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How to format a cover letter.
Explore best practices for making a professional-looking cover letter.
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Cover letter formatting can be just as important as writing the content it includes. Proper formatting presents you as a serious candidate and allows the reviewer to easily navigate the content.
By understanding how to format a cover letter, you can make a great first impression to go along with your application and kick off the interview process. A well-structured cover letter demonstrates professionalism and attention to detail, setting you apart from the competition.
Cover letters are often the first chance applicants have to introduce themselves to a potential employer or program for consideration. These letters are written to summarize your unique qualifications and highlight key aspects of your resume and corresponding experience that make you a great fit for the opportunity at hand.
While how you write a cover letter is key, formatting a cover letter can have a significant impact on how the rest of your application is evaluated. Because of this, we’re taking a closer look at the importance of cover letter format and the steps you can take to put together an expert-looking document.
How to format a cover letter outline.
A professional cover letter should be written to introduce yourself beyond the facts and figures listed on a resume. You can tell the story of not only why you are submitting your application but also why you are a great fit for the opportunity. To do this, you’ll want to be sure to use the standard parts of a cover letter, including:
- Contact details. Make your address, phone number, and email address clear at the top of the letter to encourage follow-up.
- Salutation. Address the letter to the person(s) you expect to review your information.
- Opening. Include a paragraph to introduce yourself as an applicant and the opportunity you are applying for.
- Body. Highlight key aspects of your experience, referring to items on your resume without directly repeating the information. This section should be no longer than three paragraphs. You can use AI to help summarize your resume and give you a head start.
- Closing. End the cover letter by thanking the reader for their time and by expressing your interest in the next steps in the process.
Building the skills to write a cover letter starts in the classroom. Reviewing your work and asking questions will help build your confidence academically and professionally. Academic writing requires research, focus, and patience to develop a compelling piece. If you need to review key points from a school paper, an AI quiz generator can help you memorize the most essential classroom material.
From fonts to paper size, use the following steps to learn how to format a cover letter properly.
1. Cover letter paper size and margins.
While many programs will default to US letter regional standard size (8.5”x11”), you will want to double-check this setting before setting up your letter. If you are applying to an organization outside of the US, consider using the standard A4 (8.27”x11.69”).
Regardless of paper size, you’ll want to have a consistent margin around the entire page. The margin is the distance of the typed text from the edge of the page. The standard for this is a 1-inch margin at the top, bottom, left, and right.
2. Cover letter font type and size.
You should only use one font throughout the cover letter, and that font should be easy to read. Fancy or fun fonts do not have a place in professional writing. Non-system fonts can also load incorrectly for recipients if you are required to submit a Word document. Examples of web-friendly, readable fonts include Times New Roman, Arial, and Verdana.
The font should also be the same size throughout the letter, from contact details to closing. Recommended font sizes should be between 10–12 points.
If the cover letter you’re working on is required for academic purposes, then the font and format may be provided by your instructor. Academic writing typically includes specific word count or page count as well. When preparing for writing a class assignment or an essay for an exam, AI exam prep tools can help you feel prepared for the various topics that could be covered.
3. Cover letter spacing and alignment.
The space between lines of text should be set consistently throughout the letter. Paragraphs should be single-spaced, and an extra space or line break should be added between individual paragraphs.
Paragraph alignment sets how the edges of the text should be arranged in relation to the edge of the page. For cover letter formatting, all of the copy (including contact information) should be left aligned to make it easier to read between paragraphs.
4. Cover letter images.
Images, including logos, graphs, or photos, should not be included in a cover letter. Professional formatting does not include any decorative elements. In addition, images can take up valuable space where you could include text outlining your qualifications or discussing the opportunity at hand.
5. Cover letter page count.
While it may be tempting to include a lot of information in a cover letter, keeping the content concise can actually help move your application forward. Sending too many pages can overwhelm reviewers who have limited time and many applications to read through. As a best practice, keep the entire document limited to one page (and resist the urge to tinker with smaller fonts or margins to make it fit).
6. Cover letter file name and format.
For electronic submissions, proper file naming conventions are also important. Include your full name and either the job or program title you are applying for in the file name. You can also include the term cover letter to differentiate the document from your resume. Also, do not use spaces in a file name since they can cause errors during transfer and upload to external systems. An example of a properly formatted file name is Jane_Smith_Marketing_Writer_Cover_Letter.pdf.
Unless you are printing and mailing a hard copy of your application — which is rare in our digital-first world — you will need to consider the file format you use. Confirm any submission requirements first, and make sure to use any file format specified by the company you are applying to. Using the wrong file format could result in your application being rejected.
Why cover letter formatting matters.
After writing a cover letter that presents your skills and accomplishments in a clear, proficient manner, you’ll want to format the cover letter so that it also demonstrates your professionalism. While showing that you understand business etiquette is important when learning how to write a resume or cover letter, investing time in formatting the letter can do much more for you during the application process.
Create a strong first impression.
Whether you’re applying for a new job, educational program admission, or private funding, you only get one chance to make a first impression. The cover letter is an introduction to your resume and to you as an applicant. Using a format that is consistent, easy to read, and follows standard conventions shows that you care about the application process.
Encourage additional interest.
The goal of a cover letter is to call out essential information from your experience and encourage the reader to want to learn more about you. The cover letter should complement the resume you worked hard to write without repeating content word for word. Instead, call out a few examples from your work or education history that the reader will want to learn more about during the subsequent interview process.
Account for application system filters.
Most applications submitted online are processed by dedicated applicant tracking systems or business procurement systems. Formatting a cover letter so it can be easily scanned and parsed by these programs can increase the likelihood that your application will be filtered properly and routed to the appropriate reviewers.
Preserve your cover letter formatting with Adobe.
If no specific file format is required, consider creating a PDF version of your cover letter. PDFs can preserve formatting across programs, computers, and systems, ensuring that recipients receive the cover letter as you intended it. PDF files also typically have smaller file sizes than Word documents and are often considered more secure. You can easily convert Word to PDF using Adobe Acrobat and make changes to your cover letter with a free PDF editor.
Frequently asked questions.
How formal should my cover letter be?
What is the basic layout of a cover letter?
What is an example of a good cover letter?
Is a cover letter also a business letter?
Is a cover letter a requirement?
Does a cover letter require letterhead?
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