The perfect cover letter structure (with a template you can actually use)

Most cover letters fail before the second paragraph. Not because the applicant is underqualified, but because the letter has no real shape. It meanders, it repeats the CV word for word, and it closes with something like "I look forward to hearing from you at your earliest convenience" as though it's 1987 and the fax machine is still warm.

The good news is that cover letter structure is genuinely learnable. Once you have a solid framework, writing one stops feeling like homework and starts feeling like a conversation you know how to steer.

Here's exactly how to structure a UK cover letter, with a template you can adapt and use straight away.

How long should it actually be?

One page. Not "ideally one page" or "aim for one page." One page.

Hiring managers read these in batches, often dozens at a time. A letter that spills onto a second page signals either a lack of editing discipline or a fundamental misunderstanding of the format. Neither is the impression you're going for.

In practice, that means roughly 250 to 400 words. Enough to make a proper case for yourself, not enough to write your professional memoirs. If you're going over, you're almost certainly over-explaining. Trust the reader; they have your CV for the detail.

The four-part structure that actually works

A strong cover letter has four components: the opening, the "why them" section, the "why you" section, and the close. Each one does a specific job, and none of them are optional.

Part one: The opening

Your first sentence needs to do actual work. State the role you're applying for, where you saw it, and lead immediately into something that makes the reader want to carry on.

Avoid openers like "I am writing to apply for the position of..." Every hiring manager has read that sentence ten thousand times. Open instead with what makes you worth reading.

Something like: "After five years managing digital campaigns for mid-sized retailers, I was immediately drawn to this role at 1CV; it maps almost exactly onto the challenges I've spent my career solving."

That tells them who you are, signals relevance, and gives them a reason to read on. All in two lines.

Part two: Why them

This is the section most people skip or fake. Don't.

Explain why this specific company, team or role appeals to you. Not "your reputation for excellence" or "an exciting opportunity" but something real. Maybe it's their approach to a particular market, a product they recently launched, their growth trajectory, or a value in their culture statement that genuinely resonates with your own.

If you've done your research (and you should have), this section writes itself. If you haven't, that's painfully obvious to anyone reading it.

One solid paragraph is plenty. The point is to show you're not sending the same letter to forty employers.

Part three: Why you

Now make your case. What do you bring that's genuinely relevant to this particular role?

This isn't a CV summary restated in full sentences. It's a targeted argument. Pick two or three things that matter most for this specific job and give them some substance; a relevant achievement, a particular skill applied in context, or evidence that you understand what the role actually requires day to day.

For example: "In my current role I reduced customer complaint resolution time by 30% by restructuring the escalation process. Based on the job description, I understand that's a priority area for your team."

Specificity is everything here. Vague claims about being "a strong communicator" or "highly motivated" add nothing whatsoever. Concrete examples add a great deal. This is also where the advice in how to write a cover letter that doesn't sound like everyone else's becomes genuinely useful; the difference between a memorable letter and a forgettable one almost always lives in this section.

Part four: The close

Keep it brief and confident. Reiterate your enthusiasm (not your desperation), confirm your CV is attached, and invite next steps without being sycophantic about it.

Something like: "I've attached my CV for your reference and would welcome the chance to discuss the role further. I'm available at your convenience."

That's it. No need to thank them profusely for their time or tell them what an honour it would be. Close cleanly and stop.

A reusable cover letter template

Here's a template you can copy and adapt. The notes explain the purpose of each section.

[Your name] [Your email] | [Your phone number] | [Your location, town or city is fine]

[Date]

[Hiring manager's name, or "Hiring Manager" if unknown] [Company name] [Company address if sending by post; omit for email]

Re: [Job title], [reference number if given]

Dear [Name / Hiring Manager],

[OPENING: One or two sentences. Name the role, where you saw it, and lead immediately with what makes you a strong fit. Make it specific to this job.]

[WHY THEM: One paragraph. Show genuine knowledge of the company, team or role. Be specific. Avoid flattery. This is where you prove you've done your homework.]

[WHY YOU: One to two paragraphs. Make a targeted case using two or three relevant achievements or capabilities. Use concrete examples where possible. Connect your experience directly to what this role requires.]

[CLOSE: Two to three sentences. Confirm your CV is attached, express genuine interest, and invite next steps.]

Yours sincerely, [Your name]

One note on sign-offs: use "Yours sincerely" when you know the recipient's name. Use "Yours faithfully" when you've opened with "Dear Sir or Madam." Yes, this still matters in the UK, and yes, someone will notice if you get it wrong.

How the tone shifts by sector

The structure stays the same across all industries. The tone and emphasis shift considerably.

For corporate or professional services roles in finance, law or consulting, keep the language precise and formal. Lead with credentials and measurable outcomes. Your "why them" section should reference specific practice areas, deals or strategic directions rather than anything woolly about company culture.

For creative fields like design, media or marketing, you have more room to let personality come through in the writing itself. The letter can be a small demonstration of the skills you're claiming to have. A flat, generic letter applying for a copywriting job is a red flag in its own right.

For public sector or charity roles, connect your values explicitly to theirs. These employers genuinely care about mission fit, and a letter that ignores that entirely misses the point. The same logic applies if you're making a significant career change; something covered well in how to change careers without starting from scratch.

A few things that catch people out

If you're submitting through an online application form rather than attaching a document, the structure is identical but you'll need to drop the postal formatting entirely. There's useful guidance on that in how to fill in a job application form without copying your CV.

Always address the letter to a named person where you can. A quick look at the company's website or LinkedIn often turns one up in under two minutes. It signals effort, and it makes the letter feel like a letter rather than a circular sent to no one in particular.

Proofread it twice. Getting the company name wrong, or leaving in a reference to a previous employer you forgot to swap out, ends an application immediately. It happens more often than you'd think.

The structure above won't write the letter for you. But it gives you a shape that works, a clear purpose for every section, and a firm sense of what belongs where and what doesn't. Start there, and the writing becomes considerably less painful.

Sources

• National Careers Service. Write a cover letter. GOV.UK. https://nationalcareers.service.gov.uk/careers-advice/cover-letter
• CIPD. Recruitment: An overview. Chartered Institute of Personnel and Development. https://www.cipd.org/uk/knowledge/factsheets/recruitment-factsheet/
• Reed. How to write a cover letter: the complete guide. https://www.reed.co.uk/career-advice/how-to-write-a-cover-letter/
• TotalJobs. Cover letter guide. https://www.totaljobs.com/advice/cover-letter-guide
• Office for National Statistics. Labour market overview, UK. https://www.ons.gov.uk/employmentandlabourmarket/peopleinwork/employmentandemployeetypes/bulletins/uklabourmarket/latest