You’ve spotted a role that perfectly fits your skills and experience—but then you see it: “Please submit a cover letter.” Before you let that discourage you, here’s how to craft a letter that grabs the hiring manager’s attention and makes them want to learn more about you.
1. Preparation Phase
Put your pen down for now. If you want to hand over a cover letter that complements your resume and clearly demonstrates how your experience and skills align with the job opening, you have to prepare first.
Research the Company
Time to do a little professional “stalking.” Explore their website, LinkedIn, and social channels to understand their mission, values, and current projects. Don’t forget to check competitors too—this gives you insight into what makes the company stand out.
Why bother? Because this research shapes both the tone and substance of your letter.
Analyze the Job Description
Now put on your detective hat and read the job description carefully (yes, more than once). Ask yourself:
- What are they really looking for?
- Which responsibilities match my experience?
- Where can I show that I don’t only meet their requirements but also bring extra value?
Answering these questions will help you distinguish between the must-haves and the nice-to-haves, from an employee’s perspective.
Pro tip: if certain words or phrases keep popping up, that’s no accident. Those are the qualities they value most. Circle them—you’ll want to echo those in your letter.
Match Your Qualifications to the Job Requirements
Now connect the dots. Create a simple “match-up list”: on one side, jot down what the employer wants; on the other, note your skills, achievements, and examples that prove you’ve got it.
Think broadly: work experiences, classes, internships, volunteer projects, travel, anything relevant. Like:
- What have I done that directly relates to these duties?
- Which of my skills can solve their current problems or make their team stronger?
This step shows you as a candidate who can solve their problems, not just fill a role.
2. Writing Phase
Research done? Great. Now let’s talk about how to put everything into words.
Compelling Introduction
First impressions count, and in a cover letter, that’s your opening line. Too many people rely on copy-paste templates with minor tweaks. But you can do better.
Let’s take a closer look.
Here’s an example of a generic introduction:
“I am writing to express my interest in the Marketing Coordinator position at your company. I believe my skills and experience make me a good candidate for this role.”
Why it’s bad: This could be for any company, in any industry, from any applicant. It tells the reader nothing about why you care about this job or what makes you worth their time.
So, what should you do? Here’s an example of a good introduction for a cover letter:
“When I saw [Company Name] launch its latest sustainability campaign, I knew I had to apply for the Marketing Coordinator role. As someone who’s built social media strategies for eco-focused brands, I’m excited to bring my storytelling skills to a team that’s making a real-world impact.”
Why it’s good:
- It’s specific to the company and role.
- It connects a real company action (campaign) with the applicant’s skills.
- It shows enthusiasm without sounding over-the-top.
- It sets the tone for a tailored, thoughtful application.
Here is what you need to include for an unforgettable introduction:
- Name the role you’re applying for.
- Connect you to the company (their mission, values, or recent win).
- Give a taste of why you’re the right fit.
- Sprinkle in some genuine enthusiasm.
Show and Explain Why You’re the Best Candidate In the Body
The body of your cover letter is where you highlight the reasons why they shouldn’t hire anybody else. But here’s one thing to always keep in mind less is more when writing a cover letter: less is more. So that means:
- Focusing on two or three key strengths that matter most for the role.
- Back them up with real examples or results.
- Tie each one back to the company’s needs.
Tip: Include details about the company to show you’ve done your research.
End With a Strong Closing Paragraph
By the time you reach the end, you’ve already made your case. Now you need to wrap things up in a way that’s confident, professional, and leaves the door open for the next step.
A great closing should:
- Restate your interest in the role and company
- Reinforce your strongest qualification (in one quick line)
- Thank the hiring manager
- Suggest the next step by politely inviting them to connect for an interview.
3. Editing Phase
Even the strongest draft can have sneaky mistakes, so check for:
- Relevance – Every sentence should connect to the role and company.
- Clarity – Avoid overly complex sentences; be direct.
- Grammar, Spelling, and Formatting – Errors can distract from your message. Use tools like ChatGPT Grammar Checker to spot issues you might overlook.
- Tone – Make sure your voice aligns with the company’s style.
- Consistency – Keep formatting, capitalization, and tense uniform.
ChatGPT as a Cover Letter Generator
Most people turn to ChatGPT for quick fixes—polishing a sentence here, tightening a paragraph there. But here’s the thing: it can do so much more. In fact, ChatGPT can draft an entire cover letter for you.
The key? Preparation. If you follow the first phase of this guide before using the prompt below, you’ll give enough context for ChatGPT to generate a genuine cover letter.
I want you to create a professional yet succinct cover letter for me, using the following information below.
Company I'm applying for: [insert company name]
Company is [information about the company (ex. mission/vision, what sets them apart, etc.]
Job Description: [insert the job description]
Where I saw the job post: [insert information]
Position I'm applying for: [insert the position]
About me: [insert information]
Words that I want you to include: [insert repeated words/phrases from the job post]
Here is a qualification match-up table/list, showing what employer wants and my relevant skills, achievements, and examples.
[insert qualificication match-up table/list]
The cover letter should open with a compelling introduction, followed by a body that highlights two of my key skills and explains how they align with the job description. The conclusion should be succinct, thanking the hiring manager for their time, and extending an invitation to discuss my application further in an interview.
The tone should be professional yet enthusiastic. Use first person point of view. Keep it 3-4 paragraphs long and easy to read
Your Next Cover Letter Could Change Everything
Sure, it’s tempting to grab a free cover letter template and call it a day. But that cookie-cutter cover letter could be the very thing standing between you and your dream job.
So, take the time to make your own winning cover letter. Remember, each letter is an opportunity to make a connection and demonstrate why you’re the right fit.
If you want more tips on leveling up your job applications, check out 12 Ways to Enhance Your Resume with AI.