Why structure matters more than style
Most cover letters fail for one reason. They wander. The reader cannot tell where the evidence is, so they move on to the next applicant. A clear structure fixes that before you write a single clever sentence.
The rule is simple: one page, a handful of short paragraphs, and each paragraph does exactly one job. If a sentence does not serve that paragraph's job, cut it.
The jobs a cover letter must do
Think of your letter as answering four questions the reader already has in mind.
- What are you applying for, and why should I keep reading? Name the role and any reference number. Then give your strongest single match with the posting.
- Why us? Show that you know who they are and what they do. Connect their work to what you want to do next.
- What can you do for us? This is the heart of the letter. Pick the few requirements that matter most and show evidence for each.
- What happens next? Close with confidence and say when you are available.
Many letters also need a short paragraph for a gap or an extra strength. Use it when it helps your case.
Practical rules for today
- Keep it to one page. If it spills over, your evidence paragraph is probably trying to cover everything.
- Write the evidence paragraph first. It is the hardest and the most important. The rest is easier once it exists.
- Use the employer's words. If the posting says "donor reporting", use that phrase where it is true.
- Prefer facts to adjectives. "Trained 20 field staff" says more than "excellent trainer".
- Do not skip "why us". Many letters could be sent to any employer. A specific, accurate sentence about the organisation sets you apart.
- Check the details. Your contacts, the date and the recipient belong at the top. A bold subject line names the role.
A quick self-test
Read each paragraph and ask, "What is this paragraph's one job?" If you cannot answer in a few words, rewrite it. Then ask whether a stranger could tell, in thirty seconds, which job you want and why you fit. If yes, your structure is working.
In the full lesson
- A paragraph-by-paragraph walk-through, with a worked example for a Monitoring and Evaluation Officer application
- A sample evidence list showing claims backed by results, in the employer's words
- How to handle a missing requirement honestly, with example wording
- The exact layout above and below the paragraphs, including salutation and sign-off rules