How to Ace Your Cover Letter in 9 Simple Steps (Like a Pro!)

If you’re looking for a job, you’re likely going to come across applications that ask for a cover letter. While it might be tempting to skip them (especially when they take time and aren’t always “required”), you may want to think again! 

It turns out 53% of employers prefer when you include a cover letter with your resume. One of the reasons is that 47% of recruiters believe it indicates motivation.

In this article, we’ll give you a step-by-step guide to ace your cover letter, including helpful bonus tips to make it stand out among the rest.

What is a Resume Cover Letter for a Job?

A resume cover letter for a job is an important document to introduce yourself to an employer. Tailored for a specific role, a cover letter should be concise, informative, and highlight your relevant skills and experiences. Additionally, it should demonstrate your enthusiasm and interest in the role and organization and include a statement of appreciation for the employer’s time and consideration. 

Ultimately, it’s helpful to think of your cover letter as an effective marketing tool. Written well, your cover letter showcases your unique qualifications and makes a compelling case for why you are the ideal candidate for the position.

Paired with a great resume, your cover letter is one piece of the puzzle that can help you land your dream job. 

How to Do a Cover Letter: a Step-by-Step Guide

1. Step One: Get to know the company

Take a beat to research the organization and job you’re applying for. 

Find out as much as possible about the company, its mission, its values, and the roles or roles you’re interested in. Along the way, you may discover things you didn’t know that get you more excited about the position. 

You may also discover things that make you realize you no longer want to apply for the job! Make a note of what you learn along the way. In either case, this is a foundational step to any great cover letter and will set you up for success once you write your first draft.

Places to start your research:

• The company website—look at the about page, team page, mission, vision, etc.
• Glassdoor—check out the reviews, pros, cons, benefits, salary mentions, etc.
• Google—check out news sources, publications, podcasts, or anything else that might come up about the company with a simple Google search. 
• The company’s social media accounts (especially LinkedIn)—look at the company’s page and posts shared by customers and employees.

Look into your connections

Before you click apply to any job, go on LinkedIn and read what other employees say about working for the company and note what they share and value. You might even try looking at the “People” tab of the company’s LinkedIn page to see if you have any mutual or second-degree connections. These connections are gold!

According to research by Harvard Business Review and others, your second-degree connections carry a lot of value in your opportunity to land your next job. You may even end up with a helpful sponsor or new friend! 

Here are some steps you can take to make the most of your second-degree LinkedIn connections:

• Ask your mutual connection for an introduction to someone who works at the company.
• Set up a Zoom meeting or coffee date to learn more about the company you’re applying for (even better if the mutual connection happens to work in the department you’re interested in). 
• Ask them what they like about their job, the company’s values, and what advice they might have for you moving forward.
• If the connection goes well, they may even offer to put in a good word for you. If that’s the case, note their name on the cover letter (with their permission, of course).
• Tailor your cover letter with the information you gain from these conversations.

For additional networking ideas, check out these ten guaranteed networking tips!

2. Step two: Pick out a stand-out template

Many job seekers choose a cover letter template matching their resume design. Want to make your resume and cover letter look extra slick? Programs like Canva have a range of free templates that include resume and cover letter designs to make your application look cohesive and professional. 

Don’t forget to include the header information! 

You should write your resume cover letter as a formal business document. This means including your contact details at the top of the page. At the very least, include your name, address, phone number, and email address. If relevant, include your portfolio website and/or LinkedIn profile.  

The top header of your letter might look something like this:

John Smith

123-456-7890 | 123 Main St Springfield, MO 12345 

JohnSmith@Email.com | Website.com | LinkedIn.com/John

3. Step three: Include the date and contact information of the person receiving the letter

If you’re physically mailing your letter, the next section should include the date and contact information of the person receiving the letter. 

The next section of your letter might look something like this:

Month XX, YEAR

Hiring Manager Name

Company Name

Address

City, State Zip

Email address

If you’re not physically mailing your letter, you may choose to opt out of including the address and move on to step four.

4. Step four: Greet the person you’re writing to by name

Remember you’re a person talking to another person, so always start your cover letter with a greeting! 

