

In reality, it’s good practice simply because it makes recruiters’ lives easier. After all, yours is not the only application a hiring manager will read — they likely have hundreds more to sort through — and clear cover letter and resume file names will help them find and identify your application more quickly.

Should I put my first name or last name first?

Use the format First Name Last Name — for example, "JohnSmith_Resume.pdf" instead of "SmithJohn_Resume.pdf." Why? Mostly, it's just more intuitive. If you have a surname that could also be a given name — or vice versa — it also helps clarify which is which.

Should I use my middle name?

Not unless you're instructed to, or unless you usually go by that name. If you prefer to be called Kelly Sue, then by all means, use that name on your resume file (and in your resume itself). Otherwise, stick to your first name and last name.

Why shouldn't I include the company name?

The hiring manager already works at the company you’re applying to, so it doesn't add anything useful. Instead, it makes your file name unnecessarily long and difficult to read. Some people think that this is a good way to 'personalize' your application, but it isn't — it's the content of the documents that matter, not the file name.

Does it matter if I send my resume as a Word .doc file instead of a .pdf format?

Not really, no. If you’re not comfortable saving your file as a PDF, you can elect to send in your cover letter and resume as a Word document (or a Google Doc). Just be aware that you run the risk of formatting issues if you do so.

Do I combine my resume and cover letter or send them separately?

Unless specified, do not combine your resume and cover letter into one document. Upload them separately.

Get your resume right

Apart from getting your cover letter and resume’s file names and file types down, you’ll also need to make sure that the content within those documents — especially your resume — is well-written.

Resume Worded’s Score My Resume is an instant, AI-enabled resume scoring platform that audits your resume line by line, and gives you feedback on how to improve — helping you maximize your chances of landing a dream job.

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Your Resume File Name Matters: How to Name Your Resume

Your resume file name is the first thing recruiters notice when receiving your resume. Make sure your resume is named appropriately for the job you’re applying for.

Customers Interviewed by:

When you’re job hunting, your desktop is likely full of documents with a unique resume file name to keep them distinguishable. But when it comes time to submit your polished resume , what should the final file name be?

The way you name your resume file can tell a lot about you, including your interest in the position, qualifications, and personality. We asked career experts to weigh in and give their advice on naming your resume file. 

Keep reading to learn:

• How to name your resume file.
• Why your resume file name matters.
• What to avoid when naming your resume file.

Table of Contents

How to name your resume file, tips to write a good resume file name, why does your resume file name matter, examples of poor resume file names.

Before you press submit on your application, look at your resume file name. While it may seem like an meaningless detail, Aiyaz Uddin , founder of TheStaffingCircle says it’s anything but. 

“Recruiters and hiring managers can see the name of your application documents, including resumes and cover letters, in various places throughout the hiring process. This means your file name acts as your first impression, potentially influencing whether your application gets noticed or tossed aside.”

There are a few acceptable naming conventions to choose from.

• FirstName_LastName_JobTitle.pdf
• FirstName-LastName-JobTitle.pdf

Your file could also be a Word document. Both are acceptable formats.

Remember that your resume file name is always visible, whether your resume is going to the hiring manager’s inbox, applying through a job portal, or submitting your resume from LinkedIn . 

Here are seven tips on how to properly name your resume file:

Tip 1: Follow the instructions stated in the job description

Some job ads aren’t specific about how they want candidates to name their resumes, but when they are, be sure to follow those instructions to a tee.

These instructions are usually to help recruiters review resumes more efficiently. But in many cases, they’re there because that’s how the applicant tracking system , or ATS, they use will scan resumes for the job.

Every time you apply for a role, your resume goes into the ATS, which houses your resume for hiring managers to organize.

Not following file naming instructions may cause your resume to be ignored or not seen at all by recruiters.

Tip 2: Include your first and last name

The best way to set your resume apart is to include both your first and last names when naming your resume file. 

For example, instead of writing, “Resume.pdf”, write, “John_Smith_Resume.pdf”. (If you have a common name like John Smith, you might also want to include your middle name as well). 

This way, recruiters can quickly tell the difference between your resume and those of other candidates.

Tip 3: Make your file name reflect your personal brand

If you are a seasoned professional with lots of expertise and qualifications, building a personal brand can help you stand out from other candidates.

This is particularly beneficial to those in creative industries or full-time freelancers who are always trying to attract potential clients and projects.

Here are a few tips on how to do it:

• Tell recruiters what you’re good at. Pay attention to how people describe you or what people say are your strengths – and then briefly yet descriptively include it in your resume file name.
• Have a clear value proposition. What is it that you can do that will make you a great asset to the company? If you’re applying as a fitness instructor, for instance, you might want to include “Fitness Coach” in your file name.
• Give a sneak peek at your story. Your personal branding is a story about you: your career journey, passions, accomplishments , and more. Your file name can give a brief preview of what you’re about.

Some examples of personal branding in a resume file name are:

• John_Smith_SEO_Expert_Resume.pdf
• Janet_Jobscan_Resume_Expert_Resume.pdf
• Jane-Doe-Life-Coach-Resume.pdf

Tip 4: Separate words with hyphens or underscores

To make your resume file clear and readable, separate words with a hyphen or an underscore.

Refrain from using any other special characters, like an asterisk or dash. These characters may result in ATS parsing errors.

Also, avoid combining all the words together, such as “JohnSmithResume.pdf”. Recruiters may have a hard time reading your file name like this. 

In addition, although using all lowercase letters won’t affect how your file is analyzed by an ATS, capitalizing the first letter of every word makes your resume file name easier to read.

Tip 5: Exclude version numbers

You should always tailor your resume to fit the job that you’re applying for. Because of this, you’ll most likely end up with several versions of your resume. 

However, you should NOT show recruiters that you’re sending them one among many of your resume versions.

File names that display the resume version, such as “Resume_2023_1” or “Resume-Sales-2” don’t look good from a recruiter’s perspective. Instead, convey that you’re submitting a resume that’s tailor-fit to the job.

For example, you can name your resume “John-Smith-HR-Manager-Resume.pdf”.

Here are other ways to manage resume versions:

• Keep a master resume file. Keeping a master file that contains all your work history and background will ensure that you don’t lose any information as you create several versions of your resume.
• Include the company name. Indicating the company name is another way to customize your resume file while making it easy for you to manage resume versions.
• Indicate the current year. Including the year can also further customize your resume and make it easier to keep track of which version is most current.

Tip 6: Keep your resume file name short

Your file name should be short yet descriptive. You don’t want it to be so long that recruiters won’t be able to read the whole name when viewing the file. 

To do this, make sure your file name is only around 24 characters.

You can also check whether your file name is too long by viewing the attached file in your email. The entire file name of your attached resume should be visible.

For example:

Tip 7: Name your additional documents the same as your resume

If you’re submitting additional documents, such as a portfolio or cover letter , you should name them the same way you would your resume.

Follow the format “FirstName_LastName_Portfolio” to make your file names consistent.

Doing this will ensure that any additional documents you send will be successfully parsed by an ATS.

Bonus Tip: Use a suitable file format for your resume

To make sure the ATS can correctly parse your resume, always save it as either a .doc, .docx, .rtf, or .pdf file. Any other file type may affect the readability of your resume and cause parsing errors.

Also, avoid using graphics, tables, charts, and other design elements in your resume. These can confuse the ATS, if they aren’t formatted correctly. It’s best to play it safe and not use those features at all.

To make sure that your resume’s file name and file format is ATS-compatible, consider using a tool like Jobscan’s resume scanner .

The scanner works like this: paste your resume and the job description into the tool and click “scan”. You’ll then receive a Match Report.

The Match Report scores your resume and gives you personalized feedback based on best practices for writing a resume, including file name and format.

Here’s an example of the “file type” section of the Match Report:

Make the fixes suggested by the Match Report to give your resume the best chance of making it into the hands of a hiring manager and getting an interview.

Make your resume stand out and get noticed

Upload your resume to see what’s missing and get a free match rate.

View full results and optimize your resume

Your file name may be the last thing you think about when writing your resume , but it matters more than you think. Here are three reasons why:

A polished resume file name is a good first impression

You don’t have to wait until the hiring manager opens your resume to leave a good impression. A resume file name can display:

• Professionalism
• Memorability
• Organization

Your resume file name hints at your qualifications

Put yourself in the recruiter’s shoes. What would you think of a candidate who sends in a resume with a file name that looks like this: “Resume(1)”? 

You might think that candidate is careless, unqualified, or simply not interested enough in the job to bother to name their resume file correctly. 

On the other hand, a well-named resume communicates strong interest, enthusiasm, and a keen attention to detail.

“A clear and concise file name reflects attention to detail and professionalism,” Uddin explains “making a positive first impression before recruiters even open your resume.”

A good resume file name sets you apart from other candidates

The way you name your resume file can make it easier for recruiters to differentiate you from other candidates, even before they go through what’s inside the document. 

It also makes locating your resume faster, so when your application comes to mind, recruiters can quickly access your file.

What’s more, using a file name with unique details about your qualifications or personal brand can help make your resume easier to remember.

If you’re standing out among the rest of the applicants with file names like “resume.docx,” you’re more memorable to the hiring team. 

A polished resume file name also has another benefit: it puts you in the hiring manager’s good graces right off the bat. Uddin shares his insight that “when dealing with numerous applications, recruiters appreciate clear file names that make sorting and searching efficient.”

