Should I always include a cover letter?

Include a cover letter when the job posting requests it or when you can add specific context not obvious from your resume; tailored letters are more effective than generic ones and can address employment gaps or role-specific qualifications.

What file format should I submit?

Submit as PDF unless the employer specifies otherwise. PDFs preserve formatting, reduce rendering issues in applicant-tracking systems, and are widely accepted for electronic review and eSignature workflows.

Can I eSign my cover letter?

Yes. Electronic signatures are legally acceptable under ESIGN and UETA for employment documents when intent and consent are clear; use the method requested by the employer and retain the audit trail.

Do I include salary history or expectations?

Only include salary information if the posting requests it. Otherwise, reserve compensation discussions for later stages to avoid premature screening or disqualification.

Is notarization or witness required?

Notarization and witnesses are not standard for cover letters. Only follow notarization instructions if explicitly requested by an employer or for specialized regulatory roles that require certified affidavits.

How long should I keep copies of my application?

Keep copies of submitted cover letters and resumes for at least three years for recordkeeping and to respond to reference or verification requests; longer retention may apply in regulated industries.

Electronic Signature
Templates
HR
Job Application Cover Letter

Job Application Cover Letter

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

JOB APPLICATION COVER LETTER

Date:

Recipient

Organization / Hiring Manager Recipient Address

Personal Information

Full Name Address

Phone

Email

Position Information

Position Applied For Department Hiring Manager / Contact Available Start Date

Cover Letter

Salutation:

Opening Paragraph Qualifications and Experience Closing Paragraph

Complimentary Close:

Employment History (Most Recent First)

Employer 1 — Company Name

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Primary Responsibilities Reason for Leaving

Employer 3 — Company Name (Optional)

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

Professional References

Reference 1

Reference 2

Reference 3

Legal Notices, Consent, and Certifications

At-Will Employment Acknowledgment:
I understand and agree that, if offered and accepted, my employment with the organization is at-will, which means that either I or the employer may terminate the employment relationship at any time, with or without cause or notice, unless otherwise expressly provided in a written agreement signed by an authorized representative.

I acknowledge and accept the At-Will Employment statement.

Equal Employment Opportunity:
The employer provides equal employment opportunity to all applicants and employees without regard to protected characteristics. Decisions are made on the basis of qualifications, merit and business need.

I have read and understand the Equal Employment Opportunity statement.

Authorization to Verify Information:
I authorize the employer and its agents to investigate my background, verify all information provided on this application and in my cover letter, and to contact prior employers, educational institutions, references and other persons who may have information relevant to my suitability for employment. I further authorize prior employers and such persons to provide pertinent information and release them from all liability for issuing such information.

I consent to background checks, reference checks, and verification of the information provided.

Applicant Certification:
I certify that all statements on this cover letter and application are true and complete to the best of my knowledge. I understand that any false or misleading statements, omissions, or misrepresentations may be justification for refusal to hire, or if hired, for immediate termination of employment.

I certify that the information provided is true and complete.

Authorization to Communicate

By checking the box below, I authorize the prospective employer to contact me via telephone, email or text message regarding this application and related recruitment processes. I understand standard message and data rates may apply to text communications.

I authorize contact regarding this application.

Applicant Name:

Signature:

Date:

What a Job Application Cover Letter Is and When to Use It

A Job Application Cover Letter is a one-page professional letter that accompanies a resume to introduce the applicant, summarize relevant qualifications, and explain interest in a specific role or employer. It typically addresses the hiring manager, highlights 2–3 job-relevant achievements or skills, and connects the candidate’s experience to the position’s requirements. Employers use cover letters to assess written communication, professionalism, and cultural fit before interviews. While not always required, a tailored cover letter can clarify employment gaps, show attention to detail, and make the candidate’s resume more persuasive.

Why a Clear Cover Letter Matters

A concise, targeted cover letter helps employers quickly assess fit, clarifies why you want the role, and highlights achievements that may not be obvious from a resume alone.

Who Reads and Uses Cover Letters

Cover letters are used by individual applicants and reviewed by hiring teams, recruiters, and career services.

Job seekers applying to professional, technical, or managerial roles where written communication matters.
Recruiters and hiring managers screening candidates to decide who advances to interview.
Career counselors and staffing agencies who edit and submit application materials on behalf of clients.

When well-written, a cover letter can be the deciding factor between similar candidates and helps personalize your application.

Core Sections to Include in a Professional Cover Letter

A strong Job Application Cover Letter follows a simple structure so readers can quickly find relevant information. Each section has a clear purpose and should be concise, professional, and tailored to the job.

Header

Include your full legal name, city and state, primary phone number, and professional email address at the top so employers can contact you easily.

Date & Employer

Add the date and the hiring manager’s name, job title, company name, and company address when available to personalize and show attention to detail.

Opening

Start with a clear statement of the position you are applying for and a one-sentence summary of why you are a strong fit for that role.

Body

Use one or two short paragraphs to highlight 2–3 accomplishments or skills that match the job description, quantifying results where possible.

Closing

Conclude with a brief statement of interest, availability for interview, and appreciation for the reader’s time.

Signature

Sign with a professional closing (e.g., "Sincerely") followed by your typed name; include a digital signature if submitting electronically.

Step-by-Step: Writing and Submitting Your Cover Letter

Follow these practical steps to create a targeted cover letter and deliver it in the format the employer requests.

01

Draft: Write a one-page letter tailored to the job, focusing on relevant achievements.
02

Proofread: Check grammar, names, and company details for accuracy.
03

Format: Save as PDF unless the employer requests another format.
04

Submit: Send via the employer’s portal, email, or application system per instructions.

