Introduction
When you’re applying for a job, the way you format your cover letter can say just as much about you as the words you choose. A clean, professional layout helps the reader focus on your skills and suitability—rather than being distracted by awkward spacing, inconsistent fonts, or unclear structure. In this guide, we’ll walk through the essential elements of the cover letter format, show you how to structure each section, and provide a template you can adapt to your next opportunity.
1. Why Format Matters
Your cover letter serves as an introduction to your resume and your personal brand. As noted by the writing center at University of Wisconsin–Madison: “Use conventional business correspondence form … ask for help if you’re not certain how to do this.”
A good format:
- Signals professionalism and attention to detail
- Helps maintain visual consistency with your resume
- Improves readability for hiring managers (and applicant‑tracking systems)
- Reinforces your brand by using consistent font, margins, and spacing
2. Standard Format Elements
Here are the pieces you’ll typically include.
2.1 Header / Contact Information
Begin your letter with your full name, city/state (or full address if you prefer), phone number, email address, and optionally a LinkedIn URL or personal website.
Example:
Jane Doe
Detroit, MI 48201
(313) 555‑1234
[email protected]
Then insert the date, followed by:
[Hiring Manager Name]
[Title]
[Company Name]
[Company Address]
City, State ZIP
If applying electronically and the application already captures your contact info, you may simplify the header accordingly.
2.2 Salutation
Address the letter to a specific person if possible (e.g., “Dear Ms. Smith:”). If you cannot locate a name, use an acceptable alternative like “Dear Hiring Manager,” avoiding outdated options such as “To Whom It May Concern.”
2.3 Opening Paragraph
In one to three sentences introduce the role you’re applying for, indicate how you heard about it, and briefly mention what excites you about the position or company.
2.4 Middle / Body Paragraph(s)
In one or two paragraphs:
- Highlight 1–2 relevant skills or accomplishments
- Provide evidence (specific results, metrics, context)
- Link your experience to the job description and company needs Be careful not to simply repeat your resume—use this space to tell a story about how your background aligns with the position.
2.5 Closing Paragraph
Express your enthusiasm for the next step (e.g., meeting or call), thank the reader for their time, and optionally mention that you will follow up. Use a polite formal closing (e.g., “Sincerely,” “Best regards,”) followed by your typed name.
2.6 General Formatting Guidelines
- Keep the letter to one page unless otherwise specified.
- Use the same font and size as your resume (10–12 point, standard fonts like Arial, Calibri, Times New Roman)
- Use 1‑inch margins (or slightly smaller if required but avoid going too narrow) and left‑aligned text.
- Single‑space the content, with a blank line between paragraphs; do not indent paragraphs.
3. Special Considerations
3.1 Digital vs. Print Submission
If uploading electronically, you may not need your full mailing address—and some headers are optional if your profile already supplies them. When submitting a printed copy, include a full business‑letter format as described.
3.2 Matching Your Resume Layout
To visually brand yourself, use the same heading style on both your resume and cover letter: font, size, and color (if appropriate) should align.
3.3 Applicant Tracking Systems (ATS)
Using standard fonts, left‑aligned text, and avoiding graphics or unconventional formats increases compatibility with ATS.
3.4 Tailoring for the Role
Avoid generic salutations and text. Research the company and job description to customize your letter so it clearly communicates “you know us and you’re a fit for us.”
4. Cover Letter Template
Below is a template you can adapt. Place your details and adjust content based on the position.
[Your Name]
[Your City, State]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager Name]
[Their Title]
[Company Name]
[Company Address]
[City, State ZIP]
Dear [Hiring Manager Name]:
Opening paragraph: Introduce yourself, state the position you’re applying for, and give a brief reason why this role interests you at [Company Name].
Body paragraph 1: Highlight your most relevant experience or achievement that aligns with the job. Provide specific context and measurable results if possible.
Body paragraph 2: Connect another relevant skill or experience to the company’s needs or culture. Show you understand the employer’s goals and how you can contribute.
Closing paragraph: Express enthusiasm for the opportunity, thank the reader for their time, and indicate you look forward to discussing your application further.
Sincerely,
[Your Name]
5. Final Checks Before Sending
- Have you used the correct company name and position?
- Have you addressed the correct person (and spelled their name correctly if you used one)?
- Is the letter one page or less and free of typos or errors?
- Does the layout match your resume in style and readability?
- Does the letter add something beyond your resume (e.g., motivation, cultural fit, story)?
- Is the file named appropriately (for digital submissions) and saved in a compatible format (PDF unless otherwise specified)?
Conclusion
Mastering the proper cover letter format helps you present your qualifications with clarity, professionalism, and impact. When you follow a clean structure—from header to closing paragraph—you allow your message and story to shine through. If you’d like a tailored template or want to quickly generate a polished letter, consider exploring LetterLab — an AI‑powered tool designed to streamline cover letter creation.