Your Cover Letter Guide

Welcome to your Cover Letter Guide!
Below, you will learn what makes an outstanding cover letter. You will understand why there is a specific structure to follow, get step-by-step advice on how to put together yours, and see concrete examples to guide you:
 

Understanding the Purpose of Cover Letters

As always, opinions, and therefore expectations, vary. However, I would summarize it in the following way:
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A cover letter is a motivational explanation of why you fit the position.
Let’s take this apart to give you a fundamental idea what a cover letter is all about.

Dive In

 
We just stated that “a cover letter is a motivational explanation of why you fit the position.” Here is what that means:

1. It’s “Motivational”:

Your cover letter should express what drives you. In other words, it’s about communicating what motivates you, your passion, why you apply.
That also means its content and tone should clearly express that you are eager to do this job. This is important because it suggests that you are a person who won’t leave immediately and therefore isn’t a big risk.
At best, a cover letter should create a picture in the hiring manager’s mind, imagining you in the role. How you do this? By highlighting what counts in their industry: in a startup, innovative thinking; in an established company, your ability to follow and integrate into workflows with attention to detail. Remember, in some cases, cover letters act as justification for hiring managers to defend a candidate internally which will only happen if they are emotionally bought in.
At best, a cover letter should create a picture in the hiring manager’s mind, imagining you in the role. How you do this? By highlighting what counts in their industry: in a startup, innovative thinking; in an established company, your ability to follow and integrate into workflows with attention to detail. Remember, in some cases, cover letters act as justification for hiring managers to defend a candidate internally which will only happen if they are emotionally bought in.

2. It’s an Explanation:

Focus on full sentences. It’s not just a statement, it explains, it outlines why the company should hire you. That also means it’s a “letter” with a certain literary style - often formal, yet still conveying your personal expression.

3. It’s Expresses Why You Fit:

The goal is to put your key skills, traits, or experience into perspective to explain how exactly they make you fit.
You should tailor every cover letter to the position you apply for. Of course, please be aware that the broader expectations between academia and industry vary significantly. In industry you have clear goals, whereas in academia it’s essentially more about potential. The factors mentioned above are exemplary - Customer-Focus is less essential if apply for a laboratory scientist position but crucial for some companies if you want to become a product manager.
You should tailor every cover letter to the position you apply for. Of course, please be aware that the broader expectations between academia and industry vary significantly. In industry you have clear goals, whereas in academia it’s essentially more about potential. The factors mentioned above are exemplary - Customer-Focus is less essential if apply for a laboratory scientist position but crucial for some companies if you want to become a product manager.
As we will discuss in more detail later, saying that you know how to “communicate” leaves a lot of room for interpretation. This is why your cover letter should include additional details that explain how your communication experience makes you a strong fit.
As a rule of thumb, if your cover letter shows that you are motivated to do what the job requires and it can explain why you fit this exact role, you are on the right track.
 
 

More Nuanced Specifics

It’s About Your Voice

All in all, a key point to understand is that, in contrast to your résumé, you cannot avoid writing in a certain style.
That means your cover letter will have a distinct voice and convey a certain feel. This is what those reading it are looking for:
 
Read more on resumegenius.
Read more on resumegenius.
While you will still write in a fairly formal style, the way you structure your sentences will reveal something about you. Even if it is not your personal style, it demonstrates that you understand how to communicate appropriately in a specific field.
Still, it’s also important to realize that your cover letter will limit itself to a few points - and which ones you choose says a lot about you.
 

A Note on Seniority

Also, the purpose of a cover letter varies with seniority, given its limited length:
For entry-level roles, it is more about giving you the chance to explain how experiences such as volunteering helped you gain valuable skills and to show that you understand what the position is about.
The more senior you become, the more it can express your vision, attitude, and managerial style, demonstrating alignment with the employer’s expectations.
But the general notion is the same - it is always about how you specifically fit this one position.
 

Comparing Cover Letter and Résumé

Given that you submit a résumé, in theory you wouldn’t need create a cover letter to allow someone to assess whether you have the necessary experience (in fact, for some applications it's indeed not required).
While a cover letter should do more than simply outline your experience, it is important to note that you should never remove essential information from your résumé just because you also include it in your cover letter.
In short, these documents stand on their own:
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But also means that your cover letter isn’t there to simply regurgitate your résumé in full sentences.
No, a cover letter can do things your résumé can’t:
  1. It partially focuses on the company, showing that you have done your research and understand as well as fit their values. This includes how you align with the company’s or lab’s mission, values, and culture.
  2. It explains why you want to work in this position, i.e., your motivation, outlining why this is your next career step.
  3. It can explain things that are impossible to summarize in a résumé. For example, it can show how you understand creativity or innovativeness. Moreover, it can express your attitude and personal traits
  4. It can explain things that might otherwise be misunderstood or seem unrelated to why you fit the position. This is especially helpful when explaining transferable skills while switching fields. Also, if something might raise questions (such as a gap), you can proactively and positively address it in one sentence to reassure the hiring manager of your commitment.
 
We all have different immediate associations with particular words. Your cover letter can help clearly carve out what you mean, can do, or have done.
We all have different immediate associations with particular words. Your cover letter can help clearly carve out what you mean, can do, or have done.
 
