Cover Letter vs Resume: Key Differences and When to Use Each (2025)

Understanding the difference between a cover letter and resume is crucial for job search success. While they work together, they serve distinct purposes and contain different information. This guide explains everything you need to know about both documents and how to use them effectively.

TL;DR

• •The resume shows your history; the cover letter explains fit and context.
• •Use a cover letter when the posting requests it or your story needs explanation.
• •Keep both aligned on skills, keywords, and achievements.

Quick Comparison

What is a Resume?

Purpose

A resume is a concise document summarizing your professional qualifications, including:

• •Work experience
• •Education
• •Skills
• •Certifications
• •Achievements

When to Use

Always. Every job application requires a resume.

Key Characteristics

• •Format: Structured sections with bullet points
• •Length: 1-2 pages (rarely more)
• •Content: Facts, dates, titles, achievements with metrics
• •Tone: Professional, objective, achievement-focused
• •Customization: Tailored keywords and emphasis for each role

Resume Structure

Contact Information
Professional Summary
Work Experience
Education
Skills
Certifications (optional)
Additional Sections (optional)

Resume Do's and Don'ts

Do: ✅ Use bullet points for easy scanning ✅ Quantify achievements with metrics ✅ Include keywords from job description ✅ Keep formatting consistent ✅ Tailor to each specific job

Don't: ❌ Include personal information (age, marital status, photo*) ❌ Use first-person pronouns (I, me, my) ❌ Write in paragraph form ❌ Include references ❌ Use creative fonts or colors (for most industries)

*Unless required in your country

What is a Cover Letter?

Purpose

A cover letter is a one-page document that:

• •Introduces you to the hiring manager
• •Explains why you're interested in the role
• •Highlights how your experience fits the position
• •Shows your personality and communication skills
• •Addresses gaps or career changes

When to Use

• •When job posting explicitly requests one (always required)
• •When applying to competitive positions (recommended)
• •When you have a referral or connection (highly recommended)
• •When changing careers or explaining gaps (essential)
• •When you have a compelling story to share (beneficial)

When you can skip it:

• •Online applications that don't allow cover letters
• •Jobs explicitly stating "no cover letter"
• •Very casual or high-volume hiring (retail, food service)

Key Characteristics

• •Format: Business letter with paragraphs
• •Length: 3-4 paragraphs, never more than 1 page
• •Content: Why you're interested, why you're qualified, call to action
• •Tone: Professional but personal, conversational
• •Customization: Completely rewritten for each application

Cover Letter Structure

Your Contact Information
Date
Hiring Manager's Contact Information

Dear [Hiring Manager's Name],

Opening Paragraph: Hook and why you're writing
Body Paragraph 1: Why you're a great fit (relevant experience)
Body Paragraph 2: Why you want this role/company
Closing Paragraph: Call to action

Sincerely,
Your Name

Cover Letter Do's and Don'ts

Do: ✅ Address hiring manager by name (research if needed) ✅ Customize for each application ✅ Tell a story or share specific examples ✅ Show enthusiasm for the role and company ✅ Keep it to one page

Don't: ❌ Simply repeat your resume ❌ Use generic "To Whom It May Concern" ❌ Focus on what you want (focus on what you offer) ❌ Exceed one page ❌ Use the same cover letter for every application

Key Differences Between Resume and Cover Letter

1. Purpose

Resume:

• •What you've done
• •Facts about your career
• •Demonstrates qualifications

Cover Letter:

• •Why you've done it
• •Story of your career journey
• •Demonstrates fit and motivation

2. Format

Resume:

• •Bullet points and sections
• •Easy to scan
• •Standardized structure
• •Tables and columns acceptable

Cover Letter:

• •Paragraphs and prose
• •Narrative flow
• •Letter format
• •No tables or bullet points

3. Content

Resume:

• •Job titles and dates
• •Responsibilities and achievements
• •Skills and certifications
• •Education and training
• •Quantified results

Cover Letter:

• •Opening hook
• •Why this company
• •How your experience applies
• •Your personality and values
• •Call to action

4. Tone

Resume:

• •Third-person implied ("Managed team of 10")
• •Objective and professional
• •Achievement-focused
• •Formal

Cover Letter:

• •First-person ("I managed a team of 10")
• •Personal and warm
• •Relationship-focused
• •Professional but conversational

5. Length

Resume:

• •1 page (entry-level)
• •1-2 pages (experienced)
• •2+ pages (executive/academic)

Cover Letter:

• •Always 1 page
• •250-400 words
• •3-4 paragraphs

6. Customization

Resume:

• •Tailored by adjusting keywords and emphasis
• •Core content stays similar
• •Reordering of sections
• •Usually 70% same, 30% customized

Cover Letter:

• •Completely rewritten for each job
• •Research company and role
• •Address specific job requirements
• •100% unique each time

How Resume and Cover Letter Work Together

Complementary Roles

Resume provides:

• •Comprehensive career history
• •Detailed skills and qualifications
• •Measurable achievements
• •Education and credentials

Cover Letter adds:

• •Context for career decisions
• •Enthusiasm for specific company
• •Explanation of career gaps or changes
• •Personality and cultural fit
• •Specific examples of relevant work

Example of How They Complement

Resume bullet: "Increased sales by 45% in first year, exceeding quota by $2M"

Cover letter mention: "When I joined TechCo as a Sales Manager, the territory was underperforming. I identified gaps in the sales process and implemented a new CRM system and training program. Within my first year, I increased sales by 45%, which reinforced my belief that data-driven decision making combined with strong team development yields exceptional results—exactly the approach I'd bring to the Sales Director role at your company."

