Table of Contents
What You Need to Know
- A professional cover letter format includes a header, greeting, introduction, body, closing, and sign-off.
- Keep your cover letter to one page and use a clean, easy-to-read font, consistent spacing, and standard margins.
- Tailor your cover letter to the job by highlighting relevant skills and accomplishments that show why you’re a strong fit.
- Unless the employer requests another file type, save your cover letter as a PDF to preserve its formatting.
A well-formatted cover letter makes your application easier to read and helps you present your qualifications professionally. Good formatting creates a clear structure, guides the hiring manager through your letter, and makes your most relevant experience easier to find, which keeps the focus on your qualifications and your fit for the role.
In this guide, you’ll learn how to format a cover letter step by step, what to include, and which formatting mistakes to avoid. You’ll also find a copy-and-paste template and cover letter format examples to help you get started.
What to Include in a Cover Letter
A professional cover letter has six main parts that introduce you, explain your qualifications, and show why you’re interested in the role:
- Header: Include your name, contact information, date, and the employer’s contact information.
- Greeting: Address the hiring manager by name when possible, or use a professional alternative such as “Dear Hiring Manager.”
- Introduction: State the position you’re applying for and briefly explain what makes you a strong candidate.
- Body: Highlight your most relevant skills, experience, and accomplishments, connecting them to the employer’s needs.
- Closing: Reinforce your interest in the position and invite the employer to discuss your qualifications further.
- Sign-off: End with a professional closing, such as “Sincerely” or “Best regards,” followed by your name.
These elements create the standard parts of a cover letter for most job applications. We’ll break down how to format each section in the steps below.
Want to create a polished cover letter without formatting it from scratch? Choose from 20+ professional cover letter templates that match your resume, with expert guidance along the way.
Sample cover letter for a resume—See more cover letter examples here.
How to Format a Cover Letter in 6 Steps
Once you know the basic cover letter structure, it’s time to put each section together. Follow the six steps below to create a cover letter that’s professional, easy to read, and tailored to the job.
If you’d rather not format each section from scratch, our Cover Letter Builder can handle much of the layout and formatting for you while you focus on tailoring your content.
Step 1: Format Your Cover Letter Header
Start with a professional cover letter header that makes it easy for the employer to identify and contact you. A clear, accurate header also demonstrates your attention to detail from the start.
Include the following information:
- Your name and contact details
- The date you send the letter
- The hiring manager’s name and title
- The company name and address
Make sure you address your cover letter correctly and format your contact information similarly to your resume header to create a consistent application.
Cover letter header example:
Cover Letter Header
Mary Chao
Digital Marketing Specialist
4710 Oak Way
Omaha, NE 68154
402-214-2558
marychao@gmail.com
linkedin.com/in/mary.chao
August 12, 2026
Ashley Alameda
Head of Marketing
Avanix, Inc.
2509 Hall Valley Drive
Omaha, NE 68102
Step 2: Add a Professional Greeting
After your header, start your cover letter with a professional greeting. Address the hiring manager by name whenever possible. Check the job posting, company website, or LinkedIn to find the appropriate contact.
If you can’t find a name, “Dear Hiring Manager” is a professional alternative. Avoid outdated or overly generic greetings, such as “To Whom It May Concern” or “Dear Sir or Madam.”
Professional cover letter greeting examples:
Cover Letter Greetings
- Dear Ms. Jones,
- Dear Ashley Jones,
- Dear Hiring Manager,
Step 3: Write a Strong Opening Paragraph
Your opening paragraph should quickly tell the employer which job you’re applying for and why you’re a strong candidate. Keep it concise, ideally two to four sentences, and tailor it to the specific position.
Consider opening with an impressive achievement, one or two key strengths, or your most relevant skills. You can also mention your connection to the employer and show why you want this job, which is something recruiters look for in a cover letter.
Cover letter opening example:
Cover Letter Opening
Two months ago, I increased organic traffic across four websites from 4 million to 20 million monthly views. As the SEO team lead, I developed a content strategy and managed a team of 25 employees to achieve that growth in just six months. This increase also helped us exceed our sales revenue forecasts. I’m excited to bring that same data-driven approach to the Digital Marketing Manager role at [Company Name].
This opening uses specific numbers to demonstrate the candidate’s impact and gives the hiring manager a reason to keep reading.
Step 4: Structure Your Cover Letter Body
Use the body of your cover letter to show what you can contribute to the employer. A strong body connects your experience, skills, and achievements to the company’s needs.
