How I Write a Technical Writer Cover Letter That Gets Interviews

If you’ve ever stared at a blank cover letter and thought, “I’m literally a writer, why is this hard?” you’re not alone. Cover letters feel weird because they’re half marketing, half technical communication, and you have to do it without sounding like a robot.

My goal with this guide is to make it practical and interactive, so you can build a solid cover letter in one sitting.

What Is a Technical Writer Cover Letter?

A technical writer cover letter is a short document that sits next to your resume and answers one question: “Why you, for this role, at this company, right now?”

It should not repeat your resume. It should translate your resume into a story the hiring team cares about: how you create clear technical documentation, how you collaborate with SMEs, and how you ship docs that reduce confusion.

Before You Write, Do This 5-Minute Prep

Step 1: Pick your “target doc type”

Technical writing is a big umbrella. Before you write a single sentence, decide which doc type you’re positioning yourself for:

• API documentation and developer docs
• Product documentation and online help content
• User manuals and training documentation
• Knowledge base and support content

That choice will shape your examples and keywords.

Step 2: Pull 5 keywords from the job description

I’m not talking about stuffing keywords for an applicant tracking system. I mean using the language the company is already using.

Pick 5 phrases you can naturally work into your letter. Examples:

• “API documentation”
• “Documentation feedback loop”
• “Content management system”
• “Style guides”
• “Cross-functional collaboration”

Step 3: Pick 2 proof points

If you only remember one thing: one strong metric beats five vague claims.

Choose 2 accomplishments you can describe in one paragraph each. Ideally, they include impact, like:

• Reduced support tickets
• Improved onboarding time
• Increased doc adoption
• Shortened release chaos

Cover Letter Structure

Here’s the structure I use most often. It’s easy to scan, easy to customize, and it keeps you from rambling.

Heading and Contact Information

Keep a clean layout. Put your contact info at the top, then the date, then the recipient details. If you do not have a named person, “Hiring Manager” is fine. Don’t overthink it.

Greeting

Use a normal greeting:
“Dear Hiring Manager,”
“Hello [Team Name] Hiring Team,”

Opening Paragraph

This paragraph should do three things:

• Say what role you’re applying for
• Show a relevant angle on your background
• Prove you know what the company does

Body Paragraphs

I like two short body paragraphs:

• Paragraph 1: your most relevant project, with a metric
• Paragraph 2: your second proof point, plus tools and collaboration

“Why this Company” Paragraph

This is the part most people fake. Don’t.

Choose one specific detail: a product initiative, a documentation style, a developer portal, a recent release, a public changelog. Then tie it to your motivation.

Closing and Signature

Close with:

• A short summary of fit
• A call to action (“I’d love to chat…”)
• Links to portfolio samples (if applicable)
• Your name

Effective Opening Statement

Your opening is doing a lot of work, so I keep it simple and direct.

Three Opening Options You Can Copy and Customize

Option A: Impact-first
“I’m applying for the Technical Writer role at [Company] because I’ve spent the last [X] years turning complex technical information into documentation that reduces support load and helps users succeed. In my current role at [Company], I [impact with metric], and I’m excited about bringing that same clarity to [specific product or initiative].”

Option B: Domain-first
“I’m a technical writer with a background in [software, healthcare, finance, hardware] and a focus on building clear, user-friendly documentation for [audience]. I’m applying to [Company] because [specific reason], and I’d love to support your team by shipping [doc types from job description].”

Option C: Story-first (short and non-cringey)
“The fastest way to lose a user is to make them guess. That’s why I’ve built my career around writing documentation that’s structured, scannable, and accurate. I’m applying for the Technical Writer role at [Company] because [specific reason], and I’m confident I can help your team [outcome].”

Importance of a Tailored Cover Letter

A generic cover letter is basically a confession that you did not care enough to aim.