See the difference? The resume states the fact, the cover letter tells the story and connects it to the new role.

When is a Cover Letter Required?

Always Submit a Cover Letter When:

Cover Letter is Optional But Recommended When:

You Can Skip the Cover Letter When:

❌ Application explicitly says "no cover letter" ❌ Application system doesn't allow uploads ❌ High-volume, entry-level positions ❌ Very casual industries or small companies

Hiring teams still value cover letters when they add context or show genuine fit.

Cover Letter Decision Matrix

Common Mistakes: Resume vs Cover Letter

Resume Mistakes

1. Writing in Paragraphs ❌ Paragraphs of text ✅ Concise bullet points

2. Including Too Much ❌ Every job from the last 20 years ✅ Relevant experience from last 10-15 years

3. Generic Content ❌ Same resume for every job ✅ Tailored keywords and emphasis

Cover Letter Mistakes

1. Repeating the Resume ❌ "As shown in my resume, I managed a team..." ✅ Tell a story that adds context beyond the resume

2. Being Too Generic ❌ "I'm writing to apply for the position at your company" ✅ "I'm excited to apply for the Marketing Manager role at TechCo because..."

3. Focusing on What You Want ❌ "This job would help me develop my skills..." ✅ "I can help increase your market share by leveraging my..."

4. Not Customizing ❌ "To Whom It May Concern, I'm interested in opportunities at your company" ✅ "Dear Ms. Johnson, I'm writing to apply for the Senior Developer role..."

Resume and Cover Letter Templates

Resume Example (Excerpt):

JANE SMITH
jane.smith@email.com | (555) 123-4567 | LinkedIn

PROFESSIONAL SUMMARY
Marketing Manager with 7+ years driving digital growth for B2B SaaS companies. Increased organic traffic by 250% and generated $2M in revenue.

WORK EXPERIENCE
Marketing Manager | TechCorp | 2020 - Present
• Developed content marketing strategy that grew organic traffic from 20K to 175K monthly visitors
• Managed $500K marketing budget with 45% average ROI
• Led team of 5 marketers to execute integrated campaigns

Cover Letter Example (Excerpt):

Dear Ms. Rodriguez,

I'm writing to apply for the Senior Marketing Manager position at InnovateCo. When I saw you're looking for someone to lead content marketing strategy, I immediately thought of the campaign I launched at TechCorp that grew organic traffic by 250% in 18 months.

What excites me about InnovateCo is your focus on data-driven marketing combined with creative storytelling—exactly the approach I've used throughout my career. In my current role at TechCorp, I didn't just increase traffic; I transformed how we think about content as a revenue driver...

Notice how the resume lists facts while the cover letter tells the story and shows enthusiasm?

Digital Age: LinkedIn vs Resume vs Cover Letter

LinkedIn Profile

• •Purpose: Professional networking and passive job searching
• •Length: Unlimited (within reason)
• •Audience: Anyone searching LinkedIn
• •Updates: Ongoing
• •Tone: Conversational, first-person

Resume

• •Purpose: Apply for specific jobs
• •Length: 1-2 pages
• •Audience: Specific employer
• •Updates: Per application
• •Tone: Professional, third-person implied

Cover Letter

• •Purpose: Explain fit for specific role
• •Length: 1 page
• •Audience: Specific hiring manager
• •Updates: Every application
• •Tone: Professional, first-person

All three work together to present your complete professional profile.

Quick Decision Guide

"Should I submit a cover letter?"

YES if:

• •Job posting requests one
• •You're changing careers
• •You have gaps to explain
• •You have a referral
• •Position is competitive
• •You want to show communication skills

MAYBE if:

• •Posting doesn't mention it
• •You have a compelling story
• •You want to stand out

NO if:

• •Posting says "no cover letter"
• •Application doesn't allow it
• •High-volume, casual hiring

Optional Tooling

If you want consistent formatting across resume versions, HatchCV can help keep documents aligned.

Cover Letter FAQ

Do I need a cover letter if it says optional?
If you have a clear reason for fit or a career change, yes. Otherwise, focus on a strong resume.

Should the cover letter repeat the resume?
No. Use it to add context, explain motivations, and highlight one relevant story.

Can I reuse the same cover letter?
Reuse structure, but tailor the opening and a key example to each role.

Related reads

• •Cover letter guide
• •Career change resume guide
• •Resume summary examples

Conclusion

Resume and cover letter serve different but complementary purposes:

Resume:

• •Required for all applications
• •Facts and achievements
• •Structured bullet points
• •What you've done

Cover Letter:

• •Optional but recommended
• •Story and motivation
• •Narrative paragraphs
• •Why you're the right fit

Together they:

• •Provide complete picture of your candidacy
• •Demonstrate both qualifications and enthusiasm
• •Show professional competence and personality
• •Increase your chances of landing interviews

Best practice: Always prepare both. Submit both when possible. Customize both for every application.

Focus on clarity and fit, and you'll know when each document matters.