Cover Letter
This guide provides comprehensive information on how to write a compelling cover letter.
The Purpose of a Cover Letter
A cover letter is a document sent with your resume to provide additional information on your skills and experience to an employer. The cover letter’s purpose is to:
- Introduce yourself and express your interest in a specific position.
- Highlight your most relevant qualifications and experiences.
- Showcase your personality and enthusiasm for the role and company.
- Explain any gaps in your resume or provide context for career changes.
- Persuade the hiring manager to read your resume and invite you for an interview.
Standard Cover Letter Structure
A typical cover letter follows a professional letter format and includes these sections:
-
Your Contact Information:
- Your Name
- Your Address
- Your Phone Number
- Your Email Address
-
Date: The date you are writing the letter.
-
Hiring Manager’s Contact Information (if known):
- Hiring Manager’s Name (try to find this out!)
- Hiring Manager’s Title
- Company Name
- Company Address
-
Salutation:
- “Dear Mr./Ms./Mx. [Last Name],” if you know the hiring manager’s name.
- “Dear Hiring Manager,” or “Dear [Department Name] Hiring Team,” if you don’t know the name. Avoid “To Whom It May Concern.”
-
Introduction (First Paragraph):
- State the specific position you are applying for.
- Mention where you saw the job posting.
- Briefly express your enthusiasm for the role and the company.
-
Body Paragraphs (1-3 paragraphs):
- This is where you make your case.
- Connect your skills, experiences, and accomplishments directly to the job requirements listed in the posting.
- Provide specific examples that demonstrate your qualifications.
- Show your understanding of the company and its mission, and explain why you are a good fit for their culture.
- Don’t just repeat what’s in your resume; expand on it and tell a story.
Advanced Storytelling Techniques for Impact
Your cover letter is an opportunity to tell a compelling story that connects your experiences to the employer’s needs.
- Narrative Construction with CAR/STAR:
- Challenge-Action-Result (CAR) or Situation-Task-Action-Result (STAR): Structure your accomplishment examples using these frameworks.
- Situation/Challenge: Briefly describe the context or problem you faced.
- Task: Explain your specific role or responsibility.
- Action: Detail the steps you took to address the situation/challenge.
- Result: Quantify the positive outcome of your actions. This makes your contributions tangible.
- Example (STAR): “(Situation) During my internship at XYZ Corp, the team was struggling to meet a tight project deadline. (Task) As the project assistant, I was tasked with streamlining the document review process. (Action) I developed a new checklist and digital tracking system, which involved training two other interns. (Result) This reduced document processing time by 25% and enabled the team to submit the project deliverables two days ahead of schedule.”
- Challenge-Action-Result (CAR) or Situation-Task-Action-Result (STAR): Structure your accomplishment examples using these frameworks.
- Compelling Opening Hooks:
- Move beyond “I am writing to apply…”
- Enthusiasm Hook: “From the moment I read about [Company Name]'s innovative approach to [Specific Area/Project], I knew my passion for [Your Passion] and skills in [Your Key Skill] would make me a valuable asset to your team for the [Job Title] role.”
- Achievement Hook: “Successfully increasing user engagement by 30% in my previous role at [Previous Company] has prepared me to tackle the challenges of the [Job Title] position at [Company Name] and deliver similar impactful results.”
- Referral Hook (if applicable): “My colleague, [Referrer’s Name], encouraged me to reach out regarding the [Job Title] position, citing my expertise in [Relevant Skill] as a strong match for your team’s current projects.”
- Creating a Narrative Arc:
- Weave a consistent theme throughout your letter.
- Show how your past experiences (the “beginning” of your professional story) have equipped you with the specific skills and insights needed for this role (the “middle”).
- Conclude by illustrating how you envision contributing to the company’s future success (the “resolution” you offer).
-
Conclusion (Final Paragraph):
- Reiterate your interest in the position.
- Briefly summarize your key strengths.
- State your availability for an interview.
- Thank the hiring manager for their time and consideration.
-
Closing:
- “Sincerely,” or “Respectfully,”
-
Your Typed Name: Followed by your handwritten signature if submitting a hard copy.
How to Address the Cover Letter
- To a Specific Person: Whenever possible, address your cover letter to a specific person, usually the hiring manager. You can often find this information on the company website, LinkedIn, or by calling the company. Using a name makes your letter more personal and shows you’ve done your research.
- If You Can’t Find a Name: If you cannot find a specific name, use a professional alternative like “Dear Hiring Manager,” “Dear [Job Title] Search Committee,” or “Dear [Department Name] Team.”
Tips for Showcasing Personality and Enthusiasm
- Use a Professional but Conversational Tone: Avoid overly formal or stiff language, but also steer clear of slang or being too casual.
- Express Genuine Interest: Research the company and mention specific aspects that excite you (e.g., their products, mission, recent projects).
- Let Your Passion Shine Through: If you are genuinely excited about the opportunity, let that come across in your writing.
- Be Confident, Not Arrogant: Highlight your strengths and accomplishments without sounding boastful.
How to Connect Skills and Experiences to the Job Requirements
- Analyze the Job Description: Go through the job posting and identify the key skills, experiences, and qualifications the employer is seeking. Make a list of these.
- Match Your Qualifications: For each requirement, think of a specific example from your past experience (work, academic, volunteer) where you demonstrated that skill or achieved a similar outcome.
- Use Keywords: Incorporate keywords from the job description naturally into your cover letter. Many companies use Applicant Tracking Systems (ATS) that scan for these keywords.