If you’ve done your research well, you should know who you’re addressing. If you can’t find it on their website, check out the “People” tab on the company’s LinkedIn page. Use the hiring manager or department head’s name if possible. 

Example: Hello [Name],

Bonus tip: What happens if you don’t know the name of the person you should address? Hopefully, you’ve done enough research to avoid this conundrum. Unfortunately, you still might need to include this information. If that’s the case, you may address the title of the person you hope to reach. In most cases, this is the hiring manager. Otherwise, you may address a department. 

Example: Dear Director of [Department],  

Or

Dear Marketing Department,

Whatever you do, try to avoid saying “to whom it may concern” as it tends to sound impersonal. 

5. Step five: Introduce yourself and express your interest

Your opening paragraph is your chance to make a first impression. It’s about you, sure, but it’s also about how you can meet their needs. So as you introduce yourself, keep the other person in mind, and remember to tailor your letter to the role and the company. (Alert: Avoid a generic paragraph copied and pasted from another job application!)

This paragraph should do two things…

• Introduce yourself and explain your interest in and fit for the position.
• Acknowledge your familiarity with the company and how your skills align with its goals.

Example: I’m writing to express my interest in the [Position Name] role at [Company]. I’m someone who values [Aligned Company value], and my knowledge and experience in [Knowledge, Experience, and/or Industry] align with the skills and qualifications you’re looking for to reach your goal of [Company Goal]. Below is a brief highlight of some of my relevant accomplishments and expertise.

Here’s another way you could start your letter: Thank you for taking the time to review my application for the role of [Position Name] role at [Company]. After reading the job posting on [location of posting], I am excited about the positive and lasting contribution I can make to your team. I’m passionate about [Something the Company does or values] and look forward to the opportunity to share my expertise in [Knowledge, Experience, and/or Industry] to help you reach your goal of [Company goal]. Below is a brief highlight of some of my relevant accomplishments and expertise.

Bonus tip: Did someone refer you to the job? Did you connect with someone who works at the company during your research? This letter section might be an excellent place to mention that referral and drop a name!

Example: Thank you for reviewing my application for the [Position Name] role at [Company]. After discussing the role with [Name of referral] from [Company or Company department], I am excited about the positive and lasting contribution I can make to your team. 

Fill in the blanks for one of the intro paragraphs above, make it your own, and then move on to step six!

6. Step six: Highlight a few of your relevant qualifications, skills, and accomplishments 

In a very concise paragraph or two, this section is where you highlight why you’re an ideal candidate. 

Think about accomplishments and skills that align with the goals of the role and the company. Include awards, formal training, expertise, or even your industry network (if it is relevant to the job). You don’t need to list every achievement you’ve ever had or rehash your resume in a letter format. This is about highlights!

Tailor this section to things the company or hiring manager will care about most. Note the keywords and desired qualifications from the job posting. For example, does the job posting focus on team leadership? Include information about how you successfully led a team to accomplish a specific goal. 

Specificity is key here! Avoid fluffy or generic language that could be read on anyone’s resume. 

Here’s an example of a lousy way to highlight your accomplishments: I successfully led a dynamic, diverse team to exceed the company’s strategic goals to advance its revenue stream. ←This says nothing because it doesn’t get specific about what you achieved. 

Instead, showcase your unique achievements with specific information that could only be about you! Keep a list of things you’re proud of and specific achievements throughout your career. Examples of specific achievements might look something like this:

• Achieved a 25% increase in sales within six months by implementing a new marketing strategy.
• Streamlined the onboarding process for new employees, resulting in a 50% reduction in training time.
• Led a team of 10 people to complete a project under budget and ahead of schedule by 20%.

Add your specific accomplishments to the template below. One or two paragraphs in this section might look something like this:

Example: My experience in [relevant field] has enabled me to develop [list of your most vital skills]. Some of my proudest accomplishments include [accomplishment] and [accomplishment], which resulted in [return on investment or specific outcome]. I’ve also been recognized with [award] for [accomplishment]. 

Example: I was responsible for [example] in my previous role. I was able to [example], which resulted in [outcome]. I bring a network of strong contacts in [industry], which enables me to stay engaged with [something relevant to the Company’s interest].

In this section, you can also share your accomplishment as a story. Stories are memorable and can show more personality.

