3 paragraph cover letter template

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Cover Letter Writing Guide

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Write your first cover letter by downloading the template below and following the step-by-step guide for overall formatting and what to write in each paragraph.

Download the cover letter template in a Microsoft Word document

Step 1: Add Your Contact Information

• Use the same heading as on your resume with your name and personal information below it. You can copy and paste the contact information portion of your resume into a new Word document and start from there.

Step 2: Add the Date, Employer Contact Information, & Greeting

• Underneath your contact information, add the full date, the employer’s contact name and address, and your greeting
• Examples : Dear Lorraine Jimenez,  Dear Dr. Phillips, Dear Hiring Manager, Dear Hiring Committee

Step 3: The Intro Paragraph

The opening sentence should be an enthusiastic reference to your interest in the position. Talk about what led to your discovery of the position and your unique interest in the role. If someone referred you to the position, mention them by name in the first paragraph.

For a more personal or creative letter, you can add in a very brief (2-3 sentences) anecdote or explanation of why you’re interested in this particular employer or job or feel connected to their values. Regardless of how you organize it, your introductory paragraph should include these four things:

• The specific position title
• The organization name
• Why you’re interested
• Why you’d be a good fit

Step 4: Body Paragraph(s)

Cover letters typically include 1-2 body paragraphs that show employers examples of your previous experience or times when you’ve put your relevant skills to use. These examples should be specific, detailing actions you took, things you learned, and the impact of your work whenever possible.

Everyone’s writing style is unique, but each body paragraph generally includes:

• An opening sentence that introduces what experience, skill, or qualification you’ll be explaining in this paragraph.
• Clear example(s) of what you’ve done or accomplished–be specific! Show, don’t tell.
• A sentence that connects what you’ve done with what you can contribute if hired.

Step 5: Closing Paragraph

Your closing paragraph will be shorter than your body paragraphs. It should be a concise wrap-up to your letter that…

• Optional : You can include one more additional fact or expression of unique connection to the role or employer that you haven’t mentioned in the body paragraphs
• Thanks them for their time and consideration of your application

That’s all there is to it! The process may seem overwhelming at first, but if you write to a specific job description and explain your skills and experience with detail, you’ll be off to a great start.

See Examples

• View Cover Letter Examples
• See more cover letter templates from The Muse

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Cover Letter Format (w/ Examples & Free Templates)

Give someone who knows nothing about cooking the ingredients to a perfect meal and you’ll end up with a disorganized, very possibly inedible, meal. 

The same disorganized, quite possibly tasteless, fate awaits your cover letter if you don’t know how to properly format it. 

Getting the cover letter format right is the same as having those coveted cooking skills that can turn the right ingredients into a meal that leaves you wanting more.

Now, if you’re wondering whether your formatting skills are enough to impress recruiters, there’s no need to worry. 

This article is going to show you exactly how to format a cover letter the right way. 

Here’s what we’re going to cover: 

• What Should Go On a Cover Letter?
• How to Format Your Cover Letter
• (Free) Cover Letter Templates You Can Use
• How to Format Your Cover Letter When Sending It Via Email

The Best Cover Letter Format - What Goes on a Cover Letter

Your cover letter’s format is both how your cover letter looks and how it’s structured. 

So, cover letter formatting includes everything from page margins, spacing, and font size to how long your cover letter should be, how many paragraphs it should have, and what each paragraph should contain. 

Pretty substantial, if you ask us - which is exactly why we’ll go over these elements one by one. Before we do, however, let’s first get the essentials out of the way. 

What exactly goes into a cover letter? The short answer is as follows:  

• A header , which contains your contact information and the employer’s or recruiter’s contact information.
• A greeting to the recruiter and the opening paragraph , which you want to use to grab the reader’s attention.
• The body of your cover letter , which is between 1-3 paragraphs.
• A closing paragraph , which usually contains a call to action.
• A formal salutation .

And here’s what that looks like in practice: 

A Look into Your Cover Letter Format, by Section

In theory, all these rules are pretty straightforward...

But if you’ve ever written a cover letter before, you’ll probably agree with us that actually writing one ain’t all that simple.

In this section, we’ll take you through the entire process of creating a cover letter, section by section!

Starting with:

#1. Header 

Your cover letter’s header should contain your contact info, the date, and the hiring manager’s or employer’s contact info. 

If you’re wondering which contact information you should include and which you should leave out, here are the essentials: 

• Full name and professional title (where applicable) 
• Phone number
• Name and professional title of the hiring manager
• Name of the company you’re applying to 
• Company address 

Here’s a visual representation of this: 

If you want to know more about header formatting, such as what you can optionally include and what you should definitely leave out, head over to our guide on how to start a cover letter . 

#2. Greeting 

After listing your contact information, it’s time to address the cover letter . 

First things first: the impersonal and overly popular “To Whom It May Concern” and “Dear Sir/Madam” are yesterday’s news. They’re impersonal and just about every other applicant uses them. 

And you want your cover letter to stand out, right?

So, greet the hiring manager directly, instead. For example: 

Dear Mr. Brown, Dear Mrs. Waldorf,

If, however, you are unsure about their title, gender, marital status, or pronouns, use their entire name to avoid any mistakes, such as: 

Dear Alex Brown, Dear Blair Waldorf,

Alternatively, the recruiter may hold a title, such as Doctor, Professor, or sergeant, or you might be addressing a letter without a contact person. 

In such cases, here are some do-s and don’t-s to keep in mind: 

Dear John Doe, Dear Mr./Mrs. Doe, Dear Dr. Leonard, Dear Rev. Owen, Dear Marketing Hiring Team, Dear Director of Marketing,

To Whom It May Concern, What’s Up Hiring Team, Dear Sir/Madam, Hey John, Hi there Hiring Team,

#3. Opening Paragraph 

The opening paragraph of your cover letter is where the recruiter first gets to really hear your voice. As such, you’ve got to make it count and grab their attention before they move on to the next applicant.  

And how exactly do you do that? Well, for starters, avoid being generic. You don’t want your opening paragraph to sound as if you’re applying to dozens of jobs with the same letter.

Instead, you want your opening paragraph to mention:

• Your name, profession, and years of experience.
• 1-2 of your top achievements (to help you stand out).
• The name of the firm and position you’re applying for.

Here’s what this would look like in a cover letter:

My name is Ellen and I’d like to join Company X as a marketing expert. I believe that my 5+ years of experience as a marketing specialist, as well as my skills in PPC management and copywriting, will help me drive new users to your platform Additionally, I believe that my past experience in the financial industry will help me excel at the role.

Struggling with writing your own cover letter introduction? Check out our guide on how to start a cover letter effectively! 

#4. Cover Letter Body 

The body of your cover letter usually consists of 1-3 paragraphs and is where you convince the recruiter that you're the right person for the job.

