A cover letter outline is the skeleton of your application letter. It lets you plan what to say before you write a single sentence, so your final letter is logical, focused, and easy for a hiring manager to skim. This guide walks you through building an outline that works for almost any job application. You will need a copy of the job posting and a list of your own relevant skills and experiences. No special tools are required—paper and pen or a blank document work fine.
What You’ll Need
- The full job posting (so you can match keywords and requirements)
- Your resume or CV (to pull accurate dates and achievements)
- A list of 2–3 specific accomplishments that relate to the role
- A blank document or notebook
- The hiring manager’s name, if you can find it (optional but helpful)
Step-by-Step
- Read the job posting twice. The first time, read for overall meaning. The second time, highlight every skill, qualification, and responsibility mentioned. These become your target points.
- Identify the top 3 requirements. From your highlights, pick the three that seem most important. These will anchor your body paragraphs. If the posting lists “project management” three times, that is a top requirement.
- Match each requirement to your own experience. For each of the three, write down one concrete example from your work history. Use numbers where possible: “increased sales by 20%” or “managed a team of five.”
- Write your opening line. This is not a greeting. It is the first sentence of the letter. Plan to state the job title and where you saw it, then add one strong reason you are a fit. Example: “I am applying for the Marketing Coordinator role posted on LinkedIn, and my five years of campaign management directly match your need for a data-driven organizer.”
- Draft your first body paragraph. This covers your most relevant accomplishment. Write a single sentence that states the situation, your action, and the result. Keep it to one or two lines in the outline.
- Draft your second body paragraph. Use your second strongest example. This paragraph should show a different skill than the first. If the first was about leadership, make this one about technical ability or problem-solving.
- Draft your third body paragraph. This is optional but useful. Use it for a softer skill like teamwork or adaptability, or to explain a gap or career change. If you have nothing new to add, skip it and keep the letter tight.
- Plan your closing paragraph. Write one sentence that thanks the reader and states your eagerness to discuss the role. Add a line about how you will follow up, such as “I will call next week to check on my application.”
- Add your sign-off. Plan for “Sincerely” or “Best regards,” followed by your name. In the outline, just note “sign-off here.”
- Review the outline against the job posting. Check that every major requirement in the posting is addressed somewhere in your outline. If not, add a phrase or adjust a paragraph.
Common Mistakes
- Writing the outline after the letter. The outline is meant to save you time. If you write the full letter first, you lose the benefit of planning.
- Making every paragraph about the same skill. If you only talk about leadership, you miss showing other strengths. Spread your examples across different abilities.
- Ignoring the job posting. A generic outline that could fit any job is a red flag. Always tie your points back to the specific posting.
- Listing duties instead of achievements. “I was responsible for social media” is weak. “Grew Instagram followers by 40% in six months” is strong. The outline should capture the latter.
- Forgetting the follow-up plan. If you do not plan how to follow up, you likely will not do it. Include it in the outline so it is not forgotten.
Tips
- Keep each outline point to one line. The outline is a map, not a draft. If you write full sentences, you are basically writing the letter twice.
- Use the same keywords as the posting. If the posting says “collaborate,” use “collaborate” in your outline, not “work with.” This helps with both human readers and automated screening tools.
- Write the outline in the same order as the final letter. That way, you can copy and expand it without rearranging.
- Leave space between sections. You will likely add notes or adjust points as you write. Blank space makes that easier.
- Time-box it. Spend no more than 15–20 minutes on the outline. If it takes longer, you are overthinking. The outline should be quick.
Troubleshooting
- You cannot find three examples from your experience. Use one strong example and one example from a volunteer role, school project, or transferable skill. Even a small project can show the right ability. If you still have only one, write a shorter letter with one body paragraph and a clear closing.
- The job posting is vague. Look for the job title and search for similar postings online to infer common requirements. Also review the company’s website and recent news to guess what they value.
- Your examples feel weak or unrelated. Re-read the posting for softer phrases like “good communication” or “detail-oriented.” Match those. Sometimes a small task like “proofread all reports” is exactly what the employer wants.
- You run out of space. A cover letter should be under one page. If your outline is too long, cut the third body paragraph or merge two points into one sentence. Never sacrifice clarity for length.
- You do not know the hiring manager’s name. That is fine. Use “Hiring Manager” in the salutation. Do not guess or invent a name.
Template
Your Name
Your Email | Your Phone | Your City, State
Date: ____________
Hiring Manager
Company Name
Company Address
Re: [Job Title] position
Dear [Hiring Manager Name or “Hiring Manager”],
Opening: State the job title, where you saw it, and one strong reason you are a fit. ____________________________________________
Body Paragraph 1: Describe your most relevant achievement with a number or specific result. ____________________________________________
Body Paragraph 2: Describe a second achievement that shows a different skill. ____________________________________________
Body Paragraph 3 (optional): Add a softer skill or explain a gap. ____________________________________________
Closing: Thank the reader, restate interest, and mention your follow-up plan. ____________________________________________
Sincerely,
_________________________
Your Name
Sample (fictional):
Opening: I am applying for the Customer Success Manager role posted on Indeed. My three years of onboarding new clients and my track record of reducing churn by 15% align with your need for a proactive relationship builder.
Frequently Asked Questions
How long should my outline be?
A good outline fits on one page. It should have about 10–15 short lines covering the opening, three body points, and closing.
Can I use the same outline for every job?
No. Each job posting is different. You can keep a base outline, but you must adjust the body paragraphs to match the specific requirements each time.
Should I include a cover letter if the job says “optional”?
Yes, if you have time. A well-structured letter shows extra effort. Use your outline to write a short, focused version.
What if I have no direct experience in the field?
Focus on transferable skills like communication, organization, or problem-solving. Use examples from school, volunteering, or other jobs that show those skills.
Is it okay to skip the third body paragraph?
Yes. A shorter letter that is specific is better than a longer one that repeats itself. Two strong paragraphs are enough.
Should I put the outline in the final letter?
No. The outline is for your planning only. The final letter should be full sentences in paragraph form, not bullet points or fragments.