A tailored letter does not mean rewriting everything from scratch. It means swapping in the right details:

• Your proof points match their doc needs
• Your keywords match their job description
• Your “why this company” section references something real

If you want a quick check: if you can replace the company name and the letter still makes sense, it’s not tailored enough.

The Fastest “Tailoring” Method I Use

Answer these two prompts, then paste the answers into your letter:

• “This role is focused on ______, and I’ve done that by ______.”
• “I’m interested in your company because ______, and I’d love to contribute by ______.”

Demonstrating Interest in the Company

This is where you show you are not just applying everywhere.

A Quick “Company Research Menu”

Pick one of these and reference it directly:

• A product announcement or recent achievement
• Their documentation site or developer portal
• A tone or documentation practice you noticed
• A company mission or value that actually resonates with you

Then connect it to your motivation. One sentence is enough.

Example you can copy:
“I noticed your docs emphasize [clarity/quickstarts / task-based navigation], and that matches how I build documentation for diverse audiences. I’d love to bring that same approach to your [product area].”

Referencing Relevant Projects or Initiatives

This is the most important part of the whole letter.

You want to show the hiring manager you can ship real technical documentation, not just talk about it.

The “2-Project Picker” Prompt

Choose two projects and answer these questions in 2 to 3 sentences each:

• What did you document?
• Who was the audience?
• What changed because of your work?

If you can include numbers, do it. If you cannot, describe the before and after.

Mini Template For a Project Paragraph

“In my role at [Company], I owned documentation for [doc set]. I worked closely with [SMEs, engineers, product] to [what you did], resulting in [metric or outcome]. I used [tools] and maintained consistency using [style guides/templates/review process].”

Technical Writer Cover Letter Format Tips

Next, I’ll go over formatting tips that I use as well.

Cover Letter Length

Keep it to one page. If you’re pushing beyond 350 to 450 words, you’re probably repeating yourself.

PDF Format vs DOCX

Follow the submission instructions. If the posting asks for PDF, submit PDF. If they ask for DOCX, submit DOCX.

If they do not specify, PDF is a safe default because formatting stays stable across systems.

Clean Layout and Readability

Use a standard font, consistent spacing, and simple headings if needed. Your cover letter is a writing sample, so make it easy to scan.

Proofreading Checklist

Before you send it, do this quick pass:

• Read it out loud once
• Remove any sentence that repeats your resume
• Check company name and role title are correct everywhere
• Verify links work
• Run a final spell check

Technical Writer Cover Letter Template

Now that we know the basics, I’ve created a template that you can use.

Copy and Paste Template

[Your Name]
[City, State]
[Email] | [Phone] | [Portfolio link]

[Date]

[Hiring Manager Name or Hiring Team]
[Company Name]
[Company Address if known]

Dear [Hiring Manager / Hiring Team],

I’m applying for the [Technical Writer / Senior Technical Writer] role at [Company]. I’m a technical writer with [X] years of experience creating [doc types] for [audience], and I’m especially interested in this role because [specific company reason tied to docs, product, or mission].

In my current role at [Company], I [project or responsibility]. I partnered with [engineers, product, SMEs] to [what you did], and the result was [metric or outcome]. I’m comfortable working in [tools: CMS, Git, Markdown, authoring tools], and I’m used to building documentation that stays consistent through [style guides, templates, review cycles].

I’m also excited about [Company] because [specific initiative, product area, or doc practice]. The way you [reference a real detail] aligns with how I approach documentation: clarity first, usability always, and a tight feedback loop that keeps content accurate as the product evolves.

I’d love to speak about how I can help [Company] ship documentation that [desired outcome]. You can find a few relevant examples of my work here: [Portfolio link] and [Work sample link].

Sincerely,
[Your Name]

Technical Writer Cover Letter Examples

And finally, here are some ready-to-go examples.

Example 1: Entry-Level or Career Switcher

Dear Hiring Manager,

I’m applying for the Technical Writer role at ABC Company because I enjoy turning complex technical information into clear, user-friendly documentation. In my previous role as [support engineer / QA / analyst], I noticed the same questions coming up repeatedly, so I created a set of step-by-step guides and troubleshooting articles that reduced internal escalations and helped new team members onboard faster.

