Cover letter format: tips, tricks, and examples for formatting your letter

Cover letters can be a bit of an afterthought when preparing a job application. A simple letter you prepare, after investing a lot of time and effort into your resume, which is just a formality. Right? Well, not really. A cover letter is essentially your first pitch to a hiring manager, so it’s equally important as creating a compelling resume.

Done well, this letter can set you apart from the crowd and help you continue in the hiring process. A cover letter encourages the hiring manager to learn more about you by reviewing your resume. So what’s the best cover letter format for maximum results? In this article we’ll explore:

• What is a good cover letter format?

• How to format a cover letter

• Top cover letter formatting tips

• Cover letter format examples

What is a good cover letter format?

A great cover letter demonstrates your interest in the role, describes your positive impact in previous roles, and explains exactly why you want to work for the company. Cover letters should be perfectly packaged in one single page, with a stand-out opening statement, relevant skills and qualifications in the core section, and a strong finish with a call-to-action. 

It can be tempting to use the same cover letter format and content for each job application, but try to avoid this. Generic cover letters are not as impactful, or successful, as targeted versions that are specific to the job posting and company. 

7 Steps to format a cover letter

Once you have the steps required to format a cover letter the right way, it’s a straightforward process to follow for each job opportunity. Here’s our seven-step guide:

1. Contact details

Start your cover letter with your contact details; use a larger size font for your name so that it stands out. Then detail your location (city and state is perfectly fine), unless you are planning on relocating to another city, state, or country, where it’s probably best to omit this information.

Then add your main contact number (with area/country code if you plan to relocate) and a professional email address. (For example, not something like [email protected]!) Finally, add any relevant online profiles, such as a link to your website, portfolio, or LinkedIn profile. Here’s an example of the format:

2. Hiring managers information and date

The next step is to include today’s date, followed by a space, then the hiring manager’s name, company name, address, city, state, and ZIP code. Here’s an example:

3. Greeting 

Address the cover letter to the hiring manager, using just their first and last name and avoiding the use of “Mr.,” “Mrs.,” or “Ms.” Check the job posting and company website, or give the company a quick call to find out the hiring manager’s name. If you can’t find this information, then it’s better to address the letter to the hiring manager.

4. Opening paragraph

A cover letter’s opening paragraph needs to hook the reader and encourage the hiring manager to read on. Recruiters receive a high volume of applications, so it’s crucial to catch attention with this paragraph in order to stand out from the competition.

The most common problem with opening paragraphs is that they can be very generic, so once a recruiter has read one or two they will all blend into one and become instantly forgettable. Expressing your strong interest in the specific role and showing that you have researched the company are key ways to avoid falling into generic oblivion. 

5. Middle paragraph

The second paragraph should outline your background relevant to the job opportunity, with particular focus on key achievements, skills, and expertise. Focus on two or three specific details that highlight your successes, including facts and figures where possible to back up the skills being put forward.

The job posting is your best resource when determining which keywords to include in this section. Try to focus on more recent experiences and you can also use bullet points to break up the information, which improves readability and ensures achievements stand out.

6. Closing paragraph

Finalize your cover letter by thanking the employer for their time and consideration in reviewing your resume. You can also include a call-to-action to encourage the hiring manager to contact you and reiterate your contact details, including cell number and email address. 

This section also gives you the opportunity to clarify any points on your resume that you feel may require some further explanation. For example, if you were relocating to the city where the job opening was based in the next few weeks, you could mention this in your closing paragraph. That way, you can proactively address any concerns the hiring manager may have as to why you currently live in a different area, which they can glean from your contact details, area code, or current employer.

7. Signature 

Your cover letter should end with “Sincerely” and your name. You can also include your signature (this is optional), whether this is a written signature or electronic:

Top cover letter formatting tips 

Now that we’ve pinned down the key elements to creating a killer cover letter format, let’s add a final professional polish to make your letter truly sparkle:

Cover letter font

Select a simple and professional font for your cover letter, such as Arial, Calibri, or Verdana. Fancy or complicated fonts might not be compatible with the employer’s word processor or applicant tracking system (ATS).

It’s also a good idea to keep the font size between 10-point and 12-point for readability, and ensure the font matches your resume for uniformity. 

Spacing

The right spacing on a cover letter can really help readability. If everything is crammed together on the page or there are uneven gaps, it will be much harder for the hiring manager to read your cover letter quickly, and it also won’t look very professional. Stick to single-spacing and add one space between each section. 

Margins and alignment

Cover letters should always be aligned to the left with standard margins of 1-inch on all sides. You can have smaller margins if your cover letter is just tipping over one page, so adjust to ¾ inch or ½ inch if you encounter this problem.

File format

Since you’re likely to be emailing or uploading your cover letter, select either a Word doc or pdf for compatibility. It’s a good idea to name the file [First Name- Last Name-Cover letter], for example [John Smith Cover letter] just to make life easier for the hiring manager when they download and save your documents.

Cover letter format examples

Here are some copyable examples of cover letters in different formats and career levels to give you some inspiration!

Check out the Cover Letter Builder on Career.io to get started!

Key takeaways

1. Cover letters are still an important part of the hiring process. Formatting your cover letter the right way will ensure you make the best first impression on the hiring manager.

2. Follow our cover letter format checklist. Include contact details, date, hiring manager and company information, stand-out opening paragraph, informative middle paragraph, strong closing paragraph, and your signature.

3. Factors such as cover letter font, spacing, margins, alignment, and file format are minor things, but still contribute to projecting your professionalism to the hiring manager.

4. Keep your cover letter to one-page, three paragraphs, with a professional font, great formatting, and a final check for any typos, spelling,or grammatical errors.