A recent study revealed that 94% of hiring managers think cover letters are essential when deciding who to interview.
In this article, we’ll provide examples of different ways to format your cover letter, and then break down a cover letter paragraph-by-paragraph.
Proper cover letter format (copy & paste template)
Below is a cover letter outline written according to best practices. Just copy-and-paste it and fill in your information to quickly create a well-structured cover letter:
[Today’s Date]
[Hiring Manager’s Name]
123 Company Address
Company’s City, State, Zip Code
(xxx) xxx-xxxx
hiring.manager@gmail.com
Dear [Ms./Mr./Mx.] [Hiring Manager’s Last Name],
Introduction
I’m excited to see the listing for [Position Title] at [Company or Firm] on [Website Name]. As a dedicated [Job Title] professional with [# years] of experience in [job-related tasks and responsibilities], I’m confident that I would be a great addition to your [Company or Firm’s] team.
Body paragraph with background information
I’m currently employed for [Company Name], where I [brief overview of job-relevant duties]. Your job listing mentions a need for a working professional with expertise in [industry-specific experience and skills]. My career has given me extensive knowledge in [industry-specific experience and skills], with the following notable career achievements:
Explanation of achievements
- Here, list three to five of your most notable career achievements that are relevant to the job listing
- Use hard numbers to quantify any accomplishments you include to give the hiring manager a clear idea of what you’re capable of
- This could include monetary values, percentages, or any statistics that clearly show the end result of your work
- List real-life examples that demonstrate you possess the necessary key skills and experience listed in the job description
Closing paragraph
I’m confident my proven track record in [industry-specific skills included in the above-bulleted list] will make me an asset at [Company Name], and allow me to contribute immensely to the [department you’re applying to] team.
I look forward to discussing the [Job Position] and my qualifications in detail with you. I’m available for an interview at your earliest convenience. I’ll be in touch next week to follow up and ensure you’ve received my application.
Sincerely,
[Your Name]
3 Example cover letter formats
Here are three more cover letter templates for different career stages and situations that follow the standard cover letter structure and formatting:
Entry-level cover letter format
This entry-level cover letter was written by a recent college graduate applying for their first job. Notice that they format the first paragraph of their cover letter in a way that emphasizes their passion for the role, followed by highlighting relevant accomplishments from their academic career:
Dear Hiring Manager,
I’m writing to express my interest in the Marketing Assistant position at BrightWave Media, as advertised on your careers page. As a recent graduate from the University of Texas at Austin with a degree in Marketing, I’m excited to bring my passion for creative storytelling, data-driven strategy, and brand engagement to a forward-thinking company like yours.
During my time at UT Austin, I built a strong foundation in digital marketing, consumer behavior, and analytics through hands-on coursework and group projects. In my senior year, I led a campaign simulation in our Integrated Marketing Communications course that increased mock brand engagement by over 40%. Additionally, I interned at a local nonprofit where I managed social media accounts and increased follower growth by 25% in just three months.
What excites me most about BrightWave Media is your reputation for bold, innovative campaigns and your commitment to empowering young talent. I’m particularly inspired by your recent “Voices of the City” campaign and the way it seamlessly integrated community stories with brand messaging. I’m eager to learn, contribute to exciting projects, and grow as a marketing professional on your team.
Thank you for considering my application. I’ve attached my resume, and I would love the opportunity to further discuss how I can support BrightWave Media’s marketing goals. I look forward to hearing from you.
Sincerely,
Emily Carter
Experienced cover letter format
This cover letter was written by an experienced candidate and uses a format that clearly emphasizes their experience by providing a list of key accomplishments.
If you’re confident you’re qualified for a job and have the achievements to back it up, make your qualifications extra clear by formatting your cover letter with a bulleted list:
Dear Hiring Manager,
I’m excited to apply for the Customer Service Team Lead position at EverBright Solutions. With over seven years of experience in customer service and client relations—including three years in a supervisory role—I bring a strong track record of leading teams, improving processes, and driving customer satisfaction.
In my current role at ClearConnect Communications, I’ve consistently focused on enhancing both the customer and employee experience. Some key accomplishments include:
- Improved customer satisfaction to 92%, the highest in our division, by implementing targeted coaching and quality assurance processes.
- Reduced average response time by 20% through workflow streamlining and better use of support tools.
- Led a team of 12 representatives, managing scheduling, performance reviews, and conflict resolution.
- Launched a peer mentorship program that increased team retention and boosted onboarding efficiency for new hires.