Common Submission Paths for Cover Letters

Employers accept cover letters through several channels; choose the method specified in the job posting to ensure your materials are reviewed.

Applicant Portal: Upload cover letter and resume as requested by the employer’s system.
Email: Attach PDF and include a brief email note referencing the job title.
LinkedIn: Send a concise message or attach materials when the posting allows.
In-Person: Hand-deliver a printed copy when appropriate for local roles or events.

Digital Signing and File Requirements

Understand format, file size, and authentication requirements before submitting electronically.

File Format: PDF preferred
Maximum Size: Keep under 5 MB
Authentication: Follow requested eSignature method

How to Configure an Online Cover Letter Submission

If submitting through a portal or eSignature tool, set up fields and permissions so reviewers receive a complete, readable document.

Field	Configuration
Cover Letter Upload	Require PDF, single-page, max 5 MB
Signature Field	Optional digital signature; allow typed name
Contact Verification	Require valid email and phone format
Access	Set document visibility to hiring team only

Download and File Options for Final Documents

Save your final cover letter in formats that preserve layout and are widely accepted by hiring systems.

PDF Export

Export a PDF to preserve fonts and layout; PDFs are universally accepted and reduce formatting issues in applicant-tracking systems.

DOCX Option

Keep an editable DOCX copy for future tailoring, but convert to PDF when submitting unless the employer requests DOCX.

Plain Text

When pasting into web forms, use plain text to avoid hidden formatting that can break parsing or display.

Filename

Use a clear name (e.g., 'JaneDoe_CoverLetter_ProductManager.pdf') so reviewers can identify your file easily.

Practical Tips for an Accurate, Efficient Cover Letter

Small details can affect whether your cover letter is read and positively received. Follow these best practices to reduce errors.

Tailor Each Letter

Address specific requirements from the job description and mention the company by name to demonstrate genuine interest.

Be Concise

Limit the letter to one page and use short paragraphs so hiring teams can scan quickly.

Quantify Achievements

Include numbers or metrics where possible to illustrate impact and relevance to the role.

Proofread Carefully

Check names, dates, and job titles to avoid errors that suggest a lack of care.

Common Mistakes to Avoid

Using a generic letter that doesn’t reference the company or role, which signals low effort and reduces recruiter engagement.
Submitting the wrong document version or an outdated resume attached to the cover letter, confusing hiring teams and delaying review.
Overusing jargon or long paragraphs that obscure accomplishments instead of clearly stating measurable results.
Including sensitive personal data such as Social Security numbers or full birthdates, which is unnecessary and risky in initial applications.

Risks from Incorrect or Misleading Cover Letters

Misrepresentation: Employment verification risk

Privacy Exposure: Unnecessary PII sharing

Application Rejection: Automatic disqualification

Background Check: Discrepancies flagged

Delayed Hiring: Follow-up requests required

Legal Claims: False statements risk liability

Comparing eSignature Pricing and Features for Cover Letter Submission

Costs and capabilities vary by vendor and plan. The table below summarizes starting prices and common features relevant to electronic cover letter submission and eSigning.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Timing Considerations for Applications and Follow-Up

Observe deadline dates in job postings and plan follow-ups to demonstrate interest without being intrusive.

Application Deadline:

Submit by the date listed in the posting; late applications may not be considered

Acknowledgement:

Expect automated confirmations within 24–48 hours for most online portals

Follow-Up Timing:

If no response, follow up once after two weeks unless posting specifies otherwise

Interview Scheduling:

Respond to interview requests promptly, ideally within 24–48 hours

Record Retention:

Keep application copies for at least three years for potential recordkeeping needs

Real-World Examples of Tailored Cover Letters

These condensed examples show how applicants adapt content to a role and audience.

Marketing Manager Example

Intro: Applied for Marketing Manager at a mid-size tech firm, highlighting campaign ROI and team leadership.

Point: Led a campaign that increased leads 42% in six months.
Outro: The letter connects measurable results to the job’s growth objectives and closes with availability for an interview.

Registered Nurse Example

Intro: Applying to a hospital seeking critical-care RN experience, emphasizing certifications and shifts.

Point: Maintained a 98% compliance rate with care protocols.
Outro: The letter references state licensure, readiness to work varied schedules, and willingness to complete hospital onboarding quickly.

Frequently Asked Questions About Job Application Cover Letters

Answers to common questions about format, content, electronic submission, and recordkeeping for cover letters.

Need help? Contact support

Should I always include a cover letter?
Include a cover letter when the job posting requests it or when you can add specific context not obvious from your resume; tailored letters are more effective than generic ones and can address employment gaps or role-specific qualifications.
What file format should I submit?
Submit as PDF unless the employer specifies otherwise. PDFs preserve formatting, reduce rendering issues in applicant-tracking systems, and are widely accepted for electronic review and eSignature workflows.
Can I eSign my cover letter?
Yes. Electronic signatures are legally acceptable under ESIGN and UETA for employment documents when intent and consent are clear; use the method requested by the employer and retain the audit trail.
Do I include salary history or expectations?
Only include salary information if the posting requests it. Otherwise, reserve compensation discussions for later stages to avoid premature screening or disqualification.
Is notarization or witness required?
Notarization and witnesses are not standard for cover letters. Only follow notarization instructions if explicitly requested by an employer or for specialized regulatory roles that require certified affidavits.
How long should I keep copies of my application?
Keep copies of submitted cover letters and resumes for at least three years for recordkeeping and to respond to reference or verification requests; longer retention may apply in regulated industries.

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