A clear resume file name has practical benefits to your job search

When you apply for jobs among hundreds of other applicants, a clear resume file name benefits:

• Targeted applications
• The applicant tracking system (ATS)

Including the job title in your resume file name targets your application for the role you’re specifically applying for, which can increase relevance.

Your file name could impact how your resume is read by an ATS

When the hiring manager inputs keywords into their ATS search, resumes with these keywords rise to the top. Uddin shares that this can also apply to file names. 

“Some ATS use keywords from file names to filter applications, so including relevant terms can boost your visibility.”

When you send a resume with a file name that ATS has trouble reading, it could create a file name with words mixed up or that’s hard to read. 

With a clear, easy to understand file name, it’s easier for the hiring manager to retrieve and revisit later. 

Now that we know how to properly name your resume file, here are some examples of resume file mistakes to avoid:

• RESUME.docx
• Resume.version2.docx
• Resume-2023.docx
• Resume-latest version.pdf
• Resume_current.pdf
• johnsmithresume.pdf
• John|Smith|Resume.pdf
• Janet-Parker-SEO content creator, blogger, and travel enthusiast.docx
• Final Resume.pdf

Remember that your resume file name may not be the deciding factor for whether you get hired, but using one that’s clear, descriptive, and specific can boost your chances of standing out and making the right impression.

How should you name your resume file?

According to Uddin, when in doubt, use the following best practices to help you name your resume file appropriately:

• Include your full name : This identifies you clearly.
• Mention the job title : Shows relevance and targeted application.
• Use relevant keywords: Align with the job description and potential ATS filters.
• Keep it concise and professional : Avoid jargon, emojis, or excessive capitalization.
• Maintain consistency : Use the same format for all application documents.

Example: John_Doe_Resume_Software_Engineer.pdf

What file should a resume be in?

A resume is typically submitted as a PDF or Word file . PDF is a universal file format that preserves the formatting of your document and ensures it looks the same across different devices and operating systems. 

It also helps maintain the layout and design integrity of your resume, preventing any unintended changes that may occur when opening the file on different computers or software applications.

Submitting your resume as a PDF ensures that:

• Formatting is Preserved : Your resume will maintain its original layout, fonts, and styling, regardless of the device or software used to view it.
• Compatibility : PDFs can be opened and viewed on almost any device or operating system using free PDF reader software such as Adobe Acrobat Reader, making them accessible to recruiters and hiring managers.

You can also submit your resume in other formats such as Microsoft Word (.doc or .docx). However, read the job description closely to see if there’s a preferred file format for resume submissions.

Should my resume be a PDF?

A PDF is an ideal way to submit your resume. Here are several reasons why:

• Protection from Alteration : PDF files are typically “read-only,” meaning they cannot be easily edited or altered. This helps to prevent unauthorized changes to your resume content or formatting.
• Ease of Printing : Recruiters or hiring managers may want to print your resume for review or to share with others. PDFs ensure that your resume prints consistently and accurately, preserving its visual appeal.

While some employers may request resumes in other formats such as Microsoft Word (.doc or .docx), providing your resume as a PDF unless instructed otherwise is generally considered a best practice in the job application process. It helps to ensure that your document is presented professionally and consistently across different platforms and devices.

NOTE : If you’re building your resume from scratch, try Jobscan’s free resume builder . There are no hidden costs and it allows you to build an ATS-compatible resume in no time!

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Kelsey is a Content Writer with a background in content creation, bouncing between industries to educate readers everywhere.

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How To Name Your Resume and Cover Letter

How to Name Your Resume File

Avoid generic titles, use your name, go beyond just your name (maybe), be professional, be consistent, avoid version numbers, proofread and edit, options for saving your resume, how to send your resume, sample resume.

itakefotos4u / Getty Images

When you are applying for jobs, it's important to give your  resume a title that makes it clear that the resume is yours, not just that of any random candidate.

It is particularly important when you send employers your resume and cover letter as attachments (either via email or through an online job application system). When the employer opens your document, he or she will see what you have named your document. You, therefore, want the title to be professional, and to state who you are clearly.

Read below for more advice on what to name your resume file and other job application documents, as well as what not to name them. Also, read below for advice on how to save your documents.

Don't email or upload your resume with the name resume.doc, unless you want a harried human resources associate to save over your file with someone else’s. With a generic file name, there will be no way to distinguish it from all the other resumes with the same name. 

Choose a file name that includes your name. This way, hiring managers will know whose resume it is, and it will be easier for them to track and manage it. It’s also less likely that they’ll lose it, or get your materials confused with someone else’s.

If you name your resume janedoeresume.doc, Jane Doe Resume.docx, or Jane-Doe-Resume.pdf, the employer will know whose resume it is at a glance and be able to associate it with the rest of your materials and application.

If you can fit it, use both your first name and last name. This way, your resume won't get confused with someone else's resume with the same name.

You might choose to provide a bit more detail in the title than simply your name. You can also include the title of the position in your document name for your resume and cover letter. You can use spaces or dashes between words; capitalizing words may help make the document name easier to read.

Remember that hiring managers and other people who will interview you are quite likely to see your cover letter and resume file names, so make sure those titles are professional and appropriate. Now is not the time to pull out your AIM screen names from middle school. Save the joke names for your private social media accounts and keep these file names professional and simple.

Consistency is important when naming your resume, cover letter, and other application documents, so use the same format for each. For example, if you simply use your last name and a description of the document for one title (“Smith Resume”), use the same format for all your other materials (“Smith Cover Letter”).

Make sure any capitalization, spacing, use of dashes, and other style choices are consistent between documents.

If you are applying for jobs frequently, it's possible that you have several versions of your resume saved on your computer. Avoid including version numbers (e.g., John-Smith-Resume-10.doc) in your file name and other cryptic codes.

Get rid of those numbers and codes when you submit your resume. An employer might get the impression that the job is halfway down a long list of potential opportunities. A hiring manager who sees “resume-10” as part of your file name will wonder what resumes 1 through 9 looked like and whether you’re just applying for every job in town.

Develop a filing system on your computer to keep track of the different versions of your resume, rather than using the file name for that purpose, and make sure that proofed, ready-to-go resumes are stored in a separate area from drafts.

Before submitting your resume or cover letter,  proofread  the document title. It sounds silly, but a typo in the title might make an employer think that you do not focus on details and that you are unprofessional.

It's important to send or upload your resume as a PDF or a Word document. This way, the receiver will get a copy of your resume and cover letter in the original format.

To name your Word document resume:

• Click File, Save As
• Type the name you want to use for your resume. For example, malcolmjonesresume.docx

To save a Word document as a PDF:

To convert your Word documents to PDFs, depending on your word processing software, you may be able to do so by clicking either "File," then "Save as PDF" or “File,” then “Print,” then “Save as PDF” (from the list of menu options in the bottom left-hand corner). If not, there are free programs you can use to convert a file to a PDF.

To save a Google Doc resume as a Word document:

• Open the file in Google Docs
• Click File, Download, Microsoft Word (.docx)

To save a Google Doc resume as a PDF document:

• Click File, Download, PDF (.pdf)

Saving your resume and cover letter as a PDF will ensure that the formatting stays the same, even if the employer uses a different word processing program or operating system.

If the job listing requires you to submit your documents in a different format, be sure to do so. Not following instructions could cost you an interview.

Once you've named and saved your resume and cover letter, follow the directions in the job posting for applying for the position. You may need to send your application materials as an attachment , upload them to a job site, or upload them directly to an employer's application portal.

This is an example of a resume. Download the resume template (compatible with Google Docs and Word Online).

Sample Resume (Text Version)

Carly Candidate 999 Main Street, Aspen, CO 81611 (123) 555-1234 carly.candidate@email.com

CAREER OBJECTIVE

Charismatic and creatively talented Event Manager positioned to impress your clients, associates, and project stakeholders with flawlessly executed meetings, galas, conferences, trade shows, banquets, and celebratory events.

CORE QUALIFICATIONS

• 8 years’ experience planning and handling all logistics for high-profile events including conferences, galas, weddings, ski and mountain excursions, and golf tournaments.
• Superb customer service and concierge talents supported by a positive attitude, charming manners, and a proactive stance in identifying and fulfilling individuals’ needs.
• Well-versed in coordinating and supervising cross-functional events teams of caterers, wait staff, set-up and maintenance crews, and security personnel.
• Bilingual in written and spoken English and Spanish, with high fluency in French.

PROFESSIONAL EXPERIENCE

SUMMIT RESORT, Aspen, CO Event Manager , October 2020 - Present Coordinate and direct community and private events for clientele of upscale mountain resort, including ski excursions, destination weddings, and conferences.

• Impressed and earned referrals and repeated corporate leadership and development conference engagements from executives from Microsoft, Google, and Windermere Real Estate.
• Initiated social media marketing initiatives that increased the client base by more than 40%.
• Developed mutually advantageous relationships with media representatives to publicize resort events.

RIDGEWAY RESORT AND CONFERENCE CENTER, Aspen, CO Event Manager , September 2013 - October 2020 Organized golf outings and corporate fundraising tournaments for guests of 5-star resort and conference center. Scheduled greens times and arranged for outdoor catering and post-events including cocktail parties and raffles; handled all related marketing tasks for fundraisers.

• Capitalized upon opportunities to up-sell resort amenities to conference guests, driving an overall revenue increase of 15% for spa, restaurant, and pool grill.
• Implemented stringent billing processes that reduced delinquent accounts by 85%.
• Organized golf tournaments that were written up in Golf Today and NonProfit Times.

