How to Write a Cover Letter That Gets Past ATS

Mirror Keywords from the Job Description

ATS systems score cover letters the same way they score resumes — by matching your language to the job posting. Read the job description carefully and use the exact phrases the employer uses. If the JD says "project management," don't write "managing projects." The exact wording matters.

Focus on the skills, tools, and qualifications listed in the first few bullets of the posting — those are usually the most heavily weighted.

Use a Simple, Clean Format

ATS parsers struggle with complex formatting. Avoid tables, text boxes, headers and footers, graphics, and multi-column layouts. Stick to a single-column structure with standard fonts like Georgia, Arial, or Times New Roman at 10–12pt.

Use standard section labels. Don't get creative with formatting — save that energy for the content.

Include the Job Title in Your Opening Line

Start your cover letter by naming the exact position you're applying for. Many ATS systems match applications to job requisitions by title. Something like "I'm writing to apply for the Senior Marketing Manager role at Acme Corp" signals clearly to both the system and the reader exactly what you're there for.

Keep It to One Page — Under 400 Words

Cover letters should be concise. ATS systems don't reward length, and hiring managers who do read them don't want to either. Aim for three short paragraphs: why you're interested, why you're qualified (with one or two specific examples), and a call to action.

Under 400 words forces you to be specific rather than generic — which is better for both ATS parsing and human readers.

Spell Out Acronyms the First Time

ATS systems may not recognize acronyms the same way a human would. If the job requires "Search Engine Optimization," write "Search Engine Optimization (SEO)" on first use. Then you can use the acronym after. This ensures the system matches on both the full term and the abbreviation.

Save as a .docx or Plain PDF

File format matters. Most ATS systems parse .docx files most reliably. PDF support has improved but can still cause parsing issues depending on how the PDF was created — especially if it was exported from design tools like Canva or Adobe Illustrator.

If the application accepts .docx, use it. If PDF is required, export from Word or Google Docs, not a design app.

Tailor Every Cover Letter to the Specific Role

A generic cover letter that you blast to 50 jobs will perform poorly across all of them. ATS systems detect keyword alignment — and a cover letter written for a different role won't have enough overlap to score well.

At minimum, swap in the company name, job title, and two or three role-specific skills for each application. That small effort dramatically improves your match score.

Don't Repeat Your Resume — Complement It

Your cover letter and resume will both be parsed by ATS. Repeating the same bullet points adds no value and wastes your keyword budget. Use the cover letter to add context, show personality, and explain the "why" behind your experience — things a resume can't do.

Pick one or two specific achievements from your resume and briefly expand on them. That's where cover letters earn their place.