January 06, 2022

How to write a job cover letter?

I have been asked multiple times, ‘How to write a job cover letter?’ or, ‘are cover letters still necessary for a job?’ or 'what are the purpose of a cover letter?'
And this is the right place to get your answer. I will guide you on how to write it and, more importantly, why you should do it at all! 
So let's dive in...
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What is a cover letter?

Before going into deep, it is necessary to know what a cover letter is. 
  • A cover letter is a one-page paper typically sent with an application or resume acting as a follow-up to the resume. 
  • It should explain who you are, why you are applying for the position, and highlight your qualifications for acceptance. 
Including cover letters in the job application process increases your chances of being selected for an interview. 
An outstanding cover letter can create an opportunity for you to make a personal connection with the hiring manager. Cheers!

How to write a job cover letter?

You may find it challenging to write a cover letter. But dear, you do not need to worry about this. I will show you the right path. 
If you follow my guidelines, I guarantee, eight out of ten of your resume will get accepted for interview consideration. 
Remember, a good cover letter will help ensure that your resume gets accepted for interview consideration, and this post will show you how.
Happy now?
So, writing a cover letter is an essential part of any job application; that is why take time to do it right. 
The following are some suggestions on how to write a cover letter for a job:
Follow this six steps formula.

Your contact information and hiring manager’s details:

In the heading of your cover letter, write your contact information beneath your name.
  • Name
  • Cell no.
  • E-mail address
  • LinkedIn profile link (Optional)
  • Portfolio/website (Optional)
Then include the date and the company's contact information underneath your contact details like as follows:
  • Full name of the person to whom you're writing, or the department to which you're writing
  • Company address and phone number
  • Hiring manager’s e-mail address
It will not be difficult for the recruiter to follow up with you regarding the position if you include a professional and clear heading.
An example of how to format contact information on a professional cover letter is as follows:
[email protected] | (XX) xxx-xxx  | 129, Elephant Road, Dhaka, Bangladesh


Hiring Manager’s Name

Company Address
City, State 123456

[email protected]

Dear (Hiring Manager’s Name)

Include a greeting:

It is crucial to find the name who will review your job application. Do not include ‘Dear Sir or Madam or ‘To whom it May Concern’. They are outdated greetings.
Now it’s effortless to search for the right person’s name. You can follow some ways.
  • You can find out the hiring manager’s name on LinkedIn.
  • You may research the company’s website to find out the information.
  • Or, you can contact the company’s HR department and ask.
Even then if you are having difficulty finding the name, here are some ways:
  • You can skip the recruiter's title if you're unsure (e.g., Mr., Mrs., Ms., Dr., etc.). "Dear Shishir Saha," for instance, is ok.
  • try guessing the recruiter's name if you can't figure it out. If you're looking for a finance job, for example, address the finance director by name. 
  • If you are cannot find anyone's name, address your cover letter to the department. ‘Dear Finance Department,’ for example, is acceptable.
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Write a clear, targeted opening paragraph:

In this section, you have to make things clear that you are a serious applicant. 
Write in a way that proves that you are not simply sending out a generic cover letter and waiting for a response.
Your cover letter must be informative and should have the following details within two sentences.
Job position and company name: Mention the job title for which you are applying and the company's name that is looking to hire.
How you discovered: Mention where you saw the job position – on a job board, or LinkedIn, or from other sources.
Intention to apply: Explain why you are interested in the job and the company. Let the reader knows you have done your homework and are serious about it.
If you can include these three things properly with a good resume, you can expect an interview call. It is guaranteed. 
| Dear Mr. Alex,  This is XYZ, and I am excited to be applying for SEO Doctor's senior digital marketing specialist position after noticing it recently listed on a famous job board named REMOTEful. My three years of experience in the SEO field and handling 500+ SEO projects on Fiverr and my hardworking personality make me an ideal fit for the role.
You can make your introduction more attention-grabbing by adding a bit of personality or a major career highlight.

