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How to write a great cover letter in 2024: tips and structure

A cover letter is a personalized letter that introduces you to a potential employer, highlights your qualifications, and explains why you're a strong fit for a specific job.

Hate or love them, these brief documents allow job seekers to make an impression and stand out from the pile of other applications. Penning a thoughtful cover letter shows the hiring team you care about earning the position.

Here’s everything you need to know about how to write a cover letter — and a great one, at that.

What is a cover letter and why does it matter?

A professional cover letter is a one-page document you submit alongside your CV or resume as part of a job application. Typically, they’re about half a page or around 150–300 words.

An effective cover letter doesn’t just rehash your CV; it’s your chance to highlight your proudest moments, explain why you want the job, and state plainly what you bring to the table.

Show the reviewer you’re likable, talented, and will add to the company’s culture . You can refer to previous jobs and other information from your CV, but only if it helps tell a story about you and your career choices .

What 3 things should you include in a cover letter?

A well-crafted cover letter can help you stand out to potential employers. To make your cover letter shine, here are three key elements to include:

1. Personalization

Address the hiring manager or recruiter by name whenever possible. If the job posting doesn't include a name, research to find out who will be reviewing applications. Personalizing your cover letter shows that you've taken the time to tailor your application to the specific company and role.

2. Highlight relevant achievements and skills

Emphasize your most relevant skills , experiences, and accomplishments that directly relate to the job you're applying for. Provide specific examples of how your skills have benefited previous employers and how they can contribute to the prospective employer's success. Use quantifiable achievements , such as improved efficiency, cost savings, or project success, to demonstrate your impact.

3. Show enthusiasm and fit

Express your enthusiasm for the company and the position you're applying for. Explain why you are interested in this role and believe you are a good fit for the organization. Mention how your values, goals, and skills align with the company's mission and culture. Demonstrating that you've done your research can make a significant impression.

What do hiring managers look for in a cover letter?

Employers look for several key elements in a cover letter. These include:

Employers want to see that your cover letter is specifically tailored to the position you are applying for. It should demonstrate how your skills, experiences, and qualifications align with the job requirements.

Clear and concise writing

A well-written cover letter is concise, easy to read, and error-free. Employers appreciate clear and effective communication skills , so make sure your cover letter showcases your ability to express yourself effectively.

Demonstrated knowledge of the company

Employers want to see that you are genuinely interested in their organization. Mention specific details about the company, such as recent achievements or projects, to show that you are enthusiastic about joining their team.

Achievements and accomplishments

Highlight your relevant achievements and accomplishments that demonstrate your qualifications for the position. Use specific examples to showcase your skills and show how they can benefit the employer.

Enthusiasm and motivation

Employers want to hire candidates who are excited about the opportunity and motivated to contribute to the company's success. Express your enthusiasm and passion for the role and explain why you are interested in working for the company.

Professionalism

A cover letter should be professional in tone and presentation. Use formal language, address the hiring manager appropriately, and follow standard business letter formatting.

How do you structure a cover letter?

A well-structured cover letter follows a specific format that makes it easy for the reader to understand your qualifications and enthusiasm for the position. Here's a typical structure for a cover letter:

Contact information

Include your name, address, phone number, and email address at the top of the letter. Place your contact information at the beginning so that it's easy for the employer to reach you.

Employer's contact information

Opening paragraph, middle paragraph(s), closing paragraph, complimentary close, additional contact information.

Repeat your contact information (name, phone number, and email) at the end of the letter, just in case the employer needs it for quick reference.

Remember to keep your cover letter concise and focused. It should typically be no more than one page in length. Proofread your letter carefully to ensure it is free from spelling and grammatical errors. Tailor each cover letter to the specific job application to make it as relevant and impactful as possible.

How to write a good cover letter (with examples)

The best letters are unique, tailored to the job description, and written in your voice — but that doesn’t mean you can’t use a job cover letter template.

Great cover letters contain the same basic elements and flow a certain way. Take a look at this cover letter structure for ref erence while you construct your own.

1. Add a header and contact information

While reading your cover letter, the recruiter shouldn’t have to look far to find who wrote it. Your document should include a basic heading with the following information:

• Pronouns (optional)
• Location (optional)
• Email address
• Phone number (optional)
• Relevant links, such as your LinkedIn profile , portfolio, or personal website (optional)

You can pull this information directly from your CV. Put it together, and it will look something like this:

Christopher Pike

San Francisco, California

[email protected]

Alternatively, if the posting asks you to submit your cover letter in the body of an email, you can include this information in your signature. For example:

Warm regards,

Catherine Janeway

Bloomington, Indiana

[email protected]

(555) 999 - 2222

2. Include a personal greeting

Always begin your cover letter by addressing the hiring manager — preferably by name. You can use the person’s first and last name. Make sure to include a relevant title, like Dr., Mr., or Ms. For example, “Dear Mr. John Doe.”

Avoid generic openings like “To whom it may concern,” “Dear sir or madam,” or “Dear hiring manager.” These introductions sound impersonal — like you’re copy-pasting cover letters — and can work against you in the hiring process.

Be careful, though. When using someone’s name, you don’t want to use the wrong title or accidentally misgender someone. If in doubt, using only their name is enough. You could also opt for a gender-neutral title, like Mx.

Make sure you’re addressing the right person in your letter — ideally, the person who’s making the final hiring decision. This isn’t always specified in the job posting, so you may have to do some research to learn the name of the hiring manager.

3. Draw them in with an opening story

The opening paragraph of your cover letter should hook the reader. You want it to be memorable, conversational, and extremely relevant to the job you’re pursuing. 

There’s no need for a personal introduction — you’ve already included your name in the heading. But you should make reference to the job you’re applying for. A simple “Thank you for considering my application for the role of [job title] at [company],” will suffice.

Then you can get into the “Why” of your job application. Drive home what makes this specific job and this company so appealing to you. Perhaps you’re a fan of their products, you’re passionate about their mission, or you love their brand voice. Whatever the case, this section is where you share your enthusiasm for the role.

Here’s an example opening paragraph. In this scenario, you’re applying for a digital marketing role at a bicycle company:

“Dear Mr. John Doe,

Thank you for considering my application for the role of Marketing Coordinator at Bits n’ Bikes.

My parents bought my first bike at one of your stores. I’ll never forget the freedom I felt when I learned to ride it. My father removed my training wheels, and my mom sent me barrelling down the street. You provide joy to families across the country — and I want to be part of that.”

4. Emphasize why you’re best for the job

Your next paragraphs should be focused on the role you’re applying to. Highlight your skill set and why you’re a good fit for the needs and expectations associated with the position. Hiring managers want to know what you’ll bring to the job, not just any role.

Start by studying the job description for hints. What problem are they trying to solve with this hire? What skills and qualifications do they mention first or more than once? These are indicators of what’s important to the hiring manager.

Search for details that match your experience and interests. For example, if you’re excited about a fast-paced job in public relations, you might look for these elements in a posting:

• They want someone who can write social media posts and blog content on tight deadlines
• They value collaboration and input from every team member
• They need a planner who can come up with strong PR strategies

Highlight how you fulfill these requirements:

“I’ve always been a strong writer. From blog posts to social media, my content pulls in readers and drives traffic to product pages. For example, when I worked at Bits n’ Bikes, I developed a strategic blog series about bike maintenance that increased our sales of spare parts and tools by 50% — we could see it in our web metrics.

Thanks to the input of all of our team members, including our bike mechanics, my content delivered results.”

5. End with a strong closing paragraph and sign off gracefully

Your closing paragraph is your final chance to hammer home your enthusiasm about the role and your unique ability to fill it. Reiterate the main points you explained in the body paragraphs and remind the reader of what you bring to the table.

You can also use the end of your letter to relay other important details, like whether you’re willing to relocate for the job.

When choosing a sign-off, opt for a phrase that sounds professional and genuine. Reliable options include “Sincerely” and “Kind regards.”

Here’s a strong closing statement for you to consider:

“I believe my enthusiasm, skills, and work experience as a PR professional will serve Bits n’ Bikes very well. I would love to meet to further discuss my value-add as your next Director of Public Relations. Thank you for your consideration. I hope we speak soon.

