How to Write a Cover Letter for US Jobs (With Examples)

Applications • By Hassan Raza • Published October 21, 2026 • Updated October 21, 2026

Does a cover letter still matter? It's a fair thing to ask before you spend an evening figuring out how to write a cover letter. Honestly, it depends on the employer. But a good letter rarely hurts and often helps, especially when your resume alone doesn't tell the whole story. A cover letter is where you connect the dots between your experience and one specific job, in your own voice.

We'll start with when a letter is worth sending, then build one paragraph by paragraph in the cover letter format most U.S. employers expect. At the end are three cover letter examples: an experienced professional, a recent graduate and a career changer. If your resume still needs work, start with our resume guide, since the letter builds on it.

Do Hiring Managers Actually Read Cover Letters?

Survey results vary, so don't lean too hard on any single number. In a 2022 survey of 625 U.S. hiring managers by Resume Genius, 83% said they "always" or "frequently" read cover letters, and 45% said they read the cover letter before the resume. That's one survey, run by a resume-services company, so read it as a signal rather than a rule. What it means for you: some readers will skip your letter, but the ones who do read it are often deciding whether to call you.

When You Should Send a Cover Letter

CareerOneStop, the U.S. Department of Labor's career site, points out that many employers don't ask for a cover letter. It recommends sending one in the first three situations below. The last two are our own advice:

• The posting asks for one. No debate here. An application without it may get screened out.
• The letter is listed as optional. Use it to show your match, explain a gap, or say why you're genuinely interested in the employer.
• You're applying by email. The email body becomes your cover letter.
• Someone referred you. Name that person in your first sentence.
• Your resume needs context. A career change, a move, or an employment gap is easier to explain in a paragraph than in bullet points.

If the letter is optional and you'd only have time for a generic one, think about skipping it. A rushed, copy-paste letter can do more harm than sending nothing.

Standard US Cover Letter Format

U.S. cover letters are short and get to the point. CareerOneStop recommends about 200–400 words in three or four short paragraphs, all on one page.

Header

Put your name, phone number, and email at the top. Add your city if location matters, say for a hybrid role with some on-site days. Include the date and, if you know them, the recipient's name, title, and company.

Leave off personal details that show up in applications in some other countries, like a photo, date of birth, marital status, or nationality. U.S. employers generally steer clear of this information because of anti-discrimination rules, and the EEOC specifically says employers should not ask for an applicant's photograph.

Greeting

Write to a real person whenever you can. Check the posting, the company's team page, or LinkedIn. If you can't find a name, CareerOneStop suggests using the recipient's job title or "Search Committee" ("Dear Hiring Manager" works too) and not "To Whom It May Concern."

Opening Paragraph

Name the role, say how you found it, and give one specific reason you're interested. Your first two sentences should make the reader want to keep going.

Weak: "I am writing to apply for the Marketing Coordinator position I saw online."

Stronger: "When I saw that Brightline is expanding its community events program, the Marketing Coordinator opening stood out right away. I've spent the last two years running local events for a regional nonprofit, and I'd like to bring that experience to your team."

Middle Paragraphs: Your Evidence

Here's where you prove you can do the job. Pick two or three requirements from the posting and give one concrete example for each. CareerOneStop's template advises using different examples or language than your resume rather than repeating it line by line.

A simple way to do it:

1. Underline the three most important requirements in the job description.
2. For each one, write a sentence about a time you met that need, with a result.
3. Add a sentence about why this particular employer appeals to you, based on your research.

Closing Paragraph

Thank the reader, mention that your resume is attached, and point to a next step, whether that's looking forward to a conversation or saying when you'll follow up. Sign off with "Sincerely" or "Best regards."

Alternative: The T-Format Letter

For roles with a clear list of requirements, CareerOneStop describes a "T" format: a two-column section with the employer's requirements on the left and your matching qualifications on the right. You might put "5 years of payroll experience" next to "6 years processing payroll for 200+ employees." In our experience it's easy to scan and works well for technical, administrative, and trade roles.

Writing Tips That Make a Real Difference

• Tailor every letter. At minimum, rewrite the opening and the evidence paragraphs for each job. Reusing your structure is fine. Reusing content word for word is obvious.
• Lead with the employer's needs. Count how many sentences start with "I." If it's most of them, rework a few around what the team gets.
• Use numbers where you honestly can. "Cut invoice processing time from five days to two" beats "improved efficiency."
• Match keywords naturally. Some applicant tracking systems may parse cover letters along with resumes. Our resume guide explains how ATS screening works. Use the posting's terms when they truly describe your experience.
• Sound professional but human. American hiring managers tend to respond well to warmth and directness. Stiff, flowery language can come across as distant.
• Proofread out loud. Check the company name and job title twice. Addressing a letter to the wrong company is an easy slip and a hard one for a reader to forgive.
• Save as PDF unless the employer asks for another format, and give the file a clear name, such as Firstname-Lastname-Cover-Letter.pdf.