Remember that how you have written your cover letter is sometimes proof of skills in itself.
Just like in a résumé, attention to detail counts but beyond that, a cover letter demonstrates writing skills, the ability to communicate clearly and analytical thinking capabilities.
 

Do You Really Need a Cover Letter?

Generally yes. Some positions request a cover letter, and for most others it’s an advantage.
No doubt, a cover letter won’t get you shortlisted on its own. It’s generally assessed after your résumé has been deemed fitting.
 
Displayed is data from Novoresume - although they labeled the first column as “Nice-to-have.” I changed it because, while some surveys resulted in slightly more negative outcomes, others showed that more than 60% of hiring managers considered submitting a cover letter important.
Displayed is data from Novoresume - although they labeled the first column as “Nice-to-have.” I changed it because, while some surveys resulted in slightly more negative outcomes, others showed that more than 60% of hiring managers considered submitting a cover letter important.
However, in almost every other case, it is advisable to add one. Several surveys have shown that recruiting managers really value a well-written cover letter.
In one survey, it seems that 83% even indicated they would consider a candidate with a great cover letter even if the résumé was rather weak.
 
I can only advise you to have a look at social forums such as this Reddit thread to get an idea of what actual people feel and think. It won’t give you one definitive answer, but it will help you see the very different perspectives (and tips) out there.
I can only advise you to have a look at social forums such as this Reddit thread to get an idea of what actual people feel and think. It won’t give you one definitive answer, but it will help you see the very different perspectives (and tips) out there.
Although it's anecdotal, some report that they were hired because they were the only ones who submitted a proper cover letter.
I.e., adding one when it's not expected will simply lead to it being ignored, while you may be filtered out if you miss one when it is necessary.
 
This was a LinkedIn poll from Salt - please note that the answer options are slightly biased. However, it shows once more that if you can nail it with your CV, you might not need a cover letter, while others consider it very important.
This was a LinkedIn poll from Salt - please note that the answer options are slightly biased. However, it shows once more that if you can nail it with your CV, you might not need a cover letter, while others consider it very important.
 
Moreover, there are a few instances where it is almost obligatory to hand in a cover letter:
  • When you are introduced through a referral
  • For senior applicants, it is often strongly recommended, because in these cases it is not only about your previous experience but also about your attitude and strategy
  • If you have something important you have to declare, for example a gap in your CV, or if you apply for a position for which you are not obviously a fit
 
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Additionally, I would argue that writing a cover letter helps you practice writing (and therefore later on speaking convincingly about what makes you a good fit) and also helps you learn more about the company, which might become crucial in your interview.
 
Personally, I would therefore suggest always submitting a cover letter.
However, as we know, speed is important, so be strategic. Don’t always write a cover letter from scratch. Reuse sections and phrases. Also, while you should never submit a sloppy cover letter, if you feel it is of secondary importance, you can rely on your intuition or use AI to make it more general and thereby save time.
However, if there is absolutely no way that you create a cover letter in time, still apply.
 

Your Meme

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The Structure of a Cover Letter

In essence, a cover letter should be a concise narrative that communicates your fit for the position, alignment with the company, and personal motivation.
Accordingly, a cover letter normally consists of 4 (3–5) paragraphs.
This is a typical setup of a cover letter. Please note that you don’t need to employ any kind of structural hacks—everyone is prepared to see full-text paragraphs. However, white space matters; being concise is still crucial.
This is a typical setup of a cover letter. Please note that you don’t need to employ any kind of structural hacks—everyone is prepared to see full-text paragraphs. However, white space matters; being concise is still crucial.
That means a cover letter normally fills about one page. You want to leave enough space for a header and white space, but two pages are the exception (think senior applicants or explanation of exceptional circumstances).
In terms of word count, we normally range between 250–400 words.
Let’s discuss what to include and how to find a proper design:

Length & Contents of a Cover Letter

 

Design Tips

Similar to résumés, the goal is design clarity with a touch of beauty.
Simple and modern designs will serve you best. Blue is often the color of choice, although orange or grey often work well too.
You can find several templates at Novoresume or ResumeGenius. However, take care: although the one on the very right might seem well designed, it is not what is expected. It may, however, inspire you if you have a little less to write. Still, keep in mind that including pictures is rarely desired.
You can find several templates at Novoresume or ResumeGenius. However, take care: although the one on the very right might seem well designed, it is not what is expected. It may, however, inspire you if you have a little less to write. Still, keep in mind that including pictures is rarely desired.
Nevertheless, take care to keep the design consistent with your résumé - they should belong together, although it’s not necessary to feature the exact same design.
Choose a font that is easy to read.
 
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Sans-serif fonts normally help with screening and feel more modern (my advice), although a case can be made for simple serif fonts to support reading.
 

Sections to Include

Here is what should be included in every cover letter, explaining the number of paragraphs normally used:
 

Heading

  • The header’s essential information includes the following:
  • Full name and professional title (if applicable)
  • Phone number
  • Email (a professional email)
If applicable: links and relevant social media profiles such as LinkedIn, GitHub (for developers), or Medium (for writers), as well as a personal website.
When choosing a design, always consider that your reader won’t see a full-page view, they will start with a “zoomed-in” version if they use software like Adobe. You can find this template here.
When choosing a design, always consider that your reader won’t see a full-page view, they will start with a “zoomed-in” version if they use software like Adobe. You can find this template here.
 

