Do you need to write a cover letter to apply for a job? In most cases, the answer is yes. Your cover letter may make the difference between obtaining a job interview or having your resume ignored, so it makes good sense to devote the necessary time and effort to writing effective cover letters.
Here's all the information you need to write a cover letter that will get your application noticed. Review these tips for what to include in a cover letter, how to format it, and examples of many different professionally written cover letters.
What is a Cover Letter?
Before you start writing a cover letter, you should familiarize yourself with the document’s purpose. A cover letter is a document sent with your resume to provide additional information on your skills and experience.
The letter provides detailed information on why you are qualified for the job you are applying for. Don’t simply repeat what’s on your resume -- rather, include specific information on why you’re a strong match for the employer’s job requirements. Think of your cover letter as a sales pitch that will market your credentials and help you get the interview. As such, you want to make sure your cover letter makes the best impression on the person who is reviewing it.
A cover letter typically accompanies each resume you send out. Employers use cover letters as a way to screen applicants for available jobs and to determine which candidates they would like to interview. If an employer requires a cover letter, it will be listed in the job posting. Even if the company doesn’t ask for one, you may want to include one anyway.
It will show that you have put some extra effort into your application.
The Different Types of Cover Letters
There are three general types of cover letters. Choose a type of letter that matches your reason for writing.
When you are applying for a job that has been posted by a company that’s hiring, you will be using the “application letter” style.
What to Include in Your Cover Letter
A cover letter should complement, not duplicate, your resume. Its purpose is to interpret the data-oriented, factual resume and add a personal touch to your application for employment. Find out more about the differences between a resume and a cover letter to make sure you start writing your cover letter with the correct approach.
A cover letter is often your earliest written contact with a potential employer, creating a critical first impression. Something that might seem like a small error, like a typo, can get your application immediately knocked off the list. On the other hand, even if your cover letter is error-free and perfectly written, if it is generic (and makes no reference to the company, or to any specifics in the job description) it is also likely to be rejected by a hiring manager.
Effective cover letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences. Determine relevance by carefully reading the job description, evaluating the skills required and matching them to your own skills.
Think of instances where you applied those skills, and how you would be effective in the position available.
Review a list of what to include in a cover letter for a job before you get started.
What to Leave Off Your Cover Letter
There are some things that you don’t need to include in the cover letters you write. The letter is about your qualifications for the job, not about you personally. There is no need to share any personal information about yourself or your family in it. If you don’t have all the qualifications the employer is seeking, don’t mention it. Instead, focus on the credentials you have that are a match. Don’t mention salary unless the company asks for your salary requirements. If you have questions about the job, the salary, the schedule, or the benefits, it’s not appropriate to mention them in the letter.
One thing that’s very important is to not write too much. Keep your letter focused, concise, and a few paragraphs in length. It’s important to convey just enough information to entice the hiring manager to contact you for an interview.
If you write too much, it’s probably not going to be read.
Customize Your Cover Letter
It is very important that your cover letter be tailored to each position you are applying to. This means more than just changing the name of the company in the body of the letter.
Each cover letter you write should be customized to include:
Which job you're applying for (include the job title in your opening paragraph)
How you learned about the job (and a referral if you have one)
Why you are qualified for the job (be specific)
What you have to offer the employer, and why you want to work at this specific company (match your skills to the job description, and read up on the organization’s mission, values and goals to mention in your letter)
Thank you for being considered for the job
Here’s more on how to personalize your cover letter.
Cover Letter Writing Guidelines
Here's an outline of the items that should be included in every cover letter. Before you get started, it can be helpful to review some cover letter samples, just so you have a visual of how everything fits on the page.
These cover letter examples, both written and email, are designed for a variety of different types of job applications and employment inquiries. Do be sure to take the time to personalize your letter, so it’s a strong endorsement of your ability to do the job for which you’re applying.
A cover letter should begin with both your and the employer's contact information (name, address, phone number, email) followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.