Recently, I built a small documentation portfolio focused on software workflows, including a task-based how-to guide, a troubleshooting doc, and a short API-style guide. I’m comfortable writing in Markdown, collaborating through review feedback, and maintaining consistency using style guidelines and templates. I’m also confident interviewing subject matter experts and turning raw notes into a clean draft that is easy to scan.

I’m especially interested in ABC Company because your product focuses on [specific product or audience], and your documentation emphasizes [specific observation]. That matches how I think about documentation: clarity, conciseness, and guiding the user to a successful outcome as quickly as possible.

I’d love to talk about how I can support your team with documentation that improves onboarding and reduces support load. You can view my portfolio here: [link].

Sincerely,
[Your Name]

Example 2: Mid-Level Technical Writer

Dear Hiring Manager,

I’m applying for the Technical Writer role at XYZ Company because I’ve spent the last five years building technical documentation that helps users succeed and reduces support friction. In my current role, I own documentation for a SaaS platform, including onboarding guides, release notes, and developer-facing API documentation.

One project I’m proud of is restructuring our primary onboarding guide into a task-based flow with clearer prerequisites and troubleshooting. After launch, our support team reported fewer repeated setup questions and faster first-time success for new customers. I collaborated closely with engineering and product to validate technical details, and I kept content consistent using a style guide and a documented review workflow.

I’m drawn to XYZ Company because of [specific product initiative, doc practice, or company mission]. I’d love to bring my documentation ownership experience, cross-functional collaboration habits, and quality focus to your team.

I’ve included links to relevant writing samples here: [portfolio] and [API sample]. I’d be happy to walk through my approach in an interview.

Sincerely,
[Your Name]

Where Certificates Fit

If you’re early-career or switching fields, certificates can help you signal seriousness fast, especially if they produce portfolio-ready work.

I recommend starting with TWHQ’s Certified Technical Writer course because it’s built around practical technical writing fundamentals and real-world documentation skills. If you want to compare options across programs, TWHQ’s technical writing certification courses list is a useful reference.

FAQs

Here I answer the most frequently asked questions about technical writer cover letters.

Do I really need a cover letter for technical writing roles?

Not always, but it can help a lot when the role is competitive, when you’re switching careers, or when your resume needs context. A good cover letter lets you connect the dots between your experience and the exact documentation needs of the job, and it gives you space to show judgment, collaboration habits, and measurable outcomes in a way a resume bullet can’t.

How long should a technical writer cover letter be?

One page is the practical limit, and I’d aim for roughly 3 to 5 short paragraphs that are easy to scan. If you find yourself writing a full essay, cut it down to two proof points, one “why this company” paragraph, and a clean close, because hiring managers will reward clarity and speed.

What should I include in the opening paragraph?

Your opening should state the role you’re applying for, your relevant angle (years of experience or domain fit), and one specific reason you’re interested in the company. Think of it like a doc intro: it should immediately orient the reader and make them want to keep going, not make them hunt for the point.

How do I tailor my cover letter without rewriting it every time?

I reuse the structure and swap the “proof points” and “why this company” section. Pull 5 keywords from the job description, choose 2 projects that match their doc types, and reference one real company detail. If those three things change, the letter changes enough to feel personal without taking hours.

How do I show interest in the company without sounding fake?

Pick one specific thing you genuinely noticed: a documentation practice, a product initiative, a recent release, or the way their docs are structured. Then connect it to your motivation and how you work. One clean sentence that proves you did real research beats a paragraph of generic praise every time.

Should I submit my cover letter as a PDF?

Follow the submission instructions first. If they ask for PDF, use PDF. If they ask for DOCX, use DOCX. If they do not specify, PDF is usually a safe choice because formatting stays stable, and a stable, clean layout is part of the writing sample you’re submitting.