Tips to write a great cover letter that compliments your resume

When writing your own letter, try not to copy the example excerpts word-for-word. Instead, use this cover letter structure as a baseline to organize your ideas. Then, as you’re writing, use these extra cover letter tips to add your personal touch:

• Keep your cover letter different from your resume : Your cover letter should not duplicate the information on your resume. Instead, it should provide context and explanations for key points in your resume, emphasizing how your qualifications match the specific job you're applying for.
• Customize your cover letter . Tailor your cover letter for each job application. Address the specific needs of the company and the job posting, demonstrating that you've done your homework and understand their requirements.
• Show enthusiasm and fit . Express your enthusiasm for the company and position in the cover letter. Explain why you are interested in working for this company and how your values, goals, and skills align with their mission and culture.
• Use keywords . Incorporate keywords from the job description and industry terms in your cover letter. This can help your application pass through applicant tracking systems (ATS) and demonstrate that you're well-versed in the field.
• Keep it concise . Your cover letter should be succinct and to the point, typically no more than one page. Focus on the most compelling qualifications and experiences that directly support your application.
• Be professional . Maintain a professional tone and structure in your cover letter. Proofread it carefully to ensure there are no errors.
• Address any gaps or concerns . If there are gaps or concerns in your resume, such as employment gaps or a change in career direction, briefly address them in your cover letter. Explain any relevant circumstances and how they have shaped your qualifications and determination.
• Provide a call to action . Conclude your cover letter with a call to action, inviting the employer to contact you for further discussion. Mention that you've attached your resume for their reference.
• Follow the correct format . Use a standard cover letter format like the one above, including your contact information, a formal salutation, introductory and closing paragraphs, and your signature. Ensure that it complements your resume without redundancy.
• Pick the right voice and tone . Try to write like yourself, but adapt to the tone and voice of the company. Look at the job listing, company website, and social media posts. Do they sound fun and quirky, stoic and professional, or somewhere in-between? This guides your writing style.
• Tell your story . You’re an individual with unique expertise, motivators, and years of experience. Tie the pieces together with a great story. Introduce how you arrived at this point in your career, where you hope to go , and how this prospective company fits in your journey. You can also explain any career changes in your resume.
• Show, don’t tell . Anyone can say they’re a problem solver. Why should a recruiter take their word for it if they don’t back it up with examples? Instead of naming your skills, show them in action. Describe situations where you rose to the task, and quantify your success when you can.
• Be honest . Avoid highlighting skills you don’t have. This will backfire if they ask you about them in an interview. Instead, shift focus to the ways in which you stand out.
• Avoid clichés and bullet points . These are signs of lazy writing. Do your best to be original from the first paragraph to the final one. This highlights your individuality and demonstrates the care you put into the letter.
• Proofread . Always spellcheck your cover letter. Look for typos, grammatical errors, and proper flow. We suggest reading it out loud. If it sounds natural rolling off the tongue, it will read naturally as well.

Common cover letter writing FAQs

How long should a cover letter be.

A cover letter should generally be concise and to the point. It is recommended to keep it to one page or less, focusing on the most relevant information that highlights your qualifications and fits the job requirements.

Should I include personal information in a cover letter?

While it's important to introduce yourself and provide your contact information, avoid including personal details such as your age, marital status, or unrelated hobbies. Instead, focus on presenting your professional qualifications and aligning them with the job requirements.

Can I use the same cover letter for multiple job applications?

While it may be tempting to reuse a cover letter, it is best to tailor each cover letter to the specific job you are applying for. This allows you to highlight why you are a good fit for that particular role and show genuine interest in the company.

Do I need to address my cover letter to a specific person?

Whenever possible, it is advisable to address your cover letter to a specific person, such as the hiring manager or recruiter. If the job posting does not provide this information, try to research and find the appropriate contact. If all else fails, you can use a generic salutation such as "Dear Hiring Manager."

Should I include references in my cover letter?

It is generally not necessary to include references in your cover letter. Save this information for when the employer explicitly requests it. Instead, focus on showcasing your qualifications and achievements that make you a strong candidate for the position.

It’s time to start writing your stand-out cover letter

The hardest part of writing is getting started. 

Hopefully, our tips gave you some jumping-off points and confidence . But if you’re really stuck, looking at cover letter examples and resume templates will help you decide where to get started. 

There are numerous sample cover letters available online. Just remember that you’re a unique, well-rounded person, and your cover letter should reflect that. Using our structure, you can tell your story while highlighting your passion for the role. 

Doing your research, including strong examples of your skills, and being courteous is how to write a strong cover letter. Take a breath , flex your fingers, and get typing. Before you know it, your job search will lead to a job interview.

If you want more personalized guidance, a specialized career coach can help review, edit, and guide you through creating a great cover letter that sticks.

Ace your job search

Explore effective job search techniques, interview strategies, and ways to overcome job-related challenges. Our coaches specialize in helping you land your dream job.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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Cover Letter Format (w/ Examples & Free Templates)

Give someone who knows nothing about cooking the ingredients to a perfect meal and you’ll end up with a disorganized, very possibly inedible, meal. 

The same disorganized, quite possibly tasteless, fate awaits your cover letter if you don’t know how to properly format it. 

Getting the cover letter format right is the same as having those coveted cooking skills that can turn the right ingredients into a meal that leaves you wanting more.

Now, if you’re wondering whether your formatting skills are enough to impress recruiters, there’s no need to worry. 

This article is going to show you exactly how to format a cover letter the right way. 

Here’s what we’re going to cover: 

• What Should Go On a Cover Letter?
• How to Format Your Cover Letter
• (Free) Cover Letter Templates You Can Use
• How to Format Your Cover Letter When Sending It Via Email

The Best Cover Letter Format - What Goes on a Cover Letter

Your cover letter’s format is both how your cover letter looks and how it’s structured. 

So, cover letter formatting includes everything from page margins, spacing, and font size to how long your cover letter should be, how many paragraphs it should have, and what each paragraph should contain. 

Pretty substantial, if you ask us - which is exactly why we’ll go over these elements one by one. Before we do, however, let’s first get the essentials out of the way. 

What exactly goes into a cover letter? The short answer is as follows:  

• A header , which contains your contact information and the employer’s or recruiter’s contact information.
• A greeting to the recruiter and the opening paragraph , which you want to use to grab the reader’s attention.
• The body of your cover letter , which is between 1-3 paragraphs.
• A closing paragraph , which usually contains a call to action.
• A formal salutation .

And here’s what that looks like in practice: 

A Look into Your Cover Letter Format, by Section

In theory, all these rules are pretty straightforward...

But if you’ve ever written a cover letter before, you’ll probably agree with us that actually writing one ain’t all that simple.

In this section, we’ll take you through the entire process of creating a cover letter, section by section!

Starting with:

#1. Header 

Your cover letter’s header should contain your contact info, the date, and the hiring manager’s or employer’s contact info. 

If you’re wondering which contact information you should include and which you should leave out, here are the essentials: 

• Full name and professional title (where applicable) 
• Phone number
• Name and professional title of the hiring manager
• Name of the company you’re applying to 
• Company address 

Here’s a visual representation of this: 

If you want to know more about header formatting, such as what you can optionally include and what you should definitely leave out, head over to our guide on how to start a cover letter . 

#2. Greeting 

After listing your contact information, it’s time to address the cover letter . 

First things first: the impersonal and overly popular “To Whom It May Concern” and “Dear Sir/Madam” are yesterday’s news. They’re impersonal and just about every other applicant uses them. 

And you want your cover letter to stand out, right?

So, greet the hiring manager directly, instead. For example: 

Dear Mr. Brown, Dear Mrs. Waldorf,

If, however, you are unsure about their title, gender, marital status, or pronouns, use their entire name to avoid any mistakes, such as: 

Dear Alex Brown, Dear Blair Waldorf,

Alternatively, the recruiter may hold a title, such as Doctor, Professor, or sergeant, or you might be addressing a letter without a contact person. 

In such cases, here are some do-s and don’t-s to keep in mind: 

Dear John Doe, Dear Mr./Mrs. Doe, Dear Dr. Leonard, Dear Rev. Owen, Dear Marketing Hiring Team, Dear Director of Marketing,

To Whom It May Concern, What’s Up Hiring Team, Dear Sir/Madam, Hey John, Hi there Hiring Team,

#3. Opening Paragraph 

The opening paragraph of your cover letter is where the recruiter first gets to really hear your voice. As such, you’ve got to make it count and grab their attention before they move on to the next applicant.  

And how exactly do you do that? Well, for starters, avoid being generic. You don’t want your opening paragraph to sound as if you’re applying to dozens of jobs with the same letter.

Instead, you want your opening paragraph to mention:

• Your name, profession, and years of experience.
• 1-2 of your top achievements (to help you stand out).
• The name of the firm and position you’re applying for.

Here’s what this would look like in a cover letter:

My name is Ellen and I’d like to join Company X as a marketing expert. I believe that my 5+ years of experience as a marketing specialist, as well as my skills in PPC management and copywriting, will help me drive new users to your platform Additionally, I believe that my past experience in the financial industry will help me excel at the role.

Struggling with writing your own cover letter introduction? Check out our guide on how to start a cover letter effectively! 

#4. Cover Letter Body 

The body of your cover letter usually consists of 1-3 paragraphs and is where you convince the recruiter that you're the right person for the job.