Body of the cover letter (2nd paragraph):

In this paragraph, you have to convince your recruiter that you are the right person for the position. 
Now how will you do that? 
Mention your skills and experiences and highlight the relevant achievements to the position.
In one or two lines with bullet points (if you have some particularly noteworthy successes to highlight), demonstrate to the reader that you can easily meet the requirements outlined in the job description.
  • Keep your eyes on the job description's keywords. Please include them in your cover letter.
  • Discuss one or two most recent experiences.

Cover letter with experience :

Mention your recent work history, professional awards, and skills to prove that you deserve the job. 
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Please have a look below. Following things, you can highlight in your cover letter to the employer.
Professional achievements: Have you met or exceeded your sales, profit, customer satisfaction, production, or other business goals?
Professional awards: Have you ever been recognized for your work, such as Employee of the Year?
Professional praise: Have you ever gotten credit for your job from management or coworkers?
You should include these things in the second paragraph of your cover letter with experience.
ABC Technology Solutions, Inc. hired me to work in human resources, equal employment opportunity, and diversity. I designed a higher employee retention plan for ABC Solutions Inc. that included the development of a wellness program and an internal training program, which resulted in a 40% drop in total employee turnover. For this, I have been praised by management.
I guess now you know how to write a job cover letter with experience.

How to write a cover letter no experience for a job :

It is a common question of fresher. I agree; it seems difficult. But the good news is employers understand that the freshers’ don’t have much experience. 
So you need not worry too muchabout how to write a cover letter with no experience for a job. The recruiter willjudge your cover letter and resume based on other qualities, for example:
Academic achievements:
  • Do you have degrees? If yes, mention those. 
  • Are those degrees CGPA above 3.5? 
  • Did you complete any thesis or project? 
  • Discuss those on your cover letter. Did you get any scholarships?
Extracurricular activities: 
  • Have you been involved in a club, any part-time job, volunteering?
  • If you have any interest related to the job, mention that.

Your objectives:
  • What are your short- and long-term objectives?
  • How does the position you are looking for fit into those objectives?
Attention: Keep in mind that whatever information you give should be pertinent to the position. Your theatrical club experience, for example, should not be included in your cover letter. 
An example of a body paragraph (no experience)
I recently received a BS in Accounting with a summa cum laude (3.75 GPA) from Eastern University and worked as treasurer for the Student Government Committee for one year there. I managed a $25,000 budget, developed internal controls and financial management policies, and ensured accurate financial reports there. I'm looking forward to bringing a lot of real-world expertise to your entry-level position.
I think now you know how to write a job cover letter without any experience.

Finish with a closing paragraph :

It’s important to compose your final paragraph with care. So make sure to:
  • Thank the hiring manager because of reviewing the cover letter and resume.
  • Explain why you'd be an excellent hire in a few sentences.
  • Reiterate your enthusiasm for the job opportunity.
  • Politely ask for the interview invitation.
Here's a great example of a cover letter closing:
I appreciate your time and attention. I'm interested in learning more about the Sales role as well as XYZ. I'm pleased for the opportunity to join XYZ's industry-leading team, as growth is critical to my continued success. My track record and XYZ's high-quality products make for a winning mix when it comes to growing the company's market share. Best regards, Shishir Kumar Saha

Sign-off :

Close your cover letter with the following professional salutation:
You can use these 7 cover letter sign-offs
  • Sincerely
  • Regards
  • Best regards
  • Thank you
  • Best
  • Respectfully
  • Kind regards

I think you are clear enough about how to write a cover letter of job application.

Review cover letter :

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Please, my friend, review your cover letter beforesending it out. Do you know why?
You have to consider some extra technical things to check.
Yes, I am talking about cover letter formatting. Please take a look below:

Cover letter formatting :

  1. Words: 200 to 250 words
  2. Space: Single spaced
  3. Page size: A4
  4. Font: Standard font. For example, Arial, Calibari
  5. Font size: Between 10.5 and 12 point
  6. Margins: between 1 inch and .5 inch
  7. Alignment: Content should be left-aligned except the applicant’s contact details. Contact detail should be in the center
  8. Sign-off: Your signature or typed-out name at the end
  9. File: You should save it as a PDF.
  10. File name: your-name-job-title-cover-letter.pdf
Attention: The format of your cover letter will not get you the job, but it can cost you the job if done incorrectly. So, make sure the cover letter formatting so perfect before sending it out. That’s why reviewing a cover letter is essential.