Bachelor of Science in Travel and Tourism Management; GPA 3.8 MSU Denver, Denver, Colorado Dean’s List; Graduated Magna cum Laude; Rush Chair, Sigma Sigma Sigma Sorority

How to Name a Resume & Cover Letter File?

William Shakespeare famously wrote the line “What’s in a name?” in his play, Romeo and Juliet. Everything, it seems, when it comes to naming your resume and cover letter files. How you name your resume and cover letter speaks volumes to a potential recruiter.

Picture this : you are a recruiter yourself and have just received an application from someone who couldn’t seem to care enough to pay attention to details. Would you consider the application? Probably not. It’s just how the human mind works. Presentation is key when it comes to forming impressions. When you are applying for a job you want to make the best impression possible.

When it comes to your resume file name, think of it as your digital handshake.

In this guide, we’ll cover :

• Importance of a Resume File Name
• How to choose a Resume name and Cover Letter Name with Examples

Tips on Choosing the Perfect Resume File Name

How to save your resume & cover letter files, 10 common resume file name mistakes to avoid, the importance of a resume file name.

There are a few reasons why it is important to give your resume a specific file name.

• It can help you stand out from the competition – If all of the resumes for a job are named “resume.doc” or “resume.pdf,” yours will stand out if you name it something different. Imagine just how many people make this common mistake leaving recruiters with the painful task of opening each file to figure out which resume belongs to whom. According to surveys, at least a third of the people name their files just resume.doc. Don’t fall in that category.
• It makes it easier for employers to find your resume – If you have a specific file name for your resume, employers will be able to easily find it when they are conducting a job search. How you name your resume file will also affect how a recruiter will store and contact you about potential job opportunities.
• It helps you keep track of your resumes – If you have multiple versions of your resume, it can be helpful to keep track of them by giving each one a specific file name. This will help you avoid accidentally sending the wrong resume to a potential employer. By naming your resume files something different, like “resume_johnsmith.doc” and “resume_johnsmith_nov2022.doc,” you’ll be able to easily keep track of which one is the most recent.

What to Name your Resume and Cover Letter File?

If you want your file to stay in the records, it is recommended you name your resume using your name. It is the best way to distinguish your document amidst the scores of applications that recruiters receive on a daily basis. Saving your document with your name allows a hiring manager to identify it at a glance.

What should I name my resume file?

1. YourName-Document

• For example if your name is Robert Smith and resume can be named as – Robert-Smith-Resume.docx
• For example if your name is Robert Smith and Cover letter can be named as – Robert-Smith-Cover-Letter.docx

2. YourName-JobTitle-Document

For example if your name is James Campbell and if you are applying for a Accounting Analyst position then you resume can be named as – James-Campbell-Accounting-Analyst-Resume.docx

It is recommended that you name your cover letter document the same way as well.

When you’re choosing a resume file name, you want to make sure that it’s professional and easy to remember. You also want to make sure that it’s different from the file names of other resumes that are being submitted for the same job.

Here are a few tips for choosing a resume file name:

1. Use your Full Name – One of the best ways to choose a resume file name is to use your full name. This will help the hiring manager remember your name and it will also show that you’re a professional.

2. Use your email address – Another way to choose a resume file name is to use your email address. This will also help the hiring manager remember your name and it will show that you’re a professional.

3. Use your job title – If you’re not sure what to name your resume file, you can use your job title. This will help the hiring manager know what position you’re applying for.

4. Use the company’s name – If you’re applying for a job at a specific company, you can use the company’s name in your resume file name. This will show the hiring manager that you’re interested in the company and that you’ve done your research.

5. Use the date – If you’re applying for a job that you’ve applied for before, you can use the date in your resume file name. This will help you keep track of which version of your resume you submitted to which company.

6. Use a file extension –  If you want to use something other than your name or your email address, you can use a file extension. A file extension is the three letters at the end of a file name, like “.doc” or “.pdf.” This will help the hiring manager know what type of file they’re looking at.

7. Separating Words in a Cover Letter and Resume File Name – Seperate the words in your file name using hyphens or underscores. Separate first letter of last word in cover letter and resume title with hyphen or underscore (_).

8. Capitalize First Letters vs. Using Lowercase : Do not capitalize the complete file name of your resume. When naming your cover letters and resumes, use title case file names ( capitalizing only the first letter of each word) to keep your formatting consistent across documents.

9. Avoid Special Characters in Resume & Cover Letter Names – Avoid using special characters and stick to English Alphabet letters (A-Z) and Numbers as they don’t work very well with most applicant tracking systems and desktops.

10. Avoid dates in a file name – Simply use your full name and specify whether it is a resume or cover letter when saving your document. It is the most clutter-free and professional approach.

Atlast, When you are proofreading your resume or cover letter don’t forget to also proofread your file name. You don’t want basic errors slipping in to ruin all the hard work you’ve put in to create the most compelling candidate profile for yourself. It pays to pay attention to detail.

A Word document or a PDF is the most widely accepted format when submitting a resume . Unless a recruiter or hiring manager specifies otherwise and requests for a different file format you need not worry.

Often an employer will tell you how they want your resume to be submitted. Try and stick to stipulations for a better shot at being considered for the position.

It is also a good idea to save your resume in both PDF and Word document formats so you have them ready to go depending on what is required at the time of applying.

For Word Document : Use Microsoft Word to create a new document and click on Save As to get a .doc version of your resume.

For PDF : Depending on the software you are using, you should be able to Print to Adobe PDF to save your resume as a PDF. In case your software does not support that, you could use one of the free PDF converter programs available online.

• Don’t send in a resume file name that is simply called Resume.doc.
• Recruiters and hiring managers receive several resumes each day. They simply do not have the time or patience to sift through 50 of them titled Resume.doc trying to figure which belongs to whom.
• Name your resume file using your full name. There are bound to be several Rachels, Michaels, Divyas out there. You don’t want to leave your recruiter frustrated trying to figure out which resume file belongs to whom.
• While you are at it, don’t forget to specify what the document actually is. For instance, simply naming it Rachel-Green.doc does not tell recruiters what the document is. And honestly, nobody has the patience to figure it out for themselves either. Instead, write Rachel Green-Resume.doc to lend clarity.
• Avoid file names such as Rachel-Resume-Updated.doc. Recruiters sure hope you are sending them an updated version; there is no need to spell it out.
• File names such as Rachel-Resume-Last.doc or Rachel-Resume-2020.doc are even worse than those that state they have been updated or revised. When you are sending in a resume file ensure you are sending the final version. Don’t send revised or last versions. Similarly, it is best if you leave out the year or month in a file name. Including it only makes it look dated.
• Resumes that are named SRK-Resume.doc aren’t of much help to recruiters and hiring managers either. They really do not have the time to try and figure out who those initials belong to. Keep it simple and just write out your full name.
• Do provide spacing or hyphens between words when creating a resume file name. Crunching it all together (RachelGreenResume.doc) makes it hard to read.
• While naming your file AVOID all caps. For instance, a file name that says ARCH-Resume.doc could leave the recruiter wondering if ARCH is an acronym for something. Stick to Title Case or Sentence Case as is applicable to dispel all doubts.
• Coming up with quirky file names is a big NO when you are on a job hunt. You don’t want to begin your job search on the wrong foot and you definitely want potential recruiters, hiring managers and employers to take you seriously.

Everyone wants to craft the ideal resume to maximize their chances of landing the perfect job. Since great attention is paid to the details in the content of a resume and cover letter, it is only imperative that the same amount of attention be paid when naming your resume and cover letter files. You don’t want to have a great resume that is let down by a badly named document. Your aim at every step of the way should be to maximize the chances of your job application being picked up so that you can turn on the charm and intelligence in the next step… the interview.

What should I save my resume as?

The ideal way to title your resume would be to use your full name (not just first or last name), followed by the document type (whether it is a resume or cover letter). Alternately, you could also name it using your full name, followed by job description, and then the document type.

Does resume file format matter? What format is best?

Yes, the resume file format does matter. It might often be the last thing we think of when crafting a resume and applying for a job. However, the format you choose does matter. Word documents and PDFs are the most widely accepted formats. These are the more commonly used formats by most people. You don’t want to be in a situation where your recruiter or hiring manager cannot access your resume due to an incorrect file format.

How do I organize resume files?

If this is for your personal reference then it is best to name your resume file using dates. This will help you identify the latest version of your resume. You could also organize your resume files using company names in the file name to help you figure out which job posting you had used that resume version for.

Just remember to omit the date and company name when sending the resume to a recruiter or hiring manager.

Should I put my resume in a folder?

When you arrive for an interview be sure to carry your resume in a folder to keep it crisp and in order. You don’t want to hand out a resume that has folds, tears or stains. It’s just not professional. Ideally, your folder should also have slots to house other important documents such as diplomas, mark sheets, and certificates, should a prospective employer want to see them during the course of the interview.

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How To Name Your Resume File & Cover Letter

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When applying for jobs, it's important to name your resume file and cover letter files professionally. This will ensure that your documents are easily found by employers and recruiters, and make a good first impression .

Why It's Important To Name Your Resume File

When applying for jobs, it is important to name your resume and cover letter files in a way that will make them easily found by employers and recruiters. This first step in the job application process is often overlooked, but it's important to take the time to do it right.

In this post, we'll cover everything you need to know including:

• 6 tips for naming your resume and cover letter files
• 6 mistakes you should avoid when naming your resume
• Example resume and cover letter names

6 Tips For Naming Your Resume And Cover Letter

Some tips for naming your resume and cover letter files:

Tip #1: Use your name as the file name

• JohnSmithResume.doc
• JohnPSmithResume.doc

This might seem obvious, but it's important to name your resume file in a way that can easily be found by recruiters. If your name is common, consider using your middle initial as well.