We have a few pointers to help you do that:

• Don’t just rehash your CV. The recruiter already read it. Instead, use your cover letter to elaborate on your achievements and back them up with even more evidence. 
• Understand the job requirements. Check the requirements for the position in the job listing, see how you can match them with your strengths and qualifications, and use the body of your cover letter to show you’re a good fit for the job. 
• Research the company. Also important is to show that you match the company’s culture. Read up about the company you’re applying for and learn what’s their product/service, what are they known for, what kind of culture they have, and so on. Then, in your cover letter, mention a bit about the company’s culture and talk about how you’re a good fit.

And here’s hows the body of your cover letter would look like in practice: 

In my previous role as a Marketing Expert, I also handled the company’s Digital Marketing. During the course of one year, I managed the company’s monthly Facebook ad budget, which amounted to $20,000+ and the process of ad creation and management end-to-end. The process involved creating ad copies, images, picking out the targeting, running optimization trials, and so on. 

In addition to Facebook advertising, I am also knowledgeable in other Pay Per Click channels, such as: 

I actually learned a lot about PPC management basics from your company YouTube channel, and really admire how you guys manage your ad accounts. Since I’m already familiar with how Company X handles ads, I believe that I’d be able to really excel at the role.

#5. Closing Paragraph (And a Call to Action) 

Now, how you end a cover letter is just as important as how you start it. 

As you wrap up your cover letter, it’s important to do the following:

• Mention anything that you couldn’t in the previous paragraphs . If you have anything left to say, mention it here. 
• Thank the hiring manager for their time . Good manners go a long way. 
• Finish the cover letter with a call to action . Your cover letter’s last sentence should be a call to action, such as asking the hiring manager to take some sort of action. 

Here’s an example of that: 

In conclusion, thank you for considering my application. I hope I have the chance to help your company take its marketing initiatives to the next level. It would be great to discuss how my experience so far can make that a reality. 

As for your formal salutation, you can use any of the following “tried and tested” greetings: 

• Best Regards,
• Kind Regards,

Cover Letter Format Guide 

We went over what goes in your cover letter section by section. However, how your cover letter looks on the outside is just as important. 

Following some standard formatting tips will show the hiring manager that you took the time and put in the effort to hand in the best version of a cover letter, which is sure to help your case. 

Here are the rules that you need to follow: 

• Keep your cover letter between half and one page in length to make sure the recruiter actually reads the whole thing (if you had to read 100+ cover letters, you’d want applicants to stick to one page too). That’s between 250-400 words long . 
• Use 1 or 1.5 line spacing throughout your text , and double spacing between paragraphs. 
• Go for a simple and readable font and set your font size to 11 or 12 pts . Using custom fonts may seem like a good idea, but there’s no guarantee the hiring manager’s computer will have that specific font installed.
• Save your cover letter in PDF format to make sure the layout stays the same despite the type of software or Operating System (OS) that opens it. 

Or Choose One of Our Cover Letter Templates 

The cover letter is an inseparable part of any application package. As such, you want your cover letter format to be as impeccable as possible. 

And while the formatting rules we’ve listed above aren’t complicated to follow, you’d rather not take any risks with your cover letter format.  

Want to make sure that your cover letter format is impeccable?

Just use a cover letter template!

The format is done for you - all you have to do is fill in the contents. 

Our cover letter templates are well-designed and guaranteed to leave a good impression on the recruiter!

On top of that, all of our templates come with a matching resume template , ensuring that your job application stands out from the rest.

Sending Your Cover Letter Via Email? Here’s How To Do It! 

It’s safe to assume that nowadays, most cover letters are sent via email. That means that you’re probably submitting your email in one of two ways: 

• Sending it as an email attachment.
• Uploading it to the company’s webpage.

If that’s the case, you’re good with the formatting rules listed above. 

If, however, you’re sending your cover letter in the body of the email, here’s what you need to do differently: 

• Write a professional subject line. The best and safest formula is “Name - Position you’re applying to” (e.g. “Helen Simms - Application for Marketing Expert Position”).
• Remove the header. As the hiring manager’s contact details and the date are no longer necessary, remove the header altogether and place your contact information underneath the formal salutation. 
• Look out for typos. Check your cover letter and then double-check it. Typing on a keyboard can be tricky; sometimes, a typo might just be a matter of fast typing. Avoid that by being extra careful. 

And you’re about ready to press “Send.”

Key Takeaways

Your cover letter format is a big part of the impression your job application can make. As such, it’s important to get the formatting right. 

Here are the main points this article covers to achieve that: 

• Make sure to structure your cover letter the right way. 
• Address your cover letter the right way and write an attention-grabbing opening paragraph.
• Wrap up your cover letter with a call to action. 
• Pay attention to the margins, space lining, font size, and cover letter length.
• If you’re sending your cover letter as the body of your email, make sure to tweak the formatting accordingly.  

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College Info Geek

How to Write a Cover Letter

C.I.G. is supported in part by its readers. If you buy through our links, we may earn an affiliate commission. Read more here.

In my last post, I wrote all about professional communication. One topic I didn’t cover, however, was the dreaded cover letter. This was on purpose. The cover letter is such a common and essential part of the job application process that it deserves its own post.

And so I bring you today’s article: how to write a cover letter.

I’ll go over everything you need to know to write a killer cover letter or personal statement for any part-time job , internship, or future career path. Let’s get started!

What Is a Cover Letter?

Dear Sir or Madam, will you read my book? It took me years to write, will you take a look? – The Beatles, “Paperback Writer”

In a world of emails and text messages and Snapchats, we don’t write many letters. Indeed, the only people I write letters to these days are my grandma and Members of Congress, as well as the occasional handwritten holiday card. So it’s no wonder that writing a cover letter feels hard–it’s not something we get to practice much.

So what is a cover letter, anyway? What’s the point? Doesn’t your resume just speak for itself? Well, yes and no. Your resume  is  important, and we’ll have a full post on writing one soon. In the meantime, check out our post on 5 Resume Mistakes to Avoid and Thomas’s interview with a hiring director who read over 10,000 resumes .

But while a well-crafted resume tells a prospective employer a lot about you, it can’t convey the following things:

• Your writing skills (or lack thereof)
• How you talk about yourself (which is a good predictor of how you’ll come across in an interview)
• Who you are (the personality details beyond “the facts and figures” of your resume)

A cover letter lets you display all of the above and more. And that’s the way you should think of it: a cover letter isn’t a boring chore to “get through”. It’s an opportunity to show your prospective employer that you’re more than just a number. Because you’re not going to stand out just by having good grades or a cool internship (though those don’t hurt).

People hire others based on their qualifications, naturally, but they also want to hire people who will fit with their company culture and who are, well, interesting. If you do it right, you can convey all of this in your cover letter and have your prospective employer excited to interview you.

One final note: lots of jobs these ask for cover letters without calling them that. I’ve talked to several friends who had jobs or internships that asked for “personal statements.”

For the purposes of a job application, a personal statement is the same as a cover letter. In fact, thinking of a cover letter as a personal statement will help you avoid several of the common cover letter mistakes that we’ll cover in the following section.

Even if the job application just asks for you to send an email with your resume attached, what you write in the body of that email is still a kind of “cover letter”.

As the saying goes, any interaction you have with a prospective employer is an interview. This applies just as much to any written communication–even if it’s just an email.

So how do you write a cover letter, anyway? Read on to find out.

I can’t cover every possible cover letter scenario, but I can give you some advice that applies no matter what job you’re applying for.

Here are some general principles for writing a winning cover letter:

1. Don’t summarize your resume.

As I already said (and will reiterate throughout this article), the point of a cover letter is to s how your prospective employer things they  can’t  learn from reading your resume. It’s tempting to make your cover letter a “letter” version of your resume, but don’t do it. You’re showing that you’re lazy and uncreative, as well as missing out on a chance to show off your writing skills and personality.

In the same vein, never use the phrase “as you’ll see in my resume” or “as my resume shows”. This is obnoxious (the person has obviously read your resume) and redundant.

2. Keep it short.

Please, please, please keep your cover letter short. The point of a job application is to get you an interview. Therefore, the fewer obstacles you put in the way of getting an interview, the better.

Remember, the hiring manager isn’t reading just your application. They’re reading hundreds or in some cases  thousands  of others. When you’re dealing with that scale of material, you do everything you can to optimize your workflow.

One of the quickest optimizations? Ignoring (or only reading part of) long resumes and cover letters. Imagine how you’d feel if you’d already read 500 applications and came to one that included a three-page cover letter. My response would be to either a) scream or b) maybe read the first page and then toss it into the “no” pile.

Your cover letter should be three paragraphs and a maximum of one page. Don’t make it longer or harder than it has to be. No matter how fascinating your life may have been, if you’ve just graduated college you do not have enough material to justify a multi-page cover letter or resume.

Besides, being concise demonstrates your ability to condense lots of information into an easily digestible format, which is a valuable skill in any employee.

