How to write a cover letter hiring managers will actually read

Estimated read time: 5 minutes

What’s in this letter 📧

• Question of the week: Should I be honest during my exit interview?

• How to write a cover letter that people will actually read, including a cover letter teardown to show you what works and why.

Question from a Job Seeker…

I started a new job in October after 7 years with a great company. A couple of months in, they promoted my boss and assigned me a new VP who's really knowledgeable but also a massive jerk.

He berates our team, dismissed my health issues, and refused to help when I asked for guidance. I found a better job and plan to resign. My current employer conducts exit interviews, and I'm debating whether to be honest about the toxic environment or stay quiet.

Being frank with your employer in this situation can be really hard, but in my opinion, you should. It’s an opportunity to practice having difficult conversations and speak out when you don’t agree with what’s going on - something a lot of people don’t do.

Have a question you’d like to ask? Email it to [email protected] and it could get featured in the weekly newsletter.

Cover letters are finicky things…

You write a great one and run the risk of it not getting read, but write a poor one and you all but shoot yourself in the foot. For that reason, a lot of job seekers are opting to forego them altogether, going with just a resume.

But while a resume is a straight-to-the-point marketing document that is merit-based, a cover letter is where personality can shine. During my recruiting days, I worked with hiring managers that would use cover letters to help decide between similarly qualified candidates.

For that reason, they’re still an important tool in the job search toolbox. A good rule of thumb is to use them for jobs you’re really interested in. For others, feel free to skip.

3 additional reasons to consider one

• Shows sincere interest: you might think this is obvious (“I’m applying for the role, therefore, I’m interested”), but some polls have shown that for a given job opening, more than half of applicants are applying for reasons other than being truly interested in the position. Including a genuine, well-targeted letter is an excellent way to stand out.

• It’s an opportunity to connect past experiences to the job requirements: It allows you to spark interest by elaborating on experiences you have that are directly applicable to the job at hand.

• An opportunity to clear up any unusual circumstances: Maybe you have a gap in your work history that needs a little clarification or are switching industries and want to explain why.

How do you write a great cover letter

All great cover letters follow a similar structure, consisting of five paragraphs, each with its own function.

• Paragraph 1: Intro + Why you’re well-suited to the job

• Paragraph 2: What you do now, and why that’s relevant

• Paragraph 3: Past experiences, and how they’re relevant

• Paragraph 4: Why you’re interested in the company

• Paragraph 5: Closing

See the example cover letter below for a customer service specialist:

Dear Rashida Jones,

I am writing to express my interest in the Customer Service Specialist position with Wholesome Delights. I had the pleasure of trying out Wholesome Delights' meal kits during a visit last year, and I am impressed by the company's fast growth and commitment to providing exceptional customer service.

In my current role at Elegant Attire, I am responsible for managing customer interactions across all channels. By implementing effective customer feedback systems and training programs for our team, I contributed to significant improvements in customer satisfaction ratings. We carefully analyzed customer concerns and were able to reduce response times by 30% and increase customer retention rates by 15%, for example, by addressing their needs promptly and effectively. Because Wholesome Delights is dedicated to providing exceptional customer experiences, I would be able to implement similar initiatives to maintain and improve customer satisfaction.

Previously, I worked at Cozy Homes when it was still a small seven-person company, and my customer service efforts helped it become a widely recognized brand in its industry. To achieve this recognition, I introduced innovative customer service strategies that increased client satisfaction and loyalty. I would similarly combine my expert knowledge of customer service best practices and relationship building to support Wholesome Delights' reputation for excellence.

Over my eight-year career, I have a successful track record of driving satisfaction, resolving issues, and fostering strong relationships with customers. I would leverage these experiences to maintain Wholesome Delights' outstanding customer service reputation.

Thank you for your time and consideration, and I look forward to discussing my qualifications with you further. If you have any questions in the meantime, please feel free to contact me by email or by phone.

Sincerely,
Mike MacMillan

Why it works:

It kicks things off by expressing interest in the Customer Service Specialist position and highlighting Mike's personal experience with the company's products. This makes a personal connection and demonstrates genuine interest in the company.

It highlights Mike's successful track record enhancing customer satisfaction, resolving issues, and fostering relationships with clients. By showcasing relevant experience, it demonstrates Mike's ability to contribute effectively to Wholesome Delight’s customer service goals.

It also discusses Mike's current role at Elegant Attire, where he implemented customer feedback systems and training programs that led to significant improvements in customer satisfaction ratings. This section highlights his ability to address customer needs and improve satisfaction rates, which are going to be directly relevant to the company he’s applying to, Wholesome Delights.

The cover letter references Mike's previous work at Cozy Homes, where he introduced innovative customer service strategies that increased client satisfaction and loyalty. This experience further demonstrates his ability to contribute to Wholesome Delights' reputation for excellence.

Avoid making these common mistakes

• Not tying your past experience to the job you’re applying for.

• Using language that’s too casual (remember, it’s a business document, not a text message).

• Focusing too much on what you want, your goals, your desires etc., and not enough on what you can do for the company.

That’s a wrap folks. I hope you enjoyed reading this week’s issue.

See you next week!

About the Author

I’m James, Cofounder of Final Draft Resumes. I’ve been in the career consulting space for 13 years, and before that, I was a recruiter for AECOM.

I’ve helped thousands of job seekers, from industries like software engineering, IT, sales, marketing, manufacturing, and more generate job opportunities through well-written resumes that translate unique backgrounds into coherent narratives.

If you’re struggling with your resume for whatever reason, reach out - I just might be able to help!

If you’re more of a DIY person, then check out Resumatic, my free-to-try resume builder.