Tone calibration in cover letters is an underrated skill.
Research the company’s voice
Look at the company’s website copy, their social media, and their job posting language. Companies that write casually expect a different tone than companies with formal communication styles.
Default to slightly more formal than you would speak
A cover letter is a professional document even at casual companies. It should be slightly more formal than you would be in conversation, but not so formal that it sounds stiff or bureaucratic.
Startup cover letters
For startups, especially in tech, a conversational, direct tone is almost always appropriate. Overly formal language reads as a mismatch. For more on this, see our guide on cover letter vs. no cover letter.
Traditional industries
For law, finance, medicine, and government, formal language is expected. Dear Hiring Manager or Dear Mr./Ms. [Last Name] is appropriate. Casual openers can create a negative first impression in these contexts.
Read next
- Cover Letter for a Recent Graduate: A Step-by-Step Guide
- How to Write a Cover Letter That Actually Gets Read
- How to Write a Cover Letter for a Promotion That Actually Works
Frequently Asked Questions
Should I always include a cover letter?
Include one when requested, when writing ability is core to the role, or when you need to explain context your resume cannot. For high-volume technical roles, it is often not read.
How long should a cover letter be?
Three to four short paragraphs, 200-300 words maximum. If you are writing more, you are probably repeating your resume.
What should the first sentence of a cover letter say?
Start with something specific. “I have spent four years doing exactly what this role requires” beats “I am excited to apply for this position.”
What should I leave out of a cover letter?
Do not restate your resume, explain why you need the job, apologize for gaps, or use clichés. Every sentence should add information not already in the resume.
Most cover letters fail because they summarize the resume rather than add to it. A recruiter reading your cover letter already has your resume in hand. They do not need you to recap it. What they want to know is why this role, at this company, is one you are genuinely excited about, and what specific experience makes you a stronger candidate than the other 150 applicants who also ticked all the required boxes.
The best cover letters I have seen treat the format like a brief business proposal. They open with a specific observation about the company or role, connect that observation to a relevant achievement, and close with a clear next step. This structure respects the hiring manager’s time while demonstrating that you have done real research rather than sending a mass application. For more on this, see our guide on write an internship cover letter that stands out.
Length matters here, too. A cover letter should be between three and four paragraphs. Any shorter and it feels dismissive of the opportunity. Any longer and you are asking a busy hiring manager to read a document they typically spend less than thirty seconds on. Every sentence should either demonstrate fit, show enthusiasm, or move the reader closer to wanting to meet you.
One technique that consistently works is the mirroring approach. Take three words or phrases directly from the job description that describe the ideal candidate, then reflect them back using examples from your own experience. This shows attentiveness to what the employer actually wants while demonstrating that you meet those criteria without copying their language verbatim. For more on this, see our guide on write a career change cover letter that works.
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