3. Include the hiring manager’s name if possible.

You won’t always know who will be reading your application. But if you can find the name of the hiring manager or other person that will be reviewing it, include it in the letter’s salutation (the “Dear PERSON’S NAME” part at the beginning).

It’s a nice touch that shows you can do research and are personable. As Dale Carnegie put it, “Remember that a person’s name is to that person the sweetest and most important sound in any language”.

4. Include your signature at the end.

In the unlikely event that you’re mailing your cover letter, you can sign it with a pen. More likely, however, you’ll be submitting it electronically. In that case, include a digital copy of your signature.

It’s a small touch, but it shows professionalism and attention to detail. Check out this guide from How to Geek on how to add a digital signature on both Mac and PC .

5. Use the appropriate tone.

Take a look at how the company presents themselves in the job posting and on their website/social media. What themes stand out? Do they give off a hip, youthful vibe? Or more of a traditional, dependable one?

I’m not saying that you should be fake, but you should try to mirror the company’s general “attitude” in your cover letter. This shows the hiring manager (even if it’s on a subconscious level) that you “get” what the company is about.

For example, take a look at the About Us page for work chat app Slack:

This page shows that Slack helps companies get things done but is still whimsical and creative (just look at the illustration under the text). They emphasize their broad user base and fast growth, as well as their commitment to simplicity and productivity.

So if you were applying to a job at Slack, it would be wise to show how you could help maintain this commitment to simplicity while also embracing the rapid pace that comes from a fast-growing company.

In contrast, have a look at the About Us page for management consulting firm McKinsey & Company:

Notice the immediate contrast in design. McKinsey wants to project authority and experience. They show this through the statistics at the bottom of the page, which emphasize their global reach and influence. Note, however, that they also mention how they have continued to evolve (“73% of our work today represents new capabilities, compared to 15 years ago”).

If you were applying to a job at McKinsey, you’d write a very different cover letter than for a job at Slack. You’d tailor your letter to the specific duties of the position, but you’d also want to generally show that you appreciate McKinsey’s long history while still embracing innovation.

6. Proofread and edit.

First, run the letter through Grammarly  to catch spelling and grammar errors. Then, put it through Hemingway to help you tighten up the language. After that, read it out loud and fix any sentences or words that sound awkward, pretentious, or confusing.

Finally, give the letter to some trusted friends and mentors for editing. If you have someone in your network who already works in the same field or a similar job, then that’s ideal.

But if not, just get someone who has experience with business writing or whose editing skills you trust. Your college’s career center and writing center are also helpful resources in this process.

What to Discuss in Your Cover Letter

So now that you have some general principles, what should you actually write in your cover letter? Sometimes, the job posting will include a specific prompt for you to answer. If that’s the case, then by all means use that as a starting point.

But most job postings are not as clear, simply asking you to “attach a cover letter”.

I think that any good cover letter should include the following elements:

1. Why this job and company interest you.

Even if this isn’t your dream job, presumably something about this company made you choose them out of all the others out there. Include this information in the letter.

As I said earlier, companies want to hire people that will fit with their culture. One good way to test this is to see if the applicant understands what the company is about. If you don’t even mention the company in your letter, it could look like you didn’t read the job application or research the company.

2. How your previous experience has prepared you for the job.

This one can be tricky. There’s no way that you’ve had the  exact  same experience this job will give you. Instead, think about how you’ve faced similar challenges in your other job (or volunteer work or whatever relevant experience you have). Tell the story of those, and then tie them into the position you’re applying for.

3. A catchy opening sentence. 

Remember how I said that hiring managers have to read mountains of job applications? This gets really boring, as you can imagine. So if you can write a cover letter that has a catchy opening line to “hook” the person reading it, then you’re already on your way to making their day better.

To get inspiration, don’t read other cover letters; read great stories or journalistic articles. This list of 100 Best First Lines from Novels is a good place to start.

You don’t have to have a crazy story to come up with an intriguing first line. It’s all about how you present the stories you do have. It’s the difference between  I’ve always wanted to work as an accountant  (boring and doubtful) and  I’ll never forget the day I discovered my passion for numbers  (this leaves the reader wanting to learn more. When was this day? What happened?).

4. A polite, positive conclusion.

Now that you’ve written a superb cover letter, don’t screw it up with an off-putting conclusion.

The main things to avoid in your conclusion are presumptuous statements such as “Looking forward to your response” or “Thanking you in advance”. Both sound tacky and fake.

Just briefly summarize what you’ve talked about in the rest of the letter and close with “Thank you” followed by your name and signature. That’s all it needs to be.

Putting It Into Practice

Taken all together, here’s the basic outline of a successful cover letter:

Dear HIRING MANAGER OR COMPANY’S NAME, Paragraph 1: Catchy opening sentence followed by an explanation of why the job/company interest you. Paragraph 2: Explain why you’re qualified for the job. Tell a story that illustrates how you’ve overcome similar challenges in your previous jobs/volunteer work/internships/life experience. Paragraph 3:  Wrap things up. Summarize what you talked about (but don’t repeat it word for word). Keep it positive and short. Thank you, YOUR NAME YOUR SIGNATURE

Cover letters don’t have to be scary. As long as you follow the principles outlined in this article, you’ll be sitting down for the interview in no time.

Remember: a human being is on the other end of that job application–write a cover letter that shows that you are also human, and you’ll be on your way.

What questions do you have about cover letters? Share them in the comments below or start a discussion in the College Info Geek Community .

Image Credits: featured , interview , typing hands , signature , hand writing , typewriter keys

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• Insert a table of contents Article

Insert a table of contents

A table of contents in Word is based on the headings in your document.

Create the table of contents

Put your cursor where you want to add the table of contents.

Go to References > Table of Contents . and choose an automatic style.

If you make changes to your document that affect the table of contents, update the table of contents by right-clicking the table of contents and choosing Update Field .

To update your table of contents manually, see Update a table of contents .

If you have missing entries

Missing entries often happen because headings aren't formatted as headings.

For each heading that you want in the table of contents, select the heading text.

Go to Home > Styles , and then choose Heading 1 .

Update your table of contents.

Word uses the headings in your document to build an automatic table of contents that can be updated when you change the heading text, sequence, or level.

Click where you want to insert the table of contents – usually near the beginning of a document.

Click References > Table of Contents and then choose an Automatic Table of Contents style from the list.

Note:  If you use a Manual Table of Contents style, Word won't use your headings to create a table of contents and won't be able to update it automatically. Instead, Word will use placeholder text to create the look of a table of contents so you can manually type each entry into the table of contents. To update your manual table of contents, see Update a table of contents .

If you want to Format or customize your table of contents , you can. For example, you can change the font, the number of heading levels, and whether to show dotted lines between entries and page numbers.

Click where you want to insert the table of contents—usually near the beginning of the document.

On the toolbar ribbon, select References . 

Near the left end, select Insert Table of Contents . (Or select Table of Contents > Insert Table of Contents . 

The table of contents is inserted, showing the headings and page numbering in your document.

If you make changes to your document that affect the table of contents, you can update it by right-clicking the table and selecting  Update Table of Contents .

Get the learning guide

For a hands-on guide that steps you through the process of creating a table of contents, download our Table of Contents tutorial . Or, in desktop Word, go to File > New , and search for table of contents .

Update a table of contents  

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How to Write a Table of Contents

Last Updated: February 16, 2024 Fact Checked

This article was co-authored by Stephanie Wong Ken, MFA . Stephanie Wong Ken is a writer based in Canada. Stephanie's writing has appeared in Joyland, Catapult, Pithead Chapel, Cosmonaut's Avenue, and other publications. She holds an MFA in Fiction and Creative Writing from Portland State University. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,046,155 times.

The Table of Contents in a document acts as a map for the reader, making it easier for them to find information in the document based on title and page number. A good Table of Contents should be organized, easy to read and simple to use. You can write a Table of Contents manually on your computer or have a word processing tool create it for you. Make sure the Table of Contents is formatted properly in your final document so it is as accurate and accessible as possible.

Sample Tables of Contents

Creating the Table of Contents on a Word Processor

• The Table of Contents should be on its own page. Do not include the introduction or a dedication on the same page as the Table of Contents.

• For example, you may write down main headings like, “Introduction,” “Case Study 1,” or “Conclusion.”

• For example, under the main heading “Introduction” you may write the subheading, “Themes and Concepts.” Or under the main heading “Conclusion” you may write, “Final Analysis.”
• You can also include sub-subheadings underneath the subheadings, if applicable. For example, under the subheading “Themes and Concepts” you may have the sub-subheading, “Identity.”
• Some papers do not have subheadings at all, only main headings. If this is the case, skip this step.

• For example, if the “Introduction” section begins on page 1, you will attach “page 1” to the Introduction heading. If the “Conclusion” section begins on page 45, attach “page 45” to the Conclusion heading.

