How to write a perfect cover letter in English | Business English Course Lesson 2

Writing an Effective Cover Letter in English

A cover letter is an opportunity to make your application stand out and persuade a recruiter to invite you to an interview. It should complement your CV rather than repeat it.

Format and layout

• Keep the letter to one A4 page or less. The speaker recommends a maximum of four paragraphs.
• Write it as a formal business letter, even if you send it by email.
• Save and send it as a PDF to preserve the formatting across different computers.
• Put your name and contact details in the top right-hand corner, and use a professional email address.
• Put the company’s address and the date on the left.
• Include your CV with the application and check that it is attached.
• At the end, write your full name, telephone number, and email address on separate lines.

Structure and content

1. Opening paragraph

   • State the position you are applying for.
   • Say where you found the job advertisement.
   • Mention that your CV is attached.
   • Briefly describe your background or explain why the role or company interests you.

2. Relevant experience and skills

   • Highlight the experience, qualifications, and skills that make you suitable for the role.
   • Emphasize your strengths, but do not simply repeat your CV. Add relevant information.

3. Closing paragraph

   • Thank the employer for their time and consideration.
   • Explain any significant gaps in your employment history, if relevant.
   • Briefly summarize your qualifications and express interest in progressing to the next stage.
   • State your availability for a call or interview, if appropriate.
   • You may offer to provide further evidence of your abilities, such as a portfolio or a specific achievement. Be prepared to discuss or show it.

Greetings and sign-offs

• Research the name of the hiring manager or reader and address them personally where possible.
• Check the spelling of their name carefully. If you are unsure of their gender, use their full name.
• If you cannot identify the reader, use a greeting such as “Dear Sir or Madam,” “Dear Hiring Manager,” or “Dear Recruiting Manager.”
• Avoid “To whom it may concern,” which the speaker describes as outdated.
• End with a formal sign-off, such as “Sincerely,” “Regards,” or “Best regards.”
• For a multiword closing, capitalize only the first word and put a comma after it.

Grammar, style, and vocabulary

• Avoid contractions when a more formal tone is appropriate. Whether contractions fit depends on the employer and the job, so aim to match the organization’s communication style.
• Use complete sentences. Unlike a cover letter, a CV can use bullet points.
• Prefer the active voice to make your achievements and qualities clearer. For example, write “I earned a promotion” rather than “A promotion was awarded to me.”
• Avoid slang and use relevant keywords from the job advertisement.
• Choose strong, specific verbs. For example:
  • get → receive
  • give → provide
  • help → assist
  • answer → reply
  • choose → select
  • talk about → discuss
  • make sure → ensure
  • tell → inform

Final checks

Before sending, confirm that:

• Your CV and any other required documents are attached.
• The letter has been proofread.
• There are no spelling or grammar errors.
• Your details, the recipient’s name, and the formatting are correct.

The lesson ends with a grammar quiz inviting viewers to correct example sentences using these principles.

Speaker and source

Lucy, presenter of English with Lucy.