Cover letters are the first formal communication with your “going to be” employer, most often the HR manager of the company you want to join.
The first thing you need to set in your mind is that, just like any other aspects of life, in cover letters first impressions matter. In fact, your cover letter is one of the top things that matter to your recruiter before hiring you.
What is a Cover Letter?
A cover letter is a formal communication between the recruiter and the applicant, in which the applicant expresses their interest in a specific job opening at a company. To be a standard one, a cover letter should clearly mention which position the applicant is interested in and how the recruiter can find relevant information or communicate further with the applicant.
What Makes Cover Letter Fail?
First of all, if it is a vague one that is copy-pasted from another example. Secondly, a lack of clear information about the applicant that is expected to be in the letter. Thirdly, typing mistakes and misspelled words. And last but not the least, if the letter fails to grab attention, the viewer will certainly move on to another one, and your journey with that company ends there.
Important Aspects of Cover Letters
Formal applications are written in different styles and layouts in different parts of the world based on the heritage of formal English adopted by the region.
For instance, cover letters in the Asian and African sub-continent follow the British Formal Letter layouts and in Europe and Americas the layout is American, which is less formal compared to the British one.
When we say USA style, we are referring to spelling differences, layout, greeting, date format etc. Based on the location of the company you are writing to, the layout of the cover letter would be slightly different.
Essential Components of a Cover Letter
As a formal way of communication, there are some most important factors that should be included in your cover letter.
- Your contact information at the top so the employer can reach you easily.
- A professional salutation that addresses the hiring manager by name if possible.
- An introduction that clearly states the position you’re applying for and captures their attention.
- Your most relevant qualifications and accomplishments that demonstrate why you are a strong fit for the role.
- A strong closing that expresses your enthusiasm and encourages the hiring manager to take action, such as scheduling an interview.
- Your signature (typed for digital submissions or signed for printed letters).
Layout of US Style Cover Letters and How to Write A Standard One
1. Header
The header follows a formal business letter format. It includes your contact information at the top (name, address, phone, email), the date, and the employer’s information. This sets a professional tone and ensures the recipient knows exactly who you are and how to contact you. U.S. style uses left-aligned text, and there’s usually one blank line between each block.
In the header of a U.S.-style cover letter, the applicant’s name and contact details are prominently listed at the top, followed by the date and the hiring manager’s information. This creates a clear, professional introduction and allows the employer to quickly identify the sender and position applied for.
2. Salutation
The salutation is polite and specific whenever possible. Using the hiring manager’s name is preferred; if unknown, “Dear Hiring Manager” is acceptable. Avoid overly casual greetings.
The salutation opens the letter with a professional greeting. Addressing the letter to a specific person demonstrates attention to detail and initiative. When the recipient’s name is unknown, a neutral greeting like “Dear Hiring Manager” maintains formality while remaining appropriate.
3. Opening Paragraph (Introduction)
The opening paragraph immediately states the position being applied for and briefly explains why you’re interested. It should include a hook that captures the reader’s attention, such as a relevant skill or achievement. This paragraph is concise, usually 3–4 sentences.
The opening paragraph introduces the applicant and specifies the job they are applying for. It should include a brief statement of interest and a hook, such as a notable skill or relevant experience, to encourage the reader to continue. The tone is confident but concise, avoiding unnecessary details at this stage.
4. Middle Paragraph(s) (Body of the Letter)
This is the main part of the cover letter. Focus on 2–3 key qualifications or experiences that match the job description. Use specific examples and measurable achievements rather than listing duties. Each paragraph should flow logically and stay relevant to the employer’s needs.
The body paragraphs detail the applicant’s qualifications, skills, and achievements. Each paragraph focuses on a small number of points, illustrating how the applicant meets the employer’s requirements. Concrete examples, metrics, or project outcomes are preferred to show real impact, rather than simply summarizing a resume.
5. Closing Paragraph
The closing reinforces your enthusiasm, thanks the employer for their time, and requests a meeting or interview. Keep it polite and professional, typically 2–3 sentences.
The closing paragraph wraps up the letter by restating interest in the position and inviting further communication. It is courteous and action-oriented, often mentioning that the resume is attached and that the applicant looks forward to a potential interview.
6. Complimentary Close and Signature
End with a formal closing like “Sincerely” or “Best regards,” followed by your typed name. If submitting a printed copy, leave space for a signature.
The complimentary close provides a professional conclusion, signaling the end of the letter. A formal closing phrase, followed by the applicant’s name (and signature if printed), maintains professionalism and leaves a positive final impression.
Common Mistakes to Avoid in Your Cover Letter
When writing a cover letter, it’s important to avoid common pitfalls that can reduce your chances of landing an interview. Here are 15 things to watch out for, along with tips on how to handle them:
- Not following application instructions.
- Using the wrong format or layout.
- Explaining why you’re leaving your current position.
- Sending the same cover letter for every job application.
- Writing without researching the company or position.
- Including irrelevant work experience or emphasizing a lack of experience.
- Failing to highlight your most important and relevant skills.
- Focusing on job duties rather than accomplishments.
- Discussing salary expectations too early.
- Making claims without providing evidence or examples.
- Ignoring keywords that match the job description.
- Repeating your resume word-for-word.
- Using an inappropriate tone or style.
- Forgetting to include a clear call-to-action in your closing.
- Submitting without proofreading for errors.
Final Thoughts
Writing a cover letter is neither an easy nor a difficult process. There are certain criteria that need to be fulfilled, and the letter should reflect the person you are while still being formal and professional. A well-written cover letter balances personality with professionalism, allowing the applicant to present their skills, experience, and enthusiasm in a clear and structured way. When these criteria are met, the cover letter becomes an effective tool for making a strong first impression on the recruiter.
