Cover Letters: Should You Use Them? When and How to Make Them Work for You

When it comes to job applications, the question of whether to include a cover letter often sparks debate. While some hiring managers may focus solely on the resume, others look for a well-crafted cover letter to provide insight into a candidate’s personality, motivation, and how well they fit the role. In this blog, we’ll break down when and why you should use a cover letter, and offer a fresh approach with a structured table-based format that combines role-specific criteria with your qualifications.

Should You Use a Cover Letter?

The short answer: Yes, in most cases. While some companies and job postings explicitly state that a cover letter is optional or not required, many hiring managers still value a personalized cover letter as an opportunity to assess your enthusiasm, communication skills, and attention to detail. A cover letter also allows you to explain why you’re uniquely qualified for the role beyond what's on your resume.

Why should you include one?

• Showcase your motivation: A cover letter gives you the space to explain why you’re excited about the position and the company. It also demonstrates that you’ve done your research and are genuinely interested in the role.
• Highlight relevant experiences: You can tailor your experiences to the job, showing a direct connection between your qualifications and what the company is looking for.
• Address gaps or career changes: If you have gaps in your resume or are transitioning to a new field, the cover letter is a great place to explain these moves and how they add to your value.

When should you skip it?

• If the job posting explicitly says “No cover letter needed,” it’s best to respect that request. In rare cases, companies that emphasize efficiency may see an additional document as unnecessary.
• For some online applications, there may not be an option to upload a cover letter. In those cases, your resume and application form will need to speak for themselves.
  

When to Use a Cover Letter

While you should use a cover letter for most applications, there are certain situations where it becomes especially important.

When you have personal connections or referrals
Mentioning a referral or connection at the company is one of the best ways to get noticed. The cover letter allows you to explain how you came across the opportunity through your network and why you're a great fit.

When switching industries or career paths
If you’re making a career change, the cover letter is your chance to bridge the gap between your past experience and the new industry. You can highlight transferable skills and explain your motivation for the switch.

When applying to competitive positions
In highly competitive fields, a cover letter can help you stand out from other candidates with similar qualifications. Use it to give a personalized pitch on why you’re the best candidate for the role.

When your resume alone doesn’t tell the whole story
If your resume lacks specific experiences or skills relevant to the job, the cover letter provides room to explain how your background and achievements make you the right fit.

How to Use a Cover Letter: A New Format Template

Incorporating a structured, table-based format is a modern and effective way to organize your cover letter. This format makes it easy for hiring managers to quickly see how your qualifications align with the role’s requirements. It breaks down the job’s criteria (role requirements) and maps them to your specific experience, making it more digestible and direct.

Template: Role | Experience Table or List Format
Here’s a simple guide to structuring your cover letter using a Role | Experience table.

______________

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

[Date]

[Hiring Manager’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]

 
Dear [Hiring Manager],

I am writing to express my interest in the [Job Title] position at [Company Name], as listed on your careers page. With [number of years] years of experience in [relevant field], I am confident that my expertise aligns closely with the requirements of this role. I’ve outlined below how my skills and experience match the key qualifications for this position:

I am excited about the opportunity to contribute to [Company Name] and help drive the continued success of the team. I look forward to discussing how my background, skills, and passion for [specific industry or role] can benefit your organization.

Thank you for considering my application. I would welcome the opportunity to further discuss how I can contribute to [Company Name].

Sincerely,
[Your Name]

______________

Tips for Using the Role | Experience Table Format

Focus on the Job Requirements
Before you start writing, carefully analyze the job posting. Identify the key skills and responsibilities the company is looking for, and use those as your “Criteria” column headers.

Use Specific Examples
In the “My Qualifications” column, don’t just state that you have experience—back it up with specific achievements, projects, or situations where you’ve demonstrated the necessary skills.

Keep It Concise
The goal of this format is clarity and impact. Avoid overly detailed or verbose descriptions. Aim to keep your descriptions focused and succinct while still conveying value.

Tailor for Each Job
Customize the table for every application by adjusting the criteria and aligning your experiences with the specific requirements for each role.

Pro Tips for Maximizing Your Cover Letter’s Impact

Reach Out Directly via LinkedIn
After applying, consider sending a brief, personalized message to the hiring manager or recruiter on LinkedIn. This not only shows initiative but also gives you an opportunity to make a strong first impression outside of the formal application process. Keep it professional, concise, and express your enthusiasm for the role.

Example Message:
“Hi [Hiring Manager's Name], I recently applied for the [Job Title] position at [Company Name]. I wanted to personally reach out and express my enthusiasm for the opportunity to contribute to your team. I’ve attached a brief summary of my qualifications, and I’m excited about the chance to discuss how I can help [Company Name] continue to grow and succeed. Thank you for your consideration!”

Find Hiring Manager or Recruiter Contact Information
If you're unable to find the hiring manager on LinkedIn or want to send a more formal follow-up via email, tools like Apollo.io, Hunter.io, and Clearbit can help you locate their direct contact information. Simply search for the company and person you want to reach, and these tools will provide verified email addresses, allowing you to send your cover letter or follow-up email directly.

Pro Tip:
Always be polite and professional when reaching out directly. Make sure to personalize your email, referencing the role and company, and express your genuine interest.

Attach Your Cover Letter in Follow-Up Emails
If you’re sending a follow-up message via email after applying online, attach your cover letter along with your resume again. This can give the hiring manager a second opportunity to review your qualifications in detail and shows persistence without being pushy.

Example Email:

Subject: Following Up on [Job Title] Application at [Company Name]

Dear [Hiring Manager],

I hope you’re doing well. I recently submitted my application for the [Job Title] position and wanted to follow up to express my continued interest in joining your team at [Company Name]. I’ve attached my cover letter and resume for your reference and would be thrilled to discuss how my background in [relevant skills/experience] aligns with the needs of your team. Thank you for your time and consideration!

Best regards,
[Your Name]

Use LinkedIn’s “Easy Apply” Feature Wisely
If you're applying via LinkedIn’s "Easy Apply" option, which often bypasses the cover letter submission, consider following up by sending a direct LinkedIn message with your cover letter attached. This ensures that your cover letter gets in front of the right people even when the standard application process doesn’t include it.

Research to Personalize Your Cover Letter
Beyond just using the job description, do some deep research on the company and team you’re applying to. Mention specific projects, products, or company initiatives in your cover letter that align with your skills or experience. This level of detail demonstrates that you’ve taken the time to understand their needs and how you can contribute. Tools like Glassdoor, the company's LinkedIn page, and news articles can be great sources for gaining insights into current projects or team dynamics.

By combining these strategies with a well-crafted cover letter, you’ll significantly increase your chances of making a memorable impression on hiring managers and recruiters. Showing that you’re proactive, professional, and well-researched can help you stand out in a competitive job market.

Final Thoughts

A well-crafted cover letter can be your secret weapon in the job application process. It’s an opportunity to highlight your unique value, show that you understand the company’s needs, and stand out from other applicants. By using a structured Role | Experience table format, you make it easy for hiring managers to see how you fit, giving them a clear and compelling reason to move you forward in the hiring process.

At GhostJobs.io, we’re all about transparency and equipping job seekers with the tools they need to succeed. Use this template as your guide, and remember that every cover letter is a chance to tell your story in a way that resonates.