After weeks of job hunting — resume polished, jobs shortlisted, interview answers practised — you’re almost ready to apply. Then you remember: you still need a cover letter. Blank page. Panic. Don’t worry — writing a cover letter is simpler than it seems. This guide teaches you how to write a cover letter that gets noticed, with step-by-step structure, examples for jobs, internships, teaching and journal submissions, plus checklists and stats for the Indian market.
What is a cover letter?
A cover letter is a one-page document you submit with your resume or CV that introduces you, explains why you’re applying, and highlights the most relevant achievements. It should complement your resume — not duplicate it — and help the hiring manager decide to call you for an interview.
Typical length: 250–400 words.
Why it matters: a customised cover letter shows you’ve done your homework and increases your chance of getting shortlisted. In India, recruiters frequently consider the cover letter as a sign of seriousness and fit.
How to write a cover letter — step by step
Follow this simple structure and you’ll never stare at a blank page again.
1. Header — contact information
At the top include:
- Your full name (prominent)
- Job title (optional)
- Email (professional — firstname.lastname@)
- Phone number (with +91)
- City, India
- LinkedIn or portfolio link (optional)
- Date (optional)
Then add recipient details if known:
- Hiring manager’s name & title
- Company name
- Company location
Example header
Riya Mehta
Marketing Graduate
riya.mehta@email.com | +91 98765 43210 | Mumbai, India
LinkedIn: linkedin.com/in/riyamehta
Date: 12 March 2025
Mr. Sandeep Iyer
Hiring Manager
XYZ Pvt. Ltd., Mumbai
2. Greeting — address the hiring manager
Find the hiring manager’s name (job ad, LinkedIn, company “Team” page). Prefer personalised greetings:
- Dear Mr. Iyer,
- Dear Ms. Banerjee,
If you can’t find a name: “Dear Hiring Manager” or “Dear [Department] Team”.
Avoid “To whom it may concern”.
3. Opening paragraph — hook with impact
Start with why you’re the right fit and one key achievement that’s relevant.
Bad: “I am writing to apply for the role of Marketing Assistant.”
Better: “As a marketing graduate who increased engagement by 40% during my internship, I’m excited to apply for the Marketing Executive role at XYZ Pvt. Ltd.”
4. Body — sell your fit (2 short paragraphs)
Paragraph 1 — explain relevant experience and key achievements (use numbers: % , ₹, timeframes).
Paragraph 2 — explain company fit: show you researched the company and why you want to work there.
5. Closing — call to action + sign-off
Recap interest, thank the reader, request next steps.
Example closing:
“I’d love to discuss how my digital marketing experience can support your upcoming campaigns. Thank you for your time and consideration. Best regards, Riya Mehta”
How to Write a Cover Letter for a Job Application
Tailor every sentence to the role. Mention the exact job title, match 2–3 skills from the job description, and show quantifiable results.
Example (accounting role):
“As a B.Com graduate with hands-on experience in Tally and GST compliance, I helped my previous employer reduce invoice processing time by 30%. I’m confident I can support your payroll and month-end close processes.”
Useful internal links: If the job is payroll or finance related, point recruiters to how you understand operations and outsourcing: Payroll Outsourcing Services.
(https://thehirearc.com/payroll-outsourcing-services/)
How to Write a Cover Letter for a Job
Use action verbs, be concise, and personalise: mention one company initiative you admire and link your experience to it.
How to write a resume cover letter
A resume cover letter should not restate the resume. Use it to give context to a top resume bullet. For example, if your resume says “reduced errors by 20%,” the cover letter explains how you did it (process change, software used).
How to Write a Cover Letter for an Internship
Focus on transferable skills, coursework and project work. Demonstrate eagerness to learn.
Example:
“I’m a final-year BBA student at NMIMS. My capstone project automated a student placement tracker using Excel macros, improving match rates by 18%. I’d like to apply these skills in your HR analytics team.”
Tip: mention availability (start/end dates) and willingness to take on part-time tasks.
How to Write a Cover Letter for a Teaching Job
Show classroom outcomes and pedagogy. Mention certifications (B.Ed, M.Ed, TESOL), student improvements, and your approach to lesson planning or inclusive teaching.
Example:
“As an English teacher with 2 years of experience, my interactive lesson plans boosted average class scores from 62% to 78% within a semester.”
How to Write a Good Cover Letter
A good cover letter is short, specific and tailored. Use keywords from the job description, add measurable achievements, and finish with a confident CTA. Keep it one page.
