How to Send a Physical Cover Letter to a Hiring Manager
Stop being a digital worker. In a market where 99% of candidates are buried in a digital inbox, a physical cover letter acts as a powerful pattern interrupt.
Trusted by senior professionals
Why are your digital applications disappearing?
The average corporate job posting receives over 250 resumes. Most are filtered by automated Applicant Tracking Systems (ATS) before a human ever sees them.
Even if you pass the software, you are competing with the 65% of candidates who now use AI to flood inboxes with generic, flowery content. When recruiters report that 80% of digital AI applications look the same, your expertise gets lost in the noise.
Transform physical mail into a precision tool
Ballista replaces the guesswork of manual mailing with professional engineering. We help you generate letters grounded in your specific resume data and provide the formatting required for high-stakes executive delivery.
Executive Formatting
Executive-grade 32lb bond paper formatting with professional serif fonts and 1-inch margins.
Proof-Based Content
Generate letters grounded in your specific resume data, avoiding the robotic tone of standard LLMs.
Verified Delivery
Direct-to-desk addressing and postage automation with Certified Mail options for tracking.
Correct Protocol for Mailing a Cover Letter
Sending a physical letter requires adherence to strict business-letter etiquette to avoid looking like 'junk' mail. Follow this professional workflow:
Use Premium Stock
Utilize 24lb or 32lb bond paper. Standard 20lb office paper feels flimsy and lacks the executive weight required for high-value roles.
The Signature Protocol
Leave four spaces between your closing and typed name. Use a wet ink signature (blue or black ink) to signify document authenticity.
Include Enclosure Notations
At the bottom of the page, add an 'Enclosure' line detailing your resume and certificates. This acts as a checklist so no part of your application is misplaced.
The Inside-Out Fold
For a standard #10 envelope, fold the bottom third up and the top third down. Ensure the letterhead faces outward (the Z-fold) so your branding is the first thing the recipient sees.
Generic AI vs. Ballista Professional Mailing
Most 'AI cover letter' tools are simply front-ends for ChatGPT. Ballista is engineered for professional physical delivery.
Generic AI Generators
- Robotic tone and flowery prose
- Basic text copy-paste only
- No delivery support or tracking
- Hallucinated facts and skills
Ballista
- Proof-based, executive-level conciseness
- Print-ready layouts with 1-inch margins
- Integrated direct-mail with tracking
- Professional serif fonts & formatting
Frequently Asked Questions
Should I use Certified Mail for job applications?
Certified Mail is appropriate if you need proof of delivery, but standard First-Class mail is often preferred as it appears less aggressive for a first-time outreach effort.
What kind of paper should I use for a mailed resume?
Professional standards suggest using 24lb or 32lb bond paper. This creates a tactile difference compared to the standard 20lb paper most people use at home.
Is a digital signature acceptable on a mailed letter?
For physically mailed documents, a wet ink signature (handwritten) is the gold standard for signifying an original document and personal effort.
Get your physical application on the right desk
Stop competing for space in a crowded inbox. Use Ballista to engineer, print, and mail a cover letter that commands attention from the moment it is opened.