Cover Letter Format: Guide & Examples

The cover letter format is like a set of specific rules. Follow them, and you’ll end up with a perfect result. Neglect them, and you will continue to search for another job opportunity.

Understanding the basics of cover letter formatting provides a foundation on which to build your cover letter more easily. So before you even start writing, read on. I’m about to teach you all there is to know about cover letter format.

This guide will show you:

• How to create the best cover letter layout.
• How to format a cover letter section by section.
• Expert’s tips for cover letter formatting.
• Cover letter format examples that will get you inspired.

Want to see your perfectly written and formatted cover letter in 15 minutes? Use our cover letter builder. Choose from 20+ professional cover letter templates that match your resume. See actionable examples and get expert tips along the way.

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Use this cover letter template

Sample cover letter for a resume—See more cover letter examples here.

Here’s a handful of other useful articles:

• What is a Cover Letter
• Cover Letter Writing Tips for No-Experience Candidates
• How to Write a Letter of Application
• How to Use AI to Write a Cover Letter
• How to End a Cover Letter
• Google Docs Cover Letter Templates
• Cover Letter vs Letter of Interest
• Cover Letter vs Resume
• Selling Yourself in a Cover Letter
• Cover Letter Examples

What Is a Cover Letter?

A cover letter is a one-page document attached to your job application along with your resume. It's written in a persuasive style and its goal is to convince your potential employer that you're the perfect candidate for the job. 

A cover letter can be a standard business letter or an email. Let’s see the difference:

• A standard cover letter, or an application letter, is the most popular cover letter type. You send it as an attachment in response to a job ad. 
• An email cover letter is a shorter cover letter type that you write directly in the email message. It’s less formal.

Each aims to complement the information on your resume. Choosing either depends on the type of job application process you’re in. Most online applications allow you to upload your resume and cover letter, but in some cases, you’ll be asked to email the recruiter and attach your cover letter there.

Pretty simple, isn’t it? Time for the cover letter formatting 101.

How to Format a Cover Letter? 

Let’s discuss all components of a cover letter, section by section, to fully understand how they should be done. 

1. Create a Great Header

A header for a cover letter is the first thing your potential employer sees. It has to be done well, otherwise, you might come across as a candidate who doesn’t pay attention to detail. This cover letter section also carries arguably the most important details of your application—your contact information. 

The key details are:

• Your contact information: full name, mailing address (optional), phone number, email, and LinkedIn profile handle (optional)
• City and date of writing
• Employer contact information: hiring manager’s or recruiter’s name, job title, company name, and location

See the example below: 

Cover Letter Format—Header Example

2. Start With a Personal Salutation 

How to start a cover letter? Research shows nothing activates your brain like hearing or seeing your name. Begin with the correct hiring manager’s or recruiter’s name, and you’ll get your deserved attention from the very top of your cover letter.

Address the cover letter correctly by making sure you get the right name. Look for your recipient’s name in the job description, on the company website, or on LinkedIn. If you struggle, call the company and ask for the hiring manager’s name. 

Try hard to get the correct name, and if you fail, open with “Dear Hiring Manager”. I always advise against opening your cover letter with “To Whom It May Concern” or “Dear Sir or Madam.” Nothing screams generic more than these two.

Cover Letter Format—Salutation Examples

3. Open With “The Hook”

You have their interest. Now use one of those hooks: opening strategies used to keep readers’ attention for longer:

• Mention a significant accomplishment you’re proud of that’s relevant to the job you’re after.
• Mention the company you’re applying to: discuss something you love about it, or comment on the recent award or news the company was honored by.
• Showcase your passion, skill, or other outstanding qualities that might be of use in the role you’re applying for.
• Drop names. If you’re working for a renowned company or with someone considered an authority in the industry, or if you have something to say about someone from the company you’re applying to, don’t hesitate to mention it.

See this example of a powerful opening paragraph with an impressive achievement:

Cover Letter Format Example—Opening & Hook

With an opening that powerful, it’s only natural for your readers to keep on reading.

Find out all there is to know about a cover letter. Visit our guide: How to Write a Cover Letter in 2025

4. Craft Central Paragraphs: Your Offer and Motivation

From an employer’s perspective, you’re there to profit the company. In the body of your general cover letter sample, focus on what you have to offer, not what you want from a job. Emphasize how your expertise will help solve their problems. 

The reason you’re motivated to join the company and not any other is one of the things a cover letter should say. Once your employer understands they want you, they’ll want to know why you want them. And that might lead to a job interview.

Cover Letter Format Example—Central Paragraphs

As you can see, you can use bullet points to break up the text and highlight your achievements with numbers.

5. Include a Call to Action

Finish your cover letter with a compelling call to action. It should reiterate your value and summarize your qualifications in a single sentence. Then, ask for a call or a meeting. Restate that you can help them achieve their objectives.

Cover Letter Format—Call to Action Example

This might seem like a bold move, but it boosts the chances of your potential employer contacting you.

6. End With a Sign-Off

Sign off your cover letter the same way you would sign any other formal business letter. Write “Sincerely,” “Regards,” or “Respectfully,” followed by your full name, one or two lines underneath. 

Optionally, include a digital copy of your handwritten signature. When providing a paper copy of your cover letter, handwrite your full name between the signature line and your typed name.

Key Cover Letter Format Tips

Now that you know how to create each part of your cover letter, let me give you some more tips that apply to all of them.

Follow the tips below to create and maintain the proper cover letter layout:

• Choose a legible cover letter font, such as Arial, Calibri, or Verdana, and keep it between 10 and 12 font-size points. 
• Set margins to 1 inch on each side of the page.
• Adjust cover letter spacing: double-spacing between paragraphs and 1–1.15 between lines.
• Left-align all contents.
• Limit the length of your cover letter to one page.
• Save your cover letter in PDF. It’s the best choice to keep the cover letter layout intact.
• Name your cover letter file as follows: YourName—JobTitle—CoverLetter.pdf.