Addressing the Hiring Manager

Try to find their name. Sometimes it can be found in the application information, sometimes on LinkedIn.
It’s a strong sign that you did your due diligence. If you cannot find a name, consider the following:
  • Dear Product Development Hiring Team,
  • Dear Human Resources Recruitment Team,
  • If you know the position but not the name: Dear Director of Marketing,
Don’t use the standard "To whom it may concern" or "Dear Ladies and Gentlemen".
 
Click to enlarge. While Google searches allow you to be more precise, LinkedIn often helps you find specific people. And even if you don’t find your target person right away, search through your LinkedIn contacts to see if someone might know them. If not, send connection requests to other hiring managers or people working in your future department and build from there.
Click to enlarge. While Google searches allow you to be more precise, LinkedIn often helps you find specific people. And even if you don’t find your target person right away, search through your LinkedIn contacts to see if someone might know them. If not, send connection requests to other hiring managers or people working in your future department and build from there.
 
If You Write an Email
Subject Line:
  • "Application" [Position] – [Your Name]
  • e.g., Application Assay Development Scientist – Maria Suczictaor
  • [Your Name] – [Position] "Application"
  • Urem Tiham – Sales Manager Job Application
 

Introduction

Let the hiring manager read what they need to know.
I.e., briefly state who you are, what position you are applying for, and why you would be the perfect candidate.
Resume Genius surveyed 625 hiring managers in the US and most said that the Introduction is most important to them. PS: I often see people advising to “catch the attention of the hiring manager,” but I find that misleading. There is a clear expectation, so you don’t want to be overly creative. Instead, you want to be convincing—provide the key point they are looking for. In the following paragraphs, you expand on that and prove it. In other words, cite a couple of examples from your experience that support your ability to be successful in the position or organization.
Resume Genius surveyed 625 hiring managers in the US and most said that the Introduction is most important to them. PS: I often see people advising to “catch the attention of the hiring manager,” but I find that misleading. There is a clear expectation, so you don’t want to be overly creative. Instead, you want to be convincing—provide the key point they are looking for. In the following paragraphs, you expand on that and prove it. In other words, cite a couple of examples from your experience that support your ability to be successful in the position or organization.
It is up to you whether you write one introductory sentence followed by an introductory paragraph or keep everything in one paragraph.
 

Main Paragraphs

The following 2–3 paragraphs should contain what is outlined below, but how you order it is up to you.
Your Motivation
  • Why do you apply for this position?
  • What about the company made you apply?
  • How do your goals fit those of the company?
  • (Why apply now?)
> Related to the last two points, you can also mention an instance where you met or learned about the company.
Your Fit
  • Which experiences and achievements make you the perfect candidate? Like in a résumé, prove your worth by providing context and quantifying your achievements.
  • Why exactly this position instead of another?
  • How and why is this position the next step in your career?
Why You
  • Present yourself as the person who has what it takes—outline skills and capabilities that allow you to succeed in the team or company.
  • You can also include extracurricular or volunteering roles to demonstrate transferable skills.
 
Please note that you don’t need to answer all of these points explicitly. Don’t explicitly discuss why you didn’t apply for another position, the hiring manager should be guided toward the answer through your narrative of how you fit the position you are applying for. Of course, in some cases, such as explaining a change of field or gaps in your career, you can be explicit.
Please note that you don’t need to answer all of these points explicitly. Don’t explicitly discuss why you didn’t apply for another position, the hiring manager should be guided toward the answer through your narrative of how you fit the position you are applying for. Of course, in some cases, such as explaining a change of field or gaps in your career, you can be explicit.
 

Conclusion

While advice differs, I would argue that doubling down on your motivation without being cheesy is best.
  • Why are you passionate about achieving something for the company? What do you want to contribute?
  • Thank the reader for their time and end with an “invitation to action."
    In contrast to a call to action, you don’t tell your reader what to do; you invite them or share that you are looking forward to a call or outreach from them: “Please don’t hesitate to reach out to me at the provided email address or phone number so that we may arrange an interview.”
 

Writing Format & ATS Tips

Keep it concise. Yes, it may seem like you are being asked to do the impossible: create a narrative and be brief.
However, the narrative is created through how you frame and prove your fit. The sentences themselves can be short and to the point—no need for literary masterpieces.
And yes, it will take time. The famous saying, “I wrote a long letter because I didn’t have time to write a short one,” is true.
 
Remember that Word has a word count function. This means that if you put your content together visually, you will get a feel for the length, but if you work with AI or haven’t yet decided on a template, this can be especially helpful. Moreover, it often helps to write out everything you want to say first and then shorten it - allowing you to gauge how many words you have without endless copy-pasting.
Remember that Word has a word count function. This means that if you put your content together visually, you will get a feel for the length, but if you work with AI or haven’t yet decided on a template, this can be especially helpful. Moreover, it often helps to write out everything you want to say first and then shorten it - allowing you to gauge how many words you have without endless copy-pasting.
Making it shorter takes time; don’t let that frustrate you.
In terms of style, you want to stay formal but don’t become robotic; your own style can shine through.
How much of your style you want to show depends partly on the region:
  • U.S.: Cover letters tend to allow more enthusiasm and a conversational tone compared to the very formal style in some other countries.
  • Europe: Here, the cover letter (or “motivation letter”) requires a more formal tone and a structured format. Especially in countries like Germany, you still shouldn’t sound like you’re applying 80 years ago, but any clearly inappropriate phrase or severe grammar mistake may immediately disqualify a candidate.
  • Asia: Many countries are starting to follow Western-style norms. However, especially in countries like Japan, it is important to follow cultural expectations of politeness. Sometimes there are also special local, cover-letter-like formats.
No matter where you apply, technology will be a consideration.
Applicant Tracking Systems (ATS) are used to store and screen applications before a human ever reads them.
You can find out more about such software here.
You can find out more about such software here.
While cover letters are infrequently interpreted automatically, they are sometimes parsed and saved as plain text.
Therefore, avoid complex layouts, tables, columns, icons, or heavy design elements that may not be read correctly.
Additionally, use relevant keywords from the job description naturally throughout your text. This makes your cover letter searchable and easy to evaluate once AI is used.
 