Tip #2: Use a consistent name for both your resume and cover letter files

• JohnSmithCoverLetter.doc

This will help recruiters and hiring managers to locate your files quickly, rather than have to search through a sea of documents.

Tip #3: If you have multiple versions of your resume or cover letter, include the date or the version of your resume

• JohnSmithResume2.doc
• JohnSmithResume_051822.doc

This will help you keep track of your documents, and make it easier for employers to find the most recent version.

Tip #4: Use keywords in your file name

• JohnSmithResume_MarketingManager.doc

When employers are searching for resumes, they will often use keywords related to the position they are hiring for. By including keywords in your file name, you will make it easier for employers to find your resume.

Tip #5: Use a simple and professional file name, and avoid using special characters or spaces

• JohnSmithResume.doc instead of John$mith1995.doc

Tip #6: Make sure the file name indicates what document it is

• JohnSmithResume.doc not just Resume.doc

Following these tips will ensure that your documents are easily found and make a good first impression on potential employers.

6 Mistakes You Should Avoid When You Name Your Resume File

When applying for jobs, it's important to name your resume and cover letter files professionally. This will ensure that your documents are easily found by employers and recruiters, and make a good first impression. Here are some mistakes you should avoid when naming your resume file:

#1: Don't use your name as the file name.

If you have a common name, there may be many other files with similar names, making it difficult to locate your documents. One of the most common mistakes people make is using just their name as the file name. This may seem like a good idea, but it can actually make your documents harder to find.

#2: Don't use a different name for your resume and cover letter files.

Here's another example where it can become confusing for employers and recruiters, and may make it difficult for them to find your documents. It's important to use the same name for both files, so they can easily be found together.

Good Example: JohnSmithResume.doc JohnSmithCoverLetter.doc Bad Example: JohnSmithResume.doc SmithJohnCoverLetter.doc

#3: If you have multiple versions of your resume or cover letter, don't forget to include a version number in the file name.

If you have multiple versions of your resume or cover letter, it's also important to include a version number in the file name. This will help employers and recruiters to easily find the most recent version of your document. This will help employers and recruiters to easily find the most recent version of your document.

#4: Avoid using special characters or spaces in the file name.

This can make it more difficult to find your documents. Make sure the file name clearly indicates what document it is, so there is no confusion.

#5: Don't name your files something generic like “Resume.doc”

This may seem like a good idea, but it's actually one of the worst things you can do. Employers and recruiters receive hundreds, if not thousands, of resumes, so you want to make sure your document stands out. Naming your file something generic like “Resume.doc” is a sure way to blend in with the rest of the applicant pool.

#6: Don't name your files something too creative or unusual

While you want your file name to be unique, you don't want it to be too creative or unusual. This can make it more difficult for employers and recruiters to find your document, and may give them the impression that you're not professional. Stick to a simple and professional file name, and avoid using special characters or spaces.

If you utilize the following methods, you'll be able to quickly locate and make a favorable first impression on prospective employers.

Example Resume And Cover Letter File Names

Here are some examples of professional resume file names:

• JohnSmithCoverLetter2.doc
• Resume_JohnSmith.doc
• CoverLetter_JohnSmith.doc

As you can see, these file names are simple and professional, and make it easy for employers to find the document they're looking for.

When it comes to your resume and cover letter, first impressions are everything. Use our resume builder to create a resume that will help you get noticed by employers, and name your files in a way that will make it easy for them to find.

Creating a professional resume and cover letter can be a challenge, but with our tips, you'll be able to create documents that will help you get noticed by employers.

Final Thoughts

When applying for jobs, it's important to name your resume and cover letter files in a way that will make them easily found by employers and recruiters.

Interested in how you can stand out from other candidates? Check out our guide on How To Create A Value Validation Project ! It's packed with examples of projects that you can create to blow the recruiter and hiring manager away!

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Austin Belcak

Austin is the founder of Cultivated Culture where he helps people land jobs without connections, without traditional experience, and without applying online. His strategies have been featured in Forbes, Business Insider, & Fast Company and has helped people just like you land jobs at Google, Facebook, Amazon, Apple, Microsoft, Twitter, & more.

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It is recommended to name your cover letter file using the following format: "Your Name - Cover Letter for [Job Title] at [Company Name]" This makes it clear, professional, and easy for the employer to find and identify.

Example: "John Doe - Cover Letter for Marketing Manager at XYZ Company."

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How to Write a Cover Letter [Full Guide & Examples for 2024]

After weeks of heavy job searching, you’re almost there!

You’ve perfected your resume.

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send in your application and call it a day, you remember that you need to write a cover letter too.

So now, you’re stuck staring at a blank page, wondering where to start...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

We're going to cover:

What Is a Cover Letter?

• How to Write the Perfect Cover Letter, Step by Step
• 15+ Job-Winning Cover Letter Examples

Let’s get started.

A cover letter is a document that you submit as part of your job application, alongside your resume or CV.

The purpose of a cover letter is to introduce you and briefly summarize your professional background. On average, it should be around 250 to 400 words long .

A good cover letter is supposed to impress the hiring manager and convince them you’re worth interviewing as a candidate.

So, how can your cover letter achieve this?

First of all, it should complement your resume, not copy it. Your cover letter is your chance to elaborate on important achievements, skills, or anything else that your resume doesn’t give you the space to cover. 

For example, if you have an employment gap on your resume, the cover letter is a great place to explain why it happened and how it helped you grow as a person. 

If this is your first time writing a cover letter, writing about yourself might seem complicated. But don’t worry—you don’t need to be super creative or even a good writer .

All you have to do is follow this tried and tested cover letter structure:

• Header. Add all the necessary contact information at the top of your cover letter.
• Formal greeting. Choose an appropriate way to greet your target audience.
• Introduction. Introduce yourself in the opening paragraph and explain your interest in the role.
• Body. Elaborate on why you’re the best candidate for the job and a good match for the company. Focus on “selling” your skills, achievements, and relevant professional experiences.
• Conclusion. Summarize your key points and wrap it up professionally.

Now, let’s take a look at an example of a cover letter that follows our structure perfectly:

New to cover letter writing? Give our cover letter video a watch before diving into the article!

When Should You Write a Cover Letter?

You should always include a cover letter in your job application, even if the hiring manager never reads it. Submitting a cover letter is as important as submitting a resume if you want to look like a serious candidate.

If the employer requests a cover letter as part of the screening process, not sending one is a huge red flag and will probably get your application tossed into the “no” pile immediately.

On the other hand, if the job advertisement doesn’t require a cover letter from the candidates, adding one shows you went the extra mile.

Putting in the effort to write a cover letter can set you apart from other candidates with similar professional experience and skills, and it could even sway the hiring manager to call you for an interview if you do it right.

Need to write a letter to help get you into a good school or volunteer program? Check out our guide to learn how to write a motivation letter !

How to Write the Perfect Cover Letter

Now that you know what a cover letter is, it’s time to learn how to write one!

We’ll go through the process in detail, step by step.

#1. Choose the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, stylish template?

Just choose one of our hand-picked cover letter templates , and you’ll be all set in no time!

As a bonus, our intuitive AI will even give you suggestions on how to improve your cover letter as you write it. You’ll have the perfect cover letter done in minutes!

#2. Put Contact Information in the Header

As with a resume, it’s important to start your cover letter with your contact details at the top. These should be in your cover letter’s header, separated neatly from the bulk of your text.

Here, you want to include all the essential contact information , including:

• Full Name. Your first and last name should stand out at the top.
• Job Title. Match the professional title underneath your name to the exact job title of the position you’re applying for. Hiring managers often hire for several roles at once, so giving them this cue about what role you’re after helps things go smoother.
• Email Address. Always use a professional and easy-to-spell email address. Ideally, it should combine your first and last names.
• Phone Number. Add a number where the hiring manager can easily reach you.
• Location. Add your city and state/country, no need for more details.
• Relevant Links (optional). You can add links to websites or social media profiles that are relevant to your field. Examples include a LinkedIn profile , Github, or an online portfolio.

Then it’s time to add the recipient’s contact details, such as:

• Hiring Manager's Name. If you can find the name of the hiring manager, add it.
• Hiring Manager's Title. While there’s no harm in writing “hiring manager,” if they’re the head of the department, we recommend you use that title accordingly.
• Company Name. Make sure to write the name of the company you're applying to.
• Location. The city and state/country are usually enough information here, too.
• Date of Writing (Optional). You can include the date you wrote your cover letter for an extra professional touch.

#3. Address the Hiring Manager

Once you’ve properly listed all the contact information, it’s time to start writing the content of the cover letter.

The first thing you need to do here is to address your cover letter directly to the hiring manager.

In fact, you want to address the hiring manager personally .

Forget the old “Dear Sir or Madam” or the impersonal “To Whom It May Concern.” You want to give your future boss a good impression and show them that you did your research before sending in your application.

No one wants to hire a job seeker who just spams 20+ companies and hopes something sticks with their generic approach

So, how do you find out who’s the hiring manager?

First, check the job ad. The hiring manager’s name might be listed somewhere in it.

If that doesn’t work, check the company’s LinkedIn page. You just need to look up the head of the relevant department you’re applying to, and you’re all set.

For example, if you’re applying for the position of Communication Specialist at Novorésumé. The hiring manager is probably the Head of Communications or the Chief Communications Officer.

Here’s what you should look for on LinkedIn:

And there you go! You have your hiring manager.

