How to Format a Cover Letter? (With Examples & Templates)

When formatting a cover letter, make sure the document looks professional and polished. Keep it to one page, single-spaced, with 1-inch margins on all sides. Use a clean and modern font like Arial, Calibri, or Helvetica at a size of 10–12 points to enhance readability. Structure your content into three or four short paragraphs, left-aligned with a blank line between sections for clarity. 

Most of us learned the letter-writing basics in school — from bullet-pointed wish lists for Santa to formal thank-you notes. But somehow, cover letters rarely made the cut — despite having their own formatting rules that can actually help you land a job.

Let’s face it: cover letters usually play second fiddle to resumes, often skipped over or skimmed. But that’s exactly why yours needs to stand out. A well-formatted cover letter doesn’t just look polished; it frames your message, so it’s easy to read and gives the hiring manager a reason to pause.

Here’s what you’ll learn in this guide:

• The tips and tricks of cover letter formatting. 
• What a cover letter should include to get noticed. 
• Cover letter examples and templates for inspiration. 

You can also check out our free AI Cover Letter Builder. Simply input the job title and company name, and our technology will create a cover letter that matches your resume perfectly.

If you want to learn more about specific parts of the cover letter, explore one of our detailed guides:

• How to Address a Cover Letter
• How to Start a Cover Letter to Capture The Hiring Manager's Attention‍
• How to End a Cover Letter

What Is the Purpose of a Cover Letter?

A cover letter is your chance to go beyond the formalities of your resume and speak directly to the hiring manager, showing why you’re the right person for the job and the value you can bring to the company. 

You can dive into your relevant skills, achievements, and experiences that align with the position. But it’s not just about bragging rights. You’re aiming to connect your strengths to their needs — how can you help the company reach its goals or solve a problem? 

Another benefit of a cover letter is that it lets you take control of your story. Does your resume have gaps or show a lack of experience? Instead of leaving it to speculation, you can explain it yourself, turning what might seem like a hiccup into part of your unique career story. 

Read about: Are Cover Letters Necessary? 

Formatting Tips for Writing a Cover Letter

Looks aren’t everything, but they can say something about you — whether it’s your first-day outfit, a tidy workspace, or a job application. A messy, unorganized cover letter can come across as careless, signaling to the hiring manager that you might not be serious about the role.

The good news? Cover letter formatting isn’t complicated. The goal is to keep it clean, organized, and professional. Small details, like font choice, spacing, and margins, make a big difference in readability and presentation.

Here are the top cover letter formatting tips to help you make a great first impression.

Add your address and contact information

For the younger folks, writing an address with contact information may seem like a blast from the past (I honestly can’t remember the last time I wrote a letter). But whether you’re going digital or sticking with a classic print, the correct address at the top of your cover letter makes it easy for the hiring manager to see who you are and how to get in touch for the next steps. 

What that means for you: 

• When sending a digital cover letter, you can keep things more streamlined. Just include your city and state, your contact details (phone number and email), and the date. 

Sample address format on a digital cover letter:

Jordan Smith
Anytown, ST
(123) 456-7890
[email protected]
October 27, 2024

• For a physical copy (less common), place your name, address, phone number, and email in the top left corner. After that, add the date just below your details. Then, write out the recipient’s full name, title, company, and address. 

Sample address format for a physical cover letter: 

Jordan Smith
123 Main Street
Anytown, ST 12343 
(123) 456-7890
[email protected]

October 27, 2024

Ella Williams
Hiring Manager 
Tech Innovations Inc.
456 Industry Road
Tech City, ST 67890

Include the right spacing and margins

• Stick with single spacing. If you want extra breathing room, you could opt for 1.15 spacing, but steer clear of anything more. Wide spacing makes your letter look like you’re trying to fill up the page without really saying anything.
• Add a blank line between each section: your contact information, the greeting, and each paragraph. And don’t bother indenting your paragraphs; just keep everything aligned to the left for a clean look.
• For margins, go with the classic 1-inch on all sides. If your letter runs onto a second page, it’s okay to shrink those margins to 3/4 or even 1/2-inch. Just don’t go smaller than that if you want to keep it sharp and easy to read. 