We have a few pointers to help you do that:

• Don’t just rehash your CV. The recruiter already read it. Instead, use your cover letter to elaborate on your achievements and back them up with even more evidence. 
• Understand the job requirements. Check the requirements for the position in the job listing, see how you can match them with your strengths and qualifications, and use the body of your cover letter to show you’re a good fit for the job. 
• Research the company. Also important is to show that you match the company’s culture. Read up about the company you’re applying for and learn what’s their product/service, what are they known for, what kind of culture they have, and so on. Then, in your cover letter, mention a bit about the company’s culture and talk about how you’re a good fit.

And here’s hows the body of your cover letter would look like in practice: 

In my previous role as a Marketing Expert, I also handled the company’s Digital Marketing. During the course of one year, I managed the company’s monthly Facebook ad budget, which amounted to $20,000+ and the process of ad creation and management end-to-end. The process involved creating ad copies, images, picking out the targeting, running optimization trials, and so on. 

In addition to Facebook advertising, I am also knowledgeable in other Pay Per Click channels, such as: 

I actually learned a lot about PPC management basics from your company YouTube channel, and really admire how you guys manage your ad accounts. Since I’m already familiar with how Company X handles ads, I believe that I’d be able to really excel at the role.

#5. Closing Paragraph (And a Call to Action) 

Now, how you end a cover letter is just as important as how you start it. 

As you wrap up your cover letter, it’s important to do the following:

• Mention anything that you couldn’t in the previous paragraphs . If you have anything left to say, mention it here. 
• Thank the hiring manager for their time . Good manners go a long way. 
• Finish the cover letter with a call to action . Your cover letter’s last sentence should be a call to action, such as asking the hiring manager to take some sort of action. 

Here’s an example of that: 

In conclusion, thank you for considering my application. I hope I have the chance to help your company take its marketing initiatives to the next level. It would be great to discuss how my experience so far can make that a reality. 

As for your formal salutation, you can use any of the following “tried and tested” greetings: 

• Best Regards,
• Kind Regards,

Cover Letter Format Guide 

We went over what goes in your cover letter section by section. However, how your cover letter looks on the outside is just as important. 

Following some standard formatting tips will show the hiring manager that you took the time and put in the effort to hand in the best version of a cover letter, which is sure to help your case. 

Here are the rules that you need to follow: 

• Keep your cover letter between half and one page in length to make sure the recruiter actually reads the whole thing (if you had to read 100+ cover letters, you’d want applicants to stick to one page too). That’s between 250-400 words long . 
• Use 1 or 1.5 line spacing throughout your text , and double spacing between paragraphs. 
• Go for a simple and readable font and set your font size to 11 or 12 pts . Using custom fonts may seem like a good idea, but there’s no guarantee the hiring manager’s computer will have that specific font installed.
• Save your cover letter in PDF format to make sure the layout stays the same despite the type of software or Operating System (OS) that opens it. 

Or Choose One of Our Cover Letter Templates 

The cover letter is an inseparable part of any application package. As such, you want your cover letter format to be as impeccable as possible. 

And while the formatting rules we’ve listed above aren’t complicated to follow, you’d rather not take any risks with your cover letter format.  

Want to make sure that your cover letter format is impeccable?

Just use a cover letter template!

The format is done for you - all you have to do is fill in the contents. 

Our cover letter templates are well-designed and guaranteed to leave a good impression on the recruiter!

On top of that, all of our templates come with a matching resume template , ensuring that your job application stands out from the rest.

Sending Your Cover Letter Via Email? Here’s How To Do It! 

It’s safe to assume that nowadays, most cover letters are sent via email. That means that you’re probably submitting your email in one of two ways: 

• Sending it as an email attachment.
• Uploading it to the company’s webpage.

If that’s the case, you’re good with the formatting rules listed above. 

If, however, you’re sending your cover letter in the body of the email, here’s what you need to do differently: 

• Write a professional subject line. The best and safest formula is “Name - Position you’re applying to” (e.g. “Helen Simms - Application for Marketing Expert Position”).
• Remove the header. As the hiring manager’s contact details and the date are no longer necessary, remove the header altogether and place your contact information underneath the formal salutation. 
• Look out for typos. Check your cover letter and then double-check it. Typing on a keyboard can be tricky; sometimes, a typo might just be a matter of fast typing. Avoid that by being extra careful. 

And you’re about ready to press “Send.”

Key Takeaways

Your cover letter format is a big part of the impression your job application can make. As such, it’s important to get the formatting right. 

Here are the main points this article covers to achieve that: 

• Make sure to structure your cover letter the right way. 
• Address your cover letter the right way and write an attention-grabbing opening paragraph.
• Wrap up your cover letter with a call to action. 
• Pay attention to the margins, space lining, font size, and cover letter length.
• If you’re sending your cover letter as the body of your email, make sure to tweak the formatting accordingly.  

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How to write a great cover letter in 2024: tips and structure

A cover letter is a personalized letter that introduces you to a potential employer, highlights your qualifications, and explains why you're a strong fit for a specific job.

Hate or love them, these brief documents allow job seekers to make an impression and stand out from the pile of other applications. Penning a thoughtful cover letter shows the hiring team you care about earning the position.

Here’s everything you need to know about how to write a cover letter — and a great one, at that.

What is a cover letter and why does it matter?

A professional cover letter is a one-page document you submit alongside your CV or resume as part of a job application. Typically, they’re about half a page or around 150–300 words.

An effective cover letter doesn’t just rehash your CV; it’s your chance to highlight your proudest moments, explain why you want the job, and state plainly what you bring to the table.

Show the reviewer you’re likable, talented, and will add to the company’s culture . You can refer to previous jobs and other information from your CV, but only if it helps tell a story about you and your career choices .

What 3 things should you include in a cover letter?

A well-crafted cover letter can help you stand out to potential employers. To make your cover letter shine, here are three key elements to include:

1. Personalization

Address the hiring manager or recruiter by name whenever possible. If the job posting doesn't include a name, research to find out who will be reviewing applications. Personalizing your cover letter shows that you've taken the time to tailor your application to the specific company and role.

2. Highlight relevant achievements and skills

Emphasize your most relevant skills , experiences, and accomplishments that directly relate to the job you're applying for. Provide specific examples of how your skills have benefited previous employers and how they can contribute to the prospective employer's success. Use quantifiable achievements , such as improved efficiency, cost savings, or project success, to demonstrate your impact.

3. Show enthusiasm and fit

Express your enthusiasm for the company and the position you're applying for. Explain why you are interested in this role and believe you are a good fit for the organization. Mention how your values, goals, and skills align with the company's mission and culture. Demonstrating that you've done your research can make a significant impression.

What do hiring managers look for in a cover letter?

Employers look for several key elements in a cover letter. These include:

Employers want to see that your cover letter is specifically tailored to the position you are applying for. It should demonstrate how your skills, experiences, and qualifications align with the job requirements.

Clear and concise writing

A well-written cover letter is concise, easy to read, and error-free. Employers appreciate clear and effective communication skills , so make sure your cover letter showcases your ability to express yourself effectively.

