Writing a Professional Cover Letter

A cover letter is your chance to make a strong first impression. Here's how to write one with perfect grammar and style.

Grammar Essentials for Cover Letters

1. Use Formal Language

Avoid contractions:

• ❌ "I'm excited" → ✅ "I am excited"
• ❌ "I'd love to" → ✅ "I would love to"
• ❌ "We're looking" → ✅ "We are looking"

Use complete sentences:

• ❌ "Excited about this opportunity."
• ✅ "I am excited about this opportunity."

2. Perfect Your Pronouns

First person is okay:

• ✅ "I have five years of experience..."
• ✅ "My background includes..."

Avoid second person (you/your):

• ❌ "You'll see that I..."
• ✅ "As you will see, I..."

3. Active Voice Wins

Strong (Active):

• ✅ "I managed a team of 10 people."
• ✅ "I increased sales by 30%."
• ✅ "I developed a new system..."

Weak (Passive):

• ❌ "A team of 10 people was managed by me."
• ❌ "Sales were increased by 30%."

4. Tense Consistency

Present tense for current roles:

• ✅ "I currently work as..."
• ✅ "My responsibilities include..."

Past tense for previous roles:

• ✅ "I worked as..."
• ✅ "I achieved..."

5. Comma Rules for Business Writing

After introductory phrases:

• ✅ "As a marketing professional, I understand..."
• ✅ "With five years of experience, I am confident..."

Before coordinating conjunctions:

• ✅ "I have strong technical skills, and I work well in teams."

After transitional phrases:

• ✅ "Furthermore, I have experience in..."
• ✅ "In addition, my background includes..."

Common Grammar Mistakes in Cover Letters

❌ Wrong → ✅ Correct

Its vs It's:

• ❌ "The company values align with it's mission."
• ✅ "The company values align with its mission."

Your vs You're:

• ❌ "I believe your looking for..."
• ✅ "I believe you are looking for..."

Effect vs Affect:

• ❌ "I will positively affect your bottom line."
• ✅ "I will positively impact your bottom line."
• Or: "This will have a positive effect on..."

Their/There/They're:

• ❌ "I admire there company culture."
• ✅ "I admire their company culture."

Then vs Than:

• ❌ "I have more then five years..."
• ✅ "I have more than five years..."

Structure and Format

Opening Paragraph

Strong opening:

• ✅ "I am writing to express my interest in the Marketing Manager position at ABC Company."
• ✅ "With over seven years of experience in digital marketing, I am excited to apply for..."

Weak opening:

• ❌ "My name is John Smith."
• ❌ "I saw your job posting online."

Body Paragraphs

Use action verbs:

• managed, developed, created, led, implemented
• achieved, increased, improved, reduced, streamlined
• collaborated, coordinated, facilitated, trained

Quantify achievements:

• ✅ "Increased sales by 30% in Q1"
• ✅ "Managed a budget of $2 million"
• ✅ "Reduced processing time by 25%"

Closing Paragraph

Professional sign-off:

• ✅ "I look forward to discussing how my experience aligns with your needs."
• ✅ "Thank you for considering my application. I would welcome the opportunity to discuss..."

Punctuation in Formal Greetings and Closings

Greeting (Salutation):

• ✅ "Dear Ms. Johnson:" (colon in business letters)
• ✅ "Dear Ms. Johnson," (comma acceptable)
• ❌ "Dear Ms. Johnson;" (never semicolon)

Closing:

• ✅ "Sincerely,"
• ✅ "Best regards,"
• ✅ "Thank you,"

Word Choice Tips

Replace Weak Words

Instead of "good":

• strong, effective, successful, proven, outstanding

Instead of "helped":

• assisted, supported, facilitated, enabled, contributed to

Instead of "did":

• executed, implemented, completed, accomplished, delivered

Professional Tone

Too casual:

• ❌ "I'm really excited about this job!"
• ❌ "This seems like a cool company."

Professional:

• ✅ "I am enthusiastic about this opportunity."
• ✅ "I admire the company's innovative approach."

Proofreading Checklist

Before sending, check:

• No spelling errors
• All company and names spelled correctly
• No grammar mistakes
• Consistent tense throughout
• No contractions
• Active voice used
• Professional tone maintained
• Contact information correct
• Attached correct resume

Common Pitfalls to Avoid

1. Typos in Company Name

• Always double-check you spelled the company name correctly!
• Check their website for the official spelling

2. Wrong Company/Position

• Don't copy-paste and forget to change company names
• Triple-check you're referencing the correct position

3. Too Long

• Keep it to one page
• 3-4 paragraphs maximum
• Hiring managers scan quickly

4. Generic Template Language

• Personalize every cover letter
• Reference specific company details
• Mention why you're interested in THIS company

Example Opening Paragraphs

Good Example 1:

"I am writing to apply for the Senior Marketing Manager position at InnovateTech. With eight years of experience leading successful digital marketing campaigns and a proven track record of increasing brand awareness, I am confident I can contribute to your team's continued success."

Good Example 2:

"As a software engineer with five years of experience in full-stack development and a passion for creating user-centered applications, I am excited to apply for the Developer position at TechStart. Your company's commitment to innovative solutions aligns perfectly with my professional goals."

Pro Writing Tips

1. Read it aloud - This catches awkward phrasing
2. Use spell check - But don't rely on it alone
3. Have someone review it - Fresh eyes catch errors
4. Match the job description - Use similar language
5. Be concise - Every sentence should add value

Summary

A well-written cover letter:

• Uses formal, professional language
• Has perfect grammar and punctuation
• Uses active voice and strong verbs
• Is concise and well-structured
• Is personalized to the company
• Has been thoroughly proofread

Remember: Your cover letter is a writing sample. Make it count!