How to Write an ATS-Friendly Cover Letter in 7 Simple Steps (With Examples You Can’t Ignore)

Most job seekers believe their cover letter fails because it isn’t impressive enough.
In reality, most cover letters fail because they are never read by a human.

Before a recruiter sees your application, it passes through an Applicant Tracking System (ATS)—software designed to scan, parse, and rank documents. If your cover letter isn’t ATS-friendly, it gets filtered out quietly, no matter how qualified you are.

This guide will show you exactly how to write an ATS-friendly cover letter in 7 simple steps, with real examples, so your application survives the system and appeals to recruiters.

No fluff. No outdated advice. Just what works.

What Makes a Cover Letter ATS-Friendly?

An ATS-friendly cover letter is one that:

• Uses clear structure ATS software can read
• Matches job-specific keywords
• Avoids formatting elements that break parsing
• Aligns with your resume, not competes with it

ATS doesn’t judge creativity.
It judges relevance, structure, and keyword alignment.

Step 1: Understand What ATS Looks for in a Cover Letter

Before writing anything, you must understand how ATS interacts with your cover letter.

What ATS Actually Does

An ATS:

• Scans text line by line
• Extracts keywords related to skills, tools, and experience
• Matches your content against the job description
• Ranks applicants based on relevance

It does not appreciate:

• Fancy layouts
• Graphics or icons
• Creative fonts
• Storytelling without keywords

Think of ATS as a filter, not an evaluator.

📌 Key principle:
Your cover letter must first satisfy a machine before it convinces a human.

Step 2: Read the Job Description Like an ATS

Most people read job descriptions like humans.
You must read them like software.

How to Extract ATS Keywords

From the job description, identify:

• Job title (exact wording)
• Core skills (technical + soft skills)
• Tools, software, certifications
• Action verbs (manage, analyze, coordinate, teach)

Example (Excerpt from a Job Ad)

“We are seeking a Marketing Officer with experience in digital marketing, content creation, social media management, SEO, and analytics.”

ATS Keywords to Extract

• Marketing Officer
• Digital marketing
• Content creation
• Social media management
• SEO
• Analytics

These keywords must appear naturally in your cover letter.

📌 If a keyword doesn’t appear anywhere, ATS may score you lower.

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Step 3: Use an ATS-Safe Cover Letter Structure

ATS systems struggle with complex layouts. Use a clean, predictable structure.

ATS-Friendly Structure

1. Header (plain text)
2. Greeting
3. Opening paragraph
4. 1–2 body paragraphs
5. Closing paragraph
6. Signature

What to Avoid

• Tables
• Columns
• Text boxes
• Graphics
• Unusual alignment

Sample ATS-Friendly Header

John Kamau 

Nairobi, Kenya  | 0712 XXX XXX  | johnkamau@email.com  

✅ Simple
✅ Readable
✅ ATS-safe

Step 4: Write a Keyword-Optimized Opening Paragraph

Your opening paragraph must:

• State the exact job title
• Show immediate relevance
• Include 1–2 core keywords

❌ Weak Opening (Common Mistake)

“I am writing to express my interest in the advertised position at your organization.”

This tells ATS nothing.

✅ ATS-Friendly Opening (Optimized)

“I am applying for the Marketing Officer position, bringing hands-on experience in digital marketing, content creation, and social media management to support brand visibility and engagement.”

✅ Job title included
✅ Keywords included
✅ Clear relevance

Step 5: Write Body Paragraphs That Align Skills With Results

This is where many cover letters fail.
They either:

• Repeat the resume word-for-word, or
• Tell stories without keywords.

What ATS Wants

• Skills + context
• Relevant experience
• Measurable results (where possible)

✅ ATS-Optimized Body Paragraph Example

“In my previous role, I managed social media campaigns, created SEO-optimized content, and tracked performance using analytics tools. These efforts increased audience engagement and improved campaign reach.”