Demonstrated knowledge of the company

Employers want to see that you are genuinely interested in their organization. Mention specific details about the company, such as recent achievements or projects, to show that you are enthusiastic about joining their team.

Achievements and accomplishments

Highlight your relevant achievements and accomplishments that demonstrate your qualifications for the position. Use specific examples to showcase your skills and show how they can benefit the employer.

Enthusiasm and motivation

Employers want to hire candidates who are excited about the opportunity and motivated to contribute to the company's success. Express your enthusiasm and passion for the role and explain why you are interested in working for the company.

Professionalism

A cover letter should be professional in tone and presentation. Use formal language, address the hiring manager appropriately, and follow standard business letter formatting.

How do you structure a cover letter?

A well-structured cover letter follows a specific format that makes it easy for the reader to understand your qualifications and enthusiasm for the position. Here's a typical structure for a cover letter:

Contact information

Include your name, address, phone number, and email address at the top of the letter. Place your contact information at the beginning so that it's easy for the employer to reach you.

Employer's contact information

Opening paragraph, middle paragraph(s), closing paragraph, complimentary close, additional contact information.

Repeat your contact information (name, phone number, and email) at the end of the letter, just in case the employer needs it for quick reference.

Remember to keep your cover letter concise and focused. It should typically be no more than one page in length. Proofread your letter carefully to ensure it is free from spelling and grammatical errors. Tailor each cover letter to the specific job application to make it as relevant and impactful as possible.

How to write a good cover letter (with examples)

The best letters are unique, tailored to the job description, and written in your voice — but that doesn’t mean you can’t use a job cover letter template.

Great cover letters contain the same basic elements and flow a certain way. Take a look at this cover letter structure for ref erence while you construct your own.

1. Add a header and contact information

While reading your cover letter, the recruiter shouldn’t have to look far to find who wrote it. Your document should include a basic heading with the following information:

• Pronouns (optional)
• Location (optional)
• Email address
• Phone number (optional)
• Relevant links, such as your LinkedIn profile , portfolio, or personal website (optional)

You can pull this information directly from your CV. Put it together, and it will look something like this:

Christopher Pike

San Francisco, California

[email protected]

Alternatively, if the posting asks you to submit your cover letter in the body of an email, you can include this information in your signature. For example:

Warm regards,

Catherine Janeway

Bloomington, Indiana

[email protected]

(555) 999 - 2222

2. Include a personal greeting

Always begin your cover letter by addressing the hiring manager — preferably by name. You can use the person’s first and last name. Make sure to include a relevant title, like Dr., Mr., or Ms. For example, “Dear Mr. John Doe.”

Avoid generic openings like “To whom it may concern,” “Dear sir or madam,” or “Dear hiring manager.” These introductions sound impersonal — like you’re copy-pasting cover letters — and can work against you in the hiring process.

Be careful, though. When using someone’s name, you don’t want to use the wrong title or accidentally misgender someone. If in doubt, using only their name is enough. You could also opt for a gender-neutral title, like Mx.

Make sure you’re addressing the right person in your letter — ideally, the person who’s making the final hiring decision. This isn’t always specified in the job posting, so you may have to do some research to learn the name of the hiring manager.

3. Draw them in with an opening story

The opening paragraph of your cover letter should hook the reader. You want it to be memorable, conversational, and extremely relevant to the job you’re pursuing. 

There’s no need for a personal introduction — you’ve already included your name in the heading. But you should make reference to the job you’re applying for. A simple “Thank you for considering my application for the role of [job title] at [company],” will suffice.

Then you can get into the “Why” of your job application. Drive home what makes this specific job and this company so appealing to you. Perhaps you’re a fan of their products, you’re passionate about their mission, or you love their brand voice. Whatever the case, this section is where you share your enthusiasm for the role.

Here’s an example opening paragraph. In this scenario, you’re applying for a digital marketing role at a bicycle company:

“Dear Mr. John Doe,

Thank you for considering my application for the role of Marketing Coordinator at Bits n’ Bikes.

My parents bought my first bike at one of your stores. I’ll never forget the freedom I felt when I learned to ride it. My father removed my training wheels, and my mom sent me barrelling down the street. You provide joy to families across the country — and I want to be part of that.”

4. Emphasize why you’re best for the job

Your next paragraphs should be focused on the role you’re applying to. Highlight your skill set and why you’re a good fit for the needs and expectations associated with the position. Hiring managers want to know what you’ll bring to the job, not just any role.

Start by studying the job description for hints. What problem are they trying to solve with this hire? What skills and qualifications do they mention first or more than once? These are indicators of what’s important to the hiring manager.

Search for details that match your experience and interests. For example, if you’re excited about a fast-paced job in public relations, you might look for these elements in a posting:

• They want someone who can write social media posts and blog content on tight deadlines
• They value collaboration and input from every team member
• They need a planner who can come up with strong PR strategies

Highlight how you fulfill these requirements:

“I’ve always been a strong writer. From blog posts to social media, my content pulls in readers and drives traffic to product pages. For example, when I worked at Bits n’ Bikes, I developed a strategic blog series about bike maintenance that increased our sales of spare parts and tools by 50% — we could see it in our web metrics.

Thanks to the input of all of our team members, including our bike mechanics, my content delivered results.”

5. End with a strong closing paragraph and sign off gracefully

Your closing paragraph is your final chance to hammer home your enthusiasm about the role and your unique ability to fill it. Reiterate the main points you explained in the body paragraphs and remind the reader of what you bring to the table.

You can also use the end of your letter to relay other important details, like whether you’re willing to relocate for the job.

When choosing a sign-off, opt for a phrase that sounds professional and genuine. Reliable options include “Sincerely” and “Kind regards.”

Here’s a strong closing statement for you to consider:

“I believe my enthusiasm, skills, and work experience as a PR professional will serve Bits n’ Bikes very well. I would love to meet to further discuss my value-add as your next Director of Public Relations. Thank you for your consideration. I hope we speak soon.