Can You Use AI Tools?

CareerOneStop says it's fine to use AI tools to help draft a cover letter, as long as you edit the result so it reflects your own voice, skills, and interest. In practice, AI drafts usually sound generic. Let them give you a structure, then swap the vague claims for your own specific examples.

Example 1: Experienced Professional

Dear Ms. Alvarez,

I'm applying for the Operations Manager role at Northgate Logistics, which I found on your careers page. Your recent move into same-day regional delivery is exactly the kind of growth I've helped manage over the past six years.

At Lakeside Distribution, I oversee a warehouse team of 35 and introduced a scheduling system that reduced overtime hours by roughly a fifth within a year. When we added a second shift, I wrote the training plan and hired 12 associates in six weeks without falling behind on orders.

I also work closely with our transportation partners. Last spring, I renegotiated pickup windows with two carriers, which helped us improve on-time shipments during peak season. I'd welcome the chance to bring the same practical, data-informed approach to Northgate as you expand.

Thank you for your time. My resume is attached, and I'd be glad to talk about how I can support your operations team.

Sincerely, Jordan Lee

(Replace the figures with your own real results. Don't estimate numbers you can't support in an interview.)

Example 2: Recent Graduate

Dear Hiring Manager,

I recently earned my B.S. in Accounting from Ohio State University and am excited to apply for the Staff Accountant position at Carter & Wells. Professor Dana Kim, who spoke highly of your firm's mentoring program, encouraged me to apply.

During my internship at a local CPA firm, I prepared reconciliations for 15 small-business clients and caught a recurring vendor billing error that the client had missed for several months. On campus, I volunteered with the IRS Volunteer Income Tax Assistance (VITA) program, helping local residents file their returns.

I'm drawn to Carter & Wells because of your focus on small and family-owned businesses, the same clients I enjoyed working with most. I'm planning to sit for the CPA exam and would value the chance to grow under your team's guidance.

Thank you for considering my application. I've attached my resume and look forward to hearing from you.

Best regards, Priya Shah

Example 3: Career Changer

Dear Mr. Thompson,

After eight years as a high school science teacher, I'm moving into instructional design, and the Learning Experience Designer role at Meridian Health is a strong match for the skills I've built in the classroom.

Teaching taught me to turn complex material into lessons people actually finish. I designed a blended biology course used by four teachers in my district, and I've completed a certificate in instructional design, where I built e-learning modules in Articulate Storyline.

Healthcare training appeals to me because the stakes are real: clear instruction affects patient care. I'd be glad to share my portfolio and talk about how my background could support your clinical onboarding programs.

Thank you for your consideration.

Sincerely, Marcus Bell

For more on positioning a switch, see our guide to changing careers in the U.S.

Email Cover Letters

When you apply by email, put the job title and your name in the subject line ("Application: Staff Accountant – Priya Shah"). Paste a shorter version of your letter into the body, about two or three short paragraphs, and attach your resume as a PDF. CareerOneStop notes you can use the body of the email as your cover letter. It has to do the same job as a traditional letter, and keeping it brief matters even more on screen.

Common Cover Letter Mistakes to Avoid

• Rewriting your resume in paragraph form
• Opening with "My name is..." (they can already see your name)
• Talking about what the job will do for you instead of what you bring
• Going past one page
• Bringing up salary when the posting doesn't ask for it
• Leaving another company's name in from an old letter

Frequently Asked Questions

How long should a cover letter be? CareerOneStop suggests about 200–400 words, and never go past one page. Three or four paragraphs cover most roles.

Should I send a cover letter if it's optional? If you can write a tailored one, yes. It's one more chance to show you fit. If all you'd send is a generic template, your time is probably better spent on another application.

Can I use the same cover letter for every job? You can reuse a structure and a few sentences, but rewrite the opening and evidence sections for each employer.

How do I explain an employment gap? A sentence or two is plenty: give the reason, mention anything relevant you did during that time, and move on to why you're ready now.

Should I include my address? Nobody expects a full street address anymore. Your city is enough, and only if location is relevant.

How do I find out who to address the letter to? Check the posting and the company's team page first. Our LinkedIn guide shows how to look up hiring managers, and a networking contact can often tell you who's hiring.

Sources

1. CareerOneStop (U.S. Department of Labor), "How do I write a cover letter?": https://www.careeronestop.org/JobSearch/Resumes/cover-letters.aspx
2. CareerOneStop, "Cover Letters Sample": https://www.careeronestop.org/JobSearch/Resumes/cover-letters-sample.aspx
3. Resume Genius, "Cover Letter Statistics" (2022 survey of 625 U.S. hiring managers): https://resumegenius.com/blog/cover-letter-help/cover-letter-statistics
4. U.S. Equal Employment Opportunity Commission, "Prohibited Employment Policies/Practices": https://www.eeoc.gov/prohibited-employment-policiespractices

A cover letter goes further as part of a planned search, so pair it with our six-step guide on how to find a job in the U.S..