21+ Expert Cover Letter Tips to Write an Outstanding Application

• A strong cover letter must balance ATS-friendly formatting with genuine personalization to stand out.
• Hiring managers increasingly expect applicants to research the company, reflect its values, and demonstrate cultural fit.
• The best cover letters go beyond listing skills; they tell concise, achievement-focused stories backed by measurable results.
• Personalization matters, so tailoring your message to the specific role, company, and industry trends is essential.
• AI tools and templates offered by ResumeBuilder.so can help refine the structure and language of your cover letter.

Most people think Googling the potential employer’s name counts as company research, but in fact, it’s far from the truth. Dig deeper into recent press releases, company blog posts, and industry news mentions; additionally, check their social media presence to understand their tone and values.

Look for recent achievements, new product launches, or company expansions. These details become conversation starters in your letter and prove you're genuinely interested in their current trajectory, not just any job that pays the bills.

Spend some time finding the actual name of the person in charge of the hiring process. You can do so by checking the company website's team page, LinkedIn, or even calling the company's main number and asking politely.

If you can't find a specific name, use "Dear [Department] Team" or "Dear Marketing Hiring Committee." It's still more personal than generic greetings while avoiding outdated phrases like "To Whom It May Concern."

Job descriptions are rather useful if you know how to read them. The keywords and phrases used in them aren't random; they reflect the hiring team's language and priorities. Mirror this language naturally in your cover letter, just as you would when incorporating skills for your resume.

Pay special attention to repeated terms and the order of requirements. If "collaboration" appears three times, make sure you address teamwork; if "data-driven decision making" is mentioned early, prioritize examples that demonstrate analytical thinking.

Your resume and cover letter should work together, but you shouldn't repeat the same information word-for-word. Identify your top 2-3 achievements from your resume, then think about the stories behind those bullet points.

These stories become the heart of your cover letter. Instead of just stating what you did, you'll explain how you identified the opportunity, what actions you took, and why it mattered to the business.

Your cover letter header should match the one on your resume for a cohesive application package. Include your full name, phone number, email address, and LinkedIn profile URL. Keep it clean and consistent with your resume layout, too.

Avoid creative headers with graphics or unusual fonts, as ATS systems need to read this information easily. Plus, a simple, professional header also signals attention to detail, which is something hiring managers notice immediately.

Your cover letter length matters more than you think. Hiring managers spend very little time scanning cover letters before deciding whether to read them thoroughly. So, a single, well-structured page forces you to prioritize your most compelling points.

If you're struggling to fit everything, you're probably including too much background information or repeating your resume. Focus on the stories and insights that aren't obvious from your resume alone.

Stick with standard fonts like Arial, Calibri, or Times New Roman in 11-12 point size. These are ATS-friendly and professional. Avoid anything that might be considered "creative" unless you're applying for design roles where font choice demonstrates your aesthetic judgment.

Moreover, a consistent cover letter format throughout your application materials shows professionalism and attention to detail. For example, if your resume font is Calibri 11pt, your cover letter should match exactly.

Use 1-inch margins and single spacing with a space between paragraphs. This creates a clean, readable layout that works well both digitally and in print. Proper spacing also helps busy hiring managers scan your letter quickly.

Your cover letter should look balanced on the page, not cramped with tiny margins or sparse with excessive white space. When in doubt, print a test copy to see how it looks on paper.

The most effective cover letters follow a simple formula: opening paragraph (why you're writing), body paragraph (why you're qualified), and closing paragraph (next steps).

This structure is scannable and logical, and each paragraph should serve a distinct purpose. Don't let them blur together with similar information; it should be a concise presentation of your competencies with a clear beginning, middle, and end.

ATS systems can struggle with scanning tables, text boxes, headers, footers, and unusual formatting. Therefore, you should keep your layout simple and linear. Save your cover letter as both a Word document and a PDF, as different companies prefer different formats.

Plus, you should test your ATS compatibility by copying and pasting your letter into a plain-text document. If the formatting gets completely scrambled, simplify your layout until it translates cleanly. This testing approach is essential for both cover letters and when creating an ATS-optimized resume.