Tips to write a great cover letter that compliments your resume

When writing your own letter, try not to copy the example excerpts word-for-word. Instead, use this cover letter structure as a baseline to organize your ideas. Then, as you’re writing, use these extra cover letter tips to add your personal touch:

• Keep your cover letter different from your resume : Your cover letter should not duplicate the information on your resume. Instead, it should provide context and explanations for key points in your resume, emphasizing how your qualifications match the specific job you're applying for.
• Customize your cover letter . Tailor your cover letter for each job application. Address the specific needs of the company and the job posting, demonstrating that you've done your homework and understand their requirements.
• Show enthusiasm and fit . Express your enthusiasm for the company and position in the cover letter. Explain why you are interested in working for this company and how your values, goals, and skills align with their mission and culture.
• Use keywords . Incorporate keywords from the job description and industry terms in your cover letter. This can help your application pass through applicant tracking systems (ATS) and demonstrate that you're well-versed in the field.
• Keep it concise . Your cover letter should be succinct and to the point, typically no more than one page. Focus on the most compelling qualifications and experiences that directly support your application.
• Be professional . Maintain a professional tone and structure in your cover letter. Proofread it carefully to ensure there are no errors.
• Address any gaps or concerns . If there are gaps or concerns in your resume, such as employment gaps or a change in career direction, briefly address them in your cover letter. Explain any relevant circumstances and how they have shaped your qualifications and determination.
• Provide a call to action . Conclude your cover letter with a call to action, inviting the employer to contact you for further discussion. Mention that you've attached your resume for their reference.
• Follow the correct format . Use a standard cover letter format like the one above, including your contact information, a formal salutation, introductory and closing paragraphs, and your signature. Ensure that it complements your resume without redundancy.
• Pick the right voice and tone . Try to write like yourself, but adapt to the tone and voice of the company. Look at the job listing, company website, and social media posts. Do they sound fun and quirky, stoic and professional, or somewhere in-between? This guides your writing style.
• Tell your story . You’re an individual with unique expertise, motivators, and years of experience. Tie the pieces together with a great story. Introduce how you arrived at this point in your career, where you hope to go , and how this prospective company fits in your journey. You can also explain any career changes in your resume.
• Show, don’t tell . Anyone can say they’re a problem solver. Why should a recruiter take their word for it if they don’t back it up with examples? Instead of naming your skills, show them in action. Describe situations where you rose to the task, and quantify your success when you can.
• Be honest . Avoid highlighting skills you don’t have. This will backfire if they ask you about them in an interview. Instead, shift focus to the ways in which you stand out.
• Avoid clichés and bullet points . These are signs of lazy writing. Do your best to be original from the first paragraph to the final one. This highlights your individuality and demonstrates the care you put into the letter.
• Proofread . Always spellcheck your cover letter. Look for typos, grammatical errors, and proper flow. We suggest reading it out loud. If it sounds natural rolling off the tongue, it will read naturally as well.

Common cover letter writing FAQs

How long should a cover letter be.

A cover letter should generally be concise and to the point. It is recommended to keep it to one page or less, focusing on the most relevant information that highlights your qualifications and fits the job requirements.

Should I include personal information in a cover letter?

While it's important to introduce yourself and provide your contact information, avoid including personal details such as your age, marital status, or unrelated hobbies. Instead, focus on presenting your professional qualifications and aligning them with the job requirements.

Can I use the same cover letter for multiple job applications?

While it may be tempting to reuse a cover letter, it is best to tailor each cover letter to the specific job you are applying for. This allows you to highlight why you are a good fit for that particular role and show genuine interest in the company.

Do I need to address my cover letter to a specific person?

Whenever possible, it is advisable to address your cover letter to a specific person, such as the hiring manager or recruiter. If the job posting does not provide this information, try to research and find the appropriate contact. If all else fails, you can use a generic salutation such as "Dear Hiring Manager."

Should I include references in my cover letter?

It is generally not necessary to include references in your cover letter. Save this information for when the employer explicitly requests it. Instead, focus on showcasing your qualifications and achievements that make you a strong candidate for the position.

It’s time to start writing your stand-out cover letter

The hardest part of writing is getting started. 

Hopefully, our tips gave you some jumping-off points and confidence . But if you’re really stuck, looking at cover letter examples and resume templates will help you decide where to get started. 

There are numerous sample cover letters available online. Just remember that you’re a unique, well-rounded person, and your cover letter should reflect that. Using our structure, you can tell your story while highlighting your passion for the role. 

Doing your research, including strong examples of your skills, and being courteous is how to write a strong cover letter. Take a breath , flex your fingers, and get typing. Before you know it, your job search will lead to a job interview.

If you want more personalized guidance, a specialized career coach can help review, edit, and guide you through creating a great cover letter that sticks.

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3 cover letter examples to help you catch a hiring manager’s attention

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The Best Cover Letter Format [3 Sample Templates]

Mike Simpson 0 Comments

By Mike Simpson

Before I give you all of my secrets for the perfect cover letter format (and trust me, you want to keep reading because this is going to really help you), I have to ask you a question.

Have you ever heard the phrase “You never get a second chance to make a first impression?”

Of course you have. So what’s the point? Bear with me for a moment.

Let’s say you’re at a party and meeting people for the very first time. You want to look your best, right?

FREE BONUS PDF CHEAT SHEET : Get our "Perfect Cover Letter" Cheat Sheet that gives you a Step-by-Step Process that will help you produce a perfect cover letter.

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You put on your favorite outfit, double and triple check your hair, brush your teeth five times, roll on your strongest deodorant and pack your pockets full of mints.

You’re doing everything you can to make sure you’re ready to go.

Okay so here’s another question: When people meet you for the first time, how long does it take for them to form an opinion about you based on their first impression.

Ready for this?

Seven seconds.

Seven seconds?! Are you serious?

That’s right, just seven fast seconds. As soon as you meet someone for the first time, their brains are processing everything about you at a rate of thousands of decisions a second:

Are you someone they want to talk to? Do you look friendly? Are you approachable? Do you look interesting? Is that spinach in your teeth?

Of course, most of these thoughts and decisions are made on the subconscious level at lightning speed and before you can fully get your name out and shake hands, that person has already decided whether or not they want to continue the conversation or move onto the next person to talk to.

Crazy, right?

Did you know the exact same thing happens in the job marketplace? It’s true.

Okay, so maybe you’re not meeting at the buffet line both contemplating the last shrimp puff, but when it comes to applying for a job and getting that interview, you need to treat it just like you treat your party, and that means getting everything exactly the way you want it to be for that first, crucial, first impression.

Hang on, how is that possible? Are you saying I have to dress up just to apply for my dream job? All I’m doing is sending in my paperwork…do I have to put on formal wear just to type it up?

In job interviews, just like our party, first impressions are everything, which is why we always encourage you to make sure you’re looking and sounding your best in every possible way, and in many cases that starts with your cover letter.

Oooh! My cover letter! But didn’t we already go over those?

Yes, we did! But this article is more than just how to write a cover letter . In this article we’re going to get down and dirty with the actual formatting of your cover letter.

Formatting? You mean there are different formats? I thought it was just a basic introduction and blah blah blah, here are my qualifications…hire me?

In a nutshell, yes, but remember, you only get one chance to make that first impression…so why run the risk of making the wrong one?

Why The Format Of Your Cover Letter Is Important

Let’s start with why cover letter formatting is so important.

As we’ve already said, first impressions are everything. You want a hiring manager to look at your cover letter and be so intrigued that they not only read it, but they call you in for an interview.

Chances are they’re going to be slogging through hundreds, if not thousands of cover letters and odds are the majority of those are going to be tossed in the trash after nothing more than a quick glance or two.

So, how do you make sure your cover letter (and attached resume) don’t get “filed under G” (for garbage… see what we did there)?

