How to Write an ATS-Friendly Cover Letter: Complete Guide

Why Your Cover Letter Needs to Be ATS-Friendly

Just like resumes, cover letters are often scanned by Applicant Tracking Systems (ATS) before a human recruiter reads them. If your cover letter lacks the right keywords or uses complex formatting, it might get filtered out entirely.

Here is a step-by-step guide to writing a cover letter that passes the ATS and impresses hiring managers.

1. Use the Right Keywords

Keywords are the most critical factor in ATS optimization. The system scans your document to see if your skills align with the job requirements.

How to find the right keywords:

• Analyze the job description: Look for repeated terms, required skills (e.g., "Project Management," "Python," "B2B Sales"), and specific qualifications.
• Use exact phrases: If the description asks for "Search Engine Optimization," use that exact phrase rather than just "SEO."
• Incorporate them naturally: Don't just stuff keywords into a list. Weave them into sentences that describe your accomplishments.

2. Stick to Simple Formatting

ATS software struggles to read complex layouts. To ensure your text is parsed correctly:

• Avoid headers and footers: Place your contact information in the main body of the document.
• Do not use graphics, charts, or images.
• Use standard fonts: Arial, Calibri, Times New Roman, and Helvetica are safe choices.
• Keep margins standard: 1-inch margins on all sides.
• Use standard file types: Unless specified otherwise, submit your cover letter as a standard PDF or .docx file.

3. Structure Your Letter for Readability

While the ATS looks for keywords, a human will eventually read your letter. A clean, logical structure satisfies both.

The ideal ATS cover letter structure:

1. Contact Information: Your name, phone number, email, and LinkedIn profile.
2. Professional Greeting: Try to find the hiring manager's name (e.g., "Dear Ms. Smith,").
3. Opening Paragraph: State the role you are applying for and your most compelling qualification.
4. Middle Paragraph(s): Provide context for your resume. Tell a story about a specific achievement using the STAR method (Situation, Task, Action, Result).
5. Bullet Points (Optional but Recommended): Bullet points are highly readable and a great place to naturally include keywords and metrics.
6. Closing: Reiterate your interest, include a call to action, and sign off professionally.

4. Include Metrics and Results

Numbers stand out to both ATS algorithms and human recruiters. Whenever possible, quantify your achievements.

• Instead of: "I improved sales in my region."
• Use: "I increased regional sales by 32% over 12 months by implementing a new CRM system."

5. Match Your Resume

Your cover letter should complement your resume, not duplicate it. However, the core skills and job titles you highlight should be consistent across both documents to reinforce your qualifications to the ATS.

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An optimized cover letter is only half the battle. Ensure your resume is also ATS-friendly by using our Resume Builder to create a perfectly formatted application.