But let’s say you’re applying for a position as a server . In that case, you’d be looking for the “restaurant manager” or “food and beverage manager.”

If the results don’t come up with anything, try checking out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Make sure to address them as Mr. or Ms., followed by their last name. If you’re not sure about their gender or marital status, you can just stick to their full name, like so:

• Dear Mr. Kurtuy,
• Dear Andrei Kurtuy,

But what if you still can’t find the hiring manager’s name, no matter where you look?

No worries. You can direct your cover letter to the company, department, or team as a whole, or just skip the hiring manager’s name.

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• Dear [Department] Team
• Dear [Company Name]

Are you applying for a research position? Learn how to write an academic personal statement .

#4. Write an Eye-Catching Introduction

First impressions matter, especially when it comes to your job search.

Hiring managers get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph.

The biggest problem with most opening paragraphs is that they’re usually extremely generic. Here’s an example:

• My name is Jonathan, and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a Sales Manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say anything except the fact that you’ve worked the job before.

And do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start with some of your top achievements to grab the reader’s attention. And to get the point across, the achievements should be as relevant as possible to the position.

Your opening paragraph should also show the hiring manager a bit about why you want this specific job. For example, mention how the job relates to your plans for the future or how it can help you grow professionally. This will show the hiring manager that you’re not just applying left and right—you’re actually enthusiastic about getting this particular role.

Now, let’s make our previous example shine:

Dear Mr. Smith,

My name’s Michael, and I’d like to help XYZ Inc. hit and exceed its sales goals as a Sales Manager. I’ve worked as a Sales Representative with Company X, another fin-tech company , for 3+ years, where I generated an average of $30,000+ in sales per month and beat the KPIs by around 40%. I believe that my previous industry experience, passion for finance , and excellence in sales make me the right candidate for the job.

The second candidate starts with what they can do for the company in the future and immediately lists an impressive and relevant achievement. Since they’re experienced in the same industry and interested in finance, the hiring manager can see they’re not just a random applicant.

From this introduction, it’s safe to say that the hiring manager would read the rest of this candidate’s cover letter.

#5. Use the Cover Letter Body for Details

The next part of your cover letter is where you can go into detail about what sets you apart as a qualified candidate for the job.

The main thing you need to remember here is that you shouldn’t make it all about yourself . Your cover letter is supposed to show the hiring manager how you relate to the job and the company you’re applying to.

No matter how cool you make yourself sound in your cover letter, if you don’t tailor it to match what the hiring manager is looking for, you’re not getting an interview.

To get this right, use the job ad as a reference when writing your cover letter. Make sure to highlight skills and achievements that match the job requirements, and you’re good to go.

Since this part of your cover letter is by far the longest, you should split it into at least two paragraphs.

Here’s what each paragraph should cover:

Explain Why You’re the Perfect Candidate for the Role

Before you can show the hiring manager that you’re exactly what they’ve been looking for, you need to know what it is they’re looking for.

Start by doing a bit of research. Learn what the most important skills and responsibilities of the role are according to the job ad, and focus on any relevant experience you have that matches them.

For example, if you’re applying for the position of a Facebook Advertiser. The top requirements on the job ad are:

• Experience managing a Facebook ad budget of $10,000+ / month
• Some skills in advertising on other platforms (Google Search + Twitter)
• Excellent copywriting skills

So, in the body of your cover letter, you need to show how you meet these requirements. Here’s an example of what that can look like:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $40,000+ . As the sole digital marketer at the company, I managed the ad creation and management process end-to-end. I created the ad copy and images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

Our example addresses all the necessary requirements and shows off the candidate’s relevant skills.

Are you a student applying for your first internship? Learn how to write an internship cover letter with our dedicated guide.

Explain Why You’re a Good Fit for the Company

As skilled and experienced as you may be, that’s not all the hiring manager is looking for.

They also want someone who’s a good fit for their company and who actually wants to work there.

Employees who don’t fit in with the company culture are likely to quit sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary , so hiring managers vet candidates very carefully to avoid this scenario.

So, you have to convince the hiring manager that you’re passionate about working with them.

Start by doing some research about the company. You want to know things like:

• What’s the company’s business model?
• What’s the company’s product or service? Have you used it?
• What’s the company’s culture like?

Chances are, you’ll find all the information you need either on the company website or on job-search websites like Jobscan or Glassdoor.

Then, pick your favorite thing about the company and talk about it in your cover letter.

But don’t just describe the company in its own words just to flatter them. Be super specific—the hiring manager can see through any fluff.

For example, if you’re passionate about their product and you like the company’s culture of innovation and independent work model, you can write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features, such as Made-Up-Feature #1 and Made-Up-Feature #2, were real game changers for the device.

I really admire how Company XYZ strives for excellence in all its product lines, creating market-leading tech. As someone who thrives in a self-driven environment, I truly believe that I’ll be a great match for your Product Design team.

So, make sure to do your fair share of research and come up with good reasons why you're applying to that specific company.

Is the company you want to work for not hiring at the moment? Check out our guide to writing a letter of interest .

#6. Wrap It Up and Sign It

Finally, it’s time to conclude your cover letter.

In the final paragraph, you want to:

• Wrap up any points you couldn't make in the previous paragraphs. Do you have anything left to say? If there’s any other information that could help the hiring manager make their decision, mention it here. If not, just recap your key selling points so far, such as key skills and expertise.
• Express gratitude. Politely thanking the hiring manager for their time is always a good idea.
• Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. This means you should ask the hiring manager to do something, like call you and discuss your application or arrange an interview.
• Remember to sign your cover letter. Just add a formal closing line and sign your name at the bottom.

Here’s an example of how to end your cover letter :

I hope to help Company X make the most of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your Facebook marketing goals. Please don’t hesitate to reach out to me at the provided email address or phone number so that we may arrange an interview.

Thank you for your consideration,

Alice Richards

Feel free to use one of these other popular closing lines for your cover letter:

• Best Regards,
• Kind Regards,

Cover Letter Writing Checklist

Once you’re done with your cover letter, it’s time to check if it meets all industry requirements. 

Give our handy cover letter writing checklist a look to make sure:

Does your cover letter heading include all essential information?

• Professional Email
• Phone Number
• Relevant Links

Do you address the right person? 

• The hiring manager in the company
• Your future direct supervisor
• The company/department in general

Does your introductory paragraph grab the reader's attention?

• Did you mention some of your top achievements?
• Did you use numbers and facts to back up your experience?
• Did you convey enthusiasm for the specific role?

Do you show that you’re the right candidate for the job?

• Did you identify the core requirements for the role?
• Did you show how your experiences helped you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

• Did you identify the top 3 things that you like about the company?
• Did you avoid generic reasons for explaining your interest in the company?

Did you conclude your cover letter properly?

• Did you recap your key selling points in the conclusion?
• Did you end your cover letter with a call to action?
• Did you use the right formal closing line and sign your name?

15 Cover Letter Tips

Now you’re all set to write your cover letter! 

Before you start typing, here are some cover letter tips to help take your cover letter to the next level:

• Customize Your Cover Letter for Each Job. Make sure your cover letter is tailored to the job you're applying for. This shows you're not just sending generic applications left and right, and it tells the hiring manager you’re the right person for the job.
• Showcase Your Skills. Talk about how your skills meet the company’s needs. And while your hard skills should be front and center, you shouldn’t underestimate your soft skills in your cover letter either.
• Avoid Fluff. Don’t make any generic statements you can’t back up. The hiring manager can tell when you’re just throwing words around, and it doesn’t make your cover letter look good.
• Use Specific Examples. Instead of saying you're great at something, give an actual example to back up your claim. Any data you can provide makes you sound more credible, so quantify your achievements. For example, give numbers such as percentages related to your performance and the timeframe it took to accomplish certain achievements.
• Research the Company. Always take time to learn about the company you're applying to. Make sure to mention something about them in your cover letter to show the hiring manager that you're interested.
• Follow the Application Instructions. If the job posting asks for something specific in your cover letter or requires a certain format, make sure you include it. Not following instructions can come off as unattentive or signal to the hiring manager that you’re not taking the job seriously.
• Use the Right Template and Format. Choose the right cover letter format and adapt your cover letter’s look to the industry you’re applying for. For example, if you’re aiming for a job in Law or Finance, you should go for a cleaner, more professional look. But if you’re applying for a field that values innovation, like IT or Design, you have more room for creativity.
• Express Your Enthusiasm. Let the hiring manager know why you're excited about the job. Your passion for the specific role or the field in general can be a big selling point, and show them that you’re genuinely interested, not just applying left and right.
• Address Any Gaps. If there are any employment gaps in your resume , your cover letter is a great place to mention why. Your resume doesn’t give you enough space to elaborate on an employment gap, so addressing it here can set hiring managers at ease—life happens, and employers understand.
• Avoid Quirky Emails. Your email address should be presentable. It’s hard for a hiring manager to take you seriously if your email address is “[email protected].” Just use a [email protected] format.
• Check Your Contact Information. Typos in your email address or phone number can mean a missed opportunity. Double-check these before sending your application.
• Mention if You Want to Relocate. If you’re looking for a job that lets you move somewhere else, specify this in your cover letter.
• Keep It Brief. You want to keep your cover letter short and sweet. Hiring managers don’t have time to read a novel, so if you go over one page, they simply won’t read it at all.
• Use a Professional Tone. Even though a conversational tone isn’t a bad thing, remember that it's still a formal document. Show professionalism in your cover letter by keeping slang, jargon, and emojis out of it.
• Proofread Carefully. Typos and grammar mistakes are a huge deal-breaker. Use a tool like Grammarly or QuillBot to double-check your spelling and grammar, or even get a friend to check it for you.