By making sure it’s not only the best first impression it can possibly be, but also the right impression.

Let’s get started.

How To Format A Cover Letter

To begin, let’s get some basics out of the way.

What is a cover letter?

A cover letter is a quick way for you to summarize who you are, what position you are applying for and what skills and knowledge you have.

But can’t they just get the majority of that information from my resume?

Yes, but at the same time, a cover letter is a great opportunity for you to introduce information that’s not in your resume!

Most people fail to realize this and just use the cover letter as an opportunity to regurgitate everything that’s in their resume. Not only are they just doubling up useless information, they’re missing out on a huge opportunity to engage a potential employer as well as showcase other skills or outside experiences that might not be on their resume but which are perfect for the position.

Say what?!?

You don’t need to include every skill you possess in your cover letter, rather you use your cover letter to specifically target both the job and employer .

Using the cover letter as a way to express to your potential employer what it is about the position that appeals to you and why you want to work for them is a great way to both introduce yourself and get them curious enough about who you are to keep reading.

Think of your cover letter as the “laser pointer” highlighting exactly why you’re the Perfect Candidate .

So how long should my cover letter be?

A well written cover letter should never be longer than a single page .

No hiring manager wants to read a five page letter. Remember, they’re busy! Keep it short and sweet.

That’s it?! That doesn’t seem so hard!

Slow down there, turbo. It might not seem hard, but before you go rushing off to type yours up, we’re going to break it down even further… including the three different types of cover letter formats . Once we get those explained, we’ll circle back to actual formatting including fonts, margins, paper, etc.

Different Types of Cover Letter Format

There are three basic types of cover letter format you need to be aware of, and we like to call them:

The Paragraph cover letter The Specific Needs cover letter The Grocery List cover letter

PARAGRAPH COVER LETTER

The Paragraph cover letter is the most common form of cover letters and is probably the format you’ll end up using the most often, especially if you are just starting out in the job market or don’t have a ton of experience yet.

Paragraph letters allow you to engage your reader with direct story telling style utilizing a series of three to four short paragraphs.

People who would benefit from using the Paragraph Letter are:

High school grads College grads Entry Level Workers People with Gaps in their Work History People Making Career changes Individuals with extensive experience Executives Specialists Anyone!

But what does each paragraph contain?

Well, let’s take a look.

Your first paragraph is your introductory paragraph.

You use it to quickly tell a prospective employer who you are and why you are writing to them. You can include information here about things like your areas of expertise and your career goals and how they align with the company.

This is also where you let them know what position you’re specifically applying for as well as how you heard about it.

Your second and third paragraphs are all about what skills and knowledge you have that is specific to the job you’re applying for and will be bringing with you should they offer you the position.

Make sure you highlight your qualifications and how they fit in with the open position. Use words directly from the job description .

Again, this isn’t the time to just repeat your resume…use this space as an opportunity to really show them how you’re the employee they’ve been looking for all along and how you’re perfect for the job they’re currently hiring for.

When a company posts a job opening, they’re posting what they need. What skills, abilities, knowledge and experiences are they looking for?

Use this paragraph to highlight how you fill that need. This is also where you can fill in any information that might not be on your resume but which will help show why you’d be perfect for the position.

Your final paragraph is your conclusion. Wrap up your letter by thanking them for taking the time to read your letter and considering you for the position.

Don’t forget to include how they can contact you as well as your plans to follow-up with them.

All in all, a traditional paragraph letter looks like this:

Your Name Your Address Your City, State, Zip Code Your Phone Number Your Email

Name Title Organization Address City, State, Zip Code

Dear Mr./Ms. Last Name:

I'm writing to apply for your Corporate and Events Planning Director position at Big Top Bash, Inc. I have spent the past six years working exclusively in the event planning industry and bring with me both extensive experience as an event planner and an organized and detail-oriented work ethic to the position.

As an event planner, I have organized and executed hundreds of corporate events. Group sizes have ranged from small intimate gatherings to large-scale galas. My clients not only include corporations, but also include politicians interested in organizing fundraising and networking opportunities, weddings, retreats, anniversaries, and everything in between, including international events. I am also skilled in finding the appropriate venues, entertainment, security, transportation, vendors, and promoters.

I am also an experienced contract negotiator and am proud of my ability to secure economical solutions to fit the needs of my clients without compromising quality. I am skilled in working with budgets and guest lists of any size and am proud of my ability to deliver high quality results both on time and on budget. I am creative in my approach to problem solving and cool under pressure. I am confident in my crisis management skills and my ability to anticipate and proud of my long list of satisfied clientele.

I have enclosed my resume and will call within the week to see if we can arrange a time to speak.

Thank you for your time and consideration.

Sincerely, Signature First Name Last Name

THE EMPLOYER SPECIFIC NEEDS COVER LETTER

The specific needs cover letter (also known as the “T-Format” cover letter) is a little bit different from the paragraph letter. Yes, you still start out with your introductory first paragraph, and wrap up with your final concluding paragraph…but the real difference is how you format the middle of your letter .

Rather than writing it out in paragraph form, you go straight to what the employer is looking for and addresses each one in turn with your own matching qualifications using a dual column format.

That style looks like this:

This is a great format to use when you want to instantly show an employer that you have specific skills that are a direct match for what they are looking for.

People who would benefit from the Employer Specific List of Needs letter are:

Individuals with extensive experience Executives Specialists

THE SHOPPING LIST COVER LETTER

The Shopping List cover letter is a hybrid of the two other types of cover letter formats, the paragraph letter and the specific needs letter.

Just like the previous two letters, you start out with your opening paragraph and close with the same concluding paragraph, but much like the specific needs letter, it’s the central paragraph that’s a little different.

Rather than doing a two column comparison or a story style paragraph, you list out exactly what the employer is looking for and respond with your own matching qualifications.

Pretend that the employer is going to the grocery store to find the Perfect Candidate. It’s up to you to show them that you fill their shopping list!

People who would benefit from the Shopping List Letter format are:

People with Gaps in their Work History People Making Career changes who have relevant experience that might not be on their resume Individuals with extensive experience Executives Specialists

It looks a bit like this:

I'm writing to apply for your Corporate and Events Planning Director position at Big Top Bash, Inc. I have spent the past six years working exclusively in the event planning industry. I bring with me both extensive experience as an event planner and an organized and detail-oriented work ethic which I believe apply directly to your job requirements including:

Experience – With over six years of practical hands on experience as a Senior Events Planning Director I have been responsible for successfully organizing and coordinating hundreds of events.

Attention to Detail – During my time, I’ve organized and executed events ranging in size from small intimate gatherings all the way up to political fundraising galas for over 1000 guests. No matter the size or budget, I approach each event with the same level of dedication.

Ability to Remain within Budget – I am comfortable working with both budgets and guests lists to ensure client satisfaction. I am also skilled at negotiating with vendors, venues, entertainment, security, transportation and promoters and am proud of my ability to secure economical solutions for my clients without sacrificing quality.

