Key Takeaways:
- A quality cover letter is essential for making a good first impression.
- When learning how to write a cover letter, it’s important to tailor it to the specific job you’re applying for rather than using a generic template.
- The best tips on how to write a cover letter are also often the simplest. Personalize it, proofread it, and make adjustments each time you apply.
There’s no substitute for a good cover letter. Most recruiters expect them, and those who do will take the time to read them. This isn’t something to write off as unimportant.
Your cover letter is typically submitted alongside your resume when you apply for a job. It tells the recruiter or hiring manager why you’re interested in the role, what makes you a good fit, how your skills or background are beneficial to the company, and what kind of experience you have. It’s your chance to showcase your personality and experience.
We believe everyone should know how to write a cover letter, as it can mean the difference between making an exceptional first impression or getting lost in the potentially hundreds of applicants that most companies receive daily. That’s exactly why we created this guide.
How to Write a Cover Letter for Your Job Application
Writing a cover letter isn’t rocket science. We’ve broken it down into six simple steps that you can follow below.
1. Start With Your Header/Contact Information
Your header should include your contact information so the recruiter or hiring manager knows how to reach you. Make sure it’s accurate. You don’t want to miss an opportunity because your phone number had a typo. This includes making sure your voicemail is empty so a message can be left.
Example header:
Jane Doe
1707 L Street NW, Suite 650, Washington, D.C. 20036
(202) 659-2111
resumes@whitmanjobs.com
2. Personalize Your Greeting
If possible, address your cover letter to the person who’s going to receive your application. There’s a bit of extra effort involved, but that extra effort goes a long way. Not only is it more thoughtful, but it also shows the person you’re capable of doing research and going the extra mile.
Recommended greetings:
- Dear Ms. Reynolds
- Dear Daniel Kim
- Dear Hiring Manager
- Dear Hiring Team
Greetings to avoid:
- To Whom It May Concern
- Dear Sir or Madam
- Hi or Hello
If you’ve scoured the company’s website and LinkedIn page twice over and still can’t find the name of the person you’re looking for, “Dear Hiring Manager” is the best choice.
3. Make the First Paragraph Count
One of the best tips on how to write a cover letter we can give you is to cut generic filler.
Instead, the opening paragraph should include a few things:
- A quick explanation of the role you’re applying for.
- How you found the role.
- Why you’re interested in working with that company.
This is your chance to show you know the company you’re applying to. Keep it laser-focused and be specific.
4. Build a Strong Second Paragraph
The second paragraph should go into your background. Keep it relevant. The hiring manager likely doesn’t need to know about your part-time job as a barista in college.
This section usually includes:
- One or two relevant responsibilities from your past roles
- A measurable result or achievement
- Your experience with software or tools related to the role
- Natural keywords from the job description
Many large employers, particularly Fortune 500 companies, use applicant tracking systems (ATS) to review applications. It streamlines the process of reviewing thousands of applications, but it also means you have to put in a bit more effort to make sure your letter aligns with the role as closely as possible. Regardless of how a given employer uses their ATS, it’s important your information is clear and parsable.
We have an article about writing ATS-friendly resumes that has relevant crossover when it comes to crafting your cover letter.
Using relevant keywords is one of the most important aspects of how to write a cover letter for a modern job application.
5. End With a Closing Paragraph That Accentuates Your Resume
We’ve reviewed thousands of cover letters, and one thing we see often is those that feel like they run out of steam by the last paragraph. Too many applicants use this section to echo things they’ve already included in their resumes, which doesn’t do them any good.
Instead, take something from your resume, like a listed skill, achievement, or strength, and expand on it with an anecdote from your past job. If your resume says one of your skills is helping companies cut costs, this is your chance to give an example. How did you do it for them? Can you do it for the company you’re applying to?
Again, be brief. This isn’t a biography. However, an anecdote can show the person reading your resume how you apply your skills.
6. Finish With a Professional Close
Keep this part brief. Reaffirm your interest, thank the reader for their time, and let them know you look forward to hearing from them.
Additional Cover Letter Dos and Don’ts
If you’re still working out how to write a cover letter that stands out, you can use these dos and don’ts as a checklist:
Do:
- Differentiate your cover letter from your resume.
- Personalize it with the hiring manager’s name if possible.
- Adjust your letter for each job you apply to.
- Close with a professional phrase, such as “Respectfully” or “Sincerely”.
Don’t:
- Address it with a generic greeting, such as “To Whom It May Concern”.
- Use incomplete sentences.
- End on a weak note.
- Forget to thank the reader.
- Forget to sign your name on a hard copy.
Put Your Cover Letter to Work
Now that you know how to write a cover letter, the next step is putting it to use. However, if you want further guidance regarding your cover letter or any part of the application process, our team at Whitman Associates is happy to offer career advice.
When you’re ready to apply for jobs, explore some of our current job openings here in the D.C. metro area.