Research the employer and focus on one or two qualifications or accomplishments that are especially relevant to the position. Quantify your achievements when possible, and use concise bullet points if they make your accomplishments easier to scan.
Cover letter body example:
Cover Letter Body
I know your main upcoming challenge will be growing revenue from your new website. With 7+ years of experience in SEO and social media marketing, and as someone passionate about staying on the leading edge of tech, I’m confident I can replicate the results I achieved in my current role as your new Digital Marketing Manager.
In my current position, I successfully lead creative strategy and internal development teams. Specifically, I have:
- Skyrocketed inbound marketing ROI by 43%.
- Reduced cost per lead by 35%.
- Boosted landing page conversion rates by 55%.
What impresses me most about your online marketing strategy is that you’ve built a self-reliant team aligned around two key metrics: traffic and conversions. This reflects my own approach to results-driven marketing.
If you don’t have much relevant experience, focus on transferable skills developed through school, internships, volunteer work, or other experiences. Highlight strengths such as communication, time management, and organizational skills, and connect them directly to the job requirements.
Step 5: Write a Strong Closing Paragraph
End your cover letter by briefly reinforcing your interest in the role and thanking the hiring manager for their time. Express your interest in discussing your qualifications further while maintaining a confident, professional tone.
Cover letter closing example:
Cover Letter Closing
I would welcome the opportunity to discuss how my skills and experience could contribute to your team. Thank you for your time and consideration. I look forward to hearing from you.
Step 6: Add a Professional Sign-Off
Finish your cover letter with a professional sign-off followed by your full name. Good options include “Sincerely,” “Best regards,” or “Respectfully.”
For an emailed or uploaded cover letter, a handwritten signature generally isn’t necessary. If you’re submitting a printed cover letter, you can leave space between the closing and your typed name for your signature.
Cover letter sign-off example:
Cover Letter Sign-Off
Sincerely,
Mary Chao
402-214-2558
marychao@gmail.com
Cover Letter Format: Template
Now that you know how to structure each section, use this cover letter format template as a starting point. Replace the bracketed text with information tailored to the job, then customize the content to highlight your most relevant qualifications.
[Your Name]
[Your Address]
[City, State, zip code (optional)]
[Your Phone Number]
[Your Email]
[Today’s Date]
[Hiring Manager’s Name]
[Company Name]
[Company Address]
[City, State, zip code (optional)]
Dear [Hiring Manager’s Name],
I am excited to apply for the [Position Title] role at [Company Name]. With [# years] of experience in [relevant skills or industry], I am confident in my ability to contribute to your team’s success.
In my current role at [Current Company], I [describe key responsibilities and impact]. My experience in [specific skill or project] has allowed me to [quantified achievement or success]. In this role, I have:
- [#1 quantifiable accomplishment]
- [#2 quantifiable accomplishment]
- [#3 quantifiable accomplishment]
My expertise in [relevant skill] and [another relevant skill] makes me a strong fit for this position. I am eager to bring my skills to [Company Name] and contribute to [mention company goal or project].
I would welcome the opportunity to discuss how my [experience/skills] could contribute to [Company Name]. Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]
Cover Letter Format Examples
The best cover letter format depends on your industry and the impression you want to make, but all professional formats should prioritize readability and a clear structure. The examples below show how the template can be applied to different visual layouts and design styles.
Basic Cover Letter Format
This basic cover letter format uses a simple, straightforward layout that works across industries and experience levels.
Business Cover Letter Format
This business cover letter format uses a traditional, polished layout that can work well for experienced professionals and corporate roles.
Creative Cover Letter Format
This creative cover letter format adds more personality while keeping the content organized and easy to read.
Modern Cover Letter Format
This modern cover letter format uses subtle visual elements while maintaining a clean, professional structure.
Professional Cover Letter Format
This professional cover letter format uses a structured layout and plenty of white space to keep the focus on your qualifications.
Want your resume to look as polished as your cover letter? Use our Resume Builder and expert-written content to create a professional resume in minutes. When you’re done, you can use our Resume Checker to scan and score your resume, and we’ll show you how to improve it.
8 Tips for Polishing Your Cover Letter Format
Once your cover letter has the right structure, use these formatting tips to make sure the finished document looks clean, professional, and easy to read.
These guidelines cover the visual details, such as margins, fonts, spacing, and alignment, that can affect how your letter looks on the page:
- Size margins correctly. Keep your cover letter margins between 0.5″ and 1″ on all sides. Margins that are too narrow can make your letter look crowded, while excessive margins can leave too much space.