Writing tone :

Too formal terminology is a common cover letter writing mistake. To make your material readable, aim for a straightforward and easy-to-understand writing tone unless the job requires it.  
  • Avoid long sentences 
  • Avoid overly formal wording
Now you could ask me, ‘hey writer, how instantly improve writing tone? Is it possible?’
Yes, possible. Please have a look below:
Tone of writing example:
Try the following tips to improve your writing tone right away:
  • Avoid words and phrases that are overused, such as "dynamic," "thinking outside the box," and "synergy."
  • Use simpler words instead of more complicated ones, such as “beneficial" instead of "advantageous."
  • Avoid overused words and phrases, such as "thinking outside the box," and "synergy," etc.

Tone of writing examples :

Here's how a friendly writing style differs from one that is extremely formal:

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What makes your cover letter unprofessional?

Please don’t include the following information in your cover letter.
  • Do not mention your previous salary structure and your future salary expectation.
  • Avoid mentioning personal information like religion, sexual orientation, family, etc.
  • Do not just copy and paste any portion of the information from your resume. Remember, your resume should be excellent, along with your cover letter. 
Since you are reading to know how to write a cover letter for a job, that’s why I have covered these points.

Proofreading your cover letter :

It's time to double-check your cover letter, my friend. How to do that? Some awesome hacks are waiting there. Want to know? Hmm, I guess yes. 
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Hack 1: Loudly read your cover letter. Are you surprised? Yes, loudly read it.  
You'll be forced to think about every word, sentence, paragraph, and punctuation mark if you do it this way. You'll also notice any difficult-to-read sentences and be able to change them as needed.
Hack 2: Change the font at the time of proofreading. This time most probably, you're more
A fresh font pushes your brain to deal with something different. Changing the font on your cover letter will help you detect mistakes that you might otherwise overlook.
Hack 3: Then have someone else read your cover letter aloud. They'll pick up on minor grammatical and spelling issues that you may have overlooked. 
They can tell you whether your cover letter is well-argued or not.
This way, you can complete proofreading your cover letter. Cheers!

FAQ (Frequently asked questions) :

Q: Purpose of a cover letter

Answer:  The short answer: Get your foot in the door and make an impression on potential employers. The long answer: It shows that you are interested in that company and want to work there. 
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  1. A well-written cover letter fills the gaps in your resume or cv. 
  2. The primary purpose of a cover letter is to grab the attention of your potential employer in a few words.
  3. Another purpose of a cover letter is to show that you're interested in a job.
  4. Explain how the achievements make you the ideal candidate.
  5. It helps to let the recruiters know how you plan to put your skills and experience to work for your future job. 
  6. Provides you the opportunity to elaborate on your qualifications.
  7. You might use the cover letter to highlight specific aspects of your CV.
Employers look at your resume as the first step into getting hired - but they know resumes can be generic and not very memorable. So what's next? I think you have reached the answer. 

Q: Do you need a cover letter when applying online?

Answer:  No, it's not necessary. There is no opportunity to submit or post a cover letter with an online job application.  

Q: Can the cover letter be 2 pages?

Answer:  Limit your writing to a single page. It's a good practice. You should have two or three convincing paragraphs, and that’s enough. More than one page will bore your hiring manager. So, you should stick to 1 page only. Anything longer than that becomes too long and cluttered.

Q: How Do You Make An Impression?

Answer: Your cover letter does exactly that. Your cover letter gives a clearer picture of who you are, what you've done, and most importantly, why you would be a good fit for their position. This is where you demonstrate how well-rounded and experienced you are. Show the hiring manager that you can communicate effectively with others and highlight relevant skills learned from previous jobs. Take some time to tailor each cover letter specifically to your desired position. Don't just copy & paste! 
It will come off as unprofessional.

Q: Do you require a cover letter in the year 2022?

Answer: The answer is yes. Even if it isn't needed, you should add a cover letter.

Q: How many words a cover letter should be?

Answer: Your cover letter should be no more than 350-400 words long and no less than 250 words long, with a one-page limit.

Q: Are cover letters necessary?

