Cover Letters: The 9 Basics No One Fully Explains
In job searches, it’s all a game of chance: which roles are vacant when, who you’re competing with to land it, and so much more. One thing that is in your control is how you leap off the page to employers. Your cover letter is where you get to explain the "why" behind your resume - why this company, why this role, why now.
Cover letters are your chance to show that you’re not just another resume, you’re a 3D person who’s perfect for this job.
But, there are also a whole lot of unspoken rules and best practices that candidates are just expected to know.
Here’s what they forgot to teach you in school:
1. The must-have content.
What actually goes in the letter itself? Don’t just repeat your resume’s bullet points in paragraph form. This space is meant to be a bird’s eye view of the most relevant and impressive parts, to be a guide for what they should take away from your resume, and to sprinkle in a little personality. Once both documents are dialed in, they should feel (and look) like two chapters of the same story, not two unrelated files someone happened to attach to the same email.
In this letter, you’ll want to get across all the same things you’d share in an elevator pitch. That includes: who you are (your passions), what you do (your most relevant past and current experience and measurable accomplishments), and how this role perfectly matches your own career goals (hint: do not tell them they’re just a stepping stone to a different company).
2. Contact info goes at the top.
This should be true of your resume, too. To draw attention to your name (you want that name recognition when they’re deciding who to move to the next round), you can create an aesthetic header or side bar with your name, address (or at least city), phone number, and email address.
Graduating students: don’t forget that school email addresses expire! Never use your .edu email when applying/connecting with institutions you hope to stay in touch with long term. Otherwise you risk missing a belated job offer when they have an opening that suits you.
3. Use buzzwords from the job description.
Mirror the specific language the employer used so it's obvious you read the posting closely (because you did). Often, the person sifting through the first round of applications isn’t even someone who works in that department, let alone the person who actually wrote the job description and will manage the position. In case your cover letter and resume are first being read by a HR employee who doesn’t really understand the details of your field, be sure to use the exact buzz words from the job description that apply to you instead of creative synonyms - this way, they’ll be able to recognize exactly how qualified you are regardless of their own familiarity with your field’s lingo.
4. Keep it short. Really short.
One page, max. Honestly, more like half a page once you account for your name, address, and formatting above and below. This isn't the place for your whole life story. The person reading through hundreds of applications will likely only spend a few seconds on yours before moving to the next one, so make sure all the lines they can skim are the best of the best.
5. Make it personal.
What makes you more passionate about this company, or this field, than the next applicant? For example: have you personally benefited from one of their services (and if so, how did it change your life)? Companies want to hire people who will stay in their organization long term. Recruiting great talent is a hassle, and it’s expensive too. Show them how devoted you would be to this institution and this work, if chosen.
6. Add a hook.
The first sentence is your chance to get them to pay attention to you before they lose interest. Instead of just introducing yourself, try opening with a brief line that will catch their eye, like maybe your hot take on this type of work (not too hot, though - keep it professional). For example, if it’s a fundraising role, you could say something like, “Fundraising isn’t about money. It’s about people.” In that case, you could then elaborate on how you’ve built relationships with donors, or how the money raised for meaningful programs changes individuals’ lives, and introduce yourself in the process.
7. Make it look cohesive with your resume.
Same fonts, same header style, same overall visual language. Two documents that look like they belong together read as more polished, and more intentional. Consider using one bold color (in addition to your white page and black letter text) to help your materials stand out against the sea of generic-looking resumes and letters. Giving them an aesthetic look is especially important if any sort of marketing or graphic design is part of the job description.
8. Build one template, then tailor it.
You don't need to start from scratch every time. Create a strong base structure once, then adjust the specifics - the role, the company, which details you want to showcase about yourself, which synonym for that buzz word you’re using - for each application. You’ll find that when you’re applying to several jobs in the same field, you can repeat the same opening and closing lines again and again, as well as certain sentences and phrases that cover common qualifications (I used the same sentence describing my ‘strong communication skills’ in almost every cover letter I submitted, and those letters got me multiple offers!).
9. Use AI as a brainstorming tool, not a ghostwriter.
AI-generated cover letters tend to sound robotic, and hiring managers are getting wildly skilled at telling whether something was written (or rewritten) by AI. Your favorite AI tool can still be a great resource to help you get unstuck or generate ideas, but the final version should really be in your own words. Always get a human to proofread it (ideally, a career coach like me). They can catch what you can't see in your own writing and give you thoughtful perspectives that AI would never even consider pointing out to you unless it was something you specifically asked about in your prompt. If you want a second set of eyes to sharpen yours, book a call and let's polish it together.
Still feeling a little stuck?
No pressure, but if your brain is doing that thing where it spirals about your future at 11pm, a Career Clarity Call might save you a few sleepless nights. We’ve got you! Hop on a quick 30 min call with me for just $20, or grab a package of longer sessions for a deep dive into your next steps.