I’m drawn to EverBright’s commitment to service excellence and innovation. Your people-first approach and dedication to continuous improvement align well with my values and leadership style. I’m eager to contribute to your success and help elevate your customer experience to the next level.
Thank you for considering my application. I’ve attached my resume, and I look forward to the opportunity to speak with you further about how I can make a positive impact at EverBright.
Sincerely,
Jason Rivera
Cover letter for a career change
If you’re writing a career change cover letter, you’ll want to format your cover letter in a way that emphasizes achievements from your current career while highlighting transferable skills that make you a good fit for a job in your new career.
Dear Hiring Manager,
I’m writing to express my interest in the Project Coordinator position at SummitCore Solutions. After nearly a decade in the education sector, I’m transitioning into project management—a move driven by my passion for problem-solving, cross-functional collaboration, and keeping complex initiatives on track. With a strong background in team leadership, planning, and stakeholder communication, I’m excited to bring a fresh perspective and transferable strengths to your team.
As a department lead and curriculum coordinator at Lincoln Charter High School, I successfully managed multi-month initiatives involving diverse stakeholders, tight deadlines, and shifting priorities. Some of my key achievements include:
- Led a school-wide curriculum redesign project, coordinating input from 15+ educators and administrators and delivering the final framework on schedule.
- Introduced a new digital platform for progress tracking, which improved reporting efficiency by 30% and streamlined interdepartmental communication.
- Managed multiple overlapping deadlines and competing demands, building detailed action plans and contingency workflows to ensure smooth execution.
- Trained and mentored new staff, fostering a collaborative environment focused on continuous improvement.
What excites me most about SummitCore is your reputation for driving smart, scalable solutions across industries. I’m enthusiastic about joining a team where I can apply my leadership, organization, and communication skills in a new and impactful way.
Thank you for considering my application. I’ve attached my resume and would welcome the opportunity to discuss how my background can bring value to your team.
Sincerely,
Danielle Lee
How to format your cover letter
Including the right information in your cover letter is important, whether you’re applying for your first job or are an experienced professional.
Keep reading to learn the basics of how to format your cover letter, regardless of your industry or experience level.
Header: Add your name and contact information
The header at the top of your cover letter should include the following information:
- Name: Your full name should be the focus of your cover letter’s header, so use a large font size and bold text
- Phone number
- Email address: Use a professional email address such as your.name@gmail.com
- Online profile (optional): Include a link to your personal website, LinkedIn profile, or other online portfolio
Correct cover letter header format
Sarah Thompson
(512) 555-8901
s.thompson@gmail.com
linkedin.com/sarah.thompson
March 4, 20XX
David Williams
Meridian Solutions
9012 Elm Avenue
Centerville, IL 60612
First paragraph: Write a compelling introduction
Start by addressing your cover letter to the hiring manager. Look for their name in the job description or on the company’s website.
If you can’t find their name, you can always address your cover letter with “Dear Hiring Manager.”
Once you’ve addressed the hiring manager, dive into your opening paragraph. Specify the job title you’re interested in and say where you saw the listing. Show that you’ve done your homework by expressing enthusiasm for the role and the company.
Additionally, highlight some general information about what makes you a compelling candidate. For example, mention what kind of skills you’ve honed over your career.
Example introduction for a cover letter
I’m writing to apply for the Marketing Coordinator position at GreenTech Innovations, as listed on your website. With a background in content creation and digital strategy, I’m excited to contribute my creativity and communication skills to a company making a real impact in sustainability.
If someone the hiring manager knows referred you for the role, mention this referral in your cover letter.
Second paragraph: Explain your current role
The body of your cover letter provides extra context for the information on your resume. It should give hiring managers insight into who you are as a professional and answer any questions they might have about your work history.
In the first body paragraph of your cover letter, provide a general summary of your current job. In particular, highlight your:
- Regular duties
- Accomplishments
- Skills
Second paragraph example
In my current role as a Customer Experience Specialist at Horizon Tech, I’ve led initiatives to streamline support workflows and improve client satisfaction. My day-to-day involves cross-functional coordination, direct client communication, and process optimization—skills I know align closely with the responsibilities of this role.
Third Paragraph: Explain why you’re qualified for the target role
The third paragraph of your cover letter should take the information you just provided about your current job and connect it to your target role.
For example, follow up by highlighting some specific achievements that demonstrate your impact and how you’re the ideal fit for the role you want. You can either format these achievements as paragraph text or as bullet points.