Ability to Work Well under Pressure – I am confident in my crisis management skills as well as my ability to anticipate potential problems before they arise. I am creative in my approach to problem solving and cool under pressure.

I have enclosed my resume and will call within the week to see if we can arrange a time to speak. 

Thank you for your time and consideration.

Signature First Name Last Name

Not only is a cover letter like this easy to write, but it allows you to quickly list your relevant skills and accomplishments and can instantly show a potential employer that you are a perfect match for the available position.

This is also an excellent format for someone who is in the middle of a career change or transitioning as you can showcase exactly how the skills and experience you possess relate to the position, regardless of your work history.

Okay, all this is great, and I’m really excited to start writing my cover letter, but before I do…what about cover letter formatting specifics, like paper and margins and fonts?

Best Cover Letter Fonts, Margins & Paper

When writing your cover letter, you should follow the same rules you use when formatting any professional letter.

Let’s start with fonts.

Open your word processing program and take just a second to scroll through your font choices. If you’re like me, it seems as though there are a hundred different styles to choose from…so which one is the right one?

Yes, you want to stand out in a sea of other applicants, but remember, before you go selecting that font with all the swirls and loops that rule number one when typing up your cover letter is: legibility.

Making sure your cover letter is readable is step number one.

You want to make sure that a potential employer can easily read it regardless of if it’s printed out or on a computer screen. Speaking of computer screens, not everyone is on the same operating system which means a unique or quirky font on your screen might show up as code or nonsense on someone else’s.

Your cover letter, just like all documents you send to a potential employer, is a professional representation of who you are, and as such, should look professional.

Try to avoid any font or typefaces listed as a Serif. Yes, they look nice and they’re certainly legible, but Serif fonts are fonts with added embellishments and stylizations which, when run through a scanning program or software, can result in the program rejecting it.

Remember, many companies these days use an automated applicant tracking software to first pre-qualify candidates and the last thing you want to do is you’re your application rejected because the computer program didn’t recognize your font or had difficulty reading it.

So what fonts should you use?

Sans Serifs fonts are fonts which are clean, crisp, sleek, and most importantly, scanner-friendly! They’re also “eyeball-friendly” which means a hiring manager reading it won’t have any issues trying to figure out what they’re looking at or run into eye-strain.

Stick to classic fonts like  Arial ,  Verdana ,  Trebuchet MS ,  Century Gothic ,  Gill Sans MT  (but NEVER Comic Sans),  Lucida Sans and  Tahoma as well as our personal favorite, Helvetica. It’s a flawless blend of style and clarity.

Another thing to keep in mind with fonts is the size you’re using. Shrinking everything down to the size of an ant just so you can fit it all onto a single page won’t win you any points. Again, you want to ensure that your cover letter is readable.

Try to stay between 10.5 and 12 points . Any smaller and it’s hard to read.

MARGINS AND SPACING

When you format your cover letter you want to make sure that your leave enough margin space to allow for printing .

Try to resist the temptation to adjust your margins, even if you’re trying to fit more into your page. Just because it prints out on your printer doesn’t mean it will all print out exactly the same on an employer’s printer. Adjust your margins too much and you run the risk of critical information being cut off if an employer prints it out.

Inversely, making your margins too large will leave your cover letter looking boxed in and squished.

The general rule is to set your margins at one inch on all sides.

When you turn a cover letter into a potential employer, you want to make sure you’re using paper that helps convey the message that you’re a professional.

Of course, if you’re using an online submission system, you don’t get to choose what sort of paper an employer might potentially print your cover letter out on, but in the instances when you’re physically turning something in, it’s a good idea to put some extra time, thought, and a little bit of money into the paper you’re using.

Yes, it’s a little more expensive to pick up a package of high quality paper, but think of it as an investment – in you!

Look for paper rated at around 24lb weight. Anything lighter is intended for bulk copying and will come across as cheap and flimsy. If you’re using paper with a watermark, make sure it’s facing the correct way relative to your cover letter.

When selecting the color of paper you’re using, it’s always a safe bet to stick to white or neutrals. Off-white, cream, ivory and light gray are acceptable for most professional jobs.

Finally, make sure you’re always using 8 ½ x 11 paper.

LENGTH AND SPACING

As we mentioned earlier, no matter which of the three formats you decide to go with, your cover letter should fit neatly onto one single sided page without crowding.

Of course, there are always exceptions to the rule, and in some (rare) cases (career changes, highly advanced technical fields, or individuals at the senior/executive level), a slightly longer cover letter is acceptable.

Keep in mind this isn’t your autobiography!

In terms of the spacing, keep your cover letter to single-spaced with a blank line between each section of your content.

5 Common Cover Letter Format Mistakes to Avoid

1. spelling and grammar mistakes (and typos).

THIS IS A PROFESSIONAL DOCUMENT…which means, ALWAYS proofread your cover letter before you send it out! This includes double checking your contact information.

It won’t do you any good if you have the perfect cover letter and employers who want to hire you if they keep calling the wrong number or emailing the wrong email. Double check! Then…check again!

2. Not Tailoring Your Cover Letter

Stop me if you’ve heard us mention “tailoring before”. By now, you should have. After all, it’s the backbone to our whole job-getting strategy!

MIKE'S TIP:

Blanketing the job market with a one-cover letter-fits-all approach not only makes you look lazy, but it shows an employer that you’re comfortable doing the bare minimum rather than going the extra step to make sure your cover letter is tailored to the job you’re specifically seeking.

Do your research beforehand and make sure the letter you’re sending out not only highlights your skills and experiences, but shows an employer that you’re the Perfect Candidate for not only the job but the company you’re applying to!

NOTE: This includes the greeting/salutation of your letter. It should be “addressed” to the hiring manager (full name if possible). Be sure to read our “how to address a cover letter” article for step-by-step instructions.

3. Rambling

Keep in mind your first impression rule. Submitting a cover letter that’s long, rambling, confusing or poorly organized isn’t going to get you anything except dumped.

This includes padding your cover letter with unnecessary information. Keep your cover letter tailored, clear, concise, and clean. A short letter that’s straight to the point and laser focused is far more powerful than a long letter filled with big words and confusing sentences.

4. Personal Information

Religious affiliations, social security numbers, personal social media contact, birthday (or age), marital status, or anything else that’s personal has no place on your cover letter.

This also includes photos or headshots. All a potential employer needs to know is what your name is, how to contact you, and why you’re the perfect candidate based off of your skills, experience, and qualifications.

5. Salary Information

Save that for a personal discussion with the hiring manager a little further down the road. Putting your salary requirements on your cover letter is never a good idea. Check out the article we wrote on “How to Negotiate Salary During the Job Interview Process”  here.