Your Meme

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Framing Your Experiences

Beyond checking off the expected contents, it matters how you frame your qualifications.
👉🏻
Technical details and emotional relatability are the two main components here.
That means to stand out, you need to be convincing. In our context this equates to:
Necessary Information + Proof + Emotion/Relatability
Take all these numbers with a grain of salt. Still, most blogs and surveys agree that cover letters matter although the numbers vary significantly. In contrast, most of them advise similar and generic things. Still, a few, like Résumé Genius from whom the graph above is, really give you interesting examples.
Take all these numbers with a grain of salt. Still, most blogs and surveys agree that cover letters matter although the numbers vary significantly. In contrast, most of them advise similar and generic things. Still, a few, like Résumé Genius from whom the graph above is, really give you interesting examples.
As we covered the basic structure (i.e., the first half of “necessary information), let’s have a look at how to frame your contents effectively and provide proof.

Qualifying Your Experiences

While your experience and skills matter, it is just as important to present and frame them effectively.
In essence, you know what you have done. Now it is about extracting what matters most to your reader and expressing it in a way they can easily and quickly grasp.

Aligning Résumé & Cover Letter

Before I give you concrete writing tips, let’s at first get the fundamentals straight.
As discussed previously, the next two paragraphs are about proving fit and expanding a bit more on your motivation.
The first challenge is that you want to coordinate your cover letter with your résumé.
To my mind, you should repeat key points that show you are a good fit for the position to make sure they are noticed.
 
Again, when the résumé is used to assess general fit, your cover letter should convince.
Again, when the résumé is used to assess general fit, your cover letter should convince.
In most cases, this will come naturally, as it is unlikely that you have so much experience that you can provide more than two strong arguments that prove your fit.
Importantly, you don’t want to simply regurgitate them - provide more context and potentially a narrative behind them. It’s about convincing.
Still, we have to remember that some will have little time to look at your cover letter.
They will not read linearly, your key points must be easy to catch through scanning. So how do you convince while being brief?
 
Imagine you had dozens of cover letters to read… And having more than a hundred applications after a few days is standard – for basically any position. Again, if you get inspired by one of the designs, Resume Genius, Novorésumé, and Pinterest have plenty for you.
Imagine you had dozens of cover letters to read… And having more than a hundred applications after a few days is standard – for basically any position. Again, if you get inspired by one of the designs, Resume Genius, Novorésumé, and Pinterest have plenty for you.
The hiring manager’s eyes will prioritize key indications and red flags.
As discussed previously, try to avoid a wall of text (e.g., only two paragraphs, too small a font, too small margins).
But to stand out, give your hiring manager visual anchors: A good opener, keywords and numbers.
 
 

The First Impression

Your first paragraph is decisive.
No matter how much of your cover letter someone decides to read, they will start there. This is the first time they “hear” your written voice.
 
Whereas in an interview the impression is based largely on your appearance, in your cover letter it is more a question of relevance: first, does this person have what we are looking for? And then, how well do they fit into our team, culture, and company?
Whereas in an interview the impression is based largely on your appearance, in your cover letter it is more a question of relevance: first, does this person have what we are looking for? And then, how well do they fit into our team, culture, and company?
Here is the common advice you hear all over the internet:
“Dear Hiring Manager,

I was excited to find your job ad on the Zelestry Inc. website because I believe I have the necessary experience to bring value to your company; therefore, please accept my application.
 
Maybe you do. I wouldn’t. Here is why:
  • Glad you are excited, but what does that mean for me?
  • You mention the company, but not the position.
  • Why does it matter that you found it on the website? Unless it is a referral, it doesn’t. If important to them, they will trace your application through their system.
  • It is very nice that you believe in yourself, but what proof do you have?
  • You can ask me to accept your application, but in reality, you just wasted four words.
I would advise you to take the position of the hiring manager. Of course, you should include elements that follow an expected structure, but focus on something that makes you stand out.
Of note, some hiring managers may genuinely want to read this, while others might skip the first sentence because they know it's irrelevant. Ultimately, the choice is yours. However, I'd like to offer you an alternative. Imagine reading this:
 
Dear Hiring Manager,

As a biochemist with two years of experience in assay development, contributing to move four drugs to clinical trials, I would like to apply for the position of R&D Scientist at Zelestry Inc (optional: that I found [location]).
 