• Check that the subheadings are located underneath the correct headings, indented to the right.
• Make sure there are page numbers for the subheadings listed as well.
• You can center the content in the table using the table options if you want the content to appear a few spaces away from the lines of the table. You can also leave the content indented to the left if you'd prefer.

• You can put the title above the table or in a separate row on the top of the rest of the content.

Using a Word Processing Tool

• You should also confirm the page numbers are correct in the document. Each page should be numbered in order. Having the correct page numbers will ensure the Table of Contents is created correctly when you use the word processing tool.

• If there are subheadings in your document, label them “Heading 2.” Highlight each subheading and click on “Heading 2” in the Styles tab.
• If there are sub-subheadings in your document, label them “Heading 3.” Highlight each subheading and click on “Heading 3” in the Styles tab.
• The text and font for each main heading may change based on the settings for “Heading 1,” “Heading 2,” and “Heading 3.” You can choose your preferred text and font for each main heading so they appear as you like in the Table of Contents.

• You can choose the built-in Table of Content options, where the tool will automatically choose a font size and style for you.
• You can also go for from a list of custom Table of Contents, where you choose the font color and size based on your preferences.

Polishing the Table of Contents

• You should also check the subheadings or sub-subheadings in the Table of Contents, if applicable, to ensure they match those in the document.

• If you created the Table of Contents manually, do this by going in and adjusting the headings and/or the page numbers when they change.
• If you created the Table of Contents with a word processing tool, update it by clicking the Update option by the Table of Contents option on the Reference tab. You can side clicking on the Table of Contents and choosing “update” that way.

Community Q&A

You Might Also Like

• ↑ https://edu.gcfglobal.org/en/word-tips/how-to-create-a-table-of-contents-in-word/1/#
• ↑ https://examples.yourdictionary.com/reference/examples/table-of-content-examples.html
• ↑ http://bitesizebio.com/21549/using-word-to-write-your-thesis-making-a-table-of-contents-inserting-captions-and-cross-referencing/
• ↑ https://guides.lib.umich.edu/c.php?g=283073&p=1886010
• ↑ https://nsufl.libguides.com/c.php?g=413851&p=2820026

About This Article

To write a table of contents, open a new document and list the major headings, titles, or chapters of the project in chronological order. Next, insert subheadings or subtopics if your project has those. Fill in the page number where each heading starts, then format the content in a table with 2 columns. Place the headings and subheadings in order in the first column, then put the page numbers in the second column. Don't forget to add a "Table of Contents" title at the top of the document! To learn more about polishing your Table of Contents, read on! Did this summary help you? Yes No

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Writing-Related Software Tutorials

How to Create and Update a Table of Contents in Microsoft Word

By Erin Wright

There are several ways to create a table of contents in Microsoft Word. In this tutorial, we are going to look at the two most convenient ways. Plus, we are going to update a table of contents after making changes to the document. We will also delete a table of contents.

How to Create a Built-In Table of Contents

How to choose individual heading levels for a table of contents, how to update a table of contents, how to delete a table of contents.

This tutorial is available as a YouTube video showing all the steps in real time.

Watch more than 250 other writing-related software tutorials on my YouTube channel .

The images below are from Word for Microsoft 365. The steps are the same in Word 2021, Word 2019, Word 2016, Word 2013, and Word 2010. However, your interface may look slightly different in those older versions of the software.

Word’s built-in tables of contents are the easiest to create. However, they offer the fewest number of customization options.

• Place your cursor where you want to insert the table of contents.
• Select the References tab in the ribbon.

• Select the Table of Contents button.

• Select a built-in table of contents from the drop-down menu.

Your table of contents should appear in your document.

How to Create a Custom Table of Contents

Word’s custom tables of contents provide formatting options and allow you to include or exclude specific heading levels.

Pro Tip: The custom table of contents option does not automatically create a title (e.g., Table of Contents or Contents ), so be sure to leave a blank line above your cursor where you can enter a title later.

• Select the References tab in the ribbon (see figure 1).
• Select the Table of Contents button (see figure 2).
• Select Custom Table of Contents from the drop-down menu.

• Select a visual style from the Formats menu in the Table of Contents dialog box. (The From Template option is based on the styles established in your current template.)

• Select the number of levels you want to include in the Show levels menu.

• (Optional Step) Select additional options concerning page numbers and tab leaders, which are the dots, dashes, or lines that appear before the page number.

By default, Word’s tables of contents include text formatted with sequential heading styles (e.g., Heading 1, Heading 2, Heading 3, etc.). However, you can manually include or exclude individual heading levels within your custom table of contents.

• Select the Options button in the Table of Contents dialog box.

• Enter the sequence of the heading levels you want to appear in the TOC level text boxes in the Table of Contents Options dialog box.

In the example above, I entered 1 across from Heading 2 because I want my table of contents to begin with Heading 2 and exclude Heading 1.

• Select the OK button.

• Type a title (e.g., Table of Contents or Contents ) above your table of contents.

Your table of contents won’t automatically update as you add additional headings to your document. Instead, you can update your table of contents as you add headings or when the document is complete.

• Place your cursor in the table of contents.
• Right-click and select Update Field from the shortcut menu.

Pro Tip: You can also select Update Table in the Table of Contents group in the References tab.

• Select Update entire table from the Update Table of Contents dialog box.

Your table of contents should update immediately.

You don’t have to select the table of contents to delete it.

• Select Remove Table of Contents from the drop-down menu.

Your table of contents should be deleted immediately.

Related Resources

How to Create and Update a List of Tables or Figures in Microsoft Word

How to Cross-Reference Tables and Figures in Microsoft Word

How to Insert Figure Captions and Table Titles in Microsoft Word

Updated December 15, 2023

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How do I format a table of contents in MLA style?

Note: This post relates to content in the eighth edition of the MLA Handbook . For up-to-date guidance, see the ninth edition of the MLA Handbook .

Tables of contents may be formatted in a number of ways. In our publications, we sometimes list chapter numbers before chapter titles and sometimes list the chapter titles alone. We also sometimes list section heads beneath the chapter titles. After each chapter or heading title, the page number on which the chapter or section begins is provided. The following show examples from three of the MLA’s books.

From Elizabeth Brookbank and H. Faye Christenberry’s  MLA Guide to Undergraduate Research in Literature  (Modern Language Association of America, 2019):

From  Approaches to Teaching Bechdel’s  Fun Home, edited by Judith Kegan Gardiner (Modern Language Association of America, 2018):

From the  MLA Handbook , 8th ed. (Modern Language Association of America, 2016):

Need more information? Read about where to place a table of contents in your paper .

Module 6: Reports

Front sections of a report, learning outcomes.

• Describe various sections that may be used in the front of a report

In formal reports, you may encounter introductory sections before the actual report itself. These “front sections” are important for establishing context and structure of the report for the reader. In some reports, such as sales situations or proposals, the entire report becomes part of a contract. These front sections aid in that function.

Front sections may include the following:

• Transmittal letter
• Cover page and Title Page

Table of Contents

Executive summary.

You will (or will not) use these sections based on the context of your report, the information your audience needs, and your company’s policies.

Transmittal Letter

A transmittal letter is sent to the company or business leader who requested the report. This letter may be sent separately from the report. This letter can be printed (especially in situations where the report itself is a paper copy), or it can be sent as an email.

This letter describes the need for the report and the date of report completion. The letter includes the background of the project, a reference to the problem analysis , and outlines the procedure used to determine the recommendations presented. It is most frequently used with reports created by one company and submitted to another, such as those associated with a sales situation. This letter can be used in both informational and analytical reports.

This letter should be formatted as a standard business letter. It is frequently signed by an officer of the sending company to emphasize the formality of the document and potentially establish legal formality. Pay careful attention to company policy and legal advice. It’s also important to note that some companies prefer this same information in another format within the report.

Here is a sample transmittal letter, that can be adjusted to the situation.

June 25, 2015

Dr. David McMurrey, Chairman Energy Experts of Austin 2000 W 29th Street Austin, TX 78705

Dear Dr. McMurrey:

Attached is the report you requested, entitled  Energy-Efficient Guide: Employing Energy-Efficient Building Strategies in a Residential Home .

This report is an analysis of a recent study conducted in Ann Arbor, Michigan, on the effectiveness of employing energy-efficient building strategies to minimize energy consumption and costs in a residential home. Using software technologies, the home was modeled to create two scenarios: an energy-efficient home and a standard home. This report details how the study found the energy-efficient home to be both cost efficient and effective at decreasing energy consumption. Such advances might prove to be the catalyst that the housing market needs to spur builders into a new era of home construction.

Thorson James, our solar engineer, carefully double-checked all the technical details in the report. Cherie Sorenson, our technical editor, was of great help in putting the final report together.

I hope this report meets your needs, generates future studies, and educates the public about the environmentally friendly options available in home building today. If you have any further questions, please feel free to contact me at [email protected].

Sincerely yours,

Gwen L Miller, Vice-President Environmental Building Associates, Inc.

