8 things to cut from your cover letter

A cover letter or email is your introduction to a future employer, your first opportunity to make a strong impression and show who you are, what you bring, and why you’re suited for the role.  

The words you choose shape that impression. While many candidates rely on the same buzzwords and generic phrases, using active, specific language that demonstrates your skills and achievements will show how you suit the role and make you stand out. 

We asked Ku Sim Ling, Human Resources Expert, affectionately known as “AuntyHR”, to share eight common claims to avoid and what to focus on instead: 

1. Using “To whom it may concern” 

This greeting is outdated and impersonal, signaling a generic application. AuntyHR advises, “If you cannot find the name, at least address the role. It shows effort and professionalism, and it makes the hiring manager feel like you actually want this job.” 

Use a functional title such as “Dear Hiring Manager” or “Dear Recruitment Manager.” Avoid “Dear Sir/Madam”, which feels old-fashioned. Starting your email correctly sets the tone and shows that you’ve done your homework. 

2. Claiming to be a fast learner 

Almost everyone says this, which reduces its impact. AuntyHR points out: “Everyone says they are fast learners, but hiring managers want proof. Show them how you learn, adapt, and contribute results.” 

Instead, illustrate how you’re a fast learner: 

“I quickly learned the new CRM (Customer Relationship Management) system in two weeks, enabling me to support my team efficiently and assist colleagues with common issues.” 

3. Saying you’re a self-starter 

These phrases are overused and vague. AuntyHR warns, “Don’t tell me you are a self-starter. Tell me what you started, and what it achieved, within your role.” 

Replace generic claims with achievable examples of initiative: 

“I identified inefficiencies in our client onboarding and proposed small improvements, which reduced errors and made the process smoother for the team.” 

AuntyHR notes this highlights both initiative and impact in a realistic, responsible way. 

4. Saying you’re a team player 

Every job involves working with others, so simply stating this adds little value. AuntyHR advises, “Saying you are a team player tells interviewers nothing. Show them how you work with others to get results.” 

Frame collaboration with concrete contributions to demonstrate teamwork clearly without implying overreach: 

“I coordinated regular check-ins with my team to align on priorities, which improved collaboration and kept projects on track.” 

5. Claiming to be loyal or reliable 

Employers generally assume these qualities. AuntyHR says, “Being reliable is the minimum, not the selling point. Show your value through actions, not labels.” 

Instead, show how you’ve demonstrated your commitment in the past: 

“I consistently met project deadlines and supported colleagues when schedules shifted, ensuring our campaigns ran smoothly.” 

6. Calling yourself dynamic 

Aunty HR says, “‘Dynamic’ is one of the most overused buzzwords in the Malaysian market.”  

She explains, “If you’re trying to do a role justice, claiming to be ‘dynamic’ is unrealistic. It’s vague, and no hiring manager can picture what that actually means. Show your abilities through concrete actions instead.” 

“Saying ‘I volunteered to lead a small cross-team project to improve reporting processes, coordinating inputs and streamlining workflows, which reduced report turnaround time by 20%.’ shows initiative, collaboration, and adaptability, without overstating your role or implying you should take on unrelated responsibilities,” she says. 

7. Mentioning salary 

Bringing up salary in your cover email can limit negotiation options. AuntyHR advises, “Discuss compensation at the right time. Your cover email is not it.” 

Guidelines: If your expected salary is below RM5,000, you can include it in your resumé for amounts above RM5,000, leave it out until later discussions.  

8. Stating your notice period upfront 

Include your notice period only if it’s one month or less. Anything longer is best discussed during interviews. AuntyHR cautions, “If you claim to be available immediately, make sure you truly are. Nothing loses credibility faster than a false claim.” 

Being honest about availability demonstrates professionalism and trustworthiness. 

What To Do Instead: Keep Your Cover Letter Concise 

AuntyHR advises, “Keep it short, clear, and to the point. Hiring managers don’t have time to read paragraphs of fluff – they want to see why you’re a good fit, fast.” 

A strong cover letter should be 3–5 short paragraphs max, highlighting: 

• Who you are 
• Your years of experience 
• The role you’re applying for 
• One or two relevant achievements 
• Why you’re the right fit 

“If you cannot summarise your value in a few sentences, the hiring manager won’t be able to, either. Show them the results, not just the labels,” adds AuntyHR. 

Your cover letter is your chance to stand out from the competition. Removing clichés and replacing them with specific, relevant examples gives employers a clearer understanding of your skills and experience. Evidence of capability, rather than buzzwords, is the most effective way to communicate professionalism, credibility, and readiness for the role.