How do I write a cover letter format?

With Resume Now, you don’t have to worry about creating your own cover letter format. We have dozens of templates to choose from. You can use our tips to guide your writing , or you can use our Cover Letter Builder to take the work out of formatting this essential application document.

How do I start a cover letter?

Begin with a salutation like “Dear John Smith,” or “To Jane Doe.” If you don’t know the recipient’s name, then you can choose to use a title such as “Head of Marketing.” Never use the generic “To Whom it May Concern” if you want to be taken seriously.

What is the best cover letter writing online tool?

Resume Now offers the best cover letter writing tool available online. You can select from many proven templates and easily tailor them from there. Our builder abides by cover letter writing best practices and helps job seekers create documents that bypass applicant tracking systems (ATS), which parse resumes and cover letters for relevance, with ease. To top it off, it edits your document for spelling and grammar errors before you download.

How to Format Your Cover Letter

A cover letter is a one-page standard business letter. It should be structured and organized in a way that makes it easy for hiring managers to read. On this page, we’ll show you the right way to format a cover letter and we’ll provide useful tips, examples, and templates to help you create one that makes employers want to hire you.

Anatomy of a properly formatted cover letter

An appropriately formatted cover letter should include, in order:

The applicant’s contact information. You can put this info on the left, right or in the center of the page, depending on the design you use, but your contact information must always be placed at the top.
The current date, written in long-form, like: October 14, 2021.
The employer’s address. Like your contact information, the employer’s address can be written on the right, left or center of the page, but it should always be placed below the date. Dig around for the hiring manager’s name to use it at the top of the address. If you can’t find it, then use the company name.
A salutation/greeting. It’s best to greet the hiring manager by name if you can find it. If not, then “Dear hiring manager,” is second best.
The body. The body is where you introduce yourself, express your interest in the position, provide details about your qualifications for the job, and tell the employer how you plan to help them succeed. It should be at least three and no more than four paragraphs long.
The body of a cover letter should include:
- An introductory paragraph: A strong introduction communicates enthusiasm for the position and the company.
- One or two middle paragraphs: A cover letter’s central paragraphs should demonstrate your personality, describe specific aspects of your related experience, including measurable achievements, and explain things like employment gaps.
- A closing paragraph: The closing paragraph is where you reiterate your interest, thank the hiring manager for their time, and invite them to contact you.
Complimentary close. This section is where you sign off respectfully and professionally: “Regards,” “Sincerely,” “Respectfully,” and “Thank you for your consideration,” are all good closers.
Your signature. Chances are you will be sending your cover letter through email or a digital job application portal; in that case, type in your full name. If you have been asked to send your cover letter through postal mail, then it is appropriate to hand sign your full name in blue or black ink, followed by a typed version of the same.

CREATE YOUR COVER LETTER

Fonts, spacing and margins

A great cover letter is also defined by proper use of margins, white space, and font style and size.

Font

Not all fonts work well on cover letters. Some, like Times New Roman, are easy to read while others, such as , and are not. Your cover letter has to be both professional and easy to read, so choose one of the standard business-style fonts: , , or and use only that font throughout.

Font size matters, too! We recommend using only 11- or 12-point fonts because those sizes are easiest for most people to read.

Spacing

Cover letters should have one space between lines of text and between words; two spaces between paragraphs; and two spaces between each section.

Margins and alignment

The standard rule of thumb for cover letters is that margins should be 1 inch and text should be aligned to the left of a document. Some designs allow headers to be centered or right-aligned, but always align the salutation, body and complimentary close to the left.

Cover letter examples and templates

Here are some examples and styles demonstrating how to properly format a cover letter, paying particular attention to fonts, spacing and margins, as well as paragraph treatments within each cover letter.

customize this

Sending a cover letter via email

While some companies still ask job applicants to send their cover letters and resumes by mail, most modern employers expect them directly through online applications or by email.

Below, we provide best practices for sending a cover letter by email, including formatting tips, naming conventions, and which file formats to use.