Go with a professional font 

• Go with a modern and professional font like Arial, Calibri, or Helvetica that won’t distract from your content. Skip anything decorative or outdated (I’m looking at you, New Times Roman) as it can come off as unprofessional and hard to read. 
• Size-wise, stay between 10 and 12 points. Is your text spilling onto the next page? It’s way better to trim it down than to shrink the font to a size that strains the eyes. Going too big can also make it seem like you’re just trying to stretch your message to fill space.
• Many companies also use applicant tracking systems (ATS) to sort applications automatically, scanning for keywords, skills, and job titles. Complicated or decorative fonts can trip up these systems, potentially causing your application to get overlooked. 

Tip: Use the same font style and size as your resume to create a cohesive look across your application. 

Keep your cover letter concise 

• Aim for about half a page to one page, or around 250–400 words split into three to five paragraphs. 
• While there’s no set rule; three paragraphs work well: a strong introduction to who you are, a middle section with your top skills and experiences, and a closing that ties everything together. Add an extra paragraph if necessary — just ensure every word pulls its weight. 
• When editing, keep an eye out for any words or phrases that don’t add real value, aren’t relevant to the job, or simply repeat what’s on your resume. Is your job as a student bartender really going to impress for that marketing position? Cutting out unnecessary details will keep your letter focused and easy to read.

Find out more about the ideal cover letter length: How Long Should a Cover Letter Be?

Choose the correct file format 

• A DOCX file works just fine for a straightforward layout, but it’s best to play it safe by downloading your document as a PDF file. This file type will keep your formatting locked in, looking the same on any screen without unexpected shifts in spacing or layout.
• Hiring managers can see the file name, so keep it simple and specific, like “Full Name–Cover-Letter”. It makes it easy for the recruiter to locate and recognize your document. 
• Use hyphens instead of spaces in the file name to avoid odd compatibility issues across different systems or devices. 

Discover more ways to get your cover letter to the top of the pile: Cover Letter Tips and Tricks.

The Standard Four-Part Cover Letter Format

There’s no unspoken rule stating that a cover letter has to be broken into four parts, but it’s a handy guideline that keeps everything structured and stops you from writing a rambling essay. 

Here’s a quick look at the four key parts of a cover letter: 

• Address and professional greeting 
• Opening paragraph 
• Middle paragraph (main body)
• Closing paragraph and sign-off 

Now, let’s get into the details. Here’s a breakdown of how to organize each section and what to include to add more depth to your application. This structure works for professionals of almost all levels, including those writing a cover letter for an internship.

Begin with a professional greeting 

• Start with “Dear” followed by “Mr.” or “Ms.” and the hiring manager’s last name, for instance “Dear Ms. Smith.”
• Find the hiring manager’s name in the job listing, company website, or LinkedIn.
• Don’t assume the hiring manager’s marital status. Go for “Ms.,” instead of “Miss” or “Mrs.”
• If you can’t find the name, use “Dear Hiring Manager” or address the specific department, such as “Dear Head of Technology” or “Dear Marketing Team.”
• Avoid outdated greetings like “Dear Sir/Madam,” or “To Whom It May Concern.”

Include a strong opening paragraph

• Make a memorable first impression by showing your excitement and sprinkling in your personality right off the bat.
• Mention the job you’re applying for and why it genuinely excites you, like a unique aspect of their culture, a recent project, or a standout value. 
• Show you’ve done your research so the hiring manager knows this isn’t just a generic, one-size-fits-all letter.
• Include a quick highlight from your background that matches what they’re looking for. For example, if the job emphasizes leadership, mention a project you led or a colleague you mentored. 

Here’s an example of an opening cover letter paragraph: 

I’m excited to apply for the Marketing Coordinator role at BrightWave Media. As someone with hands-on experience supporting social media campaigns and a genuine enthusiasm for your recent customer-first initiative, I’d love the chance to contribute to your team. In my last internship, I helped boost engagement through targeted posts and creative content ideas, and I’m eager to bring that same energy and focus to your marketing efforts.