Encl. Energy-Efficient Guide: Employing Energy-Efficient Building Strategies in a Residential Home

Cover Page and or Title Page

Almost all formal reports have a Cover or Title Page, perhaps both. These two pages are used in nearly identical ways, yet some report types or organizations require both with a slight modification to the page’s purpose.

A cover page is a very simple, precise, brief way to introduce your report to the reader. This should contain:

• A specific title in large font
• Company name
• Name of the author(s)
• Date of the report
• Relevant picture

The use of a relevant picture or two can help reinforce the subject of the report. One goal of the cover page is to be informative and scalable because once it is filed, it will need to be easy to pick out of a stack of other reports. A second goal is to make the report stand out. If the report cover looks bleak and dull, the reader will start reading with a negative outlook. Think of the cover page of a report like the outfit you would wear to an interview. The cover page is the first thing that is seen: it will be the foundation for first impressions, for better or worse.

One easy way to make the report stand out is to use a theme for the report that your audience can connect to. For example, if a report is written to McDonald’s, the cover page will use yellows and reds, perhaps with the golden arches as a picture. With a carefully chosen color scheme and images, you can help the reader believe that he or she is the most important aspect of the report. As always, when you include graphics of any kind in a document you are sending out, be sure they don’t dramatically increase the file size, which can make the document hard to download, and that they transmit easily among devices and platforms.

The title page is an opportunity to provide more specific, detailed information about the document and its authors to its intended audience. It will be very similar to your front cover  and it repeats the information on the cover, but adds more important details.  This may include a report number, date, title, the names and addresses of authors, specific contract information, the name and address of the supervisor, and the name and address of the organization that supported the report.

Title pages may be formally laid out according to MLA or APA formatting. However, most business and non-research institutions are relatively relaxed on the format. If you are creating a sales document that may become part of a contract, your company (or your potential customer) will list their particular requirements for the title page. With the power of word processing software, companies have started to use images on these pages as well as on covers. The best advice is usually to keep it simple and professional. These pages may be used with either informational or analytical reports.

Take a look at these examples:

Figure 1. Sample Cover and Title Pages for Energy-Efficient Guide: Employing Energy-Efficient Building Strategies in a Residential Home

Table of Contents, Tables of Exhibits, Tables of Illustrations

Formal reports are frequently lengthy and contain a Table of Contents to assist readers. There may also be tables of exhibits or illustrations if needed. The use of these sections in larger reports allows readers to quickly access the area of their interest: these sections list important headings or figures in the report alongside their corresponding pages. These sections may be used with either Informational or Analytical reports.

Typically this is one of the last sections of the document to be created, since it relies on the body of the report to be generated. This may be used in either informational or analytical reports.

Figure 2. Example table of contents. Click to access a PDF of this example.

You’re familiar with tables of contents (TOC) but may never have stopped to look at their design. The TOC shows readers what topics are covered in the report, how those topics are discussed (the subtopics), and on which page numbers those sections and subsections start.

In creating a TOC, you have a number of design decisions:

• Levels of headings to include. In longer reports, consider only including the top two levels of headings. This keeps the TOC from becoming long and unwieldy. The TOC should provide an at-a-glance way of finding information in the report quickly.
• Indentation, spacing, and capitalization. Notice in Figure 2 that items in each of the three levels of headings are aligned with each other and page numbers are right-aligned with each other. Notice also the capitalization: Main chapters or sections are all caps; first-level headings use initial caps on each main word; lower-level sections use initial caps on the first word only.
• Vertical spacing. Notice that the first-level sections have extra space above and below, which increases readability.

One final note: Make sure the words in the TOC are the same as they are in the text. As you write and revise, you might change some of the headings—don’t forget to change the TOC accordingly.

If you have used specially formatted headings when creating the body of the document, then these tables can be quickly generated by the word processing software. For example, if you use Microsoft Word’s styles for headings, the reference toolbar will offer a choice of formats and generate the TOC automatically.

Tables of Exhibits or Illustrations

There may be a few different situations in which you should use additional tables of exhibits or illustrations; for example, these tables may be useful to include if your figures or tables are referred to repeatedly throughout your text. Additionally, as a rule of thumb, you should include a table of exhibits when your report is approximately 15 pages or more. This also allows your readers to flip between exhibits more easily in order to compare them.

An executive summary is just as the name says: it summarizes all the materials that follow in the report. This section is different from an introduction as it summarizes the entire report, rather than simply introducing it or laying out the structure for the reader. A good way to approach the executive summary is to write it as if the executive or decision maker will only read this section, even though that’s unlikely to be the case. This section is found in longer reports and is less likely to be found in a shorter report. It can also be used in both informational and analytical reports.

Executive summaries should be written after the entire report is completed. This allows the summary to be both comprehensive and well structured. Remember, the investigation and details of the report must be complete and validated before the summary can be written.

This section is offered in paragraph format, with a paragraph summarizing each section in the report; thus, the executive summary is presented in the same order as the report. The executive summary rarely includes images or graphics; however, a table might be offered at the end of this section if the recommendation or options can be easily summarized into a table. In sales or recommendation situations, the executive summary takes on greater importance. It must clearly demonstrate that the analyses in the report are comprehensive and thorough, and it must clearly lead the reader to the author’s desired conclusion.

Most importantly, all this must be done with brevity. Most executive summaries are at most two to three pages, but length varies in proportion to the complexity and length of the report.

What About Abstracts?

An abstract is very similar to an executive summary, although it is far more likely to be found in an informational report than an analytical report. An abstract may help readers determine if the remainder of the document is relevant to their needs. Abstracts tend to be one page or less. Additionally, abstracts are typically used in more scholarly writing, such as business research projects.  Samples and and advice on abstracts may be found at Purdue OWL.

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• Premarket Notification 510(k)

Content of a 510(k)

On this page:, introduction, general information.

• Table of Contents (recommended)
• 510(k) Acceptance Checklist (recommended)

Statement of Indications for Use

• 510(k) Statement or Summary
• Truthful and Accuracy Statement

Proposed Labeling

Specifications, substantial equivalence comparison, performance.

• Additional requirements, as appropriate

The 510(k) regulation is found in 21 CFR 807 Subpart E and includes information required in a 510(k). The 510(k) is not a form. The information should be provided in an organized, tabulated document. The 510(k) should provide sufficient detail for FDA to be able to determine that the device is substantially equivalent (SE) to another similar legally marketed device(s). Some sections will contain only one page; others may contain 50 or more pages. The average 510(k) is about 35 pages; others may run to 100 or more depending on the complexity of the device. For any device, the 510(k) is formatted essentially the same way and contains the same basic information (required elements).

This section is a general guide for all 510(k)'s. Please review the appropriate information for the type of 510(k) you will submit: Traditional , Special , or Abbreviated 510(k)s.

The 510(k) submitter should prepare and submit a complete application in order to obtain marketing clearance. To facilitate FDA review of the data, analysis, and conclusions in the application, the manufacturer should check for the:

• logical presentation of the data;
• scientific soundness of the test and data analysis;
• relevance of the test program to the device and the intended use; and
• completeness of the summary report of the tests or studies.

A description of the tests and the results obtained are essential. Reasonable and sufficient details of all test procedures and results should be submitted to FDA. The following suggestions will help assure that your application is complete.

• Understand the FDA decision-making process. The decision process is discussed in The 510(k) Program: Evaluating Substantial Equivalence in Premarket Notification [510(k)]
• Obtain and use the right guidance. FDA provides many device specific guidance documents for the preparation of marketing applications.
• Use the CDRH Premarket Review Submission Cover Sheet and the Screening Checklist for all Premarket Notification 510(k) Submissions to prepare your submission. The cover sheet is a "fill-in-the-blank" format which satisfies many of the 510(k) requirements. The checklist will assure that all required elements are provided.

Important Note: In order to address the required elements, you will need the following information to assure that your 510(k) is complete. If you do not have this information, you should obtain it prior to proceeding.

• Classification of your device
• Predicate device(s)
• Final draft labeling
• Specifications including engineering drawings, photos, etc.
• Performance data such as bench, animal, or clinical testing (if applicable)
• Sterilization information (if applicable)
• Guidance document(s) specific to your device type, if it exists

It is not a requirement that you organize your 510(k) into the following labeled sections, you may make modifications in order to meet the specific needs of your device. The following is a brief discussion of the required elements.

Medical Device User Fee Cover Sheet (Form FDA 3601)

The first page of a 510(k) should be a printed copy of the Medical Device User Fee Cover Sheet (Form FDA 3601). The Medical Device User Fee Cover Sheet and instructions are available online.

CDRH Premarket Review Submission Cover Sheet

A cover letter and/or the CDRH Premarket Review Submission Cover Sheet should follow the User Fee Cover Sheet. If you choose NOT to use the CDRH Premarket Review Submission Cover Sheet , the cover letter should include all the elements contained in the coversheet. The use of the 510(k) coversheet may help expedite the processing of your 510(k).

