Every job application benefits from a strong cover letter, but only some candidates write one. It’s easy to understand why. After finishing your resume, adding a cover letter can feel like too much work. But it doesn’t have to be!
Once you’ve got the hang of the proper cover letter format, writing one is easy. Thankfully, cover letter formatting isn’t as complicated as you might think. We’ll show you how to do it.
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What Is a Cover Letter?
A cover letter is a business document that’s submitted with your resume when applying for a job. Typically three to six paragraphs long, a cover letter outlines your skills and experience and tells employers why you’re the right person for the position.
Just like a resume, a cover letter should be easy to read and neatly formatted to make a strong first impression on both human eyes and applicant tracking systems (ATS).
Who Should Use a Cover Letter?
Anyone can—and should—use a cover letter, even when the role doesn’t specifically ask for one. Submitting a cover letter communicates a genuine interest in the role while providing more detail about your qualifications.
How to Format a Cover Letter: Essential Sections
A cover letter should be formatted with a clear introduction, focused body, and confident closing that together show your qualifications and interest. Here’s a cover letter format example showing the proper structure:
Your Contact Information
Always include your contact information in your cover letter header so employers can easily reach you. Keep it up to date and placed at the top of the page for visibility.
Include the following in your cover letter header:
- Your full name
- Location (city and state; zip code optional)
- Phone number
- Professional email address
- LinkedIn profile or portfolio (optional)
Place your name on its own line, often in a slightly larger or bold font. Below it, list your address, phone number, and email on separate lines or in one line separated by dividers.
The Current Date
Add the current date below your contact information to show when the letter was written and provide context for your application.
Place the date on its own line before the employer’s contact details. Use a clear format like “April 26, 2026,” and avoid abbreviations or numeric-only formats.
Employer’s Address
Place the employer’s address below the date and include the hiring manager’s name (if available), company name, and company address. This shows attention to detail and follows formal business letter standards, even for online applications.
If you don’t have a specific contact name, use the company or department name instead. Keep formatting consistent and professional.
Professional Salutation
Greet the hiring manager by name if possible. Use “Dear” followed by their name and a comma, such as “Dear Ms. Smith,” or “Dear Alex Smith,” if you’re unsure of titles.
If you can’t find their name, use a professional, role-specific greeting like “Dear Hiring Manager,” or “Dear [Department] Team.” Avoid overly generic options like “To Whom It May Concern,” and keep your tone intentional and tailored to the role.
The Body
The body of a cover letter includes a brief introduction, one to three focused paragraphs highlighting your most relevant skills and achievements, and a short closing that reinforces your interest and encourages next steps. Each section should work together to clearly show your value in a concise, professional flow.
In practice, the body should do three things:
- Introduce your enthusiasm and fit for the position.
- Provide one to three specific, results-driven examples of your qualifications.
- End with a confident closing that expresses gratitude and includes a call to action.
Sign-Off
The sign-off of a cover letter should be brief and courteous, leaving a positive final impression while clearly ending the letter. Include a professional closing phrase like “Sincerely,” “Best regards,” or “Kind regards,” followed by a comma and your name on the next line.
Avoid overly casual phrases like “Thanks” or “Cheers,” and keep your tone consistent with the rest of your letter.
Your Signature
If you’re submitting your cover letter online, type your full name at the end. If you’re emailing it, it’s still customary to include your name as your signature.
Cover Letter Format Best Practices
Use a clean structure with consistent spacing, a standard font, and well-defined sections. Mastering cover letter basics will help your qualifications stand out and have a greater impact on the reader.
Consider the following best practices:
Fonts
Use clean, professional, and easy-to-read fonts for your cover letter, such as Arial, Calibri, Times New Roman, or Garamond. Stick to a font size between 10 and 12 points for readability and maintain consistent formatting throughout the document.
Avoid decorative or overly stylized fonts like Comic Sans, as they can distract from your content and make your application appear unprofessional.
Spacing
Spacing in a cover letter should be clean and consistent to improve readability and create a professional appearance.
Use single spacing within paragraphs and add a blank line between sections, such as the salutation, body paragraphs, and sign-off, to clearly separate each part. Avoid large gaps or dense blocks of text, as both can make your letter harder to read.
Consistent spacing helps guide the reader’s eye through your content and ensures your cover letter feels organized and easy to scan.
Margins & Alignment
Margins and alignment in a cover letter should create a clean, balanced, and professional layout that’s easy to read.
Use standard 1-inch margins on all sides and left-align your text, which is the accepted format for professional business letters. Avoid centering or fully justifying text, as left alignment improves readability and scanning speed.
Consistent margins also ensure your cover letter looks well-structured when printed or viewed digitally, making the content feel visually approachable.
Bullet Points
Bullet points in a cover letter can be used sparingly to highlight key achievements or skills in a clear, scannable format. They help break up dense text and draw attention to specific accomplishments that directly relate to the job requirements.
Use bullet points when listing two to five strong, results-focused examples rather than long paragraphs. Start each point with an action verb and keep wording concise. Avoid overusing them, as the cover letter should still read like a cohesive narrative rather than a resume.