Top 5 Cover Letter Formatting Tips

1. Keep your format simple:  Remember, you only get one chance to make a good first impression. Presenting a hiring manager with a cover letter that’s overly crowded, hard to read, confusing or just plain messy isn’t going to get you the job…it’s going to get you thrown out.

2.   Keep it professional:  Avoid cute fonts, gimmicks, scented paper, glitter, odd shapes, or anything that could potentially make an employer look at your cover letter and question your sanity. Don’t print on cheap paper. Show an employer you’re serious about the job. Save the stickers and smiley faces for your holiday letters you send home to family.

3.   Focus on the job description and how you satisfy what the hiring manager is looking for. Read the job description and then read it again. What does the hiring manager need? How do your skills and experiences fill that need? Make sure when you’re writing your cover letter that you’re using words specifically used in the job posting and relating your skills directly to those that the hiring manager is looking for.

4. Make sure you’re selecting the cover letter format that best reflects who you are, your work history, and the job you’re applying for. Remember a cover letter is a great way to introduce yourself to an employer and explain away any questions they might have about you based on your resume information . Make sure you’re selecting the right format cover letter (paragraph, employer needs, shopping list) and that the information you include is relevant to the position you’re applying for.

5. Be honest:  I know we’ve said this again and again in multiple articles on this site, but it’s a sentiment that bears repeating. Be honest. Don’t pad your cover letter with jobs or duties you’ve never held or exaggerate ones you have just to impress an employer. The last thing you want to do is get a job you can’t do. Not only will you look bad, but it’ll haunt you down the line with other future potential employers. Be honest!

Putting It All Together

We promised you a much deeper look into cover letter format and I think we’ve managed to deliver just that!

A cover letter is intended to introduce you to your potential future employer and show them who you are in the best possible way…and now, thanks to this article, you shouldn’t have any problems! Who needs a second chance at a first impression if you do it right the first time?

Of course, reading about it is one thing, but seeing how these cover letters look is another. If you’re interested in seeing examples of how these cover letters look in person, head on over to our 12 Great Cover Letter Examples  article.

Just make sure, no matter which format you choose, that you’re tailoring it to the job you’re applying for, making sure to include relevant information, and that you’re using specific key words from the job posting and relating your skills directly to the needs of the employer.

And as always…good luck!

FREE : "Perfect Cover Letter" PDF CHEAT SHEET

Get our handy "Perfect Cover Letter" cheat sheet.

In it you'll get a step-by-step process that will let you craft the perfect cover letter.

CLICK HERE TO GET THE CHEAT SHEET

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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Cover Letter Resources

Cover letters introduce your story and create a first impression for employers. They link your resume to the position, showcasing your knowledge of the organization and highlighting relevant skills. Start by researching the organization, considering what intrigues you and what you have to offer.

WHAT TO INCLUDE

• AI & COVER LETTERS

ONLINE COVER LETTER BUILDER

Quick formatting tips.

Your cover letter should include 3-4 paragraphs with the following information:

• The main purpose of the first paragraph is to introduce yourself and tell why you are writing. You want to grab the employer’s attention: why you are interested in this position and/or why this organization. Use your community: if someone has referred you to the organization (a current employee, friend, family member) include his or her name in the first sentence.
• Tell the employer your story: describe your qualifications for the type of position you seek using specific examples from academic, work, volunteer, and/or co-curricular experiences. Connect your accomplishments, skills and knowledge directly to the type of position, organization and/or field. Avoid repeating facts outlined on your resume by focusing on key concepts.
• Summarize or give a final statement of interest/qualifications. Thank the employer for his/her time and consideration. Plan to follow up with the employer with a phone call or email.

Need help getting started?

Answer some of these questions to help you consider what you want to say in each paragraph.

• Paragraph 1: Why are you interested in this position/this organization? What in the posting made you say “I’ve got to apply!”?
• Paragraphs 2-3: What 2-3 experiences connect your skills to those listed in the position? What made you say “I can do that!”?
• Paragraph 4: What final point do you want to make?

CONSIDERATIONS FOR INCORPORATING AI INTO COVER LETTERS

Using AI for cover letters offers benefits like saving time, providing writing guidance, tailoring content to specific jobs, and ensuring grammar and style correctness. AI boosts consistency, boosts confidence, and reduces writer's block, giving you a competitive edge in the job market. Remember, while AI helps, personalization and creativity remain important for a successful cover letter.

Check out these resources 

• ChatGPT, AI, and the Job Search

Looking for a little help to get you started typing up your cover letter? Consider using  Lettersmith : an online tool developed by U-M's Center for Academic Innovation to help you get started with a checklist of what to include and example letters.

Log into Lettersmith and click "Join Template". Use code OCLAL835 to join the University Career Center's template.

• Use LinkedIn/Facebook and the organization’s website to gather information for your cover letter. Focus on skills and attributes the employer is seeking in applicants. Discuss these skills in the body of your cover letter.
• Try to find the name of the person you want to read the letter.  It demonstrates a higher level of investment and enthusiasm for the position.  If you can't find a name use a title (eg: Internship Coordinator, Human Resources Director)
• Cover letters also showcase your writing abilities. Therefore, it is imperative that your cover letters be error-free and grammatically sound. Avoid beginning every sentence with an “I” statement.
• Underline the verbs in the job posting to identify key skills.
• Avoid cover letter clichés (e.g. ...make me an outstanding candidate).

For more cover letter tips check out these websites:

• Cover Letter Examples for Students and Recent Graduates
• 11 Essential Cover Letter Tips
• Font:  10 to 12 point, in the same font as your resume.
• Paper:  The same as your resume — a quality bond.
• Margins:  1 or 1.25 inches.
• Layout:  Left justified, beginning no more than 2 inches from the top.
• Style:  Positive language, confident but not imposing, concise with supporting detail, written in active verb voice.
• E-mail:  Use body of e-mail as cover letter starting with salutation.

Choose a thumbnail to access the full view

How to Format a Cover Letter (Including Free Templates)

If your cover letter format is wrong, it could ruin your entire job application.

All cover letters should have a minimum of three paragraphs: 

• The first paragraph is an introduction
• The second paragraph elaborates on your work background
• The third paragraph summarizes your application 

The fastest way to properly format a cover letter is to start by using a proven cover letter template. Otherwise, keep reading on to learn how to format a cover letter so that it’s readable and organized.

Explore Rezi 🔥 Comes with 5,000 AI Credits, and is free forever, no credit card required.

The Correct Format of a Cover Letter

Here’s the proper cover letter format: 

• Opening paragraph
• Close & sign off

If you’d like to see samples based on your job position, you may find a few in our library of 180+ cover letter templates here . 

Anyway, here’s a standard cover letter format example below.

The cover letter header includes personal and contact information such as:

• Email address
• Phone number
• Company name

Opening Paragraph

This begins with a salutation that greets the reader such as: 

• Dear Mr. Davis
• Dear Ms. Davis
• Dear Hiring Manager

After the salutation comes the cover letter introduction. The first sentence states the job opportunity you’re interested in. Then, the next 2-3 sentences are an introduction that highlights your career goals, professional strengths, and highlights. 

