Writing a Cover Letter: What Most People Get Wrong (And How to Fix It)

Honestly, most cover letters are garbage. Hiring managers see the same "I am a highly motivated professional seeking a challenging role" opening a thousand times a week. It’s white noise. By the third paragraph, their eyes have glazed over and they’re looking for a reason to hit delete. If you want to actually get an interview, you have to stop treating your cover letter like a formal summary of your resume. Your resume is the "what." Your cover letter is the "why" and the "how." It's the only place where you get to be a human being instead of a list of bullet points.

I’ve looked at thousands of applications. The ones that stick? They don't follow a template. They tell a story.

The psychology of writing a cover letter that actually works

People think the goal of a cover letter is to prove you're qualified. That’s wrong. Your resume proves you're qualified. The cover letter is there to prove you're a culture fit and that you actually understand the company's problems. If you're just listing your skills, you're wasting space. You need to show that you've done your homework.

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Did the company just pivot to a new software stack? Did they recently lose market share to a competitor? Mention it.

I remember a candidate who applied for a marketing role at a fintech startup. Instead of saying she was "good at social media," she wrote about a specific ad campaign the company had run three months prior. She pointed out one thing she loved and one thing she would have tested differently based on current market volatility. She got the interview immediately. Why? Because she was already doing the job before she even had the title.

Stop using the "To Whom It May Concern" opening

Seriously, stop. It's 2026. If you can't find a name, you aren't trying hard enough. Use LinkedIn. Check the company’s "About Us" page. If you’re applying for a DevOps role, look for the Head of Engineering or a Senior Engineering Manager. Even if you get the name wrong, the effort of trying to find a specific person is better than the cold, robotic "Dear Hiring Manager."

It feels personal. People hire people they like.

The first sentence is your only hook

You have about two seconds to keep them reading. If your first sentence is "I am writing to express my interest in the [Job Title] position," you’ve already lost. They know why you’re writing. You sent them an application.

Try something like: "When I saw [Company Name] was expanding into the European market, I knew my experience scaling localized support teams was exactly what you needed right now."

Or: "I’ve been a power user of your product since 2021, and I’ve spent a lot of time thinking about how your user onboarding could be 20% faster."

It’s bold. It’s slightly aggressive. But it shows you have skin in the game. You aren't just looking for a job; you’re looking for this job.

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Address the "Elephant in the Room"

If you have a gap in your resume or you're switching careers, the cover letter is your best friend. Don't hide it. If you spent two years traveling or taking care of a family member, say it. If you’re moving from teaching to project management, explain why those classroom management skills are actually just high-stakes stakeholder management.

Employers are wary of the unknown. When you provide the context, you take away their reason to worry.

The "T-Format" approach for the lazy (but smart) writer

Sometimes you just don't have the creative energy to write a narrative masterpiece. That’s fine. There’s a technique often credited to career experts like Liz Ryan called the "T-Format." You basically create a visual bridge between what they want and what you have.

You write a brief intro, then you transition with: "Here’s a quick look at how my background matches your specific needs:"

On the left side (or in a distinct block), you list a requirement from the job description. On the right, you describe your specific achievement that solves that requirement.

• They need: Someone to manage a $500k monthly ad spend.
• You have: Managed a $1.2M annual budget at my last firm, maintaining a 4x ROAS consistently.

It’s scannable. Hiring managers love scannable. They are busy, stressed, and probably drinking too much coffee. Make their life easy.

Kill the "Buzzword" addiction

"Synergy." "Dynamic." "Self-starter." "Team player."

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These words mean nothing. They are placeholders for actual thoughts. If you find yourself writing "I am a passionate communicator," delete it. Instead, write "I led weekly cross-functional meetings between engineering and sales that reduced project turnaround time by two days."

Show, don't tell. It's the oldest rule in writing for a reason.

According to a study by the National Association of Colleges and Employers (NACE), employers value "Problem-solving skills" and "Ability to work in a team" above almost everything else. But they want evidence of those skills, not just the labels. If you can't prove it with a number or a specific anecdote, it doesn't belong in the letter.

The closing that doesn't sound desperate

Most people end with "I look forward to hearing from you." It’s passive.

Instead, try: "I have some specific ideas on how I’d approach the Q3 goals mentioned in the job post, and I’d love to share them with you."

You’re offering value. You’re making the interview sound like a consultation rather than an interrogation. It shifts the power dynamic just enough to make you seem like a peer rather than a supplicant.

A note on length

Keep it under a page. Three to four paragraphs tops. If it looks like a wall of text, nobody will read it. Use white space. Give the reader's eyes a break. Short sentences are your friend. They create punch. They create urgency.

Real-world check: Does the cover letter even matter?

Some recruiters will tell you they never read them. Others won't even look at a resume if the cover letter is missing or generic. Since you don't know which type of recruiter you're dealing with, you have to write a great one.

Think of it as an insurance policy. If your resume is borderline, a stellar cover letter can push you into the "yes" pile. It’s your chance to show your personality, your wit, and your obsession with the details.

Actionable steps for your next draft

1. Research the "Pain Points": Go to Glassdoor, Reddit, or the company’s recent press releases. What are they struggling with? Growth? Retention? Tech debt?
2. Pick one story: Choose one professional achievement that directly relates to their biggest problem.
3. Draft the hook first: Spend 50% of your time on the first two sentences. If they aren't interesting, the rest of the letter is irrelevant.
4. Read it out loud: If you sound like a robot or a Victorian ghost, rewrite it. Use your natural voice.
5. Check the formatting: Ensure there is plenty of margin space and the font is readable (10-12pt).
6. Save as a PDF: Never send a .doc file. Formatting breaks. PDFs stay exactly how you intended.

Writing a cover letter isn't about being perfect; it's about being relevant. Stop trying to impress them with big words and start trying to help them solve their problems. That’s how you get the call back.