✅ Skills present
✅ Keywords used naturally
✅ Human-readable

📌 Avoid keyword stuffing like:

“I have digital marketing, digital marketing skills, and digital marketing experience.”

That can hurt your ranking.

Download the ATS Cover Letter Checklist
Not sure if your cover letter will pass ATS screening?
Use the free printable checklist to audit structure, keywords, formatting, and submission safety before you apply.

👉 Download the ATS Cover Letter Checklist

Step 6: Use ATS-Friendly Formatting and File Type

Formatting can silently kill your application.

✅ Safe Formatting Rules

• Font: Arial, Calibri, Times New Roman
• Font size: 10.5–12
• Single spacing or 1.15
• Left alignment
• No icons or emojis

✅ Best File Formats

• .docx (safest)
• PDF (only if job posting allows)

📌 When in doubt, use .docx.

✅ File Naming Example

John_Kamau_Marketing_Officer_Cover_Letter.docx

This improves ATS organization and recruiter clarity.

Step 7: Final ATS Optimization Checklist

Before submitting, confirm the following:

✅ Job title matches the posting
✅ Keywords appear naturally
✅ Structure is simple and clean
✅ No tables, columns, or images
✅ Resume and cover letter align
✅ File name is professional

If all boxes are checked, your cover letter is ATS-ready.

Optimize your resume in 5 minutes with this ATS resume checklist

A Full ATS-Friendly Cover Letter Example

John Kamau
Nairobi, Kenya
Phone: +254 XXX XXX XXX
Email: johnkamau@email.com
Date: [Insert Date]

Hiring Manager
[Company Name]
[Company Location]

Dear Hiring Manager,

RE: Application for Marketing Officer Position (Job ID: 23/2025)

I am taking the opportunity to apply for the Marketing Officer role (Job ID: 23/2025). This particular role has close alignment with my professional work experience in online marketing, content development, social media management, and search engine optimization.

My experience entails digital marketing campaign organization and implementation, social media platform management, as well as content creation in line with organizational objectives. I also make it my task to monitor campaign success using analytics, which informs my future campaigns.

A keen emphasis on the aspects of audience targeting, content, and messaging has made it possible for me to be able to add value to enhanced online presence and effective digital communication. As a marketer, I have a results-driven approach to marketing and use data-driven decision-making.

I look forward to utilizing my skills and experience to serve your marketing efforts. With a proactive work style, attention to detail, and teamwork skills, I am confident that I will bring value to your marketing group.

Thank you very much for considering my application. I would be interested in an opportunity to explore how my background may be able to serve your marketing needs.

Kind regards,  

John Kamau

✅ Clean
✅ Keyword-aligned
✅ ATS-readable
✅ Professional

Common ATS Cover Letter Mistakes to Avoid

• Over-designed templates
• Generic openings
• Copy-pasting the same letter everywhere
• Using the wrong job title
• Ignoring keywords

Most rejections happen before a human reads anything.

Download an ATS-Friendly Sample Cover Letter
Get a professionally written, ATS-optimized cover letter you can customize for your role—tested for readability, keyword placement, and recruiter clarity.

👉 Download the ATS-Friendly Sample Cover Letter

Final Thoughts

An ATS-friendly cover letter is not about sounding impressive.
It’s about being relevant, readable, and aligned.

Once your letter passes the ATS:

• A recruiter actually reads it
• Your chances of an interview rise
• Your skills get proper consideration

Continue reading:

• Why most cover letters fail ATS screening
• Ready-to-use ATS templates
• Industry-specific ATS cover letter examples
• Entry-level and Kenyan job market strategies
• How ATS software actually parses text

If you master this skill, you instantly outcompete most applicants.

Download the ATS Cover Letter Checklist
Not sure if your cover letter will pass ATS screening?
Use the free printable checklist to audit structure, keywords, formatting, and submission safety before you apply.

👉 Download the ATS-Cover Letter Checklist