Getting your cover letter format right is one of the simplest ways to make a strong first impression.
This guide covers everything you need: layout, spacing, structure, and the mistakes that are easiest to fix.
How do I format a cover letter step by step?
Format a cover letter by working through six sections in order: header, greeting, opening paragraph, body paragraphs, closing paragraph, and sign-off.
Each section has a specific job, and keeping them in this sequence makes it easy for hiring managers to find what they need quickly.
1. Header
Place your name, phone number, email address, and LinkedIn profile at the top of the page.
Below that, add the date, followed by the hiring manager's name, job title, company name, and company address.
Your header should match the formatting of your resume so both documents look like they belong together.
2. Greeting
Address the hiring manager by name wherever possible.
"Dear [First Name Last Name]," is the standard approach.
If you cannot find a name, "Dear Hiring Manager," is the accepted alternative.
Avoid "To Whom It May Concern" and "Dear Sir or Madam" both read as dated and impersonal.
3. Opening paragraph
State the role you are applying for, where you found it, and what draws you to the opportunity.
Keep this to two or three sentences.
The goal is to give the reader enough context to understand who you are and why you are writing, before you make your case in the body.
4. Body paragraphs
Use one or two paragraphs to connect your most relevant experience to the role.
Pull one or two specific achievements from your resume and show how they apply to what the employer needs.
Quantify where you can, numbers make achievements concrete and easier to remember.
5. Closing paragraph
Restate your interest in the role, thank the hiring manager for their time, and include a clear call to action.
Something like expressing that you would welcome the opportunity to discuss your application further is enough.
Keep it brief and confident.
6. Sign-off
Close with "Sincerely," or "Best regards," followed by your full name for a professional sign-off.
If submitting a printed copy, leave space for a handwritten signature above your typed name.
What is the standard format for a cover letter?
A standard cover letter is a single page, left-aligned, with 1-inch margins and single-spaced text.
Use a clean font between 10 and 12 points, leave a blank line between each paragraph, and save the file as a PDF.
The letter should include a header with your contact details, a professional greeting, three to four paragraphs of content, and a formal sign-off.
That structure works across industries and roles.
Hiring managers expect it, and applicant tracking systems (ATS) are built to read it.
Sticking to these conventions is not a limitation, it is what lets the content of your letter do the work.
Here is a quick reference for the core formatting rules:
| Element | Standard |
|---|---|
| Page length | 1 page |
| Margins | 1 inch on all sides |
| Alignment | Left-aligned |
| Line spacing | Single-spaced |
| Paragraph spacing | One blank line between paragraphs |
| Font size | 10-12 pt |
| File format | PDF (unless asked for .docx) |
What are the spacing and margin rules for a cover letter?
Use 1-inch margins on all sides and single-spaced text throughout, with one blank line between each paragraph and between each section of the letter.
Do not indent the start of paragraphs.
This balance of white space and text is what makes cover letter spacing comfortable to read at a glance.
Margins smaller than 0.75 inches make the page look cramped.
If your letter is running onto a second page, the answer is to cut content, not to shrink the margins.
What font should I use in a cover letter?
Use a clean, professional font such as Calibri, Arial, Georgia, or Times New Roman, at 11 or 12 points.
Match the font you used in your resume so both documents feel consistent.
How long should a cover letter be?
A cover letter should be one page, made up of three to four paragraphs and around 250 to 400 words.
That is enough space to make a clear, focused case without asking too much of the reader's time.
How should I format a cover letter for different jobs?
The core formatting rules stay the same regardless of the role you are applying for: one page, clean layout, professional font, and a clear six-section structure.
What changes between roles is the content you prioritize in the body of the letter, the achievements you lead with, the tone you use, and the specific value you demonstrate.
The table below shows what to focus on for eight of the most common roles.
| Job | What to include | What makes it specific |
|---|---|---|
| Marketing | Campaign results, channel expertise, and measurable outcomes such as growth in traffic, leads, or conversions | Hiring managers expect evidence of impact, vague claims about creativity carry less weight than numbers |
| Accounting | Accuracy, relevant qualifications (CPA, CMA), software proficiency, and examples of process improvements or cost savings | Trust and precision matter above all; the tone should be measured and the claims specific |
| Sales | Revenue figures, quota attainment, and examples of deals closed or accounts grown | Quantify everything, a sales cover letter that lacks numbers does not demonstrate the core skill of the role |
| Nursing | Clinical specialisms, patient care philosophy, and any relevant certifications or training beyond your core qualification | Empathy and competence both need to come through; leading with a patient-focused statement works well here |
| Teacher | Subject specialism, age group experience, and a specific example of a lesson, project, or outcome you are proud of | Schools want to see your teaching approach, not just your qualifications, give them a glimpse of how you work |
| Software engineer | Languages and frameworks, types of systems you have built, and a specific technical achievement or problem you solved | Avoid listing every tool you know; focus on the ones most relevant to the job description |
| Customer service | Communication skills, experience with specific tools or platforms, and a concrete example of resolving a difficult situation | The letter itself is a demonstration of how you communicate, clarity and warmth in the writing carry weight |
| Project manager | Methodologies (Agile, PMP, Prince2), scale of projects managed, and measurable outcomes such as on-time delivery or budget savings | Hiring managers want to see that you can manage complexity; vague statements about organization are not enough |
These are starting points, not rigid rules.