You should start your cover letter with something that actually adds value or demonstrates your knowledge of the company.

Generic openings signal lazy research and mass-produced applications. Even if you're applying to multiple positions, each cover letter should feel like it was written specifically for that role and company.

Since you have already done your research on the company, you can mention some recent company news, awards, or initiatives that genuinely excited you in your cover letter.

You should avoid generic compliments; be specific about what caught your attention and why it matters to you professionally. This will show your interest in the role and your willingness to learn more about the potential workplace.

Transform your resume bullet points into mini-narratives that showcase your problem-solving process. Instead of "Managed social media accounts," tell the story: "When our social media engagement dropped 40%, I analyzed our content performance and discovered our audience preferred behind-the-scenes content over polished promotional posts."

Storytelling in job applications sticks in hiring managers' memories much longer than statistics alone. They also demonstrate your thinking process and communication skills, which are both crucial for most roles.

Numbers grab attention and provide context for your impact. "Increased team productivity" is vague, but "Streamlined our project management process, reducing average project completion time from 6 weeks to 4 weeks" tells a concrete story.

When possible, include percentages, dollar amounts, timeframes, or other measurable outcomes. If you don't have exact numbers, use reasonable estimates and phrases like "approximately" or "roughly."

Pick the 2-3 most important requirements from the job posting and address them directly. If they want someone with "experience in crisis communication," describe a specific situation where you handled a communication challenge successfully.

Don't try to address every single requirement; that makes your letter feel like a checklist. Focus on the most critical qualifications and demonstrate them with concrete examples, similar to how you'd highlight key resume skills that match the position.

Research the company's values and demonstrate how you embody them. If they emphasize innovation, share an example of when you proposed and implemented a creative solution. If they value collaboration, describe a successful team project.

Cultural fit often matters as much as technical qualifications. Companies want people who'll thrive in their specific environment, not just anyone who can do the job.

Reference current trends, challenges, or opportunities in the industry. This shows you're thinking beyond just this one role and that you understand the broader context of the work and industry. It also suggests you'll stay current with developments that affect the business, much as you would with maintaining up-to-date professional certifications.

Strong action verbs make your writing more engaging; so, instead of "I was responsible for managing," you can use "I directed," "I spearheaded," or "I orchestrated." These words convey confidence and proactive behavior.

Don't end with weak phrases like "I hope to hear from you soon." Be more confident and say something like: "I'd welcome the opportunity to discuss how my background in customer retention could help achieve XYZ's expansion goals."

Your closing should feel natural, not pushy, and express genuine enthusiasm for the next steps while respecting their hiring timeline and process. Needless to say, such a balanced approach mirrors the professionalism expected from a professional.

"Sincerely" and "Best regards" work well for most industries. "Best" is acceptable for less formal companies, but avoid overly casual sign-offs like "Cheers" unless you're sure about the company culture.

Your sign-off should match the tone of your cover letter and the company's apparent formality level; when in doubt, err on the side of being slightly more formal.

Read your letter aloud to catch awkward phrasing and run-on sentences. Use spell-check, but don't rely on it exclusively; it might not catch everything. Ask someone else to review your letter, preferably someone who doesn't know the company or role; fresh eyes catch mistakes you've become blind to after multiple revisions.

Subscribe to Google Alerts for the company name and industry keywords. When you find recent news about awards, new partnerships, or product launches, reference them naturally, saying something like: "Your recent partnership with ABC aligns perfectly with my experience in cross-platform integrations."

Such a level of current awareness sets you apart from candidates who rely on outdated information or generic research and shows ongoing interest in the company's trajectory.

Most companies list their values on their website, but many candidates ignore this goldmine of information. If they value someone who can "learn continuously," mention recent courses or certifications you've completed; in case they emphasize "customer obsession," share a story about going above and beyond for a client.

Values alignment often determines long-term employee success, so demonstrating it upfront signals you'd be a good investment for the company. This strategic approach is also valuable when considering career changes that require cultural adaptation.