This also gives you the perfect setup to follow up:
Given my experience in leading a team of three to design, conduct and validate assays, I am convinced that I will be able to help you discover and further develop your drugs.
Of course, you might not have experience and still be able to do something special:
As a recent graduate in biochemistry who intentionally conducted a thesis in an analytical laboratory, allowing me to learn how work in nanomolar ranges in a sterile environment, I would like to apply for your position of Junior Quality Control Scientist.
I don’t think it is an issue if you open with “I would like to apply,” but probably 200 other people choose this opening too.
And while we want to keep the general structure so that the hiring manager doesn’t get confused, a little variety is always enjoyable.
 
 

Adding Numbers and Qualifiers

First, keywords: just like you did for your résumé, revisit the job ad and find the relevant points.
Yes, in the future AI may read your cover letter, which makes this useful, but your human reader will also have a mental list of words they want to find to avoid reading every single word.
Then, key numbers, including:
  • Achievements (revenue, products produced, items sold, clients acquired)
  • Time frames
  • Team sizes
  • Client or partner company sizes
 
Try it yourself - what are your eyes drawn to? Click to enlarge the picture. Otherwise, you can find several cover letter templates like those above here and here. However, keep in mind that your hiring manager will likely open your cover letter in a PDF viewer, i.e., in a zoomed-in view.
Try it yourself - what are your eyes drawn to? Click to enlarge the picture. Otherwise, you can find several cover letter templates like those above here and here. However, keep in mind that your hiring manager will likely open your cover letter in a PDF viewer, i.e., in a zoomed-in view.
The point is to show evidence of how you applied your skills in real-world scenarios.
To go beyond your résumé, this is where you provide proper framing and situational evidence of your competencies.
While the STAR method (Situation, Task, Action, Result) is often referenced, you should think twice about how much detail you give about the situation and the task. Including unnecessary information just makes their eyes jump.
 
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Still, there is no need to overdo it.
There is no need to provide extra explanation, because the person reading your cover letter almost certainly works in this field.
 
 

Why The Details Matter

The point is that they need to know just enough to judge whether this is actually helpful for the position you are applying for.
For example, R&D position:

Important: You worked with proteins that had intrinsically disordered domains
Not necessary: There are two isoforms, and the function of the protein is unknown
 
Marketing position:

Imagine you want to mention that you designed 10+ promotional graphics for three different events that were sent to more than 10,000 people.

Important: You use Adobe Illustrator, you came up with the design, and you got it approved by the executive committees
Not necessary: The events were held online, and you created three different drafts for each
 
So it could look like this:
I am experienced in using Adobe Illustrator. I have experience in the ideation, design, and creation of promotional content, having designed 10+ promotional graphics for three different events that were approved by the executive committee of the organizing bodies and eventually sent to more than 10,000 people.
 
🔎
Why is it important to add some details?

We, as humans, are skeptical. You can claim a lot, and the only way for the hiring manager to get some proof is to see that you know what it actually takes to achieve these results.
In the example above, including the approval is important to show that you went through this process and that there was a required standard.
In other words, you didn’t just make the numbers up. There was a process and environment behind all of that.
If you need more inspiration or you feel stuck, have a look at some examples from Resume Genius, Zety, or InterviewPal. I generally liked the examples they provided.
If you need more inspiration or you feel stuck, have a look at some examples from Resume Genius, Zety, or InterviewPal. I generally liked the examples they provided.
Here, you also have the chance to add more detail about your soft skills in case you only mentioned them as bullet points in your résumé.
Application for a salesperson position

I could build my strong communication skills by being a member of a national debating club that only allows 50 active members at a time and by winning prizes in three science slam contests.
 

Your Meme

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How to Convince with Your Writing

Covering all technicalities is essential. However, what can make your cover letter especially convincing is properly capture the human/emotional dimensions.
After all, there is a reason that cover letters follow a narrative structure.
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If the hiring manager can get an impression of who you are (your motivation and genuine interest in the work) and relate with that, you have a huge advantage.

Capture and Convince

How To Express Yourself

Therefore, explicitly state your motivation. Yes, it will feel awkward but it is important:
  • These few words are all they will get to “get to know you” before the interview.
  • As you will most likely work closely with other people, the hiring manager wants to feel that you will fit into this kind of network.
  • People's motivation is one of the best predictors of reliability and dedication.
The point is that hiring managers reading cover letters believe it is worth learning more about you as a person.
 
Your job ad doesn't state all desired traits. Of note, in industry you often work more closely with people than you do in academia. You have direct team members working on the same project, cross-department collaboration, and clear instructions from higher-ups. Being diligent and approachable while sharing the same passion is what the hiring manager wants to see in you.
Your job ad doesn't state all desired traits. Of note, in industry you often work more closely with people than you do in academia. You have direct team members working on the same project, cross-department collaboration, and clear instructions from higher-ups. Being diligent and approachable while sharing the same passion is what the hiring manager wants to see in you.
They search for valuable clues in your writing.
That means, in terms of style, this is your chance to speak directly to a human being.
There is less need for specific formulas or sentence structures, write in a way that you truly believe in your own words.
If applicable, include what you are passionate about and, if appropriate, your personal convictions. For example:
I repeatedly read about the “quick-to-market” priority of PharmaT, which always excited me, as I seek to move beyond the mere research focus of academia. I am driven by the belief that giving patients in dire conditions a chance is often underprioritized.
Of course, these need to be tailored to what the company stands for.
 

Aligning with Your Future Company

At best, you do both: convince the hiring manager on a personal level and show alignment with the company’s values.
 
