# US Cover Letter Format and Sample Letter

Source: https://digitalcvmaker.com/cover-letter-format/us
Last updated: 2026-09-29

A US cover letter is a one-page business letter of about 250 to 400 words that explains why you fit a specific role at a specific company. It usually opens with a named greeting, uses three or four short paragraphs, and closes with “Sincerely.” Many applications list it as optional, yet a tailored letter can help when you are changing careers, relocating or applying to a smaller company where a person reads every application.

## At a glance

| Item | Detail |
| --- | --- |
| Length | Under one page, roughly 250 to 400 words in three or four paragraphs. |
| Greeting | Dear Ms. Rivera or Dear Hiring Manager; avoid To Whom It May Concern. |
| Sign-off | Sincerely, followed by your typed full name. |
| Layout | Block format, left aligned, single spaced, blank line between paragraphs. |
| How it is sent | PDF upload, or pasted into the email body or application form field. |

## Header and greeting

Put your name, phone number, email address, city and state at the top, matching the header on your resume so the two documents look like a set. Add the date, then the employer’s name and company address if you are sending a formal letter; many applicants skip the employer address for online uploads. Address a real person whenever you can find the hiring manager’s name through the posting or the company website. Use Mr. or Ms. with a surname, or the full name if you are unsure of gender. “Dear Hiring Manager” is an acceptable fallback.

## Opening paragraph

The first paragraph should name the exact job title and say briefly why you are a strong match. Recruiters in the US tend to reward directness, so skip long introductions about yourself and lead with your most relevant credential or achievement. If someone at the company referred you, mention their name in the first sentence, since referrals often carry weight. A single sentence that shows you know what the company does or what the team is working on signals that the letter is not a template sent to fifty employers.

## Middle paragraphs: evidence

Use one or two paragraphs to connect your experience to the two or three requirements that matter most in the posting. Choose specific examples with outcomes rather than repeating resume bullets word for word. A short story about a problem you solved, what you did and the measurable result is usually more persuasive than a list of adjectives. If you are changing careers, relocating or returning after a gap, this is the place to explain it briefly and positively, without apologizing or oversharing.

## Closing and sign-off

End by restating your interest, thanking the reader and inviting a conversation. A simple line such as asking to discuss how you could contribute is enough; there is no need to say you will call to follow up. Sign off with “Sincerely,” which is the standard choice in American business writing, or “Best regards” for a slightly warmer tone. Leave a blank line and type your full name. A scanned signature is optional and uncommon for online applications.

## When a cover letter is optional

Many US job portals mark the cover letter as optional, and some recruiters admit they rarely read one. Even so, a brief, targeted letter can separate you from applicants who skipped it, especially at small businesses, nonprofits, and roles involving writing or client communication. If the posting explicitly asks for a letter or poses specific questions, treat it as required and answer those questions directly. If you have nothing specific to add, a short, well-aimed letter is better than a generic one.

## Sample cover letter

Replace the text in square brackets with your own details, and swap the examples for real results of yours.

> [Your name]
> City, State | Phone | Email
>
> Dear [Hiring manager's name],
>
> I am applying for the [Role] position at [Company name]. With six years of experience in operations analysis and a record of cutting fulfillment times through data-driven process changes, I believe I can help your team scale reliably as order volume grows.
>
> In my current role, I lead weekly performance reviews for three regional warehouses. When late shipments began rising, I analyzed pick-path data in SQL, identified slotting problems in our highest-volume zones and worked with site managers to redesign the layout. Within one quarter, average fulfillment time fell by 18% and overtime costs dropped noticeably. I also built a set of Tableau dashboards that leadership now uses to track throughput and staffing needs.
>
> What draws me to [Company name] is your focus on same-day delivery in growing metro markets. That goal depends on clean data and quick decisions on the warehouse floor, and it is the kind of work I enjoy most. I am comfortable translating analysis into plain recommendations for managers and following through until changes stick.
>
> I would welcome the chance to discuss how my experience could support your operations team. Thank you for your time and consideration.
>
> Sincerely,
>
> [Your name]

## Tips

- Match the header, font and colors of your cover letter to your resume so the recruiter sees one consistent, professional application package.
- Search the company website and the job posting for the hiring manager’s name; a named greeting reads as more considered than a generic one.
- Save the file as a PDF named with your first name, last name and the words cover letter, unless the portal requests a different format.
- Do not mention salary expectations unless the posting asks for them; several US states limit questions about pay history, and negotiation normally comes later.