- Quantify Achievements: Just like in your resume, use numbers and data to demonstrate your impact whenever possible.
Demonstrating Deep Company Research & Cultural Fit
Tailoring goes beyond just changing the company name. Show genuine interest and fit.
- Beyond Quoting Mission Statements:
- Reference specific company projects, recent news, blog posts, or case studies that resonate with you and your experience. Example: “I was particularly impressed by [Company Name]'s recent launch of [Product/Initiative] and how it addresses [Industry Challenge]. My experience in [Your Relevant Skill/Experience] aligns perfectly with this direction.”
- Discuss industry challenges the company might be facing and how your skills can help them navigate these.
- Mirror Company Language and Tone:
- Pay attention to the language used on the company’s website, social media, and in the job description. Are they formal? Innovative? Community-focused?
- Subtly reflect this tone in your writing to show you understand their culture. If they use particular jargon or industry terms, incorporate them naturally if appropriate for your level of expertise.
Writing for Your Audience
Consider who will be reading your cover letter and tailor your emphasis accordingly:
- HR/Recruiters:
- Initial Screeners: They often focus on matching your stated qualifications and keywords against the job description.
- Emphasis: Clearly highlight your core skills, years of experience, key certifications, and direct matches to the job requirements. Ensure ATS-friendliness.
- Department Heads/Hiring Managers:
- Deeper Dive: They are more interested in your problem-solving abilities, how you’ve achieved results, your understanding of their team’s challenges, and your potential team fit.
- Emphasis: Focus on specific accomplishments (using STAR/CAR), your thought process, and how your contributions can directly benefit their department. Show enthusiasm for their specific projects or team goals.
Strategic Approaches: The “Pain Letter”
A “Pain Letter” is a more proactive type of cover letter (or inquiry letter if there’s no specific job posting) where you identify a potential problem or “pain point” a company might be experiencing and position yourself as the solution.
- Concept: Instead of just responding to a job ad, you’re demonstrating your understanding of the company’s business and showing initiative. The “pain” could be related to market competition, efficiency, customer satisfaction, a new project, etc.
- When It’s Appropriate:
- When you have deep industry knowledge and can make an educated guess about a company’s challenges.
- When networking or trying to create an opportunity if no specific job is advertised.
- Best for higher-level or specialized roles where strategic thinking is valued.
- How to Execute Tactfully:
- Research Thoroughly: Your identified “pain point” must be plausible and based on solid research (industry trends, company reports, news articles).
- Be Empathetic, Not Critical: Frame the issue constructively. You’re offering a solution, not pointing fingers.
- Focus on Value: Clearly articulate how your specific skills and experience can help alleviate this pain or achieve a specific positive outcome.
- Keep it Concise and Respectful: This is a bold approach, so professionalism is key.
- Example Snippet: “As [Company Name] continues to expand into the [New Market], ensuring seamless customer onboarding can be a significant challenge. In my previous role at [Previous Company], I spearheaded a project that reduced client onboarding time by 30% by implementing [Specific Solution], a skill set I believe could be highly valuable to your team.”
Common Cover Letter Mistakes to Avoid
- Generic, One-Size-Fits-All Letter: Not tailoring the letter to the specific job and company.
- Typos and Grammatical Errors: Proofread multiple times!
- Repeating Your Resume Verbatim: The cover letter should complement, not duplicate, your resume.
- Focusing Too Much on Yourself: Emphasize what you can do for the employer, not just what you want.
- Negative Language: Don’t criticize past employers or experiences.
- Being Too Long: Aim for 3-4 concise paragraphs, generally no more than one page.
- Incorrect Company or Contact Information: Double-check names, titles, and addresses.
- Forgetting to Sign It (if a hard copy) or Include a Professional Closing.
- Using a Casual Tone or Unprofessional Language.
- Not Explaining Why You Are Interested in This Specific Role and This Specific Company.
Following Up After Submission
Effective follow-up can reinforce your interest and keep your application top-of-mind.
- Standard Follow-Up: A brief, polite email 1-2 weeks after the application deadline (if stated) or 2-3 weeks after applying if no deadline is given, is standard. Reiterate your interest and briefly mention your key qualifications.
- Creative & Professional Follow-Up Strategies:
- Reference Recent Company Achievements: “I recently saw the exciting news about [Company’s recent achievement/project launch] and it further solidified my interest in contributing to such a forward-thinking team.”
- Share Relevant Industry News (Briefly): If you come across a significant industry article or development that relates to the company and your potential role, you could briefly mention it and how it aligns with your thinking or skills (use with caution and ensure it’s highly relevant).
- Value-Added Follow-Up (Use Sparingly): If you have a genuinely insightful idea or a small, relevant work sample that wasn’t part of your initial application, you might consider sharing it. This is a higher-risk/higher-reward strategy and must be executed very professionally.
- LinkedIn Connection:
- When: It’s generally best to wait until after you’ve had some interaction (e.g., an interview scheduled, or a positive email exchange) before sending a LinkedIn connection request to the hiring manager or interviewer. Some recruiters are open to connecting earlier, but it’s a matter of professional judgment.
- How: Always personalize your LinkedIn connection request. Briefly mention your application for the [Job Title] role and your enthusiasm for the company. Example: “Dear [Hiring Manager Name], I recently applied for the [Job Title] position and am very impressed with [Company Name]'s work in [Area]. I’d welcome the opportunity to connect.”
- Respect Boundaries: Don’t overdo it. One or two thoughtful follow-ups are usually sufficient. Multiple daily or weekly messages can be perceived negatively.