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 Answer: YES. Cover letters are necessary for a job. When we asked recruiters if they read cover letters, they didn't just say "yes." A well-written cover letter helps candidates bring them to the interview table.

Q: What is cover letter for a job?

Answer: A cover letter is a one-page document that summarizes --
  • Job seeker's employment experience.
  • Professional qualifications.
  • Personal interest in applying for a position.

Q: What are the proper formats for a cover letter for an internal position?

  1. Describe the goal of your cover letter.
  2. Explain why you're interested in the job.
  3. Explain why you're the right person for the position.
  4. Conclude your cover letter
  5. Make sure your cover letter is error-free.
This is how you can write a cover letter for an internal position.

Q: How to write a cover letter in an email for a job?

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  1. At first, write an outstanding subject line. Include the position you're applying for in your subject line.
  2. Include the name of the company contact in the salutation
  3. The first few words are very important. Explain what you hope to achieve.
  4. Mention your skills and experience and relate them to the job position.
  5. Use easy-to-read font.
  6. Add signature and include your contact details.
  7. Send .pdf file. It's a best practice. Do not send other formats.
You are done. I think you have got the answer to how to write a cover letter in an email for a job.

Q: What to write in a cover letter for internship?

  1. Describe the position you're applying for in detail
  2. Mention your relevant skills and strengths.
  3. Make sure you're using the proper keywords.
  4. Any coursework related to the position should be included.
  5. Write the reasons why you're a good fit for the post.
  6. Describe how you believe the internship will benefit you.
  7. Before you send your cover letter, double-check it.
These are the things to write in a cover letter for an internship.

Q: How to write a cover letter with salary requirements?

Answer: You can write your cover letter with salary requirements in the following way:
"My salary expectation is adjustable dependent on the entire compensation package and additional benefits such as prospects for promotion."
Attention: Please do not mention your former and current salary structure or say any digit directly.

Q: Is it necessary to add a photograph to a cover letter?

Answer: You shouldn't add your photograph. It goes against proper cover letter formatting. If required, add it to your resume, not in your cover letter. 

Q: Is it true that optional cover letters are genuinely optional?

Answer: Yes, it is true. But adding a cover letter strengthens your job application. How? It describes work gaps (if any) on your resume. It helps to showcase your accomplishments, achievements, your personality. Then why not add it?

Q: Do employers read cover letters?

Answer: Yes, employers read. Many hiring managers consider a cover letter while making a hiring decision. Even a simple brief cover letter can make the difference. I hope you got the point.

Q: Is a cover letter required for an internship?

Answer: Yes, it is required. You need to submit a cover letter even if it is not stated. Numerous employers still prefer it. 

Q: A cover letter is made up of seven elements. What are they?

  1. Your information
  2. Date
  3. Name of the contact person, address, title
  4. Greetings / salutation
  5. The first paragraph.
  6. Middle Paragraph.
  7. Closing and Contact Information

Cover letter myths :

Myth: Your resume is just repeated in your cover letter.
Cover letters are a great way to customize your passions, experiences, and skills. Avoid repeating accomplishments or experiences, but don't be afraid to expand on what you mentioned in your CV.
Myth: A cover letter is less important than a resume
The importance of a cover letter is equal to that of a resume. Some hiring managers like to look at a cover letter as an instance of a candidate's written communication skills.
Myth: 'To Whom It May Concern' should be the first line of a cover letter.
Work hard to learn the recipient's name. If this isn't possible, try "Dear Hiring Manager" or include the name of the person who will be accepting the resume (if you know who that person is).
There are many more cover letter myths.

Conclusion :

The cover letter makes the first impression of a job seeker to potential employers. From this single statement, anyone can guess the importance of knowing how to write a job cover letter. 
Be specific about the position desired and state the skills, accomplishments, experience, and achievements that qualify you for the job. 
Use an active voice throughout the letter with no passive voice moments, which can confuse readers. 
Careful about grammatical mistakes and the number of total words. A cover letter should be easy to read and keep within a page. 
If you still have any more questions, like the purpose of a cover letter, or are cover letter necessary and many more things, please re-read this article to know your answer. I have covered every side of a cover letter.
So, why not to re-read and be a cover letter writing boss? 
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