15+ Cover Letter Examples

Need some inspiration? Check out some perfect cover letter examples for different experience levels and various professions.

5+ Cover Letter Examples by Experience

#1. college student cover letter example.

Check out our full guide to writing a college student cover letter here.

#2. Middle Management Cover Letter Example

Check out our full guide to writing a project manager cover letter here.

#3. Team Leader Cover Letter Example

Check out our full guide to writing a team leader cover letter here.

#4. Career Change Cover Letter Example

Check out our full guide to a career change resume and cover letter here.

#5. Management Cover Letter Example

Check out our full guide to writing a management cover letter here.

#6. Senior Executive Cover Letter Example

Check out our full guide to writing an executive resume here.

9+ Cover Letter Examples by Profession

#1. it cover letter example.

Check out our full guide to writing an IT cover letter here.

#2. Consultant Cover Letter Example

Check out our full guide to writing a consultant cover letter here.

#3. Human Resources Cover Letter

Check out our full guide to writing a human resources cover letter here.

#4. Business Cover Letter Example

Check out our full guide to writing a business cover letter here.

#5. Sales Cover Letter Example

Check out our full guide to writing a sales cover letter here.

#6. Social Worker Cover Letter

Check out our full guide to writing a social worker cover letter here.

#7. Lawyer Cover Letter

Check out our full guide to writing a lawyer cover letter here.

#8. Administrative Assistant Cover Letter

Check out our full guide to writing an administrative assistant cover letter here.

#9. Engineering Cover Letter Example

Check out our full guide to writing an engineer cover letter here.

#10. Receptionist Cover Letter Example

Check out our full guide to writing a receptionist cover letter here.

Need more inspiration? Check out these cover letter examples to learn what makes them stand out.

Plug & Play Cover Letter Template

Not sure how to start your cover letter? Don’t worry!

Just copy and paste our free cover letter template into the cover letter builder, and swap out the blanks for your details.

[Your Full Name]

[Your Profession]

[Your Phone Number]

[Your Email Address]

[Your Location]

[Your LinkedIn Profile URL (optional)]

[Your Personal Website URL (optional)]

[Recipient's Name, e.g., Jane Doe],

[Recipient's Position, e.g., Hiring Manager]

[Company Name, e.g., ABC Corporation]

[Company Address]

[City, State/Country]

Dear [Recipient's Name],

As a seasoned [Your Profession] with [Number of Years of Experience] years of industry experience, I am eager to express my interest in the [Job Title] position at [Company Name]. With my experience in [Your Industry/Sector] and the successes I've achieved throughout my education and career, I believe I can bring unique value and creativity to your team.

In my current role as [Your Current Job Title], I've taken the lead on more than [Number of Projects/Assignments] projects, some valued up to $[Highest Project Value]. I pride myself on consistently exceeding client expectations and have successfully [Mention a Key Achievement] in just a [Amount of Time] through [Skill] and [Skill].

I've collaborated with various professionals, such as [List Roles], ensuring that all [projects/tasks] meet [relevant standards or objectives]. This hands-on experience, coupled with my dedication to understanding each [client's/customer's] vision, has equipped me to navigate and deliver on complex projects.

My key strengths include:

• Improving [Achievement] by [%] over [Amount of Time] which resulted in [Quantified Result].
• Optimizing [Work Process/Responsibility] which saved [Previous Employer] [Amount of Time/Budget/Other Metric] over [Weeks/Months/Years]
• Spearheading team of [Number of People] to [Task] and achieving [Quantified Result].

Alongside this letter, I've attached my resume. My educational background, a [Your Degree] with a concentration in [Your Specialization], complements the practical skills that I'm particularly eager to share with [Company Name].

I'm excited about the possibility of contributing to [Something Notable About the Company or Its Mission]. I'd be grateful for the chance to delve deeper into how my expertise aligns with your needs.

Thank you for considering my application, and I look forward to hearing from you soon.

The Heart of Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application falls through.

After all, your cover letter is meant to complement your resume. Imagine going through all this effort to leave an amazing first impression in your cover letter, only for the hiring manager to never read it because your resume was mediocre.

But don’t worry; we’ve got you covered here, too.

Check out our dedicated guide on how to make a resume and learn everything you need to know to land your dream job!

Just pick one of our resume templates and start writing your own job-winning resume.

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

• A cover letter is a 250 - 400 word document that’s meant to convince the hiring manager that you’re the best candidate for the job.
• Your job application should always include a cover letter alongside your resume.
• To grab the hiring manager’s attention, write a strong opening paragraph. Mention who you are, why you’re applying, and a standout achievement to pique their interest.
• Your cover letter should focus on why you’re the perfect candidate for the job and why you’re passionate about working in this specific company.
• Use the body of your cover letter to provide details on your skills, achievements, and qualifications, as well as make sure to convey your enthusiasm throughout your whole cover letter.
• Recap your key selling points towards the end of your cover letter, and end it with a formal closing line and your full name signed underneath.

At Novorésumé, we’re committed to helping you get the job you deserve every step of the way! 

Follow our career blog for more valuable advice, or check out some of our top guides, such as:

• How to Make a Resume in 2024 | Beginner's Guide
• How to Write a CV (Curriculum Vitae) in 2024 [31+ Examples]
• 35+ Job Interview Questions and Answers [Full List]

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8 short cover letter samples + writing guide

If you want to secure the job of your dreams, make sure that your CV grabs the attention of recruiters.

But how do you achieve this?

You must create a compelling cover letter to introduce and accompany your CV.

A short cover letter will quickly establish rapport with hiring managers, prompting them to open your CV.

This article, including eight short cover letter examples (with templates) plus our writing guide, will demonstrate how to write your own enticing cover letter and get noticed in the job market.

CV templates 

Short cover letter sample – Admin

Hi [Recruiter name],

I would like to express my interest in the role of [Job title] as advertised on [Website name].

I am currently working in a [Current role] role for [Current employer] where I am responsible for [Core responsibilities of role + quantified achievement if possible]

I’m looking for a new challenge that will allow me [Aspirations + mention of suitable skill]

It would be great to hear from you and I am available to interview at any time.

[Phone number] [Email]

Short cover letter sample – Customer service

I’d like to apply for the position of [Job title] as advertised on [Website name].

With [Number of years’ experience] in [Type of position(s)] for [Name(s) of previous companies], I have gathered extensive [Core responsibilities] in [Type of setting].

In my current role with [Current employer], I am responsible for [Core responsibilities of role + quantified achievement if possible]

My role has given me [Aspirations + mention of suitable skill].

I believe my skill sets and product knowledge will allow me to fit perfectly with the requirements you are seeking in a candidate, and I am available for an interview at short notice.

Kind regards,

Short cover letter sample – Sales

I am excited to apply for the role of  [Job title] as advertised on [Website name].

I am currently working in a [Current role] role for [Current employer], where I am responsible for [Core responsibilities of role + quantified achievement if possible].

I’m seeking a new opportunity that will enable me to [Aspirations + mention of suitable skill].

I look forward to hearing from you soon, and I am available to interview at any point.

Short cover letter sample – School leaver

I am a dedicated student with excellent [Core skills], looking to apply for the [Job title] position at [Company name].

In my current position as a [Current role] at [Current employer], I [Core responsibilities of role + quantified achievement if possible].

I am keen to showcase my [Aspirations + mention of suitable skill].

I am available for an interview from [Insert date], and I am very keen to discuss how my skill set can benefit [Company name’s] success.

Short cover letter sample – IT

Hi [Recruiter name]

I am writing to apply for the position of [Job title] as advertised on [Website name].

I am currently working in a [Current role] role for [Current employer], where my duties include [Core responsibilities of role + quantified achievement if possible].

I’m looking for a fresh opportunity that [Aspirations + mention of suitable skill].

Please contact me to arrange an interview at any time that is convenient for you, as I am keen to discuss my qualifications.

Short cover letter sample – Creative

I am excited to apply for the [Job title] role at [Company name], as advertised on [Website name]. With over [Number of years] years of experience in [Core responsibilities of role], I am keen to bring my [Skills] to your [Team/company].

During my career working for [Current employer], I have established an in-depth understanding of [Core responsibilities of role + quantified achievement if possible]

Additionally, I [Aspirations + mention of suitable skill].

Please do get in touch with me to arrange an interview when you can to talk about my qualifications, capabilities, and additional achievements.

Best regards,

Short cover letter sample – Education

I hope you’re well.

I am writing concerning the advert for a [Job title] at [Name of educational setting]. Over the past [Insert number] years, I have [Core responsibilities of role + quantified achievement if possible].

When I taught/worked at [Name of educational setting], I implemented [Core responsibilities of role + quantified achievement if possible].

I am seeking a new opportunity that will allow me [Aspirations + mention of suitable skill].

I am keen to talk to you more about the job role, and I look forward to hearing from you.

Short cover letter sample – Graduate

I trust you’re doing well.

I am writing to apply for your [Job title] role at [Company name], as it offers an exciting opportunity to leverage my passion for [Core responsibilities].

As a [Current role], I have a strong foundation in [Core responsibilities of role + quantified achievement if possible].

While pursuing my degree, I thrived in courses focused on [List of course modules].

I also successfully [Core responsibilities of role + quantified achievement if possible].

I look forward to the chance to talk more about my qualifications and how my skills can benefit your company’s success. I am available for an interview at your earliest convenience.