Learn how to get instantly noticed: How to Start a Cover Letter.

Go into detail with your middle paragraph

• Add more depth to your resume by giving hiring managers a fuller picture of who you are and how you’ll add value to the team.
• Pick one or two major achievements or experiences that align with the job — it’s about quality, not quantity.
• Don’t just say what you did, but how it connects to the role. For example, if you’re applying for a project management position, outline a project where you handled challenges and delivered results. 
• Include numbers and data to bring credibility and paint a more concrete picture of your achievements. Measurable results back up your claims and help the hiring manager visualize your contributions.

Don’t know how to frame your achievements? Try the STAR method — it’s a simple way to show the value of your work without fluff. Here’s a breakdown: 

• Situation: Set the scene. What was the context?
• Task: What were you responsible for? What was the goal?
• Action: Describe the steps you took to achieve the goal.
• Result: What was the outcome? Did you achieve something quantifiable?

Now, let’s see that in action. Here’s an example of a middle cover letter paragraph: 

In my previous role as a Customer Service Associate at ShopWell, I managed high volumes of customer inquiries during peak seasons. Knowing that knowledgeable support is key to customer loyalty, I took the initiative to create a quick reference guide for common issues, helping to reduce response times and improve customer satisfaction scores by 15%. I’m drawn to the Customer Support team at TrendLine because of your commitment to customer-first service, and I’m excited to bring my expertise to support your mission of delivering an excellent customer experience.

Wrap up your closing paragraph with a call to action

• Recap why you’re a great fit and show you’re genuinely excited about how this role aligns with your career goals and the company’s mission.
• Thank the hiring manager for their time and consideration. It’s a small but meaningful touch to acknowledge that they’ve taken time to review your application. 
• Include your call to action by telling them you’re excited to discuss the opportunity further. 
• End with a friendly yet professional closing line. “Sincerely” is always a safe bet, but if you’re going for a bit more warmth, try “Best wishes,” or “Kind regards,” with your full name. 

Here’s how to close your cover letter: 

I’m genuinely excited about the opportunity to leverage my technical skills and passion for problem-solving to enhance your team’s efficiency and user experience. I believe my hands-on experience with troubleshooting and system optimization aligns perfectly with SkyBridge’s commitment to delivering top-notch IT solutions. 

Thank you for considering my application for the IT Support Specialist position at SkyBridge. I would love to further discuss how I can contribute to your team’s success. 

Kind regards,
[Your Full Name]

For more examples of cover letter closing paragraphs, check out How to End a Cover Letter.

To get a complete overview, explore our in-depth guide on How to Write a Cover Letter.

Cover Letter Examples 

Changing up your cover letter for each job and industry is a must if you want to impress hiring managers and show you’re interested in this specific position. But don’t worry — you don’t need to overhaul the format. Aside from swapping out your Arial font for Verdana for a more creative approach, your formatting will always have one goal: keep it professional and easy to read. 

Below, you’ll find some condensed cover letter examples, from traditional formats to creative spins, plus one tailored for those without work experience.

For examples on keeping it concise, scroll through our Short Cover Letter Samples.

Business cover letter format (example) 

A business cover letter follows the same rules as most professional cover letters. While you might go for a more formal tone and classic fonts like Arial or Calibri, the key is to keep it to one page with 3–4 short paragraphs.

Even if you have loads of experience, hiring managers don’t have time (or patience) for a wall of text. Keep it to the point and focus on your most relevant and impressive achievements — enough to spark their interest without overwhelming them.

Here’s a business cover letter example: 

Creative cover letter format (example)

Going for a creative role or applying at a fun start-up? It’s tempting to ditch the traditional cover letter for something more out-of-the-box, but don’t go overboard — hiring managers still appreciate a familiar format and will be put off by a flashy design.

Instead, highlight your creative experience, genuine enthusiasm for the role, and a few thoughtful personal touches. Keep it professional, with formatting that complements your message without stealing the spotlight. This way, your personality shines through, but your professionalism stays front and center.