Cover Letter

You may use a cover letter to provide the information covered on the CDRH Premarket Review Submission Cover Sheet or provide this information elsewhere in the 510(k). The information provided should include the following.

• Submission date (month/day/year) and labeled as "510(k) Submission." The submission must be clearly identified as a 510(k) submission for accurate processing by the Document Mail Room staff. Identify the submission as a Traditional, Special, or Abbreviated 510(k).
• Submitter name, address, phone, fax and e-mail address. If the person who intends to market the device uses a consultant or another party to prepare the 510(k), the 510(k) submission should specify who the 510(k) owner is and who the preparer is. The 510(k) owner is the individual or firm that has legal authority to the device. Identify the person FDA should contact during the review process. A delay may occur if the FDA is not sure who to contact for additional information.
• Your establishment registration number. Although not a required part of the 510(k), firms (domestic and foreign) will need to register within 30 days of marketing the device or prior to importing the device. It is sufficient to state that you will register following FDA clearance. See Establishment Registration for additional information.
• The common name of the device. The common name is the name of the device as it is commonly known e.g., syringe, hip implant.
• The trade name (proprietary name) including the model number(s) of the device. The trade name is the name under which the device will be marketed.
• The classification name for the device and the class in which the device has been placed. The classification name is the generic category the device has been placed. Reference the classification regulation and the three letter product code. If you determine that the device is an unclassified device (a pre-amendments device for which a classification regulation has not been published), include a statement of that fact. For example, "To my knowledge, this device is an unclassified device. The product code of xxx has been assigned to this device in the Classification Database." If known, include the appropriate classification panel such as anesthesiology, orthopedic, etc. For additional information regarding product codes, please refer to the guidance titled “ Medical Device Classification Product Codes - Guidance for Industry and Food and Drug Administration Staff .” For additional information regarding device classification, please refer to the guidance titled “ FDA and Industry Procedures for Section 513(g) Requests for Information under the Federal Food, Drug, and Cosmetic Act .”
• The reason for the 510(k). For example, it is a new device (i.e., you have never marketed the device in the U.S.) or a modification to an existing device. If the 510(k) is for a modification, describe in detail the reason for the modification. Provide the 510(k) number (if applicable) for the original device, and 510(k) number(s) for previous related submissions regardless of outcome. If you previously submitted a 510(k) that was withdrawn or found Not Substantially Equivalent, include those 510(k) numbers. If your modified device is based on a preamendments device, i.e., one marketed before May 28, 1976 which did not require a 510(k), state that no 510(k) number exists for the original device. State if the device is an accessory or finished component. A finished component is sold to the end user while an unfinished component cannot be used by the end user until further manufacturing steps occur, such as sterilization. Finished components are packaged and labeled for use and are for general sale while unfinished components are usually only sold to other device manufacturers for inclusion in another medical device.
• Identification of the legally marketed device (predicate) to which you claim SE. If known, provide the 510(k) number for the predicate device, trade name and product code.
• If applicable, include the registration number, name and address of each facility used to manufacture the finished device including contract sterilizers and packagers. The manufacturing process at each facility must be essentially the same and produce the same device as described in your 510(k) submission or state the differences.
• Any required special controls for a device are provided in the regulation for the device under 21 CFR 800-892.
• Only one FDA mandatory performance standard exists for medical devices under section 514. Manufacturers of electrode lead wires and patient cables must conform to the standard set forth in 21 CFR 898 .
• If your device emits ionizing, non-ionizing, sonic, or light radiation, performance standards may exist for the radiation emitting device under RCHSA .

Table of Contents

Prepare a draft Table of Contents and update it as you prepare your 510(k). The table of contents should list each required item with page numbers, including a list of attachments and appendices. It is usually easier to number pages by section, e.g. 1.1, 1.2 (or use dashes, 1-1), 2.2, 2.3, etc. If additional pages need to be inserted into a section, it is easier to renumber that section than having to renumber all the pages that follow the inserted material if you used sequential numbering.

510(k) Acceptance Checklist

The 510(k) Acceptance Checklist is used to determine whether the 510(k) meets a minimum threshold of acceptability and should be accepted for substantive review. It is helpful to attach the 510(k) Acceptance Checklist following the Table of Contents. It should include page numbers where each of the elements in the 510(k) can be found. This will allow the FDA to easily find each required element. Second, by writing page numbers on the checklist, the 510(k) submitter may better ensure that the 510(k) is complete. The 510(k) may not be accepted for review if any of the required elements are not provided.

Acceptance Checklist for 510(k)s

Prepare a Statement of Indications for Use as a separate page. We recommend that you use the Indications for Use form . The statement should include specific indications, clinical settings, define the target population, anatomical sites, etc. This statement must be consistent with your labeling, advertising and instructions for use. Once the review is complete, FDA will include the Indications for Use Statement with the Substantial Equivalence (SE) letter to the applicant and make it available to the public on the Internet.

510(k) Summary or Statement

Prepare either a 510(k) Summary or a 510(k) Statement. The Summary or Statement is required for all 510(k)s whether the device is Class I, II, or III. A 510(k) Summary is a summary of information upon which you based your claim of substantial equivalence. The 510(k) Statement is a certification that the 510(k) owner will provide safety and effectiveness information supporting the FDA finding of substantial equivalence to ANY person within 30 days of a written request.

A 510(k) Summary or 510(k) Statement must be included in your 510(k) submission in order for FDA to begin its scientific review of the 510(k) submission. The choice between the 510(k) Summary and 510(k) Statement should be made before the 510(k) is submitted. You may elect to change your choice between the summary or statement BEFORE the substantial equivalence determination is reached. However, after this determination is made, you cannot change your choice of a 510(k) Summary or 510(k) Statement.

Please ensure that whether you submit a 510(k) Summary as per 21 CFR 807.92, or a 510(k) Statement as per 21 CFR 807.93, it meets the content and format regulatory requirements.

510(k) Summary

If you choose to meet the conditions for a 510(k) summary ( 21 CFR 807.92 ), it must be in sufficient detail to provide an understanding of the basis for a determination of substantial equivalence. As required by section 807.92(a), FDA will accept summaries or amended summaries until FDA issues a determination regarding substantial equivalence.

The 510(k) summary must contain the information described below. Please make a copy of the following to use as a checklist and check off each item to make sure your summary is adequate and complete.

For more information on the requirements of a 510(k) Summary, please refer to Section G of the guidance The 510(k) Program: Evaluating Substantial Equivalence in Premarket Notification [510(k)].

FDA will place the summary on the Internet 30 days following the substantial equivalent decision.

510(k) Statement

If you choose to submit a 510(k) Statement , the regulation requires the specific statement as provided in 21 CFR 807.93 . The statement should be clearly identified as "510(k) Statement" and must be signed by the certifier, not a consultant to the 510(k) submitter.

For a new submission, leave the space for the 510(k) number blank. You will receive your 510(k) number in your 510(k) acknowledgment letter. The 510(k) document control number begins with the letter K followed by 6 digits.

If you elect to prepare a signed 510(k) Statement, anyone may request a copy of the 510(k) [with patient identifiers, trade secret and confidential information deleted] from the applicant of record. These written requests must be filled within 30 days. 510(k) owner's may not charge requesters for compiling and disseminating this data. Noncompliance with the 510(k) statement will be deemed a prohibited act under section 301(p) of the FD&C Act and FDA may choose to use its enforcement powers to obtain compliance.

Truthful and Accurate Statement

All 510(k) submitters must include a statement certifying that all information submitted in the 510(k) is truthful and accurate and that no material fact has been omitted. The statement may be included in the 510(k) Cover Letter or may be on a separate page identified in the table of contents. If the CDRH Premarket Review Submission Cover Sheet is used, the statement should attached as a separate page. Truthful and Accurate Statement

Prepare a labeling section to include copies of all proposed labels, labeling, package inserts, service manuals, instructions for use, advertising and/or promotional materials. The directions for use should include a specific intended use statement and any warnings, contraindications, or limitations. The material does not have to be glossy, finished labeling or promotional material, draft is sufficient. However, the labeling you submit should be final draft . Copies of labeling for the predicate device(s) is recommended. Labeling guidance is provided below:

Labeling Blue Book Memorandum #G91-1: Device Labeling Guidance

This section should include both a narrative description of the device and a physical or technical description.

The narrative description of the "new" device should include the indications for use, principles of operation, power source, composition and other information necessary to understand the device. If the 510(k) is for an accessory or component sold to an end-user, describe a typical device with which the accessory or component will be used. List all variations of the "new" device which you intend to market.

The physical description of the "new" device may include labeled diagrams, photographs or pictures, engineering drawings, schematics, etc. These may include all internal and external, assembled and unassembled, interchangeable, etc., parts of the device and should address their name and function. In addition, the description should include the length, width, height, diameter, weight, etc., of the device and identify any parts which are intended for single use.