The strongest cover letters pick one or two specifics from this list and build around them, rather than trying to cover everything at once.
How do I format a cover letter for email?
When submitting a cover letter in the body of an email, simplify the format.
Skip the formal header block and start directly with the greeting.
Use the default font and size of your email client, keep single spacing, and leave a blank line between paragraphs as you would in a document.
End with your contact details beneath your name, since there is no separate header to carry that information.
- Subject line: Use the format "Job Title - Your Name" so the hiring manager can identify your application immediately
- Greeting: Start with "Dear [Name]," as you would in a printed letter
- Body: The same three to four paragraph structure applies
- Sign-off: Close with "Sincerely," or "Best regards," followed by your name and contact details
If the job posting asks for a cover letter as an attachment, submit it as a PDF and write a short introductory message in the email body, two or three sentences explaining who you are and what you are applying for.
What are the most common cover letter formatting mistakes?
The most common cover letter formatting mistakes are using too small margins to fit more content, choosing an unusual font, submitting a Word document when a PDF is expected, and inconsistent spacing between sections.
According to Resume.io research, 83% of hiring managers say a well-written cover letter can help a candidate overcome a weaker resume but poor formatting puts that advantage at risk before anyone reads a word.
Any of these can make a letter harder to read or cause it to fail an ATS scan before a person ever sees it.
Here are the mistakes that come up most often, and what to do instead:
- Running to a second page: tighten your content rather than adjusting margins or font size to compensate.
- Inconsistent spacing: check that every paragraph break uses exactly one blank line, and that section gaps are uniform throughout.
- Using a decorative or non-standard font: stick to the professional options listed above and match your resume.
- Submitting as a Word document by default: unless the employer specifically asks for .docx, PDF preserves your formatting on any device.
- Copying the resume: a cover letter should add context and personality, not restate what is already on the page.
- Generic opening: starting with "I am writing to apply for..." tells the reader nothing they did not already know. Open with something specific to the role or company instead.
Small formatting errors are easy to miss after staring at a document for a while.
Before you submit, view the letter as a PDF on a different screen to catch any layout issues that did not show up in the editor.
Are there free templates for cover letter formatting?
Yes. Resume.io offer many free cover letter templates that apply all of the formatting rules above automatically, margins, spacing, font, and structure are built in.
You choose a design, add your content, and the layout is handled for you.
Templates are particularly useful if you are applying to multiple roles, since they make it easy to update your content without rebuilding the format each time.
Resume.io's cover letter templates are available in several styles to suit different industries and experience levels.
If you want to see finished examples before you start, the cover letter examples library shows how real letters look across a range of roles.
Key takeaways
- A standard cover letter is one page, left-aligned, with 1-inch margins, single-spaced text, and a blank line between paragraphs.
- Every cover letter follows the same six-section structure: header, greeting, opening paragraph, body paragraphs, closing paragraph, and sign-off.
- Save your cover letter as a PDF unless the employer specifically requests a Word document.
- Tailor the body of your letter to the role, the format stays consistent, but the content should reflect what each employer is looking for.
- Free templates handle the formatting for you, so you can focus on what you want to say.
For extra tips, watch our video on writing a cover letter for a job application below.
FAQs
These are the questions job seekers ask most often about cover letter formatting.
Does cover letter formatting matter for ATS?
Yes. ATS software scans cover letters for relevant information, and non-standard fonts, tight margins, or unusual layouts can interfere with how the system reads your document.
Sticking to standard formatting ensures the content reaches a hiring manager in the form you intended.
Should I save my cover letter as a PDF or a Word document?
Save as a PDF unless the employer asks for a Word document.
PDF files preserve your formatting across all devices and operating systems, so what you see in your editor is exactly what the hiring manager receives.
Do I need a header on my cover letter?
Yes. Your header should include your name, phone number, email address, and the date, followed by the employer's contact details.
It tells the hiring manager immediately who the letter is from and gives them a quick way to reach you.
It also ensures your cover letter and resume look like a matched set.