Here’s an example of a creative cover letter: 

Need more inspiration? Look no further: 52 Skillful Cover Letter Examples

College student cover letter format (example)

Writing a full page on your skills and experience can feel like a stretch when you’re fresh out of college with a limited work history. I’ve been there, and it can feel like clutching at straws. But don’t be tempted by larger fonts or extra spacing just to fill it out. Trust me, hiring managers will pick up on this right away.

Everyone starts from somewhere, so having your cover letter on the shorter side isn’t a deal breaker. That said, you can still focus on your enthusiasm for the role and what excites you about the company. You can also highlight relevant college experiences, like volunteer work, projects, or extracurriculars that show your skills in action.

Here’s what a college student cover letter could look like:

Don’t have a strong professional background? Find out more: Crafting a Winning Cover Letter with Zero Experience

Summary 

Here’s a quick breakdown of formatting steps to create a professional cover letter:

• Include your contact information at the top with your name, address (optional for digital copies), phone number, email, and date, left-aligned for a consistent look.
• Always address the hiring manager with their full name whenever possible; if you don’t have a name, “Dear Hiring Manager” works as a safe alternative.
• Avoid generic openers like “To Whom It May Concern” or “Dear Sir/Madam” as they can sound cold and impersonal. You should also stick with “Ms” instead of “Mrs” as you don’t want to assume marital status. 
• Use a professional and readable font like Arial, Calibri, or Helvetica, in 10–12 point size. Avoid decorative or outdated fonts, like New Times Roman or Brush Script, as they are considered old-fashioned or difficult to read.
• Keep your cover letter single-spaced, with a blank line between each section (contact information, greeting, and paragraphs).
• Skip indenting and simply left-align paragraphs to look cleaner and more professional.
• Keep margins at one inch on all sides. If space is tight, you can reduce them to 3/4 inch but avoid going any smaller.
• Stick to one page and aim for 250–400 words in three to five short paragraphs, to avoid rambling and to keep everything concise. 

FAQ

What’s the best way to open a cover letter? 

Start your cover letter with a personal touch that grabs attention. Begin by addressing the hiring manager by name to show you’ve done your homework. If you can’t find the name, “Dear Hiring Manager” is the next best thing. 

Use your cover letter opening paragraph to explain why you’re excited about this role and the company itself. You can also add a quick note about a shared value or recent company achievement to prove you’re not just sending a generic cover letter. Showing genuine interest up front makes you memorable and sets the right tone.

How to write a cover letter for a first job?

When writing a cover letter for your first job, focus on enthusiasm and potential. Mention the role you’re applying for and why it’s exciting to you. Share relevant experiences, like a school project, volunteer work, or part-time job, to highlight transferable skills — communication, teamwork, or attention to detail are good places to start. Employers value attitude as much as experience for entry-level roles, so wrap up by mentioning how you’d bring energy and eagerness to learn.

Learn more: How to Write a Cover Letter with No Experience

What is the structure of a cover letter?

Think of your cover letter in four parts: address, opening, body, and closing. While having three main paragraphs isn’t a set rule, it’s a solid format to keep yourself from writing too much or too little. 

In the first paragraph, state the job you’re applying for and why it interests you. The body should include one to two paragraphs about your skills, experience, or relevant achievements that show you’d be a good fit. Wrap up with a closing paragraph that reiterates your interest and invites further conversation. 

How to format a professional cover letter?

For a clean, professional look, keep it simple. Use a standard font like Arial or Calibri, 10–12 point size. Align your text to the left and include one-inch margins on all sides. Add your contact information at the top with the date and the company’s address. Single-space your text but add a blank line between sections, like your contact details, greeting, paragraphs, and closing. These details make your letter visually appealing and easy to read.

Should a cover letter be double-spaced?

No, stick with single spacing for your cover letter. Single spacing looks polished and lets you include more information without going over one page. Just remember to leave a blank line between sections and paragraphs to keep it from looking cramped. Double-spacing can make your letter seem too spaced out and waste space that could be used to show your qualifications.