Why write a short cover letter?

Your cover letter  is a preliminary message that introduces your CV when you apply for a job.

It must convince the hiring manager to open your CV and potentially invite you to an interview – but they get hundreds of applications every day, so they don’t have much time to read each one.

So writing a short cover letter can help you get your point across quickly and ensure that more recruiters read your CV.

How to write a short cover letter

Now that you have seen some good examples of cover letters to accompany your CV, let’s look in more detail at how you’ll go about writing your own, and what content you should include .

Write in the body of your email/message

You should always write your cover letter in the body of the email . Alternatively, if you are sending your application via a job board, you can use the messaging system. But don’t attach your cover letter as a document.

Why is this?

Your cover letter should immediately captivate the recruiter from the very second they access your job application.

If they have to go through the effort of opening a document to read it, this slows everything down and they probably won’t bother to open it.

Address the recruiter by name

To begin your cover letter, grab the recruiter’s attention with a warm greeting – and use their name if you can find it.

Here are some quick ways to find a recruiter’s name.

• Double-check the job advert – Often, you can find the person’s name and email address within the job ad itself.
• Company website –  If you are applying directly to a company, you can locate contact info about the head of the department or recruitment team on their website in the “About Us” section.
• LinkedIn –  If you can pinpoint the specific team and company related to the job vacancy, a speedy search on LinkedIn can help you find the person who’s likely in charge of the application.

There’s no need to stress if you can’t work out the hiring manager’s name – you’re not alone.

Just begin your cover letter with a friendly “Hi” – this is perfectly fine in this circumstance.

Your greeting should strike a balance between being friendly and professional – but not excessively relaxed, yet not too formal.

Consider addressing the recruiter using:

• Hi [insert recruiter’s name]
• Hi [insert department/team name]

Steer clear of traditional greetings, like “Dear sir/madam” unless you’re applying to extremely formal companies.

Write in a friendly but professional manner

When you’re writing a cover letter, you must find a middle ground between professionalism and demonstrating your personality and communication skills .

If you’re too casual, you come across as unprofessional. On the flip side, being excessively formal makes you look like you lack social skills.

Aim for that sweet spot when you sound both friendly and professional.

Start with something like, “I hope you’re well” – this adds a personal touch to your cover letter. What’s more, make sure that your spelling and grammar are impeccable, as mistakes can raise concerns for recruiters.

Highlight your relevant skills

Your cover letter aims to encourage recruiters to open your CV. You can do this easily by quickly telling recruiters about your relevant skills tailored to the positions you’re applying for.

Scan over the job descriptions you’re applying to and note down the most significant skills and qualifications the hiring manager is requesting.

Next, when creating your cover letter, make your relevant skills the key focus.

Tell them why you’re the best-qualified applicant and how your skill set is directly relevant to the job.

Doing so provides recruiters with all the reassurance they need to look at your CV and consider you for the position.

Add some quantified achievements

To give your cover letter that extra edge, add quantified achievements. These are specific accomplishments, with added numbers, that show your value to would-be employers.

For example, if you are a sales representative , you could say you have boosted sales by 20% in your past role and completed 50 customer calls daily with a 96% satisfaction rate. Or that you decreased project turnaround time by 30%.

Quantified achievements give a hiring manager proof of your impact in the workplace and can significantly increase your chances of securing a job interview.

Write succinctly

When you’re applying for a job, remember – recruiters and hiring managers are usually incredibly busy and likely short on time.

So, be sure to get your message across to them as swiftly as possible. Ideally, in the shortest amount of time.

Keep your cover letter brief and to the point. If you create a rambling cover letter, this will only overburden recruiters, as they are going through countless emails daily.

Keep your cover letter between 3 and 6 sentences long. Don’t use wordy language – keep your sentences short and sweet.

For example, rather than saying, “I am writing to notify you that I am applying for the position of…”, you can just say, “I’d like to apply for the position of…”

Here are a few more tips on how to keep your cover letter snappy and succinct:

• Use action verbs –  Select action verbs that get your message across. For example, don’t say, “I was responsible for the management of projects.” Instead, say, “I managed projects.”
• Be direct –  Get straight to the point. Say what your purpose and intentions are plainly, and avoid unneeded introductions. Write something like, “I am interested in the position of Creative Director at your company.”
• Avoid redundancy –  Don’t repeat anything you have mentioned previously in your CV. Your cover letter introduces your CV – it doesn’t duplicate it.

Add a professional signature

To conclude your cover letter, include a professional signature at the very bottom. This gives a recruiter your essential contact details.

Not only does a professional signature provide various ways of getting in touch with you, but it also gives a very polished look and demonstrates that you understand how to communicate in the working environment.

Your professional signature should include:

• A friendly sign-off – For example, “Kind regards” or “Best regards.”
• Your full name – That’s your first name and surname. For example, “Joe Bloggs.”
• Your telephone number – The phone number you use most often. For example, your mobile number.
• Your email address – A professional email address. For example, [email protected] . Avoid unprofessional emails such as [email protected].

Optionally, you could include the following in your professional signature:

• Your professional title – For example, “Graphic Designer” or “Customer Service Representative.”
• Your professional social network – For example, LinkedIn.

Here are some examples of professional signatures at the bottom of a cover letter:

What to avoid in a short cover letter

When you’re writing your cover letter, avoid making these everyday errors.

Attaching your cover letter as a separate document

The goal of your cover letter is to instantly greet and connect with the recruiter who opens it. So, avoid attaching your cover letter as a separate document – this slows the process down considerably. What’s more, the recipient probably won’t even open it.

Always write your cover letter in the body of your email or within the job site messaging system so recruiters can read it immediately.

Heading your cover letter with your address

There is simply no need to write your address on a cover letter, as it wastes lots of valuable space at the top.

You should use this space to grab the hiring manager’s attention and present your keenness and qualifications for the role.

Recruiters want to know what talents and qualifications you contribute to the company. So, it’s better to start with a professional greeting and a short introduction that catches their attention.

Also, placing your address at the top of a cover letter can make it look a little outdated.

In today’s age of digital job applications and online submissions, hiring managers prioritise the content of your cover letter over conventional formatting .

Leading with your home address can take up valuable space – it just isn’t necessary unless the job posting specifically asks for it.

The better option? Put your name, phone number, and email address at the bottom of your cover letter after you have described why you’re the perfect candidate for the job.

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How To Write A Cover Letter For A Job In 2023 (With Examples)

• How To Write A Cover Letter
• When Is A Cover Letter Necessary
• Free Cover Letter Templates
• Cover Letter Mistakes To Avoid
• Cover Letter Tips
• How To Sell Yourself In A Cover Letter

Find a Job You Really Want In

Cover letters aren’t required with every application, but the majority of managers pay more attention to a candidate who includes a cover letter. This is especially so if you make an effort to tailor your letter to the specific position. It’s important not to just change the names and job positions, but also to show how your professional experience fits with the job.

A good cover letter greatly increases your chance of getting an interview. If you’re looking to write a cover letter, rework a letter that you have, or just want to know what’s involved in the job application process, then keep reading.

Key Takeaways:

A cover letter should be a maximum of one page long, with three to five paragraphs.

Before writing your cover letter, it’s important to reread the job description and include keywords from it.

Do research to figure out who you are addressing, and make sure to keep your greeting gender neutral if you don’t know.

Tailoring your resume to each job can help you stand out from other candidates.

What is a cover letter?

Why cover letters are important, how to write a cover letter, cover letter examples, cover letter template, do’s and don’ts in a cover letter, cover letter faq, expert opinion.

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A cover letter is a one-page document that describes your professional background, fitness for the role, and interest in the company. Cover letters are a way of introducing yourself to hiring managers in a more engaging way than resumes can.

While your resume spells out the “who, what, where, when” of your relevant experience, a cover letter fills in the “why” and “how.” A good cover letter not only expands on your resume’s accomplishments but also highlights the soft skills that make you an excellent person to work alongside.

While there are no official formatting guidelines for cover letters, hiring managers and recruiters do have certain expectations regarding structure, length, and content.

Writing a good cover letter is important because it is your chance to stand out from other potential candidates. Showing your personality while also matching the tone of the company will help recruiters to visualize how you could fit into the role.

Simply submitting a cover letter isn’t enough though. Each cover letter you write should be specifically tailored to the job you’re applying for (just like resumes). It’s essential that you show the reader that you’ve done your homework and understand exactly what function you’d be serving if hired. You do that by providing examples of past work experiences that directly relate to the responsibilities of the new job.

Cover letters are inherently unique based on who’s writing them and for what position. However, as a cover letter is a business letter, it has an expected format that it should follow. This is important because you want the hiring manager to be able to look over your cover letter quickly and understand your qualifications and interest in the position.

Here’s the standard way that a cover letter should be formatted and what to include:

The header. The header of your letter is where you should input all of the contact information for yourself and the hiring manager . Do you best to address it directly to the person who’ll be reading the letter — typically either the hiring manager or HR manager.

Traditionally, you should include both your name and address and the employer’s name and address. However, as the majority of applications are online, the employer’s address is often omitted. But a traditional cover letter’s heading would look like this:

Page Roman 444 Frog Rd. Marigold, TX, 10987 August 27th, 2021 Chris Morgan Marketing Manager New Media Company 833 Rune Rd. Marigold, TX, 10987

If you’re emailing your cover letter, you can simply include your name, telephone number, email address, and fewer address details (just your city and state will suffice). You can also include a zip code if you live in a big city with multiple zip codes.

