In today’s competitive job market, writing a standout cover letter is crucial. But there’s a hidden challenge that many job seekers face: Applicant Tracking Systems (ATS). ATS are software used by employers to scan and filter job applications, including cover letters and resumes. If your cover letter isn’t formatted correctly or lacks relevant keywords, it may never make it into the hands of a human recruiter.
In this comprehensive guide, we’ll show you how to write a cover letter that passes through ATS, ensuring your application stands out in the best possible way. We’ll also dive into the best practices, mistakes to avoid, and tips on how to craft a cover letter that gets noticed by both ATS and hiring managers.
What is an Applicant Tracking System (ATS)?
Before we dive into the specifics of writing a cover letter, let’s first understand what an ATS is and how it works.
An Applicant Tracking System is a software tool used by companies to streamline their hiring process. ATS helps recruiters manage and filter job applications more efficiently by automatically scanning resumes, cover letters, and other application materials for relevant information. They look for specific keywords, qualifications, and formatting that match the job description.
If your cover letter doesn’t pass through an ATS, your application might be discarded before it even reaches a recruiter or hiring manager.
Why ATS Compatibility Matters for Cover Letters
You might be wondering, “Why does my cover letter need to be ATS-friendly?” Here’s why:
Pre-screening by ATS: Many large organizations use ATS software to pre-screen job applications. If your cover letter isn’t optimized for ATS, it might not get seen by a human recruiter.
Keyword Matching: ATS scans for keywords and phrases that match the job description. If your cover letter doesn’t include these keywords, your application may be rejected.
Automated Filtering: ATS software filters applicants based on qualifications, experience, and other factors. If your cover letter isn’t formatted properly or lacks essential details, it could get filtered out of the pool of candidates.
Improving Your Chances: By writing an ATS-friendly cover letter, you increase your chances of getting noticed by both the system and the hiring manager.
How to Write an ATS-Friendly Cover Letter: Step-by-Step Guide
Now that you understand the importance of ATS, let’s walk through how to write a cover letter that successfully passes through ATS software.
1. Use the Right Format
ATS systems are designed to scan text, but they can have trouble interpreting complex formatting. The key to a readable cover letter is simplicity.
Best Practices:
- Avoid special characters: Stick to standard characters, punctuation, and font types. Avoid using special characters, like arrows or bullet points, which might confuse the ATS.
- Stick to traditional fonts: Use common fonts such as Arial, Calibri, or Times New Roman in 10-12 point size.
- Use standard headings: ATS software looks for specific sections in cover letters, like "Contact Information," "Introduction," and "Closing." Use these standard headings to make sure your document is easy to parse.
- Avoid using tables or text boxes: These elements can confuse ATS and result in your cover letter not being properly read.
- Submit in the right file format: Most ATS systems can read .docx, .pdf, and .txt files, but it’s always safest to submit your cover letter in Word format (.docx) since some ATS programs may have difficulty reading PDFs.
2. Incorporate Job Description Keywords
One of the most important aspects of an ATS-friendly cover letter is keyword optimization. ATS software scans resumes and cover letters for specific keywords and phrases from the job description. If these keywords aren’t included in your cover letter, the ATS may flag your application as irrelevant.
Best Practices:
- Match your skills to the job description: Carefully read the job posting and pick out relevant skills, qualifications, and keywords. Integrate these into your cover letter in a natural way.
- Use exact phrases from the job description: If the job posting mentions a specific skill, certification, or software (like "Project Management," "SEO," or "Microsoft Excel"), make sure to mention it in your cover letter if you have that skill.
- Use variations of keywords: ATS may look for different variations of the same keyword (e.g., “content creation” vs. “content development”). Be sure to use both singular and plural forms and synonyms when appropriate.
For example, if you’re applying for a marketing manager role and the job description mentions “SEO,” “digital marketing,” and “content strategy,” make sure these keywords appear in your cover letter as well.
3. Highlight Relevant Skills and Achievements
Just like a resume, your cover letter should highlight your relevant skills, experience, and accomplishments. But for ATS to recognize your qualifications, you need to make sure you’re mentioning them in a way the system can process.
Best Practices:
- Use relevant job titles: Make sure your job titles align with what the ATS is looking for. If your title was “Marketing Executive,” but the job posting mentions “Marketing Specialist,” consider rephrasing it to align more closely with the job description.
- Showcase measurable achievements: Include numbers, percentages, and specific results that demonstrate your impact in previous roles. For example, "Increased website traffic by 35% within six months through targeted SEO strategies."
4. Use Simple, Concise Language
ATS are designed to scan text quickly, so using overly complex language or jargon can confuse the system. Stick to clear, concise, and easy-to-understand language.
Best Practices:
- Keep sentences short and direct: Avoid long-winded sentences that may confuse ATS. For example, instead of writing "I have a wealth of experience in managing digital marketing campaigns across various channels and platforms," write, "I have 5+ years of experience managing digital marketing campaigns on platforms like Google Ads, Facebook, and LinkedIn."
- Avoid acronyms and abbreviations: ATS may not recognize uncommon acronyms. For instance, instead of “PMP,” write “Project Management Professional (PMP).”
5. Tailor Your Cover Letter to Each Job
One of the most important tips for writing an ATS-friendly cover letter is to tailor it to the specific job you're applying for. Each job description will have unique requirements, so it’s crucial to personalize your cover letter for every application.
Best Practices:
- Match your qualifications with the job requirements: Emphasize your relevant skills and experience based on the job description.
- Address the company’s needs: Demonstrate your understanding of the company and explain why you're a great fit for the role.
Mistakes to Avoid When Writing an ATS-Friendly Cover Letter
While crafting your cover letter, it’s equally important to avoid common mistakes that can prevent your cover letter from making it through the ATS.
1. Using Fancy Fonts or Graphics
ATS may struggle to interpret fancy fonts or graphics. Stick to basic, professional fonts like Arial, Calibri, or Times New Roman, and avoid using any images or graphics in your cover letter.
2. Submitting a PDF File
Some ATS systems can struggle to read PDF files. Unless the job posting specifically requests it, submitting your cover letter in Word format (.docx) is the safest bet.
3. Overstuffing Keywords
While it’s important to include relevant keywords, keyword stuffing can harm your chances of passing the ATS. Use keywords naturally and avoid overloading your cover letter with them.
4. Forgetting to Proofread
Even though ATS scans your cover letter for keywords and formatting, it’s still important to proofread for errors. Grammatical mistakes, typos, or missing information can be red flags for both ATS and human recruiters.
Conclusion: Perfecting Your ATS-Friendly Cover Letter
Writing an ATS-friendly cover letter may seem like a challenge, but by following the steps outlined above, you can significantly improve your chances of passing through these systems and getting your application in front of human eyes. Remember to keep the format simple, incorporate relevant keywords, highlight your skills and achievements, and tailor each letter to the specific job posting. By avoiding common mistakes and crafting a well-optimized cover letter, you’ll increase your chances of landing that interview.
An ATS-friendly cover letter is your first step in the door of your dream job. So take the time to get it right — because passing the ATS could be the difference between your resume being overlooked and landing you a fantastic new opportunity!
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