Third paragraph example
Some of my recent accomplishments include:
- Reduced response time by 30% by redesigning our ticketing workflow and support scripts.
- Trained and onboarded 15+ new reps, contributing to a 20% increase in overall team productivity.
- Led the rollout of a new live chat system, resulting in a 40% boost in real-time customer resolution.
Fourth paragraph: Conclude your cover letter and thank the reader
Once you’ve made the case for why you’re the ideal candidate, end your cover letter with a strong concluding paragraph.
Your last paragraph should reiterate how you’d contribute to the company and thank the hiring manager for their time and consideration.
Example closing for a cover letter
I’m enthusiastic about the opportunity to bring my experience to GreenTech Innovations and help further your mission. I’ve attached my resume and would welcome the chance to discuss how I can support your team. Thank you for your time and consideration.
Before signing your cover letter, close it with any of the following closing phrases:
- Sincerely,
- Best,
- Thank you,
- Respectfully,
Then, either type your name or add an electronic signature.
For example:
Example of an appropriate cover letter sign-off
Sincerely,
Michele Jerome
Cover letter templates using different design formats
Depending on the industry you’re applying for work in, you may want to format your cover letter differently.
These cover letter templates demonstrate a few different ways you can format your cover letter for different levels of formality or workplace culture:
Professional
A well-formatted professional cover letter template like this one is ideal for applying for roles at more buttoned-up organizations because of its simple design:
Modern
If you’re applying for a job in a more casual industry, like tech or startups, use a template with a more eye-catching header, like our modern cover letter template:
Creative
Cover letters may feel boring, but a bit of visual creativity can make yours more interesting. Creative cover letter templates like this one are great for industries like marketing and design:
Additional tips for formatting your cover letter
The smaller details of formatting a cover letter are just as important as its overall structure. Here are some tips to help you make the best cover letter possible:
1. Use a professional font
Stick with a conventional font for your cover letter, like Times New Roman, Helvetica, or Arial. While uncommon or decorative fonts might seem tempting, they can come across as unprofessional.
Set your font size to 12. If you need to fit more text on the page, then anywhere between 10.5 and 12 is acceptable, but avoid going too small or too large. Smaller text will be difficult to read, and anything larger will look like you’re trying to fill up space.
2. Use proper margins and spacing
The margins of your cover letter should be between 0.5 inches and 1.0 inch. It’s okay to adjust the margins if you need to fit more on the page, but avoid making your letter look too sparse or too crowded.
Typically, you should use single spacing for your cover letter, but you can use 1.15 spacing for a slightly more open look. Don’t use double spacing, because it will make the cover letter appear too spaced out and wastes valuable space.
Remember to add a blank line:
- after your contact information
- at the end of your heading
- after your greeting
- between paragraphs
This will give your cover letter a clean, professional look that is easy to scan quickly.
3. Keep your letter to one page
The ideal length of a cover letter is between 250-400 words, no longer than one page. To achieve this, it’s essential to remove superfluous details and retain only the most important information you want to convey.
Using a pre-formatted cover letter template for Word will save you time setting up your document.
4. Save your document as a .pdf or a .docx
If you’re submitting a digital copy of your cover letter, save it in either .pdf or .docx format.
A .pdf is best for preserving the layout of your cover letter, because it can’t be modified and will display the same on all screens when printed. However, both file formats are commonly accepted by hiring managers.
5. Name your file appropriately
Make sure you choose an appropriate file name that includes:
- your first and last name
- the job title or company name
- the words “cover letter”
Separate the words in your file name with either hyphens or underscores. For example:
Example file names for a cover letter
Samantha-Rosen-Project-Manager-Cover-Letter.pdf
Brian_Miller_InnoTech_Cover_Letter.docx
Conrad Benz
Content Manager & Hiring Manager
Conrad Benz is a Content Manager and Hiring Manager at Resume Genius. With 5+ years of experience as a career services professional, Conrad is passionate about helping people navigate the job search process and find fulfilling work. You can find Conrad’s career insights in publications like Typsy, Resume Library, CompTIA, and more. Conrad graduated with a B.A. in International Relations from Goucher College in Maryland and currently lives in Taipei, Taiwan, where he helps ensure every article on Resume Genius provides job seekers with the information they need to succeed. If you want to reach Conrad for a quote or media-related inquiry, you can contact him at [conrad] @ [resumegenius.com].
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