How do I write an ATS-friendly cover letter?
An ATS-friendly cover letter uses plain formatting, standard fonts, and keywords drawn directly from the job description so that applicant tracking software can read it without errors.
Structure it in five clear sections, keep the total length between 250 and 400 words, and save it as a .docx or PDF before submitting.
1. Add your contact information at the top
Include your full name, phone number, email address, and LinkedIn profile URL in the main body of the document.
Do not place this information in a header or footer, many ATS platforms skip those areas entirely, which means your details may never be captured.
Keep it simple: one line per detail, left-aligned, at the very top of the page.
- Example: Jane Smith | jane.smith@email.com | (212) 555-0134 | linkedin.com/in/janesmith
2. Open with a professional salutation
Address the hiring manager by name wherever you can find it, check the job posting, the company website, or LinkedIn.
If no name is available, "Dear Hiring Manager" or "Dear [Company Name] Recruiting Team" are both clear and professional.
Avoid outdated openers like "To Whom It May Concern," which can read as generic and impersonal.
- Example: Dear Ms. Carter, / Dear Hiring Manager,
3. State the role clearly in your opening line
Name the exact job title in your first sentence so the ATS registers an immediate match with the role it is screening for.
This also tells the recruiter at a glance that your application is relevant, rather than leaving them to infer it.
Use the title as it appears in the posting, not a paraphrased version.
- Example: I am writing to apply for the Senior Marketing Manager position at Acme Corp, as advertised on LinkedIn.
4. Write one or two body paragraphs tied to the job description
Pull the key skills and requirements from the posting and show, with specific examples, how your experience matches them.
This is where keyword alignment matters most, use the language from the job ad rather than generic career phrases.
Keep each paragraph focused on one area of fit rather than trying to cover everything at once.
- Example: In my previous role at Brightfield Agency, I led cross-functional campaign teams and managed a $400,000 paid media budget, delivering a 34% increase in qualified leads over 12 months.
5. Close with a short, confident paragraph
Restate your interest in the role, thank the reader for their time, and include a clear call to action such as requesting an interview.
Keep this section to two or three sentences, its job is to leave a positive impression, not to introduce new information.
Sign off with your full name.
- Example: I would welcome the opportunity to discuss how my experience in brand strategy could support the team at Acme Corp. Thank you for your time and consideration. Sincerely, Jane Smith.
What formatting does an ATS-friendly cover letter need?
ATS-friendly cover letter formatting is built around readability for both software and people.
The rule is simple: if a formatting choice exists to make the document look impressive rather than to communicate clearly, remove it.
The table below covers the most common formatting decisions and the ATS-safe choice for each.
| Formatting element | ATS-safe choice | What to avoid |
|---|---|---|
| Font | Arial, Calibri, Times New Roman, Georgia | Decorative or script fonts |
| Font size | 10-12pt body text | Below 10pt |
| Layout | Single column, left-aligned | Columns, text boxes, sidebars |
| Graphics | None | Icons, images, logos, dividers |
| Tables | Avoid where possible | Complex tables in the body |
| File format | .docx or PDF (unless stated otherwise) | Pages files, image-based PDFs |
| Headers and footers | Leave blank | Contact details in header or footer |
| Margins | Standard (1 inch or 2.54cm) | Narrow margins to squeeze in content |
One detail many applicants miss: even if your contact details look perfectly placed in a designed template, some ATS platforms skip over header and footer regions entirely.
Place your name, email, phone number, and LinkedIn URL in the main body of the document, above the salutation.
If you are saving as a PDF, make sure it is a text-based PDF rather than a scanned image.
Image-based PDFs are invisible to ATS software.
Stick to the cover letter fonts listed in the table above and you will not go wrong.
How do I choose the right keywords for my cover letter?
The right keywords come directly from the job posting, not from a generic list of career buzzwords.
ATS systems match your application against the language the employer used when writing the ad, so mirroring that language precisely is what moves your application forward.
How do I find the right keywords from a job posting?
Read the job ad carefully and highlight the skills, tools, job titles, and qualifications mentioned more than once or placed early in the posting.
These are the terms the employer considers most important.
Then check whether your experience allows you to use those exact phrases in your letter.
Most job ads contain 10 to 15 high-value keywords, aim to address the five or six that appear most central to the role and that you can support with real experience.
For example, if a role mentions "project management," use that phrase rather than "managed projects."