7 Types of Cover Letters
There are different types of cover letters depending on your situation and job search goals, such as application cover letters for specific job postings, prospecting letters for unadvertised roles, and networking or referral letters that leverage professional connections.
Let’s look at different cover letter types so you can decide which is best for you.
1. Application Cover Letter
This is the most common type of cover letter—the one you send with a job application to highlight your interest and qualifications for a specific position.
If possible, address it directly to the hiring manager and include it with your resume. Make it easy to read by using bullet points to highlight key achievements in the body of the letter.
2. Prospecting Cover Letter
When the job you want isn’t listed, send a prospecting cover letter to introduce yourself to the company, highlight your qualifications, and ask about potential openings. Try to connect with someone at the organization before writing so you can address them personally.
3. Email Cover Letter
An email cover letter differs slightly from other formats. When emailing your cover letter, attach your document in the format requested by the employer—PDF is the safest option if you’re unsure. In the email itself, write a brief message introducing yourself.
Make sure your subject line is clear and relevant (e.g., “Application for Marketing Position at [Company Name]”) and that your email address is professional.
4. Networking Cover Letter
A networking cover letter is sent to professional contacts to explore unlisted opportunities and request advice or support in your job search.
The format is similar to other letter types. Include a header with your contact information, a brief summary of your qualifications, and a professional sign-off.
5. Referral Cover Letter
A referral cover letter is used when you have a mutual connection with someone at the company, such as a current employee, friend, or professional contact.
Before sending it, confirm that your contact is comfortable being mentioned in your opening paragraph.
6. Career Change Cover Letter
Switching careers requires additional context. While the structure is similar to standard cover letter formats, the focus should be on how your experience applies to a new industry or role.
Use the job description to guide how you frame your qualifications and transferable skills.
7. T-Format Cover Letter
The T-format cover letter is a specialized format that places job requirements alongside your qualifications for easy comparison. This format is niche and works best for highly qualified candidates in technical or specialized fields.
Cover Letter Format Examples
These cover letter examples show how a properly formatted cover letter should look and what information it should include. Pay attention to fonts, spacing, margins, and paragraph structure in each example.
Formatting can vary depending on the cover letter template. Pay attention to differences in layout, from the header to bullet point usage.
5 Tips for a Polished Cover Letter
Ensure your cover letter is polished and properly formatted by following the tips below.
Understand the Employer’s Preferences
Read the job description carefully. Some employers prefer cover letters written in the body of an email, while others ask for an attached document or online submission.
If no format is specified, attach your cover letter to your email.
Choose the Right File Format
If you’re sending your cover letter digitally, choose the correct file format when saving it. If no format is specified, a PDF is your safest option.
PDFs are preferred because:
- They’re compatible with most systems, browsers, and applications.
- They’re easy for ATS software to read.
- They preserve formatting and can’t be easily altered.
Give Your Document a Proper Name
Naming your cover letter file is part of professional formatting. Use clear labels with spaces, dashes, or underscores to separate elements.
Here’s an example: Jane Doe_Medical Assistant_Cover Letter
Use a Professional Email Address
Send your cover letter from a professional email address that includes your name, such as:
- YourName@email.com
- Your_Name@email.com
- Your-Name@email.com
Avoid unprofessional or irrelevant email addresses, such as:
- SoccerMom20@email.com
- Golfer517@email.com
- PartyAnima1@email.com
Also, ensure the same professional email is listed in your cover letter header.
Write a Relevant Subject Line
Use a clear subject line when sending your cover letter. Otherwise, your email may be overlooked or filtered into spam.
Apply these guidelines:
- Follow any instructions in the job description.
- Be specific (include your name and the role).
- Keep it concise (ideally under 40 characters).
- Proofread carefully to avoid errors.
Here’s an example: Construction Job Inquiry – Joe Smith
Frequently Asked Questions
Yes, you need a cover letter in most job applications. A cover letter provides context for your resume and explains why you’re a strong fit for the role.
Even when optional, submitting a well-written cover letter can help you stand out by showing your motivation, communication skills, and genuine interest in the position. It also gives hiring managers more insight into your qualifications.
The proper format for a cover letter includes a header with your contact information, the date, and the employer’s details, followed by a professional salutation, an introduction, one to three body paragraphs, and a brief closing with a sign-off. This structure keeps your letter clear, professional, and easy to read. A well-formatted cover letter should also stay within one page.
A cover letter should include five key elements:
- A professional header
- A personalized salutation
- A strong introduction stating the role
- Body paragraphs with relevant skills and achievements
- Clear closing with a call to action
These elements ensure your cover letter clearly communicates your qualifications, demonstrates interest in the role, and encourages the employer to follow up.
The rule of three in a cover letter is a structure that organizes your message around three key points:
- Why you
- Why this company
- Why this role
It’s used to highlight three core qualifications, achievements, or ideas that best match the job. This approach keeps your writing focused, concise, and easy for employers to quickly understand your strengths.
A good cover letter should be about three to six short paragraphs and kept to one page, typically 250 to 400 words. This length is ideal for explaining your qualifications, expressing interest in the role, and closing professionally without overwhelming the reader.
Keeping it concise helps hiring managers quickly understand your value and determine your fit.
Hailey is a career advice writer dedicated to helping job seekers excel in their careers.
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