Most job seekers feel a tremendous sense of relief once their resume is updated and ready to send to hiring managers. However, many job postings still require a cover letter along with a resume submission, and the task of writing one can be stressful — so much so, it can slow or entirely derail the application process.
Whether you see the value in cover letters or not, they continue to be a requirement of many job applications. The good news is there are best practices for efficiently creating great cover letters that set you apart as a candidate. Even better, the more letters you write, the better you get at writing them.
A thoughtful cover letter in 2023 is not a re-hash of your resume. Instead, it’s an opportunity to cut through the noise of boring resumes and a large group of other candidates who haven’t taken the time to include a personal communication along with their resume.
1. Include a cover letter — even when optional
The only time you should not submit a cover letter is when the job posting explicitly states not to do so, or if you’re not particularly interested in the position you’re applying for.
It’s especially important to provide a cover letter with your resume when it’s optional to do so. This is because many applicants will opt not to include one, and you have an opportunity to make your application stand out. Taking the time to craft a cover letter can also demonstrate how you show up above and beyond professionally.
2. Follow a basic format
Having a simple outline ready that you can customize is key to reducing the time you spend on writing cover letters. This will help you efficiently create cover letters that are specific and easy to read. Keep in mind that hiring managers, who sometimes receive hundreds of job applications, need to easily scan your cover letter and decide within seconds if your application is worthy of follow-up.
Unless the position you are applying for is highly creative — for example, a graphic designer role — it’s best to keep the visual formatting basic for a cover letter. Avoid colors and graphics, and use a common, web-friendly font like Arial, Helvetica or Calibri. If you prefer a serif font, Times New Roman, Georgia, and Garamond are safe bets.
Include your contact information, either at the top of the letter or under your signature. Typically, this will be your name, phone number and email address. If your LinkedIn profile is current, it’s a best practice to include a link to that, too.
Here are two simple outlines for cover letters to help you get started:
Paragraph format
- A strong introductory paragraph — this can be as short as 1-2 sentences — that compliments the company and shows that you’ve done some homework (this is about the company, not you)
- The second paragraph quickly headlines why you’re a great fit for the position and the company (again, this is really about the company, not you)
- The third paragraph is about you — why you think the position and the company is a good fit for you
- The closing paragraph should reinforce the second paragraph without being repetitive and include specific details on how you’ll follow up on your application
Bullet point format
- A strong introductory paragraph that compliments the company and shows that you’ve done some homework (this is about the company, not you)
- The second paragraph quickly headlines why you’re a great fit for the position and the company (again, this is really about the company, not you)
- List 3-7 short bullet points that illustrate why you’re a good fit for the role and company
- A closing paragraph that reinforces the second paragraph without being repetitive and includes specific details on how you’ll follow up on your application
3. Customize your letter for each role
Now that you have a basic format for your cover letter, it will be easier for you to customize a letter for each role. It might sound like a lot of work, but it’s worth it. Hiring managers see a lot of generic cover letters, and the ones that stand out are those thoughtfully written specifically for the job opportunity.
A good best practice is to refer to the job posting as you write your cover letter so you can echo the same keywords used for skills and competency the role requires.
4. Research the company
Before you write your cover letter, spend a little bit of time learning about the company by visiting its website — particularly the About Us, Mission, and DEI pages — and its LinkedIn company profile. This will help you understand its values, voice, and purpose.
5. Use a personal greeting
You should never use “To Whom It May Concern” as an open to your letter content. Because you’ve done some basic research on the company, you might have a good idea on how to address your cover letter. Make sure you address the hiring manager — or hiring team — personally. Here are a few examples, based on tone:
- Dear Ms. Smith, …
- Hi Ms. Smith, …
- Hi Lauren, …
6. Match the tone of the company
The tone of your cover letter should match the tone of the job description, as well as the company’s website and social media presence. If the company has a more formal voice, you should match that voice in your cover letter. And, if the company has a more casual approach in their communications, you can mirror that tone in your cover letter.
7. Convey your personality and values
Your cover letter should complement your resume and give you the opportunity to shine in a way that a resume can’t. This is an opportunity for you to convey your personality and connect your values with those of the hiring company. A talented recruiter can help you craft messages that are professional and authentically you.
8. Proofread
If you’ve heard the adage, “measure twice, cut once,” you understand the importance of proofreading. Even professional writers get so immersed in their work that they miss common typos, misspellings, and grammatical errors. When you can, ask a trusted person to quickly scan your cover letter for any errors.
When referring to brand names or company-specific initiatives, it can be helpful to check the spelling of those unique terms by referencing the company’s website.
9. Deliver your cover letter in the right format
Now, for the logistics. Are you emailing your cover letter? If so, the best practice is to cut and paste the text of your letter into the body of the email and attach the letter, along with your resume, in the preferred format.
Preferred formats are usually PDF and Word. If you’re uploading it as a Word document, it’s best to do so as a “read-only” document so your letter can’t be edited after you send it.
If you’re uploading your cover letter as part of an online application, make sure to read the directions for doing so. Some job postings require different formats, including PDF and Word, and some will accommodate Google Docs.
One bonus tip?
By working with a proven and reputable staffing and recruitment agency, job seekers can get the benefit of expert review and assistance in writing both cover letters and resumes the agency can then put in front of the hiring managers at the companies they work with.
For great jobs or great candidates, contact us!
