Cover letters are processed by ATS alongside resumes in many applicant tracking systems - especially when submitted through online application portals that combine them into a single candidate file. An ATS-optimized cover letter serves two purposes: it adds keyword density to your overall application and it gives you space to explain your fit in a way a resume cannot. This guide shows you how to write a cover letter that passes ATS screening and genuinely compels the recruiter who reads it.
Try It FreeUse the same font as your resume (Arial or Calibri, 11-12pt), a single column, standard margins, and no decorative elements - no graphics, borders, icons, or text boxes. Start with your contact information as plain text (name, email, phone), then the date, then the employer's contact information, then the greeting. This structure mirrors a standard business letter and is readable by any ATS parser without formatting errors.
For example: 'I am applying for the Senior Financial Analyst role posted on your careers page. With seven years of experience in FP&A, including three years leading quarterly forecasting cycles for a 200-person SaaS business, I offer the financial modeling and stakeholder reporting capabilities you are looking for.' This paragraph hits the job title, key skills, and quantified experience in three sentences.
For each one, write a sentence or two that describes how you have demonstrated that capability with a specific example. Use the exact terminology from the job posting. If the job says 'Agile product development,' write 'Agile product development' - not 'iterative development processes.' This double-duty language satisfies the ATS keyword requirement while also demonstrating to the human reader that you read their posting carefully.
Add one short paragraph (two to three sentences) that references something specific about the company: a product you use and find valuable, a recent initiative or announcement, their stated mission, or their position in the market. This paragraph does little for ATS scoring, but it matters significantly to the human recruiter - it signals genuine interest rather than a mass application, and cover letters with specific company references are more likely to be read fully.
Write something like: 'I would welcome the opportunity to discuss how my experience in [key skill] and [key skill] could contribute to [Company Name]'s [specific goal or project]. A direct, confident close leaves a stronger impression.
If you must upload a file, use .docx format. Keep the cover letter to one page (300-400 words). Name the file clearly: 'FirstName-LastName-CoverLetter-CompanyName.docx' - this helps both ATS file management and recruiter organization.
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Add to Chrome for FreeIt depends on the ATS and how the recruiter has configured the screening. Many ATS platforms do index and keyword-score cover letters when they are submitted as part of the same application file. Others store them but do not score them automatically, relying on the recruiter to read them manually after the resume passes screening. Because you cannot know which approach a given company uses, it is worth writing an ATS-optimized cover letter every time - if it helps your keyword score even slightly, it is worth the extra few minutes.
One page is the standard. Most hiring managers report that 300-400 words is the ideal length - long enough to make a meaningful case, short enough to respect their time. A cover letter that runs to two pages signals poor editing judgment. A cover letter that is only three sentences signals low effort. Target four to five paragraphs with a total word count in the 300-400 range.
Yes, at minimum the first paragraph (specific role and your strongest matching qualification) and the company-specific paragraph should be customized for every application. The rest of the letter can follow a template structure and be lightly edited for keyword matching. Cover letters that contain the exact job title, reference the company by name, and address a specific requirement show the recruiter you spent time on their application. Generic letters read as form letters and are less likely to be read beyond the first sentence.
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