Cover letter: format, samples and templates for Indian jobs

A cover letter introduces you and connects your resume to one specific job. Your resume lists what you have done; the cover letter says why that matters for this role at this company.

Not every recruiter reads every cover letter, and many Indian job applications through portals do not ask for one. Send one anyway when the application asks for it, when you apply by email, when you are changing career or explaining a gap, or when you apply directly to a startup, MNC or overseas employer. For a quick portal application, a short three-line note does the same job (see the email and LinkedIn section below).

The standard format is a business letter with seven parts, top to bottom, on one page.

• Length: 250–400 words, three or four short paragraphs. Never more than one page.
• Font: the same one as your resume — Calibri, Arial or Georgia at 11–12 pt, with normal margins.
• File: PDF named Firstname_Lastname_Cover_Letter.pdf, unless the employer asks for Word.
• Tone: polite and direct. Skip “Respected Sir/Madam” and “I humbly submit” — modern Indian employers read them as old-fashioned.

1. 1

   Read the job description twice

   Underline the three or four requirements that matter most — usually in the first lines of “Requirements” or repeated more than once.

2. 2

   Find the hiring manager's name

   Check the job post, the company's LinkedIn page or the recruiter who posted the role. A name beats “Dear Sir/Madam”.

3. 3

   Open with the role and your hook

   Name the exact job title and give one reason you are a fit — your most relevant skill, result or experience.

4. 4

   Match proof to requirements

   For each key requirement, give one achievement from your resume that shows it. Add context the resume cannot: why it mattered, what you learned.

5. 5

   Say why this company

   One or two specific lines — a product, a market, a value or recent news — show you are not mass-applying.

6. 6

   Close with a clear ask

   Say you would welcome an interview, mention your notice period or joining date if relevant, and thank them.

7. 7

   Proofread out loud

   Check the company name, the role title and the manager's name. Sending a letter with another company's name is the fastest way to be rejected.

Without work experience, use your degree, projects, internships, certifications and college activities as proof. Show that you understand the role and can learn fast. Keep it short — 250 to 300 words is enough.

Priya Sharma
Hyderabad · +91 98XXX XXXXX · priya.sharma@email.com · linkedin.com/in/priyasharma

27 October 2026

Ms Kavita Rao
Talent Acquisition, [Company Name]
Hyderabad

Dear Ms Rao,

I am applying for the Graduate Engineer Trainee (Software) role advertised on your careers page. I will complete my B.Tech in Computer Science from [College Name] in May 2027 with a CGPA of 8.4, and I would like to start my career on a product team like yours.

In my final-year project I built a library management web app with React, Node.js and MySQL that our college library now uses to issue books. During a two-month internship at [Company], I wrote Python scripts that cleaned and merged sales data from three Excel sheets, which cut the weekly reporting work for my team. I have also completed the [Certification Name] certification and solved 300+ problems on LeetCode to strengthen my data structures.

Your job post mentions Java, SQL and an interest in learning cloud tools. I use SQL daily in my projects, have working knowledge of Java from my coursework, and am currently learning AWS basics. I am comfortable relocating and can join from June 2027.

I would welcome the chance to discuss how I can contribute to your engineering team. Thank you for your time.

Sincerely,
Priya Sharma

With experience, lead with results that match the new role. Mention your current role and years of experience in the first line, give two measurable achievements, and say why you want to move. If you are changing industry or returning after a break, use one line to explain it plainly.

Rahul Verma
Gurugram · +91 98XXX XXXXX · rahul.verma@email.com · linkedin.com/in/rahulverma

27 October 2026

Mr Arjun Menon
Head of Sales, [Company Name]
Bengaluru

Dear Mr Menon,

I am applying for the Regional Sales Manager (South) role listed on LinkedIn. I have six years of B2B SaaS sales experience, the last three as a Senior Account Manager at [Current Company], where I manage mid-market accounts across Delhi NCR.

Your job post asks for someone who can build a new territory and coach a small team. In 2025 I opened the Jaipur and Chandigarh markets for my company, signed [number] new accounts in the first year and grew my book of business from ₹[X] crore to ₹[Y] crore. I also mentor three junior account executives; two of them now carry their own quota.

I have followed [Company Name]'s growth in the SMB segment and your recent launch in Tamil, Telugu and Kannada — building local-language sales playbooks is work I enjoy and have done before. I am open to relocating to Bengaluru, and my notice period is 60 days.

I would be glad to talk about how I could grow your southern region. Thank you for considering my application.

Regards,
Rahul Verma

Fill the bracketed figures with your own real numbers. If you have no exact figures, describe the result in words (“the largest account in my region”) rather than inventing one — you will be asked about it.

An internship cover letter is shorter — about 200 words. Say what you are studying, the dates you are available, one or two relevant projects or skills, and what you want to learn.

Dear [Hiring Manager's Name],

I am a second-year BBA student at [College Name], Mumbai, and I would like to apply for the Marketing Intern position posted on Internshala. I am available full-time from 1 May to 30 June 2027.

As social media lead for our college fest, I planned and posted content on Instagram for six weeks and grew the page from [X] to [Y] followers before the event. I am comfortable with Canva and Google Sheets, and I have completed an online course in digital marketing basics ([Course Name], [Platform]).

I enjoy your brand's short-form videos and would like to learn how a consumer brand plans and measures campaigns. I would be grateful for the chance to contribute and learn from your team.

Thank you for your time.

Sincerely,
[Your Name]
[Phone] · [Email]

When you apply by email, the email body is your cover letter. Keep it shorter than a formal letter — around 150 words — attach your resume as a PDF, and write a subject line the recruiter can search for later.

Subject: Application for [Job Title] – [Your Name], [X] years in [Field]

Dear [Name / Hiring Manager],

I am writing to apply for the [Job Title] role at [Company] that I saw on [source]. I have [X years] of experience in [field], most recently at [Company], where I [one key achievement that matches the job].

The role asks for [requirement 1] and [requirement 2]. I have [proof for requirement 1] and [proof for requirement 2]. My resume is attached for your review.

My current notice period is [X days]. I would welcome a call at a time that suits you.

Thank you,
[Your Name]
[Phone] · [LinkedIn URL]

• Attach, don't paste, your resume — and name it Firstname_Lastname_Resume.pdf.
• Use a professional email address made from your name, not a nickname.
• On LinkedIn or job-portal message boxes, cut it to three lines: the role, your strongest matching proof, and a request to review your resume.

Hi [Name], I've applied for the [Job Title] role at [Company]. I have [X years] in [skill/field] and recently [one relevant achievement]. I'd be glad to share more if my profile fits what your team needs. Thank you!

• Repeating your resume line by line. Add context instead: why a result mattered, why you want this job.
• One letter for every company. Generic openings like “I am interested in a suitable position” are easy to spot.
• Wrong names. Another company's name or a misspelled manager's name usually ends your chances.
• Too long. More than one page, or paragraphs longer than five lines, will not be read in full.
• Only talking about what you want. Balance it: what you bring to their team comes first.
• Claims you cannot back up. Every number and skill should be something you can explain in an interview.