The short answer
Keep it to three to five short paragraphs. Say which job you’re applying for, give two or three real examples that match what the advert asks for, say why you want to work there in particular, and close politely. Write a fresh one for each job; the National Careers Service gives the same advice.
When you need one
Send a cover letter when the advert asks for one, and it’s usually worth sending a short one whenever you apply with a CV by email. If the employer uses an online form with no space for a letter, you don’t need to force one in.
When you’re applying by email, the cover letter can simply be the body of the email, with your CV attached. You don’t need a separate document unless they ask for one.
The four-part framework
Think of it as four questions the reader has.
- Which job is this? Say the job title, and the reference number if there is one. One sentence on where you saw it.
- Why you? Two or three things the advert asks for, each backed by something real you’ve done. This is most of the letter.
- Why us? One or two sentences showing you know something specific about them, and why it appeals.
- What next? Say you’d welcome the chance to talk, mention any availability that matters, and thank them.
That’s it. No life story, no list of adjectives, no repeating your whole CV.
Openings that don’t sound copied
The first line is where most letters sound the same. Skip the throat-clearing and get to the point.
Before
I am writing to express my keen interest in the exciting opportunity to join your dynamic team.
After
I’d like to apply for the weekend Team Member role at Juniper Café, which I saw on your Instagram page last week.
Why it works The second version answers the reader’s first question (which job?) immediately, in plain English, and shows where you found it.
Worked example: an email for a café job
These people are made up, but the situations are common. Leah is 17, at sixth form, and applying for a weekend job.
Dear Sam,
I’d like to apply for the weekend Team Member role at Juniper Café, which I saw on your Instagram page last week. I’m in Year 13 at Brookfield Sixth Form and I’m available every Saturday and Sunday.
Your advert mentions working quickly when it’s busy and keeping things clean. For the last year I’ve helped run the refreshments stall at our church’s monthly community lunch, serving around the busiest half hour and clearing down afterwards. I’ve also done a two-week work experience placement in a nursery kitchen, where I learned to follow food safety instructions carefully.
I’ve been coming to Juniper with friends since it opened, and I like how the team chats to regulars. I’d enjoy being part of that.
I’ve attached my CV and would be happy to come in for a chat or a trial shift. Thank you for considering my application.
Best wishes, Leah Morgan 07700 900271
Notice Leah doesn’t say “I have excellent customer service skills”. She describes the stall, and the reader works it out.
Worked example: an apprenticeship letter
Tom is 18 and applying for an IT support apprenticeship. The employer asked for a separate cover letter.
Dear Ms Patel,
Re: IT Support Apprentice, reference ITA-2201
I’m applying for the IT Support Apprentice role advertised on the Find an apprenticeship service. I finished my A levels this summer and want to start working in IT rather than go straight to university.
The advert asks for problem-solving and patience with people who aren’t confident with technology. At home I’m the person who sets up everyone’s phones and laptops, and last year I helped my grandad’s bowls club move its membership list from paper into a shared spreadsheet, then showed two committee members how to update it. I also built a basic gaming PC from parts, which taught me to work through a problem step by step when something doesn’t start.
I’m interested in your company because you support schools and charities, and the advert says apprentices spend time on site with customers rather than only behind a desk. That’s the part of the work I’d most like to learn.
I’d welcome the chance to talk about the role. Thank you for your time.
Yours sincerely, Tom Hughes
Tom’s letter is a bit longer, which is fine for a formal letter. It’s still four parts and still about evidence.
The small details
- Who to address it to: use a name if the advert gives one, or if you can find it on the company’s website. If you can’t, the National Careers Service suggests “Dear Sir or Madam”; many people now use “Dear Hiring Manager”, which is also fine.
- Signing off: “Yours sincerely” if you used their name, “Yours faithfully” with “Dear Sir or Madam”. In an email, “Best wishes” or “Kind regards” is normal.
- Format: match the font to your CV, check the company name is right (an easy mistake when you’re reusing a draft), and proofread out loud.
- Keep a copy. You’ll want to reread it before an interview.
If you have no work experience
You still have evidence. Use school, college, volunteering, caring, sport and personal projects, written as what you did. If you want help finding examples, try the Strengths Finder. Don’t apologise for a lack of experience. Lead with what you have.
Using a draft without sounding copied
It’s sensible to keep a draft you can reuse. Just rewrite the parts that should be different every time: which job, the examples you choose (pick the ones that match this advert) and why this employer. If the “why us” paragraph could be sent to any company, it isn’t doing its job yet.
Try
Draft your own letter
Find a real advert first, then answer these. Short sentences are fine; you’ll tidy it later.
Now read your answers in order. That’s your first draft. Cut anything that repeats your CV word for word.
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In short
- Three to five short paragraphs: which job, why you, why them, what next.
- Use real examples instead of adjectives.
- Write a fresh “why them” paragraph for every application.
- In an email, the letter can be the body, with your CV attached.
- Check the name, the company and the spelling before you send.
Want your CV to match your letter?
A cover letter works best next to a CV that’s easy to read. CVBUFFED gives you a ready-made template, prompts for every section, and exports you can attach to the same email.
Build my CVSources and further reading
- How to write a cover letter National Careers Service
- Application form advice National Careers Service
Checked against these sources on 14 November 2026. Rules and rates change: if something here looks out of date, tell us at hello@cvbuffed.com. How we check our guidance.