How to write a cover letter that actually works (with templates)

Plenty of people will tell you the cover letter is a dead formality nobody reads. The truth sits in the middle: some recruiters skip it, but others use it precisely as the tiebreaker when two candidates have similar CVs. Since you never know which kind of recruiter you’ll get, the winning strategy is simple: write a short, specific letter that helps if it’s read and costs you little if it isn’t.

The key word is specific. A generic letter is worse than no letter at all. This guide shows you how to write a good one in 20–30 minutes, paragraph by paragraph, with examples and templates for three different situations.

When you need one — and when you don’t

Write one when:

• The posting explicitly asks for it (obvious, yet people skip it and get rejected for not following instructions).
• You’re applying by direct email to a recruiter or hiring manager — there, the body of the email is your letter.
• You’re switching fields or have an employment gap the CV can’t explain on its own.
• The role is highly competitive and you need every tiebreaker you can get.

Skip it when the application form has no field for it and the posting never mentions it. Forcing one adds nothing; that time is better spent tailoring your CV.

The four-paragraph structure

An effective letter fits on half a page: 200 to 300 words. Any longer and you guarantee it won’t be read to the end.

Paragraph 1: the hook

The classic mistake is opening with empty boilerplate: “I am writing to express my interest in the position advertised…”. Twelve words, zero information. Open with the role and one concrete reason instead:

❌ “I am writing to express my interest in the position advertised on your website.”

✅ “I’m applying for the data analyst role because I’ve spent three years turning sales figures into business decisions — which is exactly what your posting describes.”

The second version proves in one sentence that you read the posting and have something to offer. You just won the first five seconds.

Paragraph 2: why you

Pick one or two achievements — not five — that answer directly to what the role requires, and tell them with results. Say the posting asks for supplier management experience; this paragraph might read:

“At Lomas Distribution I managed relationships with 25 suppliers and renegotiated our main contracts, cutting purchasing costs by roughly 12% in a year. That mix of negotiation and follow-through is what I see at the heart of this role.”

Notice what the last sentence does: it connects your past to their need. It’s not “here’s what I did” — it’s “here’s what I did, and that’s why I’m useful to you.”

Paragraph 3: why this company

This is where generic letters and real ones part ways. Mention something specific and verifiable: a product you’ve used, a recent expansion, a public project, the way they work. One or two sentences is enough:

“I’ve followed your marketplace since it launched in Colombia, and scaling the logistics operation at this stage is exactly the kind of challenge I want.”

You don’t need flattery (“as the undisputed industry leader…”); you need evidence that you know who you’re writing to.

Paragraph 4: close with an ask

Brief and warm. Thank them, offer the conversation, sign off:

“I’d love to talk about how I can contribute to the team. Thank you for your time — I look forward to hearing from you.”

Three templates for three situations

1. Standard application

Dear [name or “hiring team”],

I’m applying for the [role] because [specific reason tied to the posting].

At [previous company or role] I [achievement with a result], experience that maps directly onto [key requirement of the role].

I’m especially drawn to [company] because of [something real you researched].

I’d love to discuss how I can contribute. Thank you for your time.

Sincerely, [your name]

2. Career change

Dear [name],

After [X years] in [previous field], I’m applying for the [role] to bring what I do best — [transferable skill] — into [new field].

My background is in [previous field], but the challenges are the same: at [previous company] I [relevant, transferable achievement]. I’ve also prepared through [course, certification, or personal project].

I chose [company] because [real reason], and I believe an outside perspective like mine can bring [concrete benefit].

I’d love to tell you more in an interview. Thank you for considering my application.

Sincerely, [your name]

3. Direct email to a recruiter (the letter is the email body)

Subject: Application — [role] — [your name]

Dear [name],

I saw the [role] opening on [where] and I’d like to apply: I’ve spent [X years] doing [the core of the job], with results like [brief achievement with a number].

My CV is attached. If the profile fits, I’m happy to jump on a call this week.

Best regards, [your name] — [phone]

Note that the email version is even shorter: three blocks, straight to the point. A five-paragraph email doesn’t get read on a phone.

Mistakes that get letters discarded

• The cloned letter. If your letter would work for any company, it works for none. Recruiters spot them in seconds.
• Another company’s name. The deadliest accident of recycling templates. Before sending, search the text for the previous company’s name. Every single time.
• Rewriting your CV in prose. The letter doesn’t summarize your CV — it selects and connects. If it adds nothing to the CV, don’t send one.
• Talking only about yourself. “This role would be a great opportunity for my growth” describes your benefit, not theirs. Flip the lens: what do you solve for them?
• Fossil-grade formality. “To whom it may concern,” “please find enclosed,” “I remain at your disposal.” Professional is not the same as notarized.
• Typos. In a 250-word text, every error weighs triple.

What to say vs. what to avoid

Instead of…	Write…
“I’m proactive, responsible and a team player”	“I coordinated 4 colleagues to complete the annual inventory in half the usual time”
“Your company is an industry leader”	“I’ve used your app for two years and noticed the checkout redesign”
“This role is a great opportunity for me”	“I can contribute from week one on [specific task from the posting]”
“I have extensive experience in the area”	“I’ve managed B2B accounts for 4 years — the same accounts this role covers”
“I remain at your disposal for any further information”	“Thank you for your time — I look forward to hearing from you”

Frequently asked questions

Who do I address the letter to if I don’t know who’s hiring?

Spend two minutes investigating: postings sometimes carry a name, and LinkedIn often reveals the recruiter or team lead. If you come up empty, “Dear hiring team” is correct and natural. Avoid “To whom it may concern” — it sounds like a filing-cabinet document, not one person writing to another.

Can I use AI to write it?

As a first draft, yes; as the final product, carefully. Unedited AI letters all sound the same, and recruiters already recognize the pattern. Use it to structure your ideas and get unstuck — but the achievements with numbers, the real reason you want that company, and your own voice have to come from you. That’s exactly what the letter exists to prove.

Does the letter go as an attachment or in the email body?

If you’re applying through a form with a dedicated field, attach a PDF in the same clean style as your CV. If you’re applying by direct email, the letter is the email body — don’t make anyone open an attachment just to find out who you are.

What if the posting says the cover letter is “optional”?

Send one if you can make it specific; skip it if you only have time for a generic one. “Optional” usually means the recruiter will read it with interest if it adds something. A good optional letter is one of the cheapest ways to stand out — precisely because a large share of candidates never send one.

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With the four-paragraph structure and the templates above, a specific letter takes under half an hour. Once yours is ready, put it to work: new openings appear on RápidoEmpleo every day, and a well-aimed letter might be exactly the tiebreaker that lands in your favor.