Device specific guidance documents, if available, usually provide extensive information on the level of detail which should be included in the specifications list.

The device specifications are the basis for the comparison of features between the new and the legally marketed device to which compared (predicate device). Substantial equivalence is to be established with respect, but not limited to, intended use, design, energy used/delivered, materials, performance, safety, effectiveness, labeling and other applicable characteristics, such as sterility. You should include a comparison table AND discussion of the similarities and differences of your device compared to one or more predicate devices to which you are claiming equivalency.

The equivalence information should be provided in a clear and comprehensive format. A chart, table or other side-by-side comparision is a systematic way to compare the devices. Side-by-side comparisions, wherever possible, are desirable. For some devices a simple table of comparision which lists characteristics will be sufficient to establish equivalence. Often, information is necessary to resolve questions of safety or effectiveness, especially where differences in technologies exists between the predicate and the new device. It must be shown that technological differences do not adversely affect safety and effectiveness. Supporting information can be obtained from bench testing, animal studies or clinical studies (information gathered from medical literature) or clinical trials.

State whether the legally marketed device for comparision is a preamendments device, or a device which has been granted marketing clearance by FDA following the submission of a 510(k). Provide the 510(k) document control number (i.e., K followed by 6 digits) for the device to which you are claiming equivalency, if known.

The comparison table should identify relevant similarities and differences in areas such as:

• intended use
• indications for use
• target population
• anatomical site
• where used (hospital, home, ambulance, etc)
• energy used and/or delivered
• human factors
• performance
• standards met
• biocompatibility
• compatibility with the environment and other devices
• electrical safety
• mechanical safety
• chemical safety
• thermal safety
• radiation safety

The discussion of the similarities and differences should elaborate on the similarities identified in the table of comparisons and justify the differences with supporting rationale and/or data. It is recommended to submit labeling for the device to which you are claiming equivalency.

Most 510(k)s will include some type of performance data. The extent of performance data will depend on the complexity of the device and its intended use and indications. Performance data should be provided to help demonstrate SE of your device to one or more legally marketed devices (predicate device). The data may include test results from engineering, bench, design verification, human factors, and animal testing, and clinical studies and clinical trials. Tests should be conducted on all sizes and models of the device in a manner as similar as possible to how the device will be used. The results of testing and methodology / parameters used for testing should be included. Information on the extent of performance testing as well as the extent of specification documentation can be found in the product specific guidance documents, if one has been prepared for your device by FDA. Search the Guidance Document page to determine if guidance documents are available for your type of device. For more information regarding the content and format of bench testing information, please see FDA's guidance document, " Recommended Content and Format of Non-Clinical Bench Performance Testing Information in Premarket Submissions ." For more information on when FDA may request clinical performance data to support a substantial equivalence determination, please refer to Section F of the guidance The 510(k) Program: Evaluating Substantial Equivalence in Premarket Notification [510(k)].

Additional requirements

Additional information may be required under certain conditions, such as if your device contains software or a color additive, is labeled sterile, or emits electronic radiation. See "Special Considerations" under Device Advice Premarket Notification 510(k) for additional guidance.

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Do you have a sample cover letter to submit with Form I-751?

Home » Do you have a sample cover letter to submit with Form I-751?

June 7, 2021

Always keep your cover letter short and simple. Include the vital information such as your name and alien registration number. Be concise when explaining the purpose of the letter.

I-751 Sample Cover Letter

Use this sample I-751 cover letter as a guide. Do not submit this letter without updating it to fit your specific situation. The example also includes references to a conditional permanent resident child. If you are not filing with a child, you can remove this reference.

You may want to simply itemize the contents of your petition package. Or you can use the cover letter to bring information to the attention of the USCIS officer who will be reviewing your case.

Mistakes on your I-751 petition can cause costly delays or a denial.

Where to address your cover letter for form i-751.

Address your letter to the same address that you file Form I-751. Refer to the USCIS instructions for your applicable filing address. Or if you’ve used CitizenPath to prepare your I-751 petition, refer to the custom filing instructions for the USCIS mailing address.

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• K-1 Fiance(e) Visa Process & Procedures

I-129F Cover Letter and Table of Contents

By aislinn76 December 4, 2015 in K-1 Fiance(e) Visa Process & Procedures

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4 posts in this topic

Recommended posts, aislinn76   3.

I used the http://www.visajourney.com/content/k1guide and their example cover letter. I met briefly with a lawyer who suggested some changes. He wanted me to only list the forms on the cover sheet. He said to put the beneficiary's G-325a first, but the guide says the petitioner should be first. Then move everything else to a second page, hand number the bottom of every single page, and then include the page numbers behind each one.

I-129F Cover Letter

US Department of Homeland Security

US Citizenship and Immigration Services

P.O. Box 660151

Dallas, TX 75266

December 1, 2015

Nature of the submission: I-129F ORIGINAL SUBMISSION

To Whom It May Concern:

Please find my enclosed form I-129F, Petition for a K-1 Fiancé Visa for beneficiary’s name and supporting documents.

Contents include:

- Payment in the amount of $340

- G-1145 e-Notification of Application/Petition Acceptance

- I-129F Supplement: Part 2, Addendum to question 34.a, details of meeting in person

- G-325A and passport style photo ( Petitioner)

- G-325A and passport style photo (Beneficiary)

- Birth certificate Regina (Petitioner)

- Marriage Certificate (Petitioner)

- Divorce Decree (Petitioner)

- Letter certifying intent to marry ( Petitioner)

- Letter certifying intent to marry ( Beneficiary)

- Proof of having met in person in the past two years

- Proof of ongoing relationship

Copies of documents submitted are exact photocopies of unaltered documents and I understand that I may be required to submit original documents to an Immigration or Consular officer at a later date.

My name & signature

Link to comment

Share on other sites, baron555   934.

Appreciate input OK, you asked . I used the http://www.visajourney.com/content/k1guide and their example cover letter. I met briefly with a lawyer who suggested some changes. He wanted me to only list the forms on the cover sheet. He said to put the beneficiary's G-325a first, but the guide says the petitioner should be first. Doesn't matter. Then move everything else to a second page, hand number the bottom of every single page, and then include the page numbers behind each one. This really doesn't matter because if the lawyer understood what USCIS does to your package when they log it in.....It's in the Sticky Notes at the top of this forum section.....but what they do is Verify all the necessary forms are attached, then they take everything apart and place the parts into separate folders and then into a master folder and then into a box of petitions. A bar code is attached and is then scanned in. This in turn generates your NOA1. Somewhere in this process they take your check and cash it (they are very efficient at that.). So numbering each page is not necessary since they bust everything up as they see fit. Example... Birth certificate (12) Marriage certificate (13) Divorce Decree (14-35) I have no problem doing what is necessary. I also get that they are probably okay with either or on some of it. I will number the pages and include a more detailed table of contents if I need to. I think he does things more extensively, which is fine since he gets paid a lot for it On the other hand, I do not want to seem lazy. Appreciate input Thank you!! I-129F Cover Letter My Name address Kansas US Department of Homeland Security US Citizenship and Immigration Services P.O. Box 660151 Dallas, TX 75266 December 1, 2015 Nature of the submission: I-129F ORIGINAL SUBMISSION To Whom It May Concern: Please find my enclosed form I-129F, Petition for a K-1 Fiancé Visa for beneficiary’s name and supporting documents. Contents include: - Payment in the amount of $340 - G-1145 e-Notification of Application/Petition Acceptance - I-129F - I-129F Supplement: Part 2, Addendum to question 34.a, details of meeting in person - G-325A and passport style photo ( Petitioner) - G-325A and passport style photo (Beneficiary) - Birth certificate Regina (Petitioner) - Marriage Certificate (Petitioner) - Divorce Decree (Petitioner) - Divorce Decree (Petitioner) - Letter certifying intent to marry ( Petitioner) - Letter certifying intent to marry ( Beneficiary) - Proof of having met in person in the past two years - Proof of ongoing relationship Copies of documents submitted are exact photocopies of unaltered documents and I understand that I may be required to submit original documents to an Immigration or Consular officer at a later date. Thank you, My name & signature

Phil (Lockport, near Chicago) and Alla (Lobnya, near Moscow)

As of Dec 7, 2009, now Zero miles apart (literally)!

LionessDeon   2,060

Yea I agree with the above. They separate everything anyway. Also this portion is really about the petitioner. Most likely the reason its listed to put the petitioner's G-325 first. The interview stage is for the beneficiary. BUT in reality I highly doubt the order really matters. I cannot see USCIS returning or denying a petition for that!

I did not number any pages and did not list forms on the cover sheet. I did it exactly the way the example cover letter here shows. USCIS approved my petition in 65 days.

Best of Luck!

Hope everyone has a good holiday season!!

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