To write a cover letter that beats ATS, you need the right keywords, clear formatting, and a direct style. Here’s how to build one that gets noticed and passes automated screening systems every time you apply.
What Is an ATS and Why Does It Matter for Cover Letters?
An ATS (Applicant Tracking System) is software that scans and sorts job applications before a human ever sees them. Most large companies and many smaller firms use ATS to filter out candidates who do not meet basic requirements. This means your cover letter must be easy for software to read, not just for a recruiter.
ATS scans cover letters and resumes for keywords, job titles, and specific skills. It also checks formatting and file types. If your cover letter is not ATS-friendly, it risks being ignored. This is why understanding how ATS works is the first step in making your cover letter count.
- Many jobs receive hundreds of applications. ATS helps companies manage this volume.
- Poor formatting or missing keywords can cause your application to be rejected automatically.
- Even if you are qualified, a poorly optimized cover letter may never be read by a person.
How ATS Reads and Scores Cover Letters
ATS software looks for specific data points in your cover letter. It checks for relevant keywords, standard section headers, and file types like .docx or PDF. Some systems even scan for contact information and detect unusual formatting.
The software uses algorithms to match your words against the job description. A higher keyword match increases your chances of getting flagged for human review. ATS also penalizes graphics, tables, and non-standard fonts, which can prevent your text from being read correctly.
- ATS scans for keywords from the job posting.
- It scores applications based on match rate.
- Non-standard formatting can cause parsing errors.
- Contact information should be at the top or bottom in plain text.
Step-by-Step: How to Write a Cover Letter That Beats ATS
Writing an ATS-friendly cover letter does not mean writing for a robot. It means making your letter clear, keyword-rich, and easy for software to process. Here is a step-by-step approach to building a cover letter that stands out.
1. Analyze the Job Description
Highlight skills, experience, and keywords from the job description. These should guide the language you use in your cover letter.
2. Use a Simple, Clean Format
Stick to standard fonts like Arial or Calibri. Avoid graphics, tables, columns, and fancy formatting. Save your file as a .docx or PDF unless instructed otherwise.
3. Include Relevant Keywords Naturally
Weave keywords from the job listing into your sentences. Do not stuff keywords. Instead, mention your skills and experience in a way that makes sense to both humans and software.
4. Use Standard Section Headers
Start with "Dear [Name]" if possible, followed by an introductory paragraph, a body highlighting your fit, and a closing statement. Keep section headers simple.
5. Proofread and Test for ATS
Paste your cover letter into a plain text editor. If it looks messy or loses meaning, fix the formatting. Some online tools simulate ATS parsing. Use one to preview how your letter will be read.
Formatting Tips to Improve ATS Compatibility
Formatting mistakes are one of the top reasons cover letters fail ATS checks. To keep your letter readable by software, stick with basics. Do not use headers, footers, or embedded images. Use single-column layouts only.
- Font: Arial, Calibri, or Times New Roman, size 11 or 12.
- Margins: 1 inch on all sides.
- Spacing: Single or 1.15 line spacing.
- File format: .docx or PDF (follow employer instructions).
- No graphics, charts, or unusual bullet points.
Keep your paragraphs short and use lists where appropriate. Do not rely on bold or italics for important keywords. Use clear, descriptive language instead. Always check the job posting for any specific formatting requests from the employer.
Keyword Optimization: Matching the Job Description
ATS uses keyword matching to decide if your cover letter should be reviewed by a recruiter. The best approach is to use the exact words and phrases from the job description, especially for required skills and experience.
Identify the critical keywords by reading the posting carefully. Look for repeated skills, certifications, or software. Mention these naturally in your cover letter. If the posting asks for "project management experience," use that exact phrase instead of a synonym.
- Soft skills matter, but focus on technical and job-specific terms first.
- Use each important keyword once or twice (not more).
- If you have certifications or tools listed, include them by name.
- If the job asks for years of experience, mention your number clearly.
How Appycan Handles ATS-Friendly Cover Letters
Appycan’s Premium and Ultimate plans generate AI-written cover letters that follow ATS best practices. The tool scans job descriptions for keywords and builds letters with clean formatting, no graphics, and clear language. If you want to skip the manual work but still pass ATS filters, Appycan’s automation can help you stay in the running for more jobs while you focus on other priorities.
Common Mistakes That Cause ATS Rejection
Even experienced job seekers make simple mistakes that block their cover letters from being seen. Some of these errors can be avoided with a quick review before you submit your application.
- Using fancy templates or graphics that ATS cannot read.
- Submitting in the wrong file format.
- Forgetting to include contact information in plain text.
- Keyword stuffing or using unnatural language.
- Ignoring specific instructions from the job posting.
- Neglecting to proofread for typos and formatting errors.
If you are not sure whether your cover letter is ATS-ready, test it with a plain text editor or a free online parser. A few minutes of checking can save you hours of wasted effort.
Final Checklist: Is Your Cover Letter ATS-Proof?
Before sending your application, run through this quick checklist. If you can answer yes to all, your cover letter is likely to get through ATS filters.
- Did you use keywords from the job description?
- Is your formatting simple and clean?
- Are your contact details in plain text?
- Did you avoid graphics, tables, and special symbols?
- Is your file type .docx or PDF?
- Did you proofread for errors and clarity?