How to write a cover letter in 3 steps

By: The Capella University Editorial Team with Lorinda Mohwinkel, Program Manager, Career Development Center

Reading Time: 5 minutes

One of the most common job search questions is: “Do I need to write a cover letter?”

The answer depends on the role you’re pursuing. In many cases a compelling cover letter can connect the dots between your experience and the position, explain your interest in the position and highlight your most relevant strengths. You can also use a cover letter strategically to add context to a career transition, a referral or your connection to the organization’s mission. In a digital hiring environment where applications often go through applicant tracking systems (ATS) before reaching a recruiter, a targeted, professional cover letter can help you stand out.

Follow these three tips for writing an effective cover letter that could help land you an interview.

Step 1: craft the perfect introduction

A concise, compelling introduction can create a connection with the recruiter or hiring manager. Name the position and job posting reference number and briefly explain why you’re interested in the position and what makes you a good fit.

Applications are often screened digitally, so use key language from the job description in a natural way. This helps create an ATS-friendly cover letter while also demonstrating that you understand the role.

Step 2: let your skills and experience shine

Here’s where you get to dive into the qualities and skill sets you could bring to the position. While you want to keep the cover letter fairly short, it’s fine to use one to three focused paragraphs for the body. If you use AI tools to help draft or refine your letter, make sure that the final version reflects your voice and specific experience.

When writing this section, consider these tips:

•      Connect your background to their priorities. Show how your skills, experience and expertise address the challenges of the role.
•      Use measurable results. Listing quantifiable achievements is one of the best ways to differentiate yourself. For example, instead of stating that           you improved fundraising outcomes, specify the percentage increase or dollar amount generated.
•       Be selective. Focus on the experiences most relevant to the position rather than listing everything you’ve done.
•      Demonstrate competencies. Highlight experience with remote teamwork, technology platforms or process improvements when relevant.

Step 3: create a memorable conclusion

The conclusion should showcase why you’re the best choice for the position, reinforce your interest in the role and express appreciation for the reader’s time and consideration.

A persuasive conclusion may include:

•        A reference to the experience or achievements highlighted in your resume or CV
•        A restatement of your interest in contributing to the organization
•        Links to relevant professional materials, such as your LinkedIn profile or online portfolio

Customize your cover letter for every job posting

Tailoring the content of your cover letter to the organization can help you stand out as an applicant and demonstrate that you have sincere interest in the position. Here are some techniques for adapting your cover letter to a specific job.

•        Research the organization’s mission, recent initiatives and industry trends
•        Connect your accomplishments directly to the stated requirements
•        Highlight referrals or internal connections
•        Keep the focus on what you can do for the employer
•        Follow all instructions in the job posting carefully, including format, content requests and submission method

Formatting your cover letter

A properly formatted letter demonstrates your professionalism and attention to detail. Keep these factors in mind when composing your letter.

Length: One page. Clear and concise writing demonstrates strong communication skills.

Font: Use a professional 11- or 12-point font such as Arial, Calibri, Times New Roman, Verdana or Tahoma. Keep formatting consistent with your resume. Use black font only.

Spacing and structure: For email or PDF submissions, use a professional business letter format. Always include your contact information and email address. In online portals, physical mailing addresses are often optional; follow the employer’s instructions.

•        Single-space your letter with a space between paragraphs
•        Do not indent paragraphs
•        Avoid excessive styling or design elements that may not translate well in online systems

File format:
Submit your cover letter online as a PDF to preserve formatting. Use a clear file name, such as: FirstName_LastName_CoverLetter.pdf

If instructed to paste it into a text box, remove complex formatting and avoid graphics to ensure readability and ATS compatibility.

Proofread your cover letter

No matter how good your draft is, spelling and grammar errors will hurt more than help. It’s critical to proofread your cover letter thoroughly before you send it.

Before submitting, confirm that your letter:

•        Uses consistent formatting and matches your resume style
•        Clearly identifies the position
•        Is no longer than one page
•        Contains no typos
•        Includes accurate links and current contact information
•        Aligns with your resume and LinkedIn profile

Reading your letter aloud can help identify awkward phrasing. You may also use proofreading tools or ask a trusted colleague to review it.

Repeat for each application

Once you develop a base version, you can update it strategically for each position. Thoughtful customization and careful proofreading can help ensure that you present yourself as a serious, prepared candidate.

Want feedback on your cover letter? Capella University students and alumni can enjoy ongoing access to the Capella Career Center for career planning and advice.