How to Write a Cover Letter in 2024

Whether you are looking for a career shift or just starting your career, finding the right job can be a tedious process. And it doesn’t stop with finding the job either; the application process is almost equally daunting.

Writing a professional cover letter is the first part of this process and, for many, the most challenging part too. So, if you are someone wondering how to write a cover letter, this article is for you.

What is a Cover Letter and its importance?

A cover letter is a professional document about you that the recruiter reads before your resume. It is generally only one page long, includes 3–4 small paragraphs of about 100 words each, and is addressed to a particular person, like the hiring manager.

You can think of a cover letter as a letter of introduction that accompanies your resume. It is a more personal and detailed document that explains why you are interested in the position and how your skills and experience make you suited for the role.

Conventionally, it includes information about how you found the job opening and how you can contribute to the projects of the organization. While a resume is mostly about your professional past, a cover letter is supposed to throw light on your future ambitions and prospects.

A well-framed cover letter can set the tone for your resume and make it more effective. It gives you an opportunity to explain your qualifications and experience in greater depth and to highlight specific achievements or projects that are particularly relevant to the job.

It also allows you to show your enthusiasm for the position and the company and to demonstrate your communication skills and professionalism. A good cover letter significantly increases your chances of getting a job without experience in a role where prior experience is preferred.

Key Elements of a Cover Letter

It is recommended to stick to the convention and use a commonly used format for your cover letter. A well-structured cover letter conveys professionalism and seriousness about the job. A cover letter should typically include the following parts, and it is crucial to pay individual attention to each one of them.

• Header: It includes your name, address, email address, and phone number at the top of the page on the left or right margin. If relevant to the position, you may also include links to your social media profiles.
• Date: This section appears right below the heading. It is preferred to put the date in the same format as used in the job posting and use the same in your resume.
• Recipient's Information: The cover letter is addressed to the hiring manager or the person responsible for reviewing applications. Include their name, job title, and company address. If you know the recipient's title and/or honorifics, be sure to use them appropriately. For example, if the recipient holds a P.H.D., use "Dr." instead of "Mr." or "Ms."
• Salutation: The letter begins with a formal salutation, such as "Dear [Recipient's Name]”. If you don't know the name of the person you are addressing, use a generic greeting such as "Dear Hiring Manager" or "Dear Recruiter."
• Introduction: The opening is the most important part of the letter. It explains why you are interested in the job and the company. You should make it clear why you are writing the cover letter and which position you are applying for. You can also mention any connections or referrals that you have to the company.
• Body Paragraphs: The body of the cover letter mostly focuses on your qualifications and experience that make you a strong fit for the job. Use specific examples and achievements to demonstrate your skills and knowledge.. If you have any gaps in your employment history or other potential concerns, use the body paragraphs of your cover letter to address them head-on. Explain any relevant circumstances and emphasize your commitment to the role and the company.
• Closing Paragraph: Here you can provide information about your availability for an interview or any additional information that may be required. Use the closing paragraph to express your enthusiasm for the position and the company. Remember to thank the hiring manager for their time and consideration. This can help show that you appreciate their attention and are respectful of their busy schedule.
• Closing: End the letter with a formal closing, such as "Sincerely," "Best regards," or "Thank you," followed by your signature or typed name.
• Enclosure: If you are including additional materials with your application, such as your resume or writing samples, mention them in the closing paragraph and list them under the "Enclosure" or "Attachment" section at the end of the cover letter.

Free Cover Letter Template

Here is a sample cover letter for your reference. The applicant is Mark Twain and the recipient is John Green who is the hiring manager at The Media Cart

Simple Tips for Writing a Cover Letter

Writing a cover letter may seem pretty straightforward at first glance, but once you get down to it, you will find out that writing one that impresses the recruiter is not that simple. Be as original as you want while writing your cover letter, but keep these points in mind while editing.

1. Researching the Company: You can’t just recycle an old cover letter for your current job application. It needs to be specifically tailored to the job you are applying for. And for this, the first step is to research the company.

Spending some time reading up on the organization before writing the cover letter is always a good idea. Go through their website, LinkedIn page, and even social media handles. The social media handles of the organization can be particularly useful to find out about the current projects of the company.