Look closely - Labcon has its unique value as a direct tagline, and on BioNTech’s YouTube channel you can find this thumbnail. No doubt, several companies have taglines that sound rather generic, but for those that don’t, you have a chance to make a difference.
Look closely - Labcon has its unique value as a direct tagline, and on BioNTech’s YouTube channel you can find this thumbnail. No doubt, several companies have taglines that sound rather generic, but for those that don’t, you have a chance to make a difference.
While we often hold the conviction that companies are just big, cold, money-making machines, remember that there are people behind the positions you apply for.
What are their values? What do they associate with the position or the company they are in?
Of course, if you don’t yet know the values of a company, the key is to research it. It shows that you are interested in their cause and know how to do your due diligence. Look at:
  • Their business model (and recent changes in management)
  • The products or services (and whether you have used them).
  • What they state about the company culture and values.
By doing this, you can find out what really matters. Only then do you gain the ability to select what is important.
 
To do your research, use social media such as their LinkedIn or their website to understand their voice and stay up to date on what they have been working on or participating in. Moreover, Indeed, Reddit, Glassdoor, and other platforms give you the chance to hear from people who have worked there, potentially giving you a look behind the scenes.
To do your research, use social media such as their LinkedIn or their website to understand their voice and stay up to date on what they have been working on or participating in. Moreover, Indeed, Reddit, Glassdoor, and other platforms give you the chance to hear from people who have worked there, potentially giving you a look behind the scenes.
The more precise your understanding, the better.
It might give you an intuitive feeling of the culture, and more importantly, it will enable you to mirror the company’s language and tone.
Remember, those before you have hired too - to some extent, it’s a chain of hiring in line with company values.
 

Your Writing Style

However, don’t fall prey to writing overly long. Conciseness is still key.
The narrative behind your motivation doesn’t need to be explicitly written out at all times.
Rather, it should come together in the reader’s mind by combining your experience, achievements, and motivation into a coherent picture of who you are.
 
Although not necessarily consciously, we always project our thoughts about the future. If you can suggest to your hiring manager a positive picture of you in the future position based on what they read about you, you will have much better chances.
Although not necessarily consciously, we always project our thoughts about the future. If you can suggest to your hiring manager a positive picture of you in the future position based on what they read about you, you will have much better chances.
That also means, when it comes to your writing, avoid overly complex sentences.
Hiring managers often skim. If something is hard to understand, they are more likely to move on than reread it.
Complicated sentences don’t make you appear smart, and overly technical sentences dissolve emotion.
 
Wu et al. investigated how participants react under time pressure. Without going too deep into detail, when participants had limited time they made more random choices (less value directed, meaning lower alpha) and reduced their level of uncertainty-directed exploration (lower beta). In essence, we are not the same when we are under time pressure – therefore, be concise and don’t give your reader a reason to speed through your writing because they feel it is just fluff.
Wu et al. investigated how participants react under time pressure. Without going too deep into detail, when participants had limited time they made more random choices (less value directed, meaning lower alpha) and reduced their level of uncertainty-directed exploration (lower beta). In essence, we are not the same when we are under time pressure – therefore, be concise and don’t give your reader a reason to speed through your writing because they feel it is just fluff.
If possible, structure your paragraphs and sentences so the most important information comes first.
For example:
I was volunteering in an international non-profit for over two years. This gave me the chance to organize several events on animal-free research. Especially given the current advancements in microfluidics, I believe organ-on-a-chip models are the future of modern drug testing. I am highly passionate about furthering this cause, both because of my ethical values and the technical enhancement currently on their way.
Now, compare it to:
Personally, I am passionate about contributing to the development of an organ-on-a-chip models because I believe they are a great way to reduce animal harm. Given my emotional connection to the topic, I organized 3 events on animal-free research in an international non-profit where I volunteered for two years. Also the advancements in 3-channel microfluidics that you have been driving I followed with big excitement - reaffirming my motivation to apply for a position at [company]
Yes, that may not be everyone's style, and the paragraph could have started with the events as well, but the difference in structure should have become obvious.
 

Tips For Your Mindset

Even when you know what you should do in theory, it can sometimes be hard to put it into practice.
Therefore, I want to share a few helpful tips that will allow you to approach writing with the right attitude. Sometimes, simple shifts like these can help you find the right words and phrases that otherwise simply do not feel right.
✅
Best case: Your cover letter suggests that you truly care about the job, that it feels like a vocation, that you have already done meaningful work in this field but this specific role is the perfect next step for you.
No doubt, a cover letter doesn't speak to everyone in the same way, but if you write with conviction, you will be ahead of many other applicants.
Still, don’t overdo it - otherwise you will sound needy or anxious.
It is far fetched, but the perception you want to evoke, is:
💪🏻
You write from a position of confidence. You have carefully researched companies and applied only to those that truly fit your ambitions.
Finally, despite it being obvious: proofread carefully.
A single typo can ruin an impression. One Ctrl+Z too much or pressing a key without noticing … it just happens to all of us.
 

Two Overlooked Essentials

1. Make your writing sound naturally.

While, yes, you should stick to your own words, make sure that if you are not a native speaker, you do not end up with awkward English that is literally translated from your language.
My advice is to use your favorite large language model and tell it to:
“Correct grammar mistakes and non-idiomatic phrasing in the following while staying close to the original.”
Find out what prompt works best for you, but correcting non-idiomatic phrasing is often overlooked and not always automatically done when you ask for correction of grammar or typos.
 