Your contact information should include:
First and Last Name
City, State Zip
Begin your cover letter salutation with "Dr./Mr./Ms. Last Name." If you are unsure if your contact is male or female, you can write out their full name. If you do not know the employer's name, simply write, "Dear Hiring Manager." This is better than the generic and formal, “To Whom It May Concern.”
Review information on how to choose the right cover letter greeting to select one that works for the job and company you’re applying to.
Begin your introduction by stating what job you are applying for. Explain where you heard about the job, particularly if you heard about it from a contact associated with the company. Briefly mention how your skills and experience match the company and/or position; this will give the employer a preview of the rest of your letter. Your goal in the introduction is to get the reader's attention. To get started, see examples of engaging opening sentences for cover letters.
In a paragraph or two, explain why you are interested in the job and why you make an excellent candidate for the position. Mention specific qualifications listed in the job posting, and explain how you meet those qualifications. Do not simply restate your resume, but provide specific examples that demonstrate your abilities.
Remember, actions speak louder than words, so don’t just “tell” the reader that you are, for example, a great team player with strong communication skills and an excellent attention to detail. Instead, use tangible examples from your work experience to “show” these traits in action. Here’s more information on what to include in the body section of a cover letter.
In the closing section of your cover letter, restate how your skills make you a strong fit for the company and/or position. If you have room (remember, just like your resume, your cover letter should be no longer than one page - here's more information on how long a cover letter should be) you can also discuss why you would like to work at that specific company.
State that you would like the opportunity to interview or discuss employment opportunities. Explain what you will do to follow-up, and when you will do it. Thank the employer for his/her consideration.
Use a complimentary close, and then end your cover letter with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information, after the complimentary close.
Format Your Cover Letter
Your cover letter should be formatted like a professional business letter. The font should match the font you used on your resume, and should be simple and easy to read. Basic fonts like Arial, Calibri, Georgia, Verdana, and Times New Roman work well. A font size of 10 or 12 points is easy to read. Standard margins are 1” on the top, bottom, and left and right sides of the page.
Add a space between the header, salutation, each paragraph, the closing, and your signature. You can reduce the font and margin sizes to keep your document on a single page, but do be sure to leave enough white space for your letter to be easy to read.
Follow these cover letter formatting guidelines to ensure your letters match the professional standards expected by the hiring managers who review applications.
Edit and Proofread Your Cover Letter
Remember to edit and proof your cover letter before sending it. It may sound silly, but make sure you include the correct employer and company names - when you write multiple cover letters at once, it is easy to make a mistake. Printing out and reading the letter aloud is a good way to catch small typos, such as missing words, or sentences that sound odd.
Always double-check the spelling of your contact's name, as well as the company name. Here are more tips for proofreading a cover letter. If possible, enlist a friend or a family member to help proofread your cover letter, as two pairs of eyes are better than one and even professional proofreaders don’t always catch their own mistakes.
Ready to Get Started? Write a Cover Letter in 5 Easy Steps
A well-written cover letter will help get your application noticed and help you secure an interview. Take the time to personalize it so it shows the employer why you're a solid candidate for the job. Here's how to write a cover letter in five simple steps.
Very few job opportunities do not require a cover letter. Cover letters are a must-have in the application process because they give you an opportunity to showcase your skills beyond the traditional resume.
Each part of your cover letter reveals something important to potential employers — whether you want the job or not. And unfortunately for some job seekers, not all of the revelations are positive.
Take a look at some examples of real-life cover letter sentences that don’t quite make the cut in the competitive hiring landscape.
1. “My skills and experience are an excellent fit for this position.”
At the beginning of every cover letter, state the position you’re applying to. Then describe exactly how your skills and experience are a good fit.
Employers are not interested in applicants who will jump at just any job. They want applicants who have their eyes on the open position and who have relevant experience. By generically stating you’d be a great fit for the position, you admit to hiring managers that you haven’t taken the time to find the specific job title, review the qualifications or think about how your specific skill set meshes with the role.