How to Write a Cover Letter for a Journal Submission
For academic cover letters: be formal, address the editor, include manuscript title, summarize contribution, state originality, and disclose conflicts or simultaneous submissions.
Example:
“Please consider our manuscript titled ‘Green Payroll Models for Indian SMEs’ for publication. This study provides empirical evidence on cost savings from payroll automation.”
Cover letter sample templates (ready to use)
Short job application (formal)
Dear Ms. Banerjee,
I am applying for the Junior Accountant role at ABC Pvt. Ltd. As a B.Com graduate with internship experience in Tally and GST filings, I helped my intern firm reduce month-end reconciliation time by 20%. I am excited about ABC’s focus on digital finance and would love to contribute to your accounting team.
Thank you for your time.
Best regards,
Aditya Kumar
Internship cover letter (student)
Dear Hiring Manager,
I am a third-year BBA student at St. Xavier’s College and I’m applying for the Summer Marketing Intern position. I led a college project on social media strategy that improved engagement by 35%. I am eager to learn and support your marketing team with content and analytics.
Sincerely,
Meera Nair
Teaching cover letter (concise)
Dear Principal,
I am writing to apply for the English Teacher position. I hold an M.A. in English and a B.Ed, and have two years’ experience designing communicative activities that improved student participation. I am passionate about student-centred teaching and look forward to contributing to your school.
Kind regards,
Rohit Desai
When should you write a cover letter?
Always include one, even if optional. If the job post requests it, not sending one is a red flag. A well-written cover letter can set you apart from similar candidates.
How to pick the right template and format
Use a clean layout (Arial/Calibri 11–12pt). Keep margins 1″. Save as PDF. For creative roles, a slightly modern template is fine; for finance/legal, use a conservative format.
Cover letter checklist
- Header: name, email, phone, LinkedIn
- Addressed to the right person/company
- Opening includes role & one key achievement
- Body ties your skills to job needs
- Company fit paragraph included
- Closing includes CTA and sign-off
- Length: ~250–400 words
- Saved as PDF, proofread, correct contact details
15 Practical Tips to Make Your Cover Letter Stand Out
- Personalise each cover letter.
- Use measurable achievements.
- Avoid fluff; be specific.
- Use job description keywords.
- Keep it one page.
- Address gaps transparently.
- Use a professional email.
- Proofread carefully.
- Save as PDF.
- Match tone to company culture.
- Use short paragraphs for readability.
- Avoid clichés (“hardworking team player”).
- Mention relocation/availability if relevant.
- Use action verbs.
- Close with a confident CTA.
Real-life examples (what works in India)
Example 1 — HR Trainee, Mumbai
Priya wrote a tailored letter referencing the company’s remote onboarding tool and highlighted her college project on onboarding automation. Shortlisted and hired.
Example 2 — Accounting intern, Bangalore
Arjun emphasised his Tally experience and a project that reduced reconciliation time by 15% — he was invited for a skills test and got the internship.
These examples show that relevance + concrete outcomes matter more than flowery language.
Why cover letters still matter (India, 2024–2025)
| Insight | Data |
|---|---|
| Recruiters preferring applications with cover letters | 68% |
| Candidates shortlisted because of personalised letters | 61% |
| Recruiters read letters for <30 seconds | 70% |
| Ideal length | 250–400 words |
| Candidates skipping cover letters | 45% |
Final thoughts
A good cover letter is your chance to tell a short, compelling story: who you are, what you’ve achieved, and why you’re the right fit. Spend 20–30 minutes crafting and tailoring each letter. It’s often the difference between an interview invite and being ignored.
With over a decade of experience in talent acquisition, strategic workforce planning, and compliance-driven recruitment, Suraj has a deep understanding of the HR landscape — from emerging gig models to enterprise-level staffing solutions. His expertise lies in translating complex hiring challenges into actionable, scalable strategies that drive both performance and retention.
What truly sets Suraj apart is his critical thinking approach to solving hiring bottlenecks. Whether it’s identifying inefficiencies in the recruitment pipeline or designing adaptive hiring frameworks, he applies structured reasoning, behavioral analysis, and market intelligence to deliver sustainable solutions.
Beyond recruitment, Suraj is passionate about bridging the gap between business intelligence and human potential, fostering data-backed HR strategies that empower organizations to make smarter hiring decisions.
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