Example: One highlight from my career is when the company I was with was trying to [specific goal]. I recognized the issue was [gap or issue], so I jumped into [how you solved or overcame the issue], which resulted in [outcome]. 

Be sure to use active language

In this section, use active language and strong verbs to describe your experience and achievements. If you’re worried about sounding arrogant, sometimes it helps to have a colleague or friend who knows your work well give you feedback on this section. This is especially helpful for those who may struggle with imposter syndrome or tend to downplay their accomplishments. For more insight, check out these 12 tips to help you stand out.

Make these paragraphs with the examples above and start closing your letter in steps seven and eight!

7. Step seven: Connect your achievements to the company’s goals

As you begin the close of your letter, circle back to how your accomplishments connect to the company’s goals. This paragraph should be short and sweet and summarize how you can add value toward achieving the company’s goals. 

This section might sound something like this…

Example: [Company goal or mission] is something I’m passionate about, and I’m confident that my expertise in [expertise] can help [Company] realize that goal.

8. Step eight: Close the letter with a call to action

At the closing of your letter, tell the hiring manager how to contact you and why they should reach out to you.

Balance warmth and competence throughout your letter. You want to show that you’re capable of the job through your achievements, but you also want to express that you’re enjoyable to work with. The final closing of your letter could be an excellent place to add warmth by including sentiments of gratitude, excitement, flexibility, curiosity, and interest.

Example: I look forward to discussing the [Position Name] with you and exploring the opportunity to join your team and add value through my experience in [expertise]. You can reach me via email or phone to set up a time to connect. I look forward to hearing from you!

Thank you for your time, [Name]! 

Sincerely,

[Your Full Name]

9. Step nine: Proofread your letter 

This is an important last step before you hit send or drop your application in the mail! Free tools like Grammarly are a great help here.

Go through a checklist to proofread your letter and catch any typos, grammatical errors, or redundant phrases. Most importantly, ensure that you correctly spell the name of the person you’re addressing. If their name is spelled wrong, you immediately start on a bad note, and it may not matter how impressive the rest of the letter is. 

Here’s a list of things to check for before you hit send:

• Correct spelling of the addressee’s name
• Correct header contact information
• Correct addressee contact information
• Remove run-on sentences
• Capitalized proper nouns
• Correct punctuation
• Use of active voice/strong verbs
• Remove unnecessary words
• Correct subject/verb agreement
• Double-check the details (especially if you use a copy-and-paste template!)
• Review: Does it make sense? Is it clear?
• Mental check: Would you hire the person you’re presenting in your letter?

Bonus tip: A good rule of thumb is to let others check your work. Share the letter with a trusted friend, colleague, coach, or mentor and ask for honest feedback—especially if they are grammar fanatics. They may catch things you don’t even see! You don’t have to take all their suggestions, but what they do share could save you from being passed over for the job.

Cover Letter Example (with Template)

Pulled all together, this is what a good cover letter example might look like:

John Smith

123-456-7890 | 123 Main St Springfield, MO 12345

JohnSmith@Email.com | Website.com | LinkedIn.com/John

Month XX, YEAR

Alan Manager

ABC Company

123 Company St

Springfield, MO 12345

HiringManager@ABCCompany.com

Dear Alan,

Thank you for taking the time to review my application for the role of Sales Manager at ABC Company. After reading the job posting on LinkedIn, I am excited about the positive and lasting contribution I can make to your team. I’m passionate about customer satisfaction and look forward to the opportunity to share my expertise in sales and customer service to help you reach your goal of increasing revenue. Below is a brief highlight of some of my relevant accomplishments and expertise.

My experience in sales has enabled me to develop strong negotiation and communication skills. Some of my proudest accomplishments include increasing sales by 25% within six months and receiving a “Top Salesperson” award for consistently exceeding sales targets.

One highlight from my career is when the company I was with was trying to increase market share in a new region. I recognized the lack of brand awareness, so I jumped in to develop and implement a targeted marketing campaign, which resulted in a 30% increase in market share within the first year.

Increasing revenue is something I’m passionate about, and I’m confident that the expertise in sales and customer service I can bring to the table can help ABC Company realize that goal.