Jessica Dancer jessica. dancer @email.email | (555)-444-3333 | Colombus, OH 43110

Be sure to use a professional-sounding email address that’s not associated with your current or past employer. It’s disrespectful to both your current employer and the company you’re applying to, and will likely hurt your chances of being invited for an interview.

The greeting or salutation. Traditionally, the best salutation would be to use Dear Mr./Ms. [Last Name]. Make sure that you know the person’s gender when doing this, however, as you don’t want to misgender the hiring manager. Using “Dear [First Name] [Last Name]” is becoming more popular for this reason, patriotically among younger workers.

Dear Mr. Morgan, Dear Mrs. Smith Dear Ms. Conner

Avoid using generic greetings such as “To whom it may concern” as it’ll look like you didn’t bother to personalize the letter (even if you did.) That particular phrase has become somewhat controversial as well, so if you need to put a generic address — if you can’t find the hiring manager’s name, for instance — use something else, such as:

Dear Hiring Manager Dear [Department] Manager Dear [Title of the Person You’d Report to if Hired] Dear [Department] Hiring Team

Opening paragraph. The opening of your professional cover letter should instantly grab the attention of your reader . Try to lead off with one of your most relevant and impressive accomplishments.

Open strong . Open with a statement other than your name or stating your interest in the position. Lead with an interesting experience or achievement that directly relates to the new position.

Convey your personal value. There are always other qualified applicants with similar skills, so it is key to express why you personally would bring value to the organization. Give specific details as to the value you brought in a previous position, and how that could transfer to the new role.

Show your enthusiasm. Recruiters want to hire candidates who are excited about the position. Express enthusiasm and convey why you are passionate about the role. This is another opportunity to share a quick personal anecdote related to the job.

Keep it short. All of these points in your opening paragraph shouldn’t be more than a sentence or two each. You don’t want your introduction to be too long, as you want the reader to be able to quickly go through your cover letter.

As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description.

First body paragraph. Here is where you should really sell yourself across several areas. Showcase how your personality traits, such as being honest or having the ability to work under pressure, make you a good fit.

Emphasize transferable skills. Explain how the skills you’ve cultivated make you the perfect fit for the role. This can include collaborative work you’ve done in the past, a leadership role you had that drove results, or interpersonal skills.

Revisit the job description. Make sure to pull relevant skills from the job description and put them in your cover letter. If the hiring manager spent the time to list those skills, they’re going to be looking for candidates that have them.

It also helps with applicant tracking systems that may sift through cover letters looking for keywords.

Don’t skimp on personality traits. These are especially important if you don’t have a lot of experience. Desirable skills such as ambition, dedication, and getting work done on time are good for both entry-level positions and if you’re making a career change.

I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses.

Second body paragraph. Just as an employer wants to know why you’d want the role, they also want to know why you’d want to work at their company. Do your research and learn more about the core values of the company. Discuss how they align with your own.

Check the company’s website but also start to explore LinkedIn for greater insights. Employers want to make sure that you fit into the overall culture, and this is also something you should consider for yourself. However you feel you fit into the work culture, explain to the recruiter why. Paint a picture of how you’ll be better from the company, and how the company will also benefit.

I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas.

Closing. The closing of your letter is your final impression to the hiring manager, and therefore should clearly express your eagerness to take on the position. You don’t need to rehash all of the accomplishments and skills highlighted in previous sections. Consider this more of a statement of intent.

First, express gratitude that they took the time to consider you for the job by making it all the way through your letter. Then, quickly remind them of the benefits that you can bring to the role and company.

Finally, your closing should state a clear call-to-action (CTA) for the recruiter to take next, such as calling you to schedule an interview. Being confident and direct at the end of your cover letter helps to close the deal.

I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

With thousands of cover letter templates on the internet, you want to make sure you choose the right one. Here’s a basic format of what a good cover letter will contain:

Jessica Dancer [email protected] | (555)-444-3333 | Colombus, OH 43110 Dear Mr. Morgan, As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description. I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses. I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas. I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

If you’re putting the cover letter in an email, you can omit putting the contact information at the top and instead include it below your signature. You want to make sure to include your name, phone number, and LinkedIn link, as well as a professional portfolio , if applicable.

Dear hiring manager: I am writing about the position of veterinary receptionist at Pet Care Clinic posted on indeed.com. I am a certified dog trainer with both Petsmart and Petco, allowing me insight into animal behavior. I’m also an aspiring novelist , making me a fast, experienced typist as well as adept with Microsoft Word and Apple Pages. Since I’ve worked at pet stores for several years, I am familiar with different kinds of animal and animal care, as well as building a rapport with pet owners. While I enjoy working with animals and my coworkers, I would like to move into a business where I can continue to learn and build on my experience. I would also like to work for a smaller business. Veterinary medicine has always interested me, and I very much enjoy learning new things. I’m eager to learn more about it in order to help customers make the best choices for their pets. I’ve always enjoyed working with animals, even before I was able to get a job that allowed me to. I grew up with dogs and cats, so I’m comfortable and familiar with their behavior. Being a pet owner myself, I’m able to understand what customers are looking for in a veterinary clinic and tailor the experience to their needs. Thank you for your time and I look forward to hearing from you. Sincerely, Michelle Bolivar Email: [email protected] Phone: (555) 545-9706

[your contact information] [date] Dear [Hiring Manager], I’m writing to apply for the open [position] at [company] that you posted [place job ad was found]. I believe that my [relevant experience] would be an excellent fit with [company name]. I have long been interested in [specific industry/department], and particularly your company because [why you’re interested in the company/awards they have won/accomplishments]. That experience and [relevant skills] that I’ve cultivated as a [current position] for [time worked in position or industry] will be an asset to the company as it’ll make me effective [at the job/particular aspect of the job]. The [responsibilities required in the job description] will be a [challenge/interesting task] and I look forward to making use of my [relevant skills]. I excel at [working with a team/working alone] and I want to use my expertise to further [company’s] success. I am excited about the possibilities this position holds, and I believe that my qualifications ensure I’d be an asset to your team. I look forward to being able to further discuss the details of the position and my qualifications with you in an interview. Please let me know if you require further information from me. Thank you for your time and I look forward to hearing from you. Sincerely, [Your name] [Your contact information (if it’s an email)

Knowing the proper format of a cover letter is the most important factor, of course, but there are some additional dos and don’ts that if you follow can make your cover letter better. It’s during the editing process, it’s important to go over and make sure that you haven’t made any common mistakes that’ll hurt your chances.

Here are 10 dos and don’ts for writing a good cover letter:

Do’s:

Do start by scanning the original job posting for keywords you can include in your letter.

Do be proud of your accomplishments and make sure to highlight them.

Do clearly express why you would be an asset to the organization.

Do tailor your cover letter to every hiring manager and position that you apply for.

Do try to find unique experiences, but make sure to always discuss measurable and relevant results.

Don’ts:

Don’t feel the need to lie about your skills or accomplishments. One of the worst mistakes to make is being caught in a lie.

Don’t copy and paste a template and only change your name and job titles. Recruiters will not see the value in a plug-in-play cover letter that has been used by multiple applicants.

Don’t forget to be direct and include a call to action.

Don’t make your cover letter too long. Similar to your resume, you want the reader to sum up who you are and get a quick explanation of why you’re a good fit.

Don’t forget to proofread. Grammatical errors on a cover letter and resume are a quick way to get your packet in the “no pile”.

What do you write in a cover letter?

In a cover letter, you should mostly write about impressive accomplishments from past jobs or academic experiences that relate to the job you’re applying for.

What is the purpose of cover letter?

The purpose of a cover letter is to help a hiring manager see why your background makes you suitable for the role in question. While a resume lists achievements, educational background , and skills , it doesn’t give the reader an idea of your actual expertise or personality.

A cover letter allows you to share your approach to work, as well as your ability to communicate your value effectively. A good cover letter makes it easy for a reader to think “I could imagine this person working for us.”

How do you write a simple cover letter?

To write a simple cover letter, start with the header and greeting we outlined above. Next, state your interest in the position (give the exact job title as listed in the job description) and mention your years of industry/job experience.

To keep your cover letter simple, you can now briefly mention in 1-2 sentences or 3-4 bullet points what parts of your background are most important for the hiring manager.

Finally, thank the reader for considering your application, and sign off as usual (e.g., “Sincerely, [full name]”).

What is the best way to start a cover letter?

The best way to start a cover letter is with an accomplishment that speaks directly to your ability to provide value for the company. Other good strategies include describing your long-standing passion for the field, mentioning an important reference at the company, or referring specifically to challenges the company is currently facing.

Do you introduce yourself in a cover letter?

No, you do not introduce yourself in a cover letter. By that we mean you do not say “My name is so-and-so” — you simply jump into your background and why you’re interested in the position.

Your name can be found at the bottom of the cover letter, as well as the header, your email address, and your resume, so there’s no need to force it awkwardly into your cover letter’s opening.

How do you end a cover letter?

To end a cover letter, thank the reader for their time and/or consideration, express enthusiasm for further correspondence and conversation, and sign off with a standard closing like “Sincerely.”

How long should a cover letter be?

A cover letter should be a maximum of one page long, with three to five paragraphs. Half a page is the shortest that your cover letter should be.

Harvard Business Review — How to Write a Cover Letter

University of Washington — Writing the Cover Letter

What’s a quick cover letter tip?

Michael Akbar Vice President Certified Professional Career Coach

Use your six seconds to show the employer in a tailored cover letter and resume that you understand their pain and will make their lives better if put in the position.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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