Free cover letter template: copy it, then fill it in step by step
Copy the free cover letter template below. It has five parts: a header, a greeting, an opening that names the role, one proof paragraph, and a short close. Then fill it in for one specific posting. Pull out its top three to five requirements, back each one with a specific example from your own work, say why you want this employer, and trim the letter to one page.
By I start Monday team · Published October 29, 2026 · 9 min read
What you want is a cover letter you can send today. That means a free cover letter template you copy once and then rewrite for one specific posting. Once the core paragraphs are written, later versions go faster, because you only rewrite the opening, the proof sentences, and the reason you want that particular employer.
Below you'll find the template, followed by six steps that fill in each part. Every step gives you a sample line and a mistake to avoid. If you want the reasoning behind each choice in more depth, see how to write a cover letter.
Copy the template and fill in the header
Paste the template into a plain document. Fill in the header first, since it's the easiest part and it gets you started. Put your name, city and state, email, and phone on one line. Then find the hiring manager's name. Check the posting, the company's team page, or a professional networking profile for the person who leads that department.
TEMPLATE
[Your name] | [City, State] | [Email] | [Phone] [Date] Dear [Hiring manager's name], I'm applying for the [exact job title] role at [Company]. [One sentence naming your strongest match to their top requirement.] In [current or recent role], I [specific action] that [result]. [Proof for requirement two.] [Proof for requirement three.] [One sentence on why this company or team, tied to something in the posting.] I'd welcome a conversation about how I could help with [specific need from the posting]. Thank you for your time. Sincerely, [Your name]
For example: "Jordan Lee | Columbus, OH | jordan.lee@email.com | (phone number)" followed by "Dear Ms. Alvarez," on its own line.
The mistake here is defaulting to "To Whom It May Concern" when the name was one search away. If you truly can't find a name, use "Dear Hiring Manager" or "Dear [Team name] Team."
Pull the top requirements out of the posting
Read the posting and list the three to five requirements it stresses most. These are usually the ones listed first, the ones that come up more than once, or the ones marked as required. To explore career options more broadly, see the Explore Careers section on CareerOneStop, which is sponsored by the U.S. Department of Labor.
For example, for a warehouse lead posting: "Must-haves: forklift certification, inventory software, training new hires, accuracy on cycle counts."
The mistake is trying to answer every bullet. A letter that covers ten requirements in one line each reads like a resume. Pick the few the employer clearly cares about most and prove those well.
CHECK YOUR MATCH
Call the number of core requirements you pulled R. Call the number you can back with a specific example from work, school, or volunteering P. Divide P by R. Suppose R is 5 and P is 4: 4 divided by 5 is well over half, so lead with your strongest match and send it. At 3 of 5 you still have a solid letter. Use one sentence to name the gap and say how you are closing it. If P is under half of R, find more proof before you write, or treat this as a stretch application and say so plainly in your close.
Write an opening line that names the role and your best match
Use the job title exactly as the posting writes it. Then, in the same sentence or the next one, connect it to the requirement where your proof is strongest. The reader learns in two sentences which job you want and why you fit.
For example: "I'm applying for the Warehouse Lead role at Northfield Supply. For the past three years I've run cycle counts and trained new pickers at a distribution center that ships six days a week."
The mistake is opening with "My name is" or "I am writing to express my interest in." Your name is already in the header, and the fact that you sent a letter shows you're interested. Use the first line for the match.
Back each requirement with one specific proof
Write the middle paragraph with one sentence for each requirement you picked. Each sentence should say what you did and what changed because of it. Use real numbers when you know them, such as crew size, shifts covered, or how long a project took. Leave out any number you can't stand behind in an interview. To see how this looks in different fields, browse these cover letter examples or the carpenter cover letter for a trades version.
For example: "When our team switched inventory systems, I wrote the one-page cheat sheet the floor used during the first month and handled most of the questions from new hires."
The mistake is listing traits with nothing behind them, like "I am a hard worker and a team player." Anyone can write that line. If your proof comes from school, a part-time job, or volunteering, it still counts. How to write a cover letter with no experience shows how to frame it.
Say why this employer, then close with a next step
Find one concrete detail in the posting or on the company's site, like a new location, a product, a shift being added, or a stated value. Connect it to something you have done. Then end by asking for a conversation about a specific need.
For example: "Your posting mentions opening a second shift this spring, and I helped staff and train a new shift at my current site. I'd welcome a conversation about getting yours running smoothly."
The mistake is generic praise such as "your company is an industry leader." It fits every employer, so it tells this one nothing. A weak, passive ending like "I hope to hear from you someday" also wastes the last line. Make a clear, polite request.
Trim to one page and check it against the posting
Read the letter out loud and cut any sentence that doesn't connect to a requirement or to the employer. Three or four short paragraphs is plenty. Check the company name, the job title, and the hiring manager's name against the posting one more time. Save the file as a PDF unless the application asks for another format, and give it a clear name.
For example: "Jordan-Lee-Cover-Letter-Warehouse-Lead.pdf" is easy for a recruiter to find later in a folder of downloads.
The mistake is sending a letter that still has the previous company's name in it. A reused template makes this easy to miss. If you're unsure whether the letter is worth this much care, do cover letters matter covers when they carry weight.
| Step | What to do | The mistake to avoid |
|---|---|---|
| Copy the template and header | Paste the plain-text template and add your name, city, email, and phone | Opening with "To Whom It May Concern" when a name is findable |
| Pull the top requirements | List the three to five skills the posting stresses most | Trying to answer every bullet in the posting |
| Write the opening line | Name the exact job title and your strongest match | Opening with "My name is" or "I am writing to express my interest in" |
| Back each requirement | One sentence per requirement: what you did and what changed | Calling yourself a hard worker with nothing to prove it |
| Say why them, then close | Tie one detail from the posting to your experience and ask for a conversation | Generic praise that could fit any company |
| Trim and check | Cut to one page, match the title, rename the file | Sending a letter with the last company's name in it |
Common mistakes
- Sending the same letter to every employer with only the company name swapped. The proof sentences should change with each posting's top requirements.
- Picking a heavily designed template with columns, icons, or graphics. A simple layout prints cleanly.
- Repeating your resume in sentence form. The letter should pick the few proofs that match this job and explain them in a sentence or two.
- Going past one page. If it spills over, cut the weakest proof sentence before you touch the font size or margins.
- Skipping the final check of names and titles.
Try it
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Frequently asked questions
Can I reuse the same cover letter template for every job?
Yes, keep the structure and the header the same every time. What changes is the opening line, the proof sentences, and the reason you want that employer. Keep a running document of proof sentences sorted by skill, so for each new posting you can pick the ones that match its top requirements.
Is a free template from Word or Google Docs good enough?
Judge it by its layout. Choose a simple one with a single column, standard fonts, and no text boxes or graphics. If you're unsure, paste your letter into a plain text editor and check that it still reads in order.
Should I write one if the posting says a cover letter is optional?
If you have a clear match or something to explain, such as a career change, a gap, or a move, write a short one. It gives you room to say things a resume can't. If the match is obvious from your resume and time is tight, a strong resume alone is a reasonable choice.
Do I attach the letter or paste it into the email?
Follow the application's instructions first. If you're emailing and nothing is specified, paste a short version into the email body and attach the PDF as well. That way the reader sees it right away and can still forward or print the formatted file. Use the job title in your subject line.
More on Cover Letter
- How to write a cover letter with no experience: steps, common mistakes, and a sample
- How to write a cover letter someone will actually read
- Cover letter examples for resumes: build one in five steps, with a before and after