I’ve got more hints for you: Best Cover Letter Tips

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Cover Letter Format Examples for Different Types of Jobs

Now that I've stocked you with cover letter formatting tips let's see what the best cover letter looks like:

Professional Cover Letter Format

Use this format

If you want to structure your cover letter to focus on what’s important, you’re right to choose this cover letter format. The darker sidebar covers the usual, leaving your hiring manager with the juicy and plenty of white space which they can rest their eyes on.

That format will also work for these cover letters:

• Accounting Cover Letter
• Administrative Cover Letter
• Business Analyst Cover Letter
• Operations Manager Cover Letter

Business Cover Letter Format

Use this format

Looking at that cover letter format, you can tell this is a cover letter for C-suite professionals. It’s elegant. It’s neat. It’s perfect. The heading is designed to highlight your position, so use it to your advantage if you’re a senior candidate with an impressive resume.

That format will also work for these cover letters:

• Consulting Cover Letter
• Law Firm Cover Letter
• Manager Cover Letter
• Program Manager Cover Letter

Modern Cover Letter Format

Use this format

Entry-level candidates—here’s something just for you. A splash of color and square icons will add personal vibes to the cover letter structure. It is precisely what employers are looking for in candidates like yourself. 

That format will also work for these cover letters:

• Data Entry Cover Letter
• Entry-Level Cover Letter
• Human Resources Cover Letter
• Product Manager Cover Letter

Creative Cover Letter Format

Use this format

Are you recruiting to the creative industry? Then this is a perfect cover letter format for someone with a knack for design and communication. It’ll help you tell your story thanks to a sleek layout that feels complete. 

That format will also work for these cover letters:

• Copywriter Cover Letter
• Event Manager Cover Letter
• Journalism Cover Letter
• Public Relations Cover Letter

Basic Cover Letter Format

Use this format

Sometimes you want things to be uncomplicated, be direct, and put your thoughts down uninterrupted. This cover letter format gives you just that. It’s a simple cover letter format that lets your words take the stage.

That format will also work for these cover letters:

• Data Entry Cover Letter
• Federal Cover Letter
• Personal Assistant Cover Letter
• Social Work Cover Letter

Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:

Create my cover letter now

See more cover letter templates and start writing.

Key Takeaway

 In a nutshell, this is how to format a cover letter:

• Use one-inch margins, single line spacing, and 11 to 12–pt font.
• In the top-left corner, put your contact details, city and date, and the employer's contact details.
• Open with a personal salutation.
• In the body of your letter, open with the hook, make an offer, and explain your motivation.
• Finish with a clear call to action.
• Sign off with a “sincerely” and your full name.

All check? Then, you can be sure you perfected the proper cover letter format for a job application.

Want to learn more about cover letter structure? Have additional questions I didn’t answer above? Drop me a line in the comments, and I’ll be happy to chat! 

About Zety’s Editorial Process

This article has been reviewed by our editorial team to make sure it follows Zety's editorial guidelines. We’re committed to sharing our expertise and giving you trustworthy career advice tailored to your needs. High-quality content is what brings over 40 million readers to our site every year. But we don't stop there. Our team conducts original research to understand the job market better, and we pride ourselves on being quoted by top universities and prime media outlets from around the world.

Sources

• Dennis P. Carmody, Michael Lewis, "Brain activation when hearing one's own and others' names Author links open overlay panel"
• Statista: Number of sent and received e-mails per day worldwide from 2018 to 2027
• Nancy M. Schullery, Linda Ickes, Stephen E. Schullery, "Employer Preferences for Résumés and Cover Letters"

Frequently Asked Questions about Cover Letter Format

What is the proper format of a cover letter?

A cover letter should have 3–4 brief paragraphs highlighting the skills and achievements relevant to the job. It should add personality to your resume, showing why you’re a good fit with a professional yet friendly tone that conveys your enthusiasm for the role and company.

How should a cover letter be structured?

A cover letter should be structured from the following elements:

1. Information About a Candidate
2. Date of Writing
3. Recipient’s Name, Job Title, Company, and Company’s Address
4. Professional Salutation
5. Opening Paragraph
6. Middle Paragraph(s)
7. Closing Paragraph
8. Professional Sign-Off
9. Post Script (optionally)

How to format a cover letter for an internship?

Candidates applying for an internship can use a business cover letter format. The main difference is that instead of referring to their work experience, they should put emphasis on their academic accomplishments, extracurricular activities, and relevant knowledge they learned while studying—very similar to an entry-level cover letter.

This is how you should format a cover letter for an internship:

1. Put your name, field of study, and contact information at the top.
2. Address the cover letter to the hiring manager or internship coordinator.
3. Add the date.
4. Use a professional greeting and the hiring manager’s name.
5. Introduce yourself and provide an attention-grabbing accomplishment.
6. Explain why you’re interested in the internship and how well you fit the position.
7. Provide relevant examples of academic achievements, extracurricular activities, personal projects, etc.
8. Finish with a call to action.
9. Add a cover letter closing and sign the letter.

Remember to use a cover letter template that matches your internship resume. Also, remember to read about cover letters for internships here.

What’s a good cover letter email format?

A good email cover letter format, or an online cover letter format, is shorter and less formal than a classic cover letter format. You can use such a format when the job advertisement doesn’t specifically request a cover letter. This way, you can introduce yourself and present your qualifications for the job without spending extra time on making the layout for your cover letter or choosing a Word cover letter template.

Follow our guide to read more about the best email cover letter format.