2. Leverage Emotion

While we have covered some crucial aspects, such as explicitly stating your motivation, I think there are two more nuances you should consider.
  • Try not to sound sterile. While, yes, you should remain formal, you do not need to write like a robot or address a professor as if it were 1910. Remember that the person on the other side wants to hire someone who fits into the team: someone who is respectful, but also easy to get along with.
  • Although you should use this sparingly, do not be afraid to use words that convey genuine emotion. Terms such as “truly” or “deeply,” as well as references to a “connection” or “feeling,” can add depth and sincerity to your writing. Pepper them in where you genuinely feel strongly about something. This is one of the few points that aligns with academia: having passion is an advantage.
 

Mastering the Writing Process

When you have clear sense of what to prioritize and what your style is, you will write efficiently.
But literally, how do you do that?
 
As mentioned, “I didn’t have time to write a short letter, so I wrote a long one instead,” a quote attributed to various personalities, rings deeply true. What makes writing cover letters (and résumés) so time-consuming is often the consideration of what not to write. Of course, the numbers here might not quite apply to your writing, but they give you a general sense.
As mentioned, “I didn’t have time to write a short letter, so I wrote a long one instead,” a quote attributed to various personalities, rings deeply true. What makes writing cover letters (and résumés) so time-consuming is often the consideration of what not to write. Of course, the numbers here might not quite apply to your writing, but they give you a general sense.

Tips for the Writing Process

Writing concisely and convincingly at the same time is not easy, and writing cover letters can be a sink for time and energy.
Therefore, let’s review a few tips and strategies on how you go about it efficiently.
 

How To Actually Put It On Paper

The things that matter the most:
  • What you include | How you phrase it | What you leave out
My tip: have the job ad and your research at hand. This way, you can remind yourself of the key points.
Then, collect the requirements, what makes you stand out, what you might have to explain if you are not a perfect fit, and, of course, what you are most passionate about.
 
Click to enlarge - but it’s similar to what we discussed when writing your résumé. It’s not that writing itself is so complex; rather, it’s the tedious and seemingly obvious task of directly addressing key points from the job posting that most people skip. While we have to consider that some job ads are written by HR rather than the actual hiring managers, individual words can still sometimes tell you a great deal.
Click to enlarge - but it’s similar to what we discussed when writing your résumé. It’s not that writing itself is so complex; rather, it’s the tedious and seemingly obvious task of directly addressing key points from the job posting that most people skip. While we have to consider that some job ads are written by HR rather than the actual hiring managers, individual words can still sometimes tell you a great deal.
Yes, it’s tempting to start right away by writing your final version and editing on the fly.
But it often takes much more time and energy (not least because editing for content and editing for style are two different things).
Therefore, let me introduce two strategies that have served me well:
  • Strategy A) Write out everything that comes to mind. Just let it flow and write two or three pages of everything that comes to your mind, and then start refining it down to what you think is most important.This can be helpful because once you are in a flow, it often gives you a certain grammatical structure right away that you might like or can later edit.
 
I can only advise recording voice memos and then editing the transcription. Especially for those who are afraid of staring at a blank page, this can be a useful approach. Moreover, speaking from the heart sometimes works better than writing from it.
I can only advise recording voice memos and then editing the transcription. Especially for those who are afraid of staring at a blank page, this can be a useful approach. Moreover, speaking from the heart sometimes works better than writing from it.
  • Strategy B) Write concise bullet points with the content you want to cover. Then, turn them one after another into sentences. This helps because it is often faster to think through ideas mentally than to type everything out. Furthermore, this approach forces you to be structured and prioritized from the beginning.
No matter your strategy, bu when you start writing your cover letter, you should have your key points and arguments explicitly written out (or at least in clearly defined your mind).
💡
In essence: think (with a pen) – prioritize – write – edit content – edit style – repeat
 

But How To Know What To Write?

What you include and how you phrase it derives its impact from being tailored to a specific company.
The job ad is one key component to guide you. Another is “understanding” the company you apply to by researching it.
Pro tip: use various channels.
If you primarily use Google and the company website, move on to press releases. If that does not help, try Reddit or Glassdoor. If you still do not find anything valuable, look at their media channels like LinkedIn or even YouTube.
Another good tip is to look at their innovations, products, and marketing. What kind of language are they using? What products or services are they offering, and which advantages do they emphasize?
 
Can you use AI for your search? To help you find sources - definitely. To let it provide you with answers, you have to be more careful. When I tried, the main challenge was figuring out what was legitimate and what wasn’t. While it really hit home for some companies I had personally worked with, it also spat out several fluffy half-truths.
Can you use AI for your search? To help you find sources - definitely. To let it provide you with answers, you have to be more careful. When I tried, the main challenge was figuring out what was legitimate and what wasn’t. While it really hit home for some companies I had personally worked with, it also spat out several fluffy half-truths.
But when should you stop searching because it becomes too time-consuming?
In general, I would recommend stopping your research once you have identified up to three key aspects.
You will likely only have space to allude to one or two of them.
That said, if you don’t feel you can find anything, and you are already searching for more than an hour, you should reconsider whether it is actually worth it.
If you end up with a lot of fluff, you may not only get frustrated but also risk writing something that sounds generic.
PS: Don’t give up after 5 minutes. The less information you can find, the more valuable it becomes if you discover something meaningful.
 

