How to write a cover letter in four short paragraphs
A simple structure for a one-page cover letter that explains why you, why this role and why this company, without repeating your resume line by line.
By Avowly · Last reviewed 6 November 2026 · 7 min read · How we write these
In short
- A cover letter argues why you, why this role and why this company. It does not repeat the resume.
- Use four short paragraphs: opening, your strongest evidence, why them and a clear close.
- Aim for 250 to 350 words on one page (up to about 400 for a senior role), in plain sentences you could say aloud.
- Change the role, the company and the "why them" paragraph every time.
A cover letter is the one part of an application where you get to speak in your own voice. The resume lists what happened. The letter says why it matters for this job. Many people dread it because they do not know what it is for, so they either repeat the resume in sentences or write a vague note about being excited.
Neither helps. A good cover letter is short, specific and easy to read. It answers three questions in the reader's mind: why this person, why this role and why us. A four paragraph structure covers all three without padding.
What the letter is for
Think of the resume as the evidence and the letter as the argument. Your resume is a compact record. It cannot say why you are applying, connect two experiences or explain a change of direction. The letter can.
It also shows how you write and think. For many roles, a clear, friendly, well organized letter is a small piece of proof that you can communicate.
Four short paragraphs, one page
Opening
Who you are, the role, and your strongest reason in one line.
Why you
One or two pieces of evidence, with a result if you have one.
Why them
One specific detail about the company or the team, and how you fit it.
Close
A simple offer to talk, and a thank you.
The word counts are a guide, not a rule. Together they come to about 280 words.
The four paragraphs
1. The opening: who you are and what you are applying for. Name the role, say where you saw it if that helps, and give one sentence that shows why you fit. Skip "I am writing to apply for". Start with something that belongs to you.
I am a stock analyst with five years in retail operations, and I would like to be considered for the supply planning role with your fresh produce team.
2. Why you: your strongest evidence. Pick the two or three things from your history that matter most for this job and describe one of them properly, with what you did and what came of it. Do not list everything. The resume already does.
In my current job with a 40-branch convenience chain, I rebuilt the weekly stock report so branch managers could see shortages on Monday instead of Thursday. Missed deliveries fell over the next quarter, and the report is still in use.
The same move works for any job. Replace a claim about yourself with one piece of work the reader can picture.
Before
I have a lot of experience in security and I am good at handling difficult situations.
After
On night shifts at a large shopping center I watch 60 cameras, and last year I called the police to 3 incidents, each logged and handed over with the footage ready.
Why it works: The camera count and the incidents came from his shift log. The paragraph now shows the exact work a control room does, instead of claiming to be good at it.
3. Why them: what draws you to this employer and role. This is the paragraph most people skip, and it is the one readers remember. Show that you have read about the company, its products, its customers or the problem the team is solving, and say what makes you want to work on it. One concrete detail beats three general compliments.
Your move to supply fresh produce to independent shops caught my attention, because I spent two years improving ordering for exactly that kind of customer.
Before
Your organization has an excellent reputation and I would love to be part of it.
After
Your plan to replace old boilers across your homes over the next two years is work I know well; last year I fitted 40 for a small heating firm.
Why it works: The boiler plan came from the association's own website, and the 40 from his job sheets. One detail about them and one about him do what the compliment could not.
4. The close: a clear next step. Thank the reader briefly, say you would welcome a conversation, and stop. A short sentence works. There is no need for apologies or a long summary.
Before
I hope my application will be considered and I look forward to hearing from you at your earliest convenience.
After
Any weekday after 4pm suits me for a call about the month-end work you mentioned. Thank you for reading.
Why it works: The time came from her own working hours, and the month-end work from the posting. A close that offers a real next step is easier to act on than a hope.
If the first paragraph is the hard part, see opening lines that work.
When there is little to say about the employer
Small employers, such as a family restaurant, a local building firm or a single care home, may have almost nothing online. You can still write a true "why them" paragraph. Use the posting itself: what it says about the team, the hours or the customers. Use the place: you live nearby, or you know the area they serve. If you can, visit, eat there or walk past the site, and mention what you noticed. One honest, local detail is worth more than a sentence of praise that could fit any company.
Keep it to one page
Most letters land between 250 and 350 words; a senior role can take up to about 400. That is roughly four short paragraphs with a greeting and a sign off. If it grows past a page, cut. Readers will not mind a short letter, and they will resent a long one.
Address a person when you can
If the posting names a hiring manager, use their name. If it does not, a quick look at the company's own pages may tell you who leads the team. If you cannot find a name, "Dear Hiring Team" is fine. Avoid "To whom it may concern", which sounds like a form letter.
Write the way you speak at work
Use plain, direct sentences. Read the letter aloud. If a sentence sounds like nobody would say it, change it. Avoid phrases that could appear in anyone's letter, such as "I am a hard worker with excellent communication skills". They tell the reader nothing, and they are the first thing to cut. Length and tone goes into this in more detail.
Do not repeat the resume
If the letter only restates your resume in sentences, it adds little. Choose one or two things from the resume and add what the resume cannot: the reason behind the work, how you went about it, or how it connects to this job.
Tailor each letter
A letter that could be sent to ten companies has not been written for any of them. At minimum, change the role, the company and the "why them" paragraph for each application, and adjust the evidence to match what the posting asks for. It takes ten minutes and changes how the letter reads. The same habit applies to your resume, which is covered in tailoring a resume to a job.
Check before you send
- Is the role and company name correct, spelled right and in the right place?
- Does each paragraph have one clear point?
- Is every fact something you can talk about in an interview?
- Is it under a page, with a clear greeting and sign off?
- Did someone else read it, or did you read it aloud?
The free cover letter generator can draft a starting point from your own facts. Treat it as a first draft, and edit it until it sounds like you.
Common questions
- Do I need a cover letter if the posting does not ask for one?
- If there is a place to add one, a short, specific letter can help, especially when your background is not an obvious fit. If the form has no place for it, skip it.
- Should I use a template?
- A template is fine for layout and a first draft. The words need to be yours and specific to the job.
- How is it different from the summary on my resume?
- The summary is two or three lines that sit at the top of your resume. The letter is a short argument written to one employer, with an example and a reason for applying.