Cover Letter Basics: 10 Things You Need to Know Before You Start Writing

In today’s competitive job market, the cover letter remains a crucial tool in your job search arsenal. While it may seem like an optional step, a well-crafted cover letter can set you apart from other candidates and give hiring managers a sense of who you are beyond your resume. But before you start writing, there are 10 key fundamentals you need to know to make your cover letter effective.

Here’s what you need to understand to create a cover letter that leaves a lasting impression and increases your chances of landing an interview.

1. The Purpose of a Cover Letter

A cover letter is more than a formality—it’s your opportunity to showcase your personality, explain how your skills align with the job, and demonstrate your enthusiasm for the role. It complements your resume by highlighting the most relevant aspects of your experience and making a case for why you're a great fit for the job.

While your resume lists your qualifications, the cover letter connects the dots and tells the story of how you’re the perfect candidate.

2. Keep It Short and Focused

Hiring managers receive countless applications, and long, wordy cover letters can be a turn-off. Keep your cover letter concise, ideally no longer than one page. Focus on the most important details, including:

• Why you’re interested in the role.

• How your skills match the job requirements.

• A few key achievements that showcase your value.

Your goal is to catch their attention quickly and make them want to learn more about you.

3. Tailor Your Cover Letter to the Job

One of the biggest mistakes job seekers make is sending the same generic cover letter to every employer. It’s important to personalize each cover letter to the specific job you’re applying for. Hiring managers can tell when you’ve taken the time to understand the company and the role.

Start by researching the company and identifying the key responsibilities of the job. Then, highlight the skills and experiences that align with those needs. Personalizing your cover letter shows genuine interest and effort.

4. Use a Professional Tone

Your cover letter is a reflection of your communication skills and professionalism. Always use a formal tone, even if the company seems casual. Avoid using slang, emojis, or overly informal language.

Begin with a polite greeting, such as “Dear Hiring Manager,” or, if you can find the name of the hiring manager, address it directly to them. It shows you’ve done your homework and adds a personal touch.

5. Structure Your Cover Letter Effectively

A well-organized cover letter is easier to read and more impactful. Use a clear structure that includes:

• Introduction: Briefly introduce yourself and explain why you're applying for the role.

• Body: Highlight your most relevant skills and experiences. Make sure to focus on how you can add value to the company.

• Closing: Reiterate your interest, thank the hiring manager for their time, and express enthusiasm for the next steps.

6. Quantify Your Achievements

Whenever possible, include numbers and data to back up your accomplishments. Instead of saying “I led a successful team project,” say “I led a team project that increased sales by 15% over six months.” Quantifiable results help the hiring manager understand the real impact you’ve had in your previous roles.

7. Avoid Repeating Your Resume

Your cover letter should not be a rehash of your resume. Instead, use it to build on what’s already there. Highlight specific examples of how your experience relates to the job and why you're excited about the role.

Focus on the "why" behind your qualifications—what drives you, and how your passion aligns with the company’s goals.

8. Proofread, Proofread, Proofread

Nothing can hurt your chances more than typos and grammatical errors. Always proofread your cover letter multiple times before submitting. It’s also helpful to ask someone else to review it for you; a fresh set of eyes can catch mistakes you might have missed.

Free tools like Grammarly or Hemingway can help you fine-tune your writing, but don’t rely solely on them. Double-check everything to ensure your cover letter is polished and professional.

9. Use the Right Format

Formatting matters. Ensure that your cover letter is visually clean and easy to read. Stick to simple fonts like Times New Roman, Arial, or Calibri, and avoid using fancy designs or images.

Save your cover letter as a PDF or Word document, as these formats are widely accepted by Applicant Tracking Systems (ATS).

10. Make It Actionable

Close your cover letter with a strong call to action. Express your enthusiasm for the role and your hope to discuss your qualifications further. Something like, “I look forward to the opportunity to discuss how my skills and experience can contribute to [Company Name].”

A polite yet confident closing can encourage the hiring manager to take the next step in the hiring process.

Final Thoughts

Writing a compelling cover letter doesn’t have to be a daunting task. By understanding the purpose, tailoring it to each job, and keeping your content focused and professional, you can create a cover letter that stands out. And remember—practice makes perfect. The more cover letters you write, the easier it will become to craft one that resonates with potential employers.

For additional resources on cover letter writing and job search strategies, check out Open to Work Now’s Free Resources. We’re here to help you at every step of your job search journey. From templates to community advice, we’ve got you covered!