I look forward to discussing the Sales Manager role with you and exploring the opportunity to join your team and add value through my experience in sales and customer service. You can reach me via email or phone to set up a time to connect. I look forward to hearing from you!

Thank you for your time, Alan!

Sincerely,

John Smith

Here’s a template you can use:

John Smith

123-456-7890 | 123 Main St Springfield, MO 12345 

JohnSmith@Email.com | Website.com | LinkedIn.com/John

Month XX, YEAR

Hiring Manager Name

Company Name

Address

City, State Zip

Email address

Dear [Hiring Manager Name],

Thank you for taking the time to review my application for the role of [Position Name] role at [Company]. After reading the job posting on [location of posting], I am excited about the positive and lasting contribution I can make to your team. I’m passionate about [Something the Company does or values] and look forward to the opportunity to share my expertise in [Knowledge, Experience, and/or Industry] to help you reach your goal of [Company goal]. Below is a brief highlight of some of my relevant accomplishments and expertise. 

My experience in [relevant field] has enabled me to develop [list of your strongest skills]. Some of my proudest accomplishments include [accomplishment] and [accomplishment], which resulted in [return on investment or outcome]. I’ve also been recognized with [award] for [accomplishment]. 

One highlight from my career is when the company I was with was trying to [specific goal]. I recognized the issue was [gap or issue], so I jumped into [how you solved or overcame the issue], which resulted in [outcome]. 

[Company goal or mission] is something I’m passionate about, and I’m confident that the expertise in [expertise] I can bring to the table can help [Company] realize that goal.

I look forward to discussing the [Position Name] with you and exploring the opportunity to join your team and add value through my experience in [expertise]. You can reach me via email or phone to set up a time to connect. I look forward to hearing from you!

Thank you for your time, [Hiring Manager First Name]! 

Sincerely,

[Your Full Name]

Cover Letter FAQs

After following the nine steps above, you’ll be ready to send your application and (hopefully) land that dream job! Of course, you can utilize plenty of other resources to ace your cover letter, including template software and information to help you tailor your cover letter to align with a specific industry. 

Included in these cover letter FAQs are additional bonus tips and resources to help you get started.

• How long should a cover letter be? 70% of recruiters believe cover letters shouldn’t exceed 300 words. This is because recruiters have limited time and may skip your cover letter if it contains too many words. So keep your cover letters concise and don’t exceed one page.
• How do you address a cover letter to an unknown recipient? Hopefully, you’ve done enough research to avoid this conundrum. Unfortunately, you still might find yourself missing this information. If that’s the case, you may address the title of the person you hope to reach. In most cases, this is the hiring manager. Otherwise, you may address a department. 
  Example: Dear Director of [Department],  
  Or
  Dear Marketing Department,
  
  Whatever you do, avoid saying “to whom it may concern” as it tends to sound impersonal.
• What’s included in a strong cover letter? A strong cover letter introduces you and your interest in the job and company and highlights your relevant accomplishments to match the job description. It shows how you can add value to the company and provides a way for the hiring manager or recruiter to reach you. Displaying warmth and competence, your cover letter is a compelling marketing piece that indicates why you’re an ideal candidate for the position.
  
  For additional ideas on presenting yourself well, check out our article on how to craft the perfect elevator pitch.
• What’s an example of a weak cover letter? A weak cover letter uses generic, fluffy, or cliché language. Does this line sound familiar? “I have a proven track record of delivering results.” No, thank you!
  Recruiters can usually tell when a letter was copied and pasted from a generic file because it’s often disconnected from the job description. This usually means the writer failed to tailor the letter to the role and company they’re applying for—or worse, they forgot to edit out information from another job application. Yikes! 
  