It would also give you an idea of the culture of the organization, and you can use it to tailor your cover letter more specifically for them.

If you can, reach out to the hiring manager or other employees on LinkedIn for insights about the organization that would make your cover letter stand out from other applicants.

2. Be mindful of your tone: In contrast with a resume that is written in the third person, a cover letter is written in the first person and allows the employer to gauge your personality. So, while being professional, you should also try to give it a personal touch.

Have an optimistic tone throughout, conveying that you are confident about getting the job without sounding cocky. And if you are praising the organization, take care that it doesn’t come off as blatant flattery. Ideally, your tone should be of someone who has chosen the job rather than someone who desperately needs it.

3. Watch the word count: Although descriptive, a cover letter is not supposed to be more than 400 words long unless you have something really important to include, like your relevant achievements. So, it should be readable at a glance and preferably no more than a page long.

Human resource professionals receive a large number of applications for any given job opening, and they have limited time to review each application. A short cover letter is more likely to be read in its entirety, as opposed to a lengthy letter that may be skimmed or even ignored.

4. Keep it company-oriented: While explaining why you would be an ideal fit for the position, try to focus more on the needs of the company than what you can offer. The primary function of a cover letter is to demonstrate your interest in the organization, and understandably, a hiring manager would be more inclined to select a candidate who is interested in the organization rather than just being interested in the job.

Make sure to highlight how your strengths and personal assets would be relevant to the organizational objectives and leave out any skills or experience irrelevant to the position you are applying for. You can also use the cover letter to account for the gaps in your resume.

One of the most crucial pieces of advice for writing a cover letter is to carefully review the job description and follow its instructions. For instance, if the job posting specifies that the letter should be in PDF format, avoid sending a Word document.

Similarly, if it requires the letter as an email attachment, make sure to send it that way. Neglecting to comply with all the directions in a job advertisement could result in your disqualification from consideration for the position.

Don'ts For a Cover Letter

A cover letter is a great tool to create a positive first impression on the recruiter, but if written recklessly, it could cost you a job you could easily get on the basis of your resume.

So, here is a quick list of things to be avoided when writing a cover letter

• Unsolicited Submissions: Don’t go out of your way to send a cover letter if the job posting doesn’t require it or the online application platform doesn’t allow for one.
• Generic templates: Avoid using a generic template, though it may make writing easier. Instead, frame a unique, job-specific template that helps you stand apart from other applicants.
• Informality: Even if you're applying to a company with a laid-back culture, you should still maintain a professional tone in your cover letter. Avoid slang, clichés, contractions, and overly casual or formal language. And don’t even think about being funny.
• Redundancy: Don’t just paraphrase your resume. Your cover letter should complement your resume, not repeat it. Make it valuable by including information that throws light on the points mentioned in your resume.
• First Drafts: Never submit unedited versions of your cover letter, as there may be typos, grammatical errors, or other mistakes in your write-up. Typos or grammatical errors can undermine your credibility and make it difficult for the hiring manager to take you seriously. Proofread it carefully, and if possible, try to have it reviewed by a friend before submitting it.
• Disregarding instructions: It is very important to carefully review the job description and follow its instructions. For instance, if the job posting specifies that the letter should be in PDF format, avoid sending a Word document. Similarly, if it requires the letter as an email attachment, make sure to send it that way. Neglecting to comply with all the directions in a job advertisement could result in your disqualification from consideration for the position.
• Oversharing: One of the worst things you can do while writing your cover letter is to provide more information than is appropriate. You can include details about your previous job and career shift, but only very sporadically. Avoid writing ill about your previous employer, religious or political views, personal details like marital status, unrelated experiences or hobbies, etc.

Any one of these mistakes can make an otherwise perfect cover letter ineffective or even backfire. So make sure to steer away from them while writing your cover letter.

Final Word

By following the tips outlined in this blog, like researching the company thoroughly, tailoring your letter to the specific job, using clear and concise language, and highlighting your relevant experience, you can write a compelling cover letter that sets you apart from other candidates.

With a little effort and attention to detail, you can make a great first impression on potential employers and take the first step toward securing your dream job.

And when you get through to the interview round, remember not to contradict anything you have written in your cover letter. I hope you found this article helpful and best of luck!

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