What to Include in a Cover Letter (Complete Checklist)

Every Element Your Cover Letter Needs

A cover letter is more than a formality. It is a strategic document where every element serves a specific purpose. Including the right information in the right order demonstrates professionalism and makes it easy for hiring managers to evaluate your candidacy. Missing a key element, or including the wrong information, can weaken an otherwise strong application.

This guide walks through every component your cover letter should contain, explains why each one matters, and provides a checklist you can reference before submitting any application.

Essential Elements to Include

1. Your Contact Information Header

Place your contact details at the very top of the document. This section should include:

• Your full name
• Phone number
• Professional email address
• City and state of residence
• LinkedIn profile URL (if your profile is up to date and relevant)
• Portfolio or personal website URL (for creative or technical roles)

Avoid using a work email address or a casual email handle. Your header should mirror the style of your resume for visual consistency. Building both documents with EasyResume's resume builder ensures a cohesive look across your application materials.

2. The Date

Include the date you are sending the letter. Use a standard format such as "February 20, 2026." This timestamps your application and is standard practice in business correspondence.

3. Employer's Contact Information

Below the date, include the recipient's details:

• Hiring manager's full name and job title
• Company name
• Company address (optional for electronic submissions)

Researching this information shows initiative. Even if you can only find the company name and department, include what you have.

4. A Personalized Salutation

Address the hiring manager by name. "Dear [First Name] [Last Name]," is the modern standard. If you cannot identify the specific person, "Dear Hiring Manager" is acceptable. Avoid overly generic or outdated salutations. For detailed advice on greetings and opening strategies, see our guide on how to start a cover letter.

5. An Engaging Opening Paragraph

Your first paragraph should accomplish three things in two to four sentences:

• Name the specific position you are applying for, including any job reference number if applicable
• State your strongest qualification or most relevant achievement that connects to the role
• Hook the reader with enough intrigue to compel them to keep reading

This paragraph is your elevator pitch. Lead with substance rather than generic statements about being excited to apply.

6. Relevant Qualifications and Achievements

The body of your cover letter, typically one to two paragraphs, should present your strongest evidence of fit. Include:

• Two to three specific achievements that relate directly to the job requirements. Quantify results whenever possible with numbers, percentages, or dollar amounts.
• Key skills that match the job description. Mirror the language used in the posting to demonstrate alignment and improve ATS compatibility.
• Relevant experience that goes beyond what your resume shows. Provide context, explain the impact of your work, and tell the story behind your accomplishments.

Think of this section as answering the question: "Why should we interview you instead of the other 200 applicants?" Your answer must be specific and backed by evidence.

7. Company-Specific Knowledge

Demonstrating that you have researched the employer is one of the most effective ways to differentiate your cover letter. Include at least one specific reference to:

• The company's mission, values, or culture
• A recent product launch, acquisition, or industry initiative
• A challenge the company is facing that your skills can address
• A specific aspect of the role that excites you and why

This shows the hiring manager that you are not sending a template letter. You have done your homework and are genuinely interested in this particular opportunity.

8. A Connection Between You and the Role

Explicitly draw lines between what the employer needs and what you offer. Do not assume the reader will connect the dots on their own. For example, if the job requires project management experience and you led a cross-functional team of 15, state that directly and explain the outcome.

Understanding how a cover letter complements your resume without duplicating it is key. Our article on cover letters versus resumes explains this distinction in depth.

9. A Confident Call to Action

Your closing paragraph should include a clear, confident invitation for next steps. Effective calls to action include:

• "I welcome the opportunity to discuss how my experience in revenue operations can contribute to Apex's growth objectives."
• "I would be glad to provide additional examples of my work in a conversation at your convenience."
• "I look forward to discussing how I can help your team achieve its Q3 product launch goals."

Express enthusiasm without being pushy. State that you look forward to hearing from the reader, and thank them for their time and consideration.

10. A Professional Sign-Off

Close your letter with a polished sign-off followed by your full name. Acceptable options include:

• "Sincerely,"
• "Best regards,"
• "Respectfully,"
• "Kind regards,"

Leave two to three lines of space between the sign-off and your typed name if submitting a printed letter, which allows room for a handwritten signature. For digital submissions, one line of space is sufficient.

What NOT to Include in a Cover Letter

Knowing what to leave out is just as important as knowing what to include. Remove or avoid the following:

• Salary requirements: Unless explicitly requested in the job posting, salary discussions belong in the interview or negotiation stage.
• Reasons for leaving your current or previous job: Negative commentary about past employers raises red flags. Keep the focus forward.
• Personal information unrelated to the role: Marital status, age, religious beliefs, and hobbies that do not relate to the job have no place in a cover letter.
• Weaknesses or apologies: Never draw attention to gaps in your experience or apologize for lacking a qualification. Focus on what you do bring to the table.
• A full autobiography: Your cover letter is a highlight reel, not a memoir. Select only the most relevant points.
• References or "references available upon request": This phrase is outdated and wastes space. Employers will request references when they need them.
• Lies or exaggerations: Inflated claims will surface during interviews or background checks and will cost you the opportunity.

Pre-Submission Checklist

Run through this checklist before sending every cover letter:

1. Contact header with name, phone, email, and city/state
2. Date of submission
3. Employer name, title, and company
4. Personalized greeting using the hiring manager's name
5. Opening paragraph with position title and top qualification
6. Body paragraphs with quantified achievements and relevant skills
7. At least one company-specific reference showing research
8. Clear connection between your experience and the role's requirements
9. Closing paragraph with call to action and thanks
10. Professional sign-off with full name
11. Proofread for spelling, grammar, and formatting errors
12. Saved as PDF with a professional file name

Every element on this list plays a role in building a compelling case for your candidacy. Pair a thorough cover letter with a well-crafted resume built using EasyResume's resume builder, and your applications will consistently stand out from the competition.