Why Not a Generic One?

Of course, all of this might feel intimidating - so why not write one cover letter and just reuse it?
While there might be different opinions on this, I generally think that submitting a generic cover letter is a very bad idea.
The point is that if you submit a generic cover letter, you are basically perceived as lazy, and at worst as incapable of understanding the position.
Therefore, it might be better not to submit one at all, because people may at least still be intrigued by your résumé.
 

A Pro Tip to Save Time

In short, keep the sentences and paragraphs you wrote in a well-organized folder.
Use the structure of your cover letters like a "skeleton" - you can exchange sentences, phrases, or even entire paragraphs depending on the specific skills or experiences required for a position.
Of course, you’ll still need to fine-tune what you put in, but starting with a half-filled page will make your life much easier than starting with an empty one. The template on the left can be found here.
Of course, you’ll still need to fine-tune what you put in, but starting with a half-filled page will make your life much easier than starting with an empty one. The template on the left can be found here.
This means that once you begin your job search and think about your skills and experience (and write pieces of your cover letter), you can store sections and later shuffle them into your cover letter as needed.
Then, it only takes a bit of refining to optimize it for a specific position.
This helps you avoid writing from scratch every single time and allows you to get a good feeling for the positions you will fit well for.
 
 

A Meme For You

notion image
 
 

A Checklist for You

Have you drafted a cover letter and want to make sure you have covered all the essential points we have discussed so far?
Here is a checklist you can use to assess your document.

Your Checklist

 

The Basics

I understand the purpose of these documents
  • My cover letter is a written explanation of to frame what bring to the company and why I apply that goes beyond the information in my résumé.
I am aware of the fundamentals of applying to the industry
  • I know it’s all about showing that I can do this exact job.
  • I tried to include concrete achievements, numbers, and qualifiers relevant to the position.
  • I stayed concise and included only what matters for that job.
 
Of course, commitment is also valued in industry, but regulated work hours make it a different kind of dedication. Customer focus is not an absolute priority for all companies, but it stands in clear contrast to the curiosity-driven approach of academic research.
Of course, commitment is also valued in industry, but regulated work hours make it a different kind of dedication. Customer focus is not an absolute priority for all companies, but it stands in clear contrast to the curiosity-driven approach of academic research.
 
I read and now truly understand the job ad
  • I extracted all key points from the job ad
  • I know what I will do in the role. I know about the key skills that are required.
  • I know 1-3 key facts about my future employer

Layout

Simple, minimalistic, modern style
Kept reasonable page margins and paragraph spacing
Kept it limited in length (apart from exceptions, 1 page with 3–4 paragraphs)
Avoided blocks of text (generally, 3–4 lines)
 

Content

My Cover Letter:
Doesn't just regurgitate the résumé
Doesn't contain clichés, generic statements, or exaggerated accomplishments
Contains key numbers, achievements, and/or qualifiers
Outlines passions
Shows alignment with the company
If applicable: explains any aspects of your background that might not be obvious from your résumé – such as why you’re pivoting from academia to industry, why you have a career gap (if necessary to explain), or how a part-time job honed your time management skills
 

Framing & Writing Style

 
Focused on the company, not on your potential
  • Answered the question: “What’s our benefit in hiring this person?”
Kept a professional and appropriate style
  • Doesn't repeat the obvious to professionals in the field
  • Doesn't contain overly detailed information or technical abbreviations unknown to people outside your field
  • If possible, mirroring company values/language while remaining believably your own
Wrote numbers as digits (7), not number words (seven)
Doesn't contain unnecessary fluff or irrelevant stories
Examples:

Bad: When I was fourteen, I became fascinated by microbiology - a passion I have pursued ever since.
Better: The science blog I started at age 16 now has over 12,000 views and has been featured on two research organization websites.
 
Sounds confident and passionate instead of desperate
Examples:

Bad: Despite not being the most qualified candidate for this job, given my lack of industry experience…
Better: Given my 5 years of experience as a laboratory scientist, I am well-versed in explaining technical details to clients and thereby building trust.
Better: My passion for transitioning into a research coordinator role is supported by my experience publishing six papers with over 20 co-authors. I have gained extensive experience working closely with international teams across academia, healthcare, and spin-offs.
 

Going the Extra Mile

I explicitly stated how the company will benefit from hiring me.
I qualified my accomplishments.
  • I Used numbers or storytelling to show that I can overcame challenges.
  • I provided framing to assure how I can apply my skills in real-world situations.
  • Where necessary I provided proof that I have truly contributed to or even driven tasks.
I suggested awareness of challenges and where resilience is required regarding the role.
I suggested that I will fit the team and its mentality.
 

Final Touch

Checked for typos and grammar mistakes
Actually double-checked for typos and grammar mistakes
 

Affirmation

☐ I will pull that off!
  • Irrespective of how many applications I have written, I know I can always find something to improve. I trust that I will find and be accepted for the position that is right for me. Moreover, I do not get intimidated, no matter how long my job search takes. I know it can be tough but it’s just another challenge that will make me stronger. I do not give up, because I believe the future holds something amazing for me. I will keep going, and eventually I will reap the rewards based on the investments I am making now.