How to Format a Cover Letter in 2025

When you write your cover letter, format it like a business letter with the following sections:

• Heading with contact information
• Salutation
• Introduction
• Body paragraphs
• Call to action
• Sign-off

Here’s a breakdown of how a cover letter should be structured:

1. Add your name and contact information to the header

At the top of your cover letter, 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 or LinkedIn profile

Below that, write the date followed by the employer’s contact information in the following order:

• Today’s date
• Hiring manager’s name (if known)
• Company name
• Company address

Here’s an example of the correct format to follow when writing your cover letter:

2. Open with a salutation

It’s good etiquette to address 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, avoid using generic greetings such as “To Whom It May Concern” or “Dear Sir or Madam,” which are considered vague and overly formal.

Instead, you can address your cover letter to the team or department you’re applying to join, like “Dear Accounting Director,” or “Dear Accounting Team,” for example. If you’re not sure who’s going to be reading your cover letter, “Dear Hiring Manager” is always a safe greeting to use.

Here are some examples of appropriate greetings:

3. Write a compelling introduction

Your opening paragraph should capture the reader’s interest. Specify the job title you’re interested in and indicate where you found the listing. Express your enthusiasm for the role and the company to demonstrate that you’ve done your homework.

For example, check out this candidate’s professional yet charismatic introduction:

4. Elaborate on your achievements in the body paragraph(s)

The body of your cover letter is where you provide context to the information on your resume. It should give hiring managers insight into who you are as a professional.

This section allows you to outline quantifiable achievements and relevant skills that align with the job requirements. Emphasize the distinct qualities that make you an ideal candidate for that specific position and company.

In the body paragraphs of your cover letter, highlight your:

• Skills
• Work experience
• Accomplishments

Here’s an example:

5. Conclude with a call to action

Next, end your cover letter with a strong concluding paragraph. Your concluding paragraph should:

• Emphasize how you’d contribute to the company
• Thank the hiring manager for their time and consideration
• Finish with a call to action that prompts the hiring manager to invite you in for an interview

For example, check out this candidate’s enthusiastic yet professional closing:

6. End with a professional sign-off

Before signing your cover letter, close it with any of the following:

• Sincerely,
• Best,
• Thank you,
• Respectfully,

Then, either type your name or add an electronic signature.

For example:

Cover letter outline template

Below is a cover letter outline written according to the steps above. Just copy-and-paste it and fill in your own information to quickly create a well-structured cover letter:

5 formatting guidelines for a professional cover letter

Below are some general formatting rules to follow when writing your cover letter:

1. Use a professional font

Make sure you choose the right font for your cover letter. Conventional fonts like Times New Roman, Helvetica, Arial, or Verdana are ideal. Avoid unusual or overly decorative fonts because they can come across as unprofessional.

Your font size should be no larger than 12-point and no smaller than 10.5-point. Small fonts can be difficult to read, while larger fonts give the impression that you can’t fill a whole page.

2. Use proper margins and spacing

Your cover letter’s margins should be between 1” and .5”. If you’re running out of space, it’s okay to adjust the margins. However, avoid making your letter look too sparse or too crowded.

Ideally, you should use single spacing for your cover letter, but you can use 1.15 spacing if you prefer a slightly more open look. Double or excessive line spacing should be avoided, as it makes the cover letter appear too spaced out and wastes valuable space.

Also, add a blank line after your contact information, at the end of your heading, after your greeting, and between paragraphs. The goal is to have a clean, professional look that is easy for the reader to scan quickly. Single line spacing with blank lines between sections achieves this while still allowing you to include all of the necessary information.

3. Keep your letter to an ideal length

Keep your cover letter’s length between 250-400 words, and make sure it’s not longer than one page. That should be long enough to ensure that essential information is conveyed without inundating the reader with superfluous details.

4. Consider your file format

If you’re submitting a digital copy of your cover letter, save it in either PDF or DOCX format.

DOCX is fine for simple cover letter layouts, but if you’re using a more complex template you should save it as a PDF. PDFs can’t be easily modified by others and look consistent across all devices, so you don’t have to worry about what it might look like on the hiring manager’s screen.

5. Name your file appropriately

Make sure you choose an appropriate file name, including your first and last name, the job title or company name, and the words “cover letter.” To avoid any potential compatibility issues, use underscores or hyphens rather than spaces to separate the words in the file name.

For example:

Example cover letter formats

While cover letter layouts can vary, certain styles are widely used and considered effective. The following examples demonstrate professional formatting approaches.

Simple

If you’re applying for a job in a formal industry, such as law or finance, use a more traditional cover letter, like our basic cover letter template below:

Download This Free Sample

Modern

If you’re applying for a job in a more casual industry, like marketing or graphic design, use a template with a more eye-catching header, like our modern cover letter template:

Download This Free Sample

Notice how this cover letter sample’s format is designed for a digital job, so it’s fine to leave out the company address in this case.

Professional

A well-formatted professional cover letter template like this one shows employers that you’re serious about the job:

Download This Free Sample

How to format an email cover letter

If you’re required to send an email cover letter (in the body of an email rather than as an attachment), it should be formatted like this:

• Subject line: Use a professional subject line that clearly states the job title and your name
• Salutation: Politely addressing the hiring manager by name or title (for example, “Dear Ms. Prudence” or “Dear Hiring Manager”)
• The intro paragraph: Introduce yourself and express your interest in the position
• The “hard sell” paragraph: Show how qualified you are for the position
• The “action” paragraph: Thank the hiring manager for their time and express interest in an interview
• Sign-off: “Sincerely,” is standard for cover letters, but “Best wishes,” “Cordially,” and “Kind regards” are also acceptable for email cover letters
• Contact information: Provide your contact information at the bottom of your email

There’s no need to include the date or the hiring manager’s contact information because you’re already communicating over email.

Here’s an example of an email cover letter:

Once you’ve properly formatted your cover letter, double-check for typos and grammatical errors (and get someone to do a final check) before sending it.