When you're applying for jobs, your cover letter is often your first chance to speak directly to the person who might hire you. Getting it right can open doors, while getting it wrong might mean your resume never gets read. Let's break down how to craft a cover letter that makes hiring managers take notice.
What a hiring manager looks for in cover letters
Hiring managers aren't just collecting paper. They're looking for signals that you're the answer to their problems.
They scan cover letters for:
- Signs you've researched their company
- Evidence you understand the specific job
- Clues about whether you'll fit their team culture
- Proof you can solve their business challenges
One recruiter I spoke with said she spends about 30 seconds on each cover letter. In that half-minute, she's hunting for relevant skills and a sense of your communication style.
Most hiring managers skip generic letters immediately. They can spot a template from miles away. What grabs them is specificity – when you show you wrote this letter just for them.
Structuring your cover letter for maximum impact
A strong cover letter follows a simple but powerful structure:
The header: Include your contact info and date at the top, followed by the hiring manager's name and company address.
The greeting: "Dear Mr. Smith" works better than "To Whom It May Concern." Find the hiring manager's name through LinkedIn or by calling the company.
The opening: Start with a hook that shows enthusiasm and mentions the exact role:
"When I saw Company X was looking for a project manager who combines technical skills with client communication, I knew my five years of experience leading cross-functional teams would be valuable to your growing department."
The body: Use 2-3 short paragraphs to connect your background to their needs:
- Paragraph 1: Highlight your most relevant achievement
- Paragraph 2: Connect your skills to their job description
- Paragraph 3: Show why you're excited about their company specifically
The closing: End with confidence, not desperation. Request an interview and thank them for their time.
Customizing your letter for each application
Generic cover letters fail. Period. To customize effectively:
- Study the job posting for keywords and requirements
- Research the company's recent news, projects, and values
- Find the hiring manager's name and background
- Match your experience to their specific challenges
When you mention company details – like a recent product launch or company value that resonates with you – you signal that you care enough to do homework.
For example, rather than saying "I'm a team player," try: "Your company's focus on collaborative problem-solving, as mentioned in your recent blog about team structures, aligns perfectly with my experience leading cross-functional projects at Company Y."
Common mistakes to avoid when writing to hiring managers
Even qualified candidates stumble with these common errors:
- Making it too long (stick to one page)
- Repeating your resume word-for-word
- Focusing on what you want rather than what you offer
- Using the same letter for multiple applications
- Including salary requirements unless specifically asked
- Being overly formal or stiff in your language
- Leaving typos or grammatical errors
The biggest mistake? Not showing the connection between your skills and their needs. Hiring managers don't want your life story – they want to know if you can solve their problems.
Conclusion
When you write your next cover letter, put yourself in the hiring manager's shoes. They're looking for someone who understands their needs, communicates clearly, and shows genuine interest in their specific role. Make their job easier by showing them you're that person from the very first paragraph.