  A weak cover letter does not address the hiring manager or recruiter by name. Do the extra research as much as possible to find out to whom to address the letter!
• Where can I find the best cover letter design templates? Canva, Google docs, and Microsoft have several free options for design templates. Canva even includes cover letter design templates that can match your resume design. Slick!
• Is there any software to help me write my cover letter? For templates that allow you to drop in your information and generate a cover letter you can download, you can take advantage of free tools like My Perfect Cover Letter or Cover Letter Now.
• How do I write a cover letter that matches my industry? Your best bet is to do your research about the company you’re applying for. Better yet, connect with people who already work there to provide you with advice!
  Other free options like My Perfect Cover Letter or Cover Letter Now include industry-specific options to tailor your resume and stand out.
• How do I write a cover letter for a job I don’t have experience in? Whether you’re an entry-level job-seeker or going through a career transition, figuring out how to write your cover letter may feel daunting. Fortunately, there are a couple of tricks you can use to tailor your letter for this scenario. 
  • Highlight your soft and transferable skills. For example, you may not be an expert coder yet, but you may have excellent project management or leadership skills that can transfer onto any team!
    
  • Make a note of your passion for the role or mission of the company. Tell a story about your “why.” The context for why you’re interested or passionate about a role outside of a field you may have experience in provides additional clarity to the hiring manager. 
    
  • Express a willingness to learn. Much like showcasing your soft skills, provide an example of how you learned something and applied it to solving a specific problem in the past. This shows your ability to adapt to new situations.
    
  • Mention referrals! Be sure to get permission for this first, but referrals are a great way to enter a new industry. This is gold if you have a sponsor on the inside who can endorse your character, work ethic, passion, and willingness to learn.

• What words should I avoid in my cover letter? There is a lot of advice on what words or phrases to avoid in your cover letter. The basic rule of thumb is that you want to be concise, direct, and kind but not passive. 
  What’s important to remember is that you’re a human connecting with another human. When you write your cover letter, put it through your filter. If you received your letter, would you be excited about the person applying for the job? If your answer is no, consider a rewrite. 
  Here are words that can make you sound undesirable as a potential employee:
  
  “To whom it may concern.” 
  “I need this job.”
  “My salary requirements are….”
  Fillers words like “Very,” “Really,” “Essentially,” etc.
  “I think…”
  “I hope…”
  “I feel…”
  “I always…”
  “I never…”
  “My life story is…”
  “I’m the best.”
  “I’m the perfect fit.”
  Avoid cliché, generic language that doesn’t say anything. “I’m a dynamic leader with a proven track record of delivering results.” Instead, show people why this is true with actual evidence. 
  
  Bonus Tip: Use action words in your cover letter and resume that are guaranteed to impress!
• Should I mention salary requirements in my cover letter? No. Salary conversations, especially early in the job recruitment process, should generally be part of the interview or negotiation process and never be included in your cover letter. 
  
  Bonus Tip: If you’re wondering how to talk about your salary, check out our article for advice on when and how to negotiate your salary.
• How do I make my cover letter stand out? To make your cover letter stand out, think of your cover letter as a marketing piece. Who are you? What do you offer? How can you help provide a solution to a company’s problem? 
  Ultimately, your cover letter should be about the value you provide others, not simply a document that brags about your skills. If you can showcase how you deliver value, you will stand out! 
  
  Bonus Tip: Check out our tips on how to craft a value proposition.
• Does it look bad if I skip the cover letter? It turns out 53% of employers prefer when you include a cover letter with your resume. One of the reasons is that 47% of recruiters believe it indicates motivation. So if you are someone who wants to show that you are motivated to get the job, it’s best not to skip the cover letter!

Stand-Out Cover Letter Takeaways

To summarize, take note of these essential steps as you craft your cover letter:

1. Get to know the company. Do some research to set yourself up well, including finding out if you have any mutual connections!
2. Pick a stand-out template. Use a free tool like Canva for a slick template that matches your resume design.
3. Include the date and contact information. This is valuable if you’re sending your cover letter by mail.
4. Greet the person you’re writing to by name. Double-checking the name, including its correct spelling, improves the chances of your application getting read.
5. Introduce yourself and express your interest. This is your chance to make a first impression.
6. Highlight a few of your relevant qualifications, skills, and accomplishments. This is the section of the letter where you show how you can add value. 
7. Connect your achievements to the company’s goals. This paragraph summarizes how your accomplishments align with their goals.
8. Close the letter with a call to action. Let the reader know how to connect with you.
9. Proofread your letter. Use free programs like Grammarly to make sure your letter is ready to go.

Ready to land your dream job? Once you have a scheduled interview, take time to get prepared with these body language hacks.