## How US compares

| Country | Length | Greeting | Sign-off |
| --- | --- | --- | --- |
| [India](https://digitalcvmaker.com/cover-letter-format/in) | Three to four short paragraphs, well under one page. | Dear Mr/Ms [Surname]; Dear Hiring Manager when no name is known. | Regards, Best regards or Yours sincerely, followed by your full name and phone number. |
| **US** | Under one page, roughly 250 to 400 words in three or four paragraphs. | Dear Ms. Rivera or Dear Hiring Manager; avoid To Whom It May Concern. | Sincerely, followed by your typed full name. |
| [UK](https://digitalcvmaker.com/cover-letter-format/uk) | One page, roughly 250 to 400 words, in three or four paragraphs. | “Dear Ms Patel” with a name; “Dear Sir or Madam” or “Dear Hiring Manager” without. | “Yours sincerely” after a named greeting, “Yours faithfully” after Sir or Madam. |
| [UAE](https://digitalcvmaker.com/cover-letter-format/ae) | Under one page, usually 250 to 350 words in three or four paragraphs. | “Dear Mr/Ms [Surname]”, or “Dear Hiring Manager” if no name is given. | “Yours sincerely” with a name; “Kind regards” is fine for email applications. |
| [Canada](https://digitalcvmaker.com/cover-letter-format/ca) | One page, roughly 250 to 400 words in three or four paragraphs. | Dear [Hiring manager’s name], or Dear Hiring Manager, if no name is available. | Sincerely, or Kind regards, followed by your full name. |
| [Australia](https://digitalcvmaker.com/cover-letter-format/au) | One page, roughly three to five paragraphs; shorter is fine in an email. | “Dear” plus title and surname when known; otherwise “Dear Hiring Manager”. | “Kind regards” is most common; “Yours sincerely” suits more formal applications. |
| [Singapore](https://digitalcvmaker.com/cover-letter-format/sg) | One page, typically 200 to 350 words across three or four paragraphs. | “Dear Ms Lim” when named; otherwise “Dear Hiring Manager”. | “Yours sincerely” for formal letters, “Best regards” for email applications. |
| [Ireland](https://digitalcvmaker.com/cover-letter-format/ie) | One page, about 250 to 400 words, split into three or four paragraphs. | “Dear Ms Byrne” when you know the name; otherwise “Dear Hiring Manager”. | “Yours sincerely” for a named reader, “Yours faithfully” after “Dear Sir or Madam”. |
| [Germany](https://digitalcvmaker.com/cover-letter-format/de) | One A4 page, usually three to four short paragraphs. | “Dear Ms Weber” or “Dear Dr Weber”; “Dear Hiring Team” without a name. | “Kind regards” or “Yours sincerely”, followed by your typed name. |
| [Spain](https://digitalcvmaker.com/cover-letter-format/es) | Half a page to one page; three or four short paragraphs. | “Dear Ms García” or “Dear Mr García”; “Dear Hiring Team” if no name is given. | “Kind regards” or “Yours sincerely”, then your full name and phone number. |
| [France](https://digitalcvmaker.com/cover-letter-format/fr) | One A4 page, with three main paragraphs and a short closing. | “Dear Sir or Madam”, or “Dear Ms Martin” when you know the recipient. | “Yours faithfully” or “Yours sincerely”, matching a formal French closing line. |
| [Italy](https://digitalcvmaker.com/cover-letter-format/it) | Up to one A4 page; three or four paragraphs. | “Dear Dr Rossi” where a title is known; “Dear Hiring Manager” otherwise. | “Kind regards” or “Yours sincerely”, followed by your full name. |
| [Portugal](https://digitalcvmaker.com/cover-letter-format/pt) | Under one page; three or four concise paragraphs. | “Dear Ms Silva” or “Dear Mr Silva”; “Dear Sir or Madam” without a name. | “Kind regards” or “Yours sincerely”, with your name and phone number. |
| [Brazil](https://digitalcvmaker.com/cover-letter-format/br) | Short: half a page, or three brief paragraphs in an email. | “Dear Ms Souza” or “Dear Mr Souza”; “Dear Hiring Team” if no name is listed. | “Kind regards” or “Best regards”, then your name, phone and LinkedIn. |

## Questions about US cover letters

### Do US employers still read cover letters?

Practice varies. Some recruiters at large companies go straight to the resume, while hiring managers at smaller firms and nonprofits often read letters closely. Because you usually cannot know which applies, a short tailored letter is a low-cost way to add context. Always include one when the posting requests it, and never send a generic letter that could apply to any employer.

### How long should a US cover letter be?

Keep it under one page. Most effective letters run three or four short paragraphs, roughly 250 to 400 words. When the letter goes in the body of an email or into an application text box, shorter is better, often around 150 to 250 words. Recruiters value clear, specific points over length, so remove any sentence that simply repeats your resume.

### Is “To Whom It May Concern” acceptable in the US?

It is not wrong, but most American recruiters consider it stiff and outdated. Use the hiring manager’s name if you can find it, for example “Dear Ms. Patel.” If no name is available, “Dear Hiring Manager” or “Dear [Department] Team” is widely accepted and sounds more natural. Avoid “Dear Sir or Madam,” which reads as old-fashioned in the US.

## Sources

- [Prohibited employment policies and practices](https://www.eeoc.gov/prohibited-employment-policiespractices) — U.S. Equal Employment Opportunity Commission
- [Form I-9, Employment Eligibility Verification](https://www.uscis.gov/i-9) — U.S. Citizenship and Immigration Services
- [CareerOneStop](https://www.careeronestop.org/) — U.S. Department of Labor