- Choose a professional, readable font. Pick an easy-to-read cover letter font, such as Arial, Calibri, Helvetica, or Times New Roman. Use an 11- or 12-point font to keep your letter easy to read
- Keep your cover letter to one page. A cover letter should be concise—typically a single page. Focus on your most relevant qualifications rather than repeating everything on your resume.
- Align your text to the left. Left-align your cover letter text for a clean, easy-to-read layout. Avoid centering or justifying the body text, which can make longer sections harder to read.
- Use consistent spacing and white space. Leave space between the header, greeting, paragraphs, and sign-off. White space makes your letter easier to scan and prevents the page from looking crowded.
- Use bullet points sparingly. Bullet points can make key accomplishments easier to scan, but don’t overuse them. Reserve them for a few important achievements or results that you want to emphasize.
- Use bold and italics strategically. Bolding and italics can improve readability and emphasize important information, but too much formatting can distract from your message and make your document look cluttered.
- Save your cover letter in the correct format. If the employer requests a specific file type, follow their instructions. Otherwise, it’s generally safe to save your cover letter as a PDF to preserve its layout across devices.
5 Common Cover Letter Mistakes to Avoid
Even a strong cover letter can lose impact if it’s difficult to read or doesn’t follow the employer’s instructions.
Avoid these five common mistakes before submitting your application:
- Ignoring application instructions: Always read the job posting carefully and follow any instructions for formatting, file type, naming conventions, or required information. Missing a specific requirement can hurt an otherwise strong application.
- Using an overly casual or generic tone: Keep your writing professional while still sounding natural. Avoid overly casual language, unnecessary jargon, and clichés, such as “hard worker” or “go-getter.” Instead, use specific examples to demonstrate your qualifications.
- Including irrelevant information: Focus on experience, skills, and achievements that support your candidacy. Personal details or unrelated information take up valuable space without showing the employer why you’re a good fit.
- Using inconsistent or crowded formatting: Keep fonts, spacing, alignment, and other design elements consistent throughout your cover letter and resume. Break up dense paragraphs and use enough white space to keep your application easy to scan.
- Skipping your final review: Proofread your cover letter for spelling, grammar, contact information, and formatting errors before submitting it. Make sure you’re sending the correct file and that its formatting displays properly.
Key Takeaways
Before submitting your cover letter, make sure you:
- Follow the standard cover letter structure, including a header, greeting, introduction, body, closing, and sign-off.
- Tailor your letter to the role and connect your most relevant skills and accomplishments to the employer’s needs.
- Use specific examples and measurable achievements to demonstrate the value you can bring to the company.
- Keep your cover letter to one page with a professional font, consistent spacing, and a clean, easy-to-read layout.
- Proofread carefully and follow the employer’s instructions for formatting and submitting your file.
Frequently Asked Questions
What is the proper format for a cover letter?
A proper cover letter format is typically one page long with 0.5- to 1-inch margins, an easy-to-read 11- or 12-point professional font, and consistent spacing. Align your text to the left, leave white space between sections, and, if the employer doesn’t specify a file type, it’s generally safe to save your finished cover letter as a PDF.
How do I structure a cover letter?
Structure your cover letter in six parts: a header, greeting, introduction, body, closing, and sign-off. Use the introduction to identify the position and establish why you’re a strong candidate. In the body, connect your most relevant skills and achievements to the employer’s needs, then close by reinforcing your interest, thanking the hiring manager, and adding a professional sign-off.
What are five common cover letter mistakes?
Five common cover letter mistakes are ignoring application instructions, using an overly casual or generic tone, including irrelevant information, using inconsistent or crowded formatting, and failing to proofread. Review your cover letter before submitting it to make sure it’s professional, easy to read, and error-free.
Why does your cover letter get rejected?
A cover letter may be rejected when it doesn’t give the employer a compelling reason to consider you for the role. Generic letters, vague claims, irrelevant experience, and content that simply repeats your resume can make it difficult to see your value. Tailor each letter to the position and use specific skills and accomplishments to show how you can meet the employer’s needs.
What should you not include in a cover letter?
Don’t include irrelevant personal information, salary expectations unless requested, negative comments about current or former employers, or qualifications and accomplishments you can’t support. Avoid sharing confidential information from previous jobs or repeating your entire resume. Instead, use the limited space to focus on details that strengthen your candidacy for the specific position.
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