If it says "cross-functional collaboration," use that term rather than "worked with different teams."
The phrasing matters because ATS systems match strings of text, not concepts.
How do I use keywords without stuffing them?
Every keyword should sit inside a sentence that genuinely supports it, repeating terms several times or listing skills out of context makes the letter unreadable for the recruiter who follows the ATS scan.
If the posting uses both "Search Engine Optimization" and "SEO," use both in your letter rather than defaulting to one form only.
Weaving keywords into your own sentences is far more effective than lifting phrases wholesale from the role requirements, and it reads far better to the human who reviews your application next.
Do I need to make my cover letter ATS-friendly?
Yes, in most cases, and the reason is straightforward.
Most ATS systems do not score cover letters the way they process resumes, they store the document and make it searchable, which means the real risk is a formatting problem that leaves your letter blank or garbled in the database.
ATS software can eliminate up to 50% of candidates before a human recruiter reads a resume or cover letter (Resume.io Cover Letter Statistics, 2025), so a letter that cannot be parsed is effectively invisible.
Following the formatting and keyword guidance on this page protects against that outcome and ensures your letter reaches the recruiter alongside your resume.
Can AI tools help with my ATS cover letter?
AI tools can play a useful role in drafting and refining your cover letter, but they work differently and suit different parts of the process.
Here is what to expect from the tools job seekers use most.
Does ChatGPT help to make an ATS-friendly cover letter?
ChatGPT can help you draft an ATS-friendly cover letter, but it does not guarantee ATS compatibility on its own.
It works best for writing and refining body paragraphs once you have identified the keywords you want to include, paste the full job description into your prompt and ask it to use the exact phrasing from the posting.
ChatGPT cannot control how the output is formatted for ATS purposes, so always paste the result into a plain-text word processor rather than a designed template before submitting.
Review the output yourself to confirm that every keyword in the letter is genuinely supported by your experience.
Can Canva create an ATS cover letter?
No, Canva templates are not suitable for ATS submissions.
Canva builds documents using design elements such as columns, text boxes, graphics, and layered objects that applicant tracking systems cannot reliably parse, meaning your letter may appear blank or scrambled in the recruiter's database.
For any online application that routes through an ATS, use a plain-text word processor such as Microsoft Word or Google Docs instead.
A well-designed Canva cover letter is appropriate for direct applications or in-person submissions where no ATS is involved.
How can Resume.io help you?
Resume.io's cover letter builder generates clean, ATS-compatible cover letters using professionally designed templates built for both automated scanning and human review.
You can choose from a range of cover letter templates and examples that keep formatting simple without looking plain, then customize your content to match each job posting.
The builder saves your work as a recruiter-ready .docx or PDF, ready to submit through any application system.
Key takeaways
- An ATS-friendly cover letter uses a single-column layout, a standard font, and plain formatting. No columns, graphics, or designed templates from tools like Canva.
- Most ATS systems store and search cover letters rather than score them, so the main risk is a formatting problem that makes your letter unreadable in the database, not a low keyword score.
- Place your contact information in the body of the document, not in a header or footer, as many ATS systems skip those areas.
- Keywords should come directly from the job posting and be woven naturally into your sentences. Aim for the five or six terms most central to the role.
- ChatGPT can help draft and refine your letter, but paste in the full job description and review the output carefully before submitting.
Frequently asked questions
Here are answers to the most common questions about ATS-friendly cover letters.
Does every employer use ATS to screen cover letters?
No, but most large employers do.
Companies using online application portals, job boards, or recruitment software typically route all submitted documents through an ATS.
Smaller companies hiring through direct email or referral may never use one.
When in doubt, follow the ATS-friendly formatting guidelines, a plain, well-structured cover letter reads well to humans too.
What file format should I save my ATS cover letter in?
Save your cover letter as a .docx or PDF in most cases.
Microsoft Word (.docx) is the safest choice when no format is specified because virtually all ATS platforms parse it accurately.
If you save as a PDF, ensure it is a text-based PDF rather than a scanned image.
Always check the job posting first, if a specific format is requested, follow that instruction.
How long should an ATS-friendly cover letter be?
Keep your cover letter between 250 and 400 words, fitting on one page.
This length gives the ATS enough keyword-rich content to parse while keeping the letter readable for the recruiter who reviews it.
Anything significantly longer reduces the chance that your strongest points are seen.