To avoid this perception, be specific.
Your initial statement should sound something like this: “With ten years of experience in the stock market, I am seeking a position as a day trader with ABC Investments.” This shows you actually care about the particular position and took the time to research the job title and customize your cover letter.
2. “I have been looking for an opportunity to work in this industry.”
Employers want to hire someone who cares about their company, not someone who finds all companies in a particular industry interchangeable.
Don’t wait for the interview to show you’ve done your homework. For example, when applying for a store manager position at Jamba Juice, a statement like, “I have a dedicated work ethic and years of experience as a chef,” doesn’t work. Jamba Juice is known for hiring upbeat, energetic employees. The business specializes in smoothies — not French cuisine.
Instead think about how your past experience applies specifically to Jamba Juice.
If you write a cover letter specific to an industry and not a particular company, you’re wasting an opportunity to show your passion for this specific company — something hiring managers look for.
3. “Thank you for taking the time to read my resume.”
Studies show that people who ask for raises are more likely to get them. The same concept is true in your job application. Ending a cover letter with a request for an interview will lead to more job offers.
Weak closing messages like, “Thank you for your time,” or “I hope to talk with you soon,” give the hiring manager a choice: To call you back, or not to call you back. Asking for an interview creates the impetus for the hiring manager to at least call back in response to your application.
Address your cover letter to a specific person. Look up the name of the hiring manager or human resource manager before you send it off. If the company website does not list the hiring manager’s name, call the business directly. You’ll show a heightened level of interest and indicate you’re serious about this job.
4. “I am an experienced, goal-oriented team player.”
Hiring managers read cover letters all day long. They are used to reading the same words and phrases in each letter. If you write a cover letter with the generic format, you express you’re a generic candidate who didn’t put much thought into how your experience or goal orientation fits in with the role.
Resumes and cover letters should show personal qualities, not tell about them. (Click here to tweet this thought.)
Instead, think about writing statements like this: “I served as the COO of Plant Pharmaceuticals for ten years. During that time, I managed a team of 50 people and set aggressive revenue goals. Last year, our executive team wanted to increase departmental revenue by three percent, but I was able to bring in an additional six percent by introducing an innovative social media strategy that drove over 100,000 new sales.”
The last statement shows all of the same generic qualities, but backs them up with actual facts.
5. “I’m everything that you’re looking for… and more!”
Job postings often include keywords that show what the company wants in an employee. These keywords represent skill sets that are important because they can be used in your cover letter.
Incorporated these keywords into your cover letter so that hiring managers — and more importantly, applicant tracking systems — will better understand that you have the necessary talents and pay attention to each detail.
If a job posting requests an employee who is punctual and willing to learn new skills, you should incorporate these two attributes in your cover letter. This instantly shows that you understand the needs of the position.
6. “I look forward to you’re response.”
It sounds crazy, but spelling and punctuation are common cover letter problems. In a recent study by Grammarly, we learned there are five errors on a typical cover letter or resume. The top mistakes include verb tense, hyphen use, formatting and careless spelling mistakes (words that are spelled correctly but used in the wrong context).
Before sending your resume or cover letter, always spell check and proofread your document first. Better yet, have a grammar-minded friend do it for you. Misspellings, typos and errors show you lack attention to detail.
A cover letter is one of the first pieces of information a hiring manager receives about you. Many hiring managers use your cover letter to read between the lines and figure out what type of person you are. This piece of paper will determine if you get an interview or not.
So what do you want your cover letter to portray? That you’re careless, generic and arrogant? Or that you’re meticulous, dedicated and passionate? Although the interview will ultimately determine if you are hired, your cover letter is your secret password to make it to the interview.
Max Lytvyn, co-founder and head of product strategy for Grammarly, drives the future direction and technical integration of Grammarly’s product portfolio. Connect with Max, the Grammarly team and more than one million Grammarly Facebook fans at www.facebook.com/grammarly.