Use a professional email address. If you don’t have an email address set up specifically for job applications, then take the time to create one with a standard email provider. Employers will take you more seriously if your email address consists of your first and last name or a combination of your name and initials, like: janesmith@email.com, jsmith@email.com, janes@email.com, or jane-smith@email.com. Never use personal email monikers with nicknames like soccerfan@gmail.com or johnnysdad@gmail.com, and avoid numbers like davidchu1985@gmail.com. Employers will notice and they may pass you by without reading your cover letter.
Follow instructions in the job description. Employers often provide instructions in the job description for how to send your cover letter and resume, so read it carefully. You might be asked to write a cover letter in the body of an email or you might be asked to include it as an attachment in a specified file format (most often Word document or PDF). Not following instructions is grounds for most employers to dismiss your job application.
- If the employer requests a cover letter in the body of an email, then copy and paste the text of your cover letter as a message. You might have to reformat it after pasting it. Keep the same margins, spacing, and alignment, but use the default font and style of your email provider.
- If instructions are not included, err on the side of attaching your cover letter as a PDF. An attached cover letter is considered by many employers to be more professional, and since you will likely be sending your resume as an attachment, it’s consistent. PDFs are a safe bet because they maintain their formatting no matter what software is used to open them, while Word files run the risk of losing their formatting depending on how they are opened.
Name your file properly. When sending your cover letter as an attachment, the file name, like your email address, should be professional. The appropriate way to name a cover letter when saving it as file is:
First Name-Last Name-Job Title-Cover-Letter
For example: Jane-Smith-Journeyman-Electrician-Cover-Letter.pdf (or .doc)
Include a brief email message. Always write a brief note when sending your cover letter as an attachment in an email.
Your email message might be something like:
Dear Ms. Rodriguez,
I’m writing with interest in the catering position with Yummy Eats.
I’ve attached my cover letter and resume for your review.
Please let me know if you require any additional information.
Thank you for your consideration!
Best regards,
Tony Robinson
Add a relevant subject line. Increase the chance that the recruiter or hiring manager will notice and open your email. Be specific and succinct.
The best way to do this is: Job Title-Cover Letter-Your Name
For example:
Custodial Manager-Cover Letter-Sam Lyons

CREATE YOUR COVER LETTER

T-Format Cover Letter Variation

If you have over 20 years of experience or if you have a highly specialized job, such as a small-aircraft technician, you might want to put the focus on your skills and show employers exactly how each one matches the job requirements. You can do this easily with a T-format cover letter.

To create a T-format cover letter:

Add a header to the top of a blank document, followed by the date, employer’s name and address, and a salutation.
Write a one-paragraph introduction below the salutation.
Divide the rest of the page into two columns — one with a bulleted list of the job requirements (with Your Job Requirements as the header) and the other with a list of your qualifications (with My Qualifications as the header).
Wrap it up with a paragraph that summarizes your interest with confidence and an invitation to connect with the hiring manager.
Conclude with a professional and respectful closing statement like “Respectfully yours,” and your name. If you are mailing your letter via post then hand-sign it above your typed name.

FAQ

How do I write a cover letter format?
With Resume Now, you don’t have to worry about creating your own cover letter format. We have dozens of templates to choose from. You can use our tips to guide your writing, or you can use our Cover Letter Builder to take the work out of formatting this essential application document.
How do I start a cover letter?
Begin with a salutation like “Dear John Smith,” or “To Jane Doe.” If you don’t know the recipient’s name, then you can choose to use a title such as “Head of Marketing.” Never use the generic “To Whom it May Concern” if you want to be taken seriously.
What is the best cover letter writing online tool?
Resume Now offers the best cover letter writing tool available online. You can select from many proven templates and easily tailor them from there. Our builder abides by cover letter writing best practices and helps job seekers create documents that bypass applicant tracking systems (ATS), which parse resumes and cover letters for relevance, with ease. To top it off, it edits your document for spelling and grammar errors before you download.