The main body consists of 1-3 paragraphs. 

In other words, the main body makes up the middle paragraphs of your cover letter. Each paragraph focuses on a specific aspect of your work background. This is where you fulfill the goal of a cover letter : to prove that you’re the perfect candidate by showing that you have a relevant employment history. 

Here’s an example of what each paragraph in the main body could highlight: 

• First paragraph: accomplishments and areas of expertise • Second paragraph: side project  • Third paragraph: soft skills and how your personality aligns with the company culture 

Close & Sign Off

Here’s one thing cover letters should include : a final statement summarizing your application. 

Write one sentence or two about why you believe the company would benefit from your skills and experience. Or if you want to skip this, go straight to leaving a call to action before signing off. 

Here’s two examples of ending a cover letter: 

1. I believe that my experience and skills are well suited to this position, and I would welcome the opportunity to discuss my application further. I look forward to hearing from you. Sincerely,  Charles Bloomberg ‍ ‍

2. Thank you for your time and consideration. I look forward to discussing this position further. Sincerely, Charles Bloomberg

How to Properly Structure a Cover Letter

Structure your cover letter based on what you want to highlight to the hiring manager. 

Start with a cover letter outline to determine how you’re going to structure your cover letter. This makes writing your application more straightforward. 

That said, here’s a step-by-step process to follow. 

1. The Most Important Information Comes First

The most important details come first, not last. 

When writing a cover letter for any job , prioritize the most relevant information. For job applications, the most important information means the details that showcase qualities and skills that match the company’s expectations. It should also explain why you’re capable of carrying out the job responsibilities. 

Don’t make the cover letter mistake of saving your strongest points until last. Sometimes, the hiring manager won’t even reach the end of your application.  

2. Know Your Strengths 

Your strengths are your competitive advantages that prove you’re qualified for the position such as: 

• Achievements
• Technical skills
• Career goals
• Side projects 
• Industry expertise
• Qualifications

If you’re formatting an internship cover letter , for example, you might not have any relevant experience. So instead, focus on highlighting your passions and interests alongside your certifications and qualifications. 

3. Highlight Specific Parts of Your Professional Background

Each paragraph of your cover letter should be based on a specific part of your professional background. It should flow well, and ultimately, it tells a story about how your work history aligns with the job criteria. 

All job applications must be concise. Only include specific parts of your professional background that’s relevant rather than writing about your entire journey from beginning to end. 

4. Link Back to the Company’s Core Values

Whether you’re a seasoned professional or someone with no experience , either: 

• Refer to the company’s core values throughout your cover letter 
• Write a paragraph or a few sentences that directly address your alignment with the company culture 

If you choose the former, link back to the company culture in the middle or end of each paragraph in the main body. If you choose the latter, this can come towards the end of the main body of your cover letter or it can be the start of your closing paragraph. 

Despite cover letters not always being necessary , a competitive advantage is that you have room to directly address how you align with the company’s mission.

Cover Letter Technical Formatting: What You Should Also Know

Now, we’ll take a closer look at the format settings that you can adjust. These same principles apply to formatting a cover letter on Microsoft Word and Google Docs. However, some of these may not be applicable to an email cover letter and online web application. 

The file format of a cover letter is usually either a PDF or a Word document. However, follow the instructions as shown in the job description or ask your recruiter for clarification. 

Name the file after your first and last name, e.g. Jacob Jacquet Cover Letter. 

Stick to the standard 1-inch margins. Anywhere lower than this makes your cover letter look too thin, which can make it difficult to read. On the other hand, go no further than 1.2 inches because this can make your cover letter look too thick, which also makes it difficult to read. 

Leave a line between the header section and the opening salutation as well as between each paragraph in your cover letter. Having enough white space is important for ensuring your cover letter is easy to read.

Use the same font type and font size as your resume so that your job application formats are consistent. The font size should be no lower than 10pt and no higher than 12pt. 

On that note, avoid decorative fonts. Keep to serif or sans-serif. 

Cover letters are supposed to be one page. Some hiring managers won’t even read your cover letter if it’s too long. So, aim for at least 180 words but go no further than 350 words. If you’re struggling to reach 180 words, aim for at least a minimum of 150 words. 

Bullet Points

One piece of advice we often mention a lot is to use bullet points for listing things such as:

• Areas of expertise
• Coursework modules

This is effective because a potential employer will mostly be skimming through your application. Therefore, bullet points enable you to get their attention and highlight certain things.

3 Common Types of Cover Letter Structures

• Application cover letter: focuses on work history and technical expertise. 
• Referral cover letter: puts more emphasis on mutual connections and similar values on top of relevant skills. 
• Situational cover letter: this is a custom structure based on your most impressive selling points, e.g. qualifications, soft skills, or accomplishments. 

Aside from those, a letter of interest would be effective for applying to companies that aren’t actively hiring. 

Free Cover Letter Templates and Examples 

Or feel free to check out our cover letter examples guide here . This includes a list of successful cover letters including key takeaways on why they work so you can apply those same points to your own application and secure a job interview.

Data Engineer Cover Letter

HR Cover Letter

Software Developer Cover Letter

Create a Cover Letter 100% Faster With an AI Cover Letter Builder

Start with a cover letter template for your job title so then you can skip the formatting process. But even then, skipping the formatting alone isn’t enough to speed up the process of completing a cover letter by 100%. 

That’s why job seekers use Rezi’s AI cover letter generator to create a cover letter based on their work history and the company’s job description. 

Here’s how it works: 

• Enter the company name.
• Write the job position/title you’re applying for. 
• Select a previous job position/title to highlight. 
• Press “AI Writer Ready”.

This is a new way to speed up your job search. Compared to the traditional approach, you can send personalized cover letters almost 10x faster. 

Sign up here to get started for free. 

Or watch a live demonstration of Rezi’s AI cover letter in the short clip below. 

Final Thoughts

Include all the core sections of a cover letter. And, structure your cover letter based on your most relevant skills and unique selling points. 

That said, you can still use Microsoft Word or Google Docs for your application. Just be wary of the formatting options so that it’s still easy to read after submitting it to your hiring manager on the other side.

Astley Cervania

Astley Cervania is a career writer and editor who has helped hundreds of thousands of job seekers build resumes and cover letters that land interviews. He is a Rezi-acknowledged expert in the field of career advice and has been delivering job success insights for 4+ years, helping readers translate their work background into a compelling job application.

How to Write a Cover Letter in 2023 (Layout, Template and Examples)

Cover Letter Layout

The recent stiff competition for limited job opportunities has prevented many people from landing decent jobs. Although many applicants are qualified for a particular job, few realize that presenting the right documentation is the secret to staying ahead of the competition.

When writing a cover letter , the overall layout can make or break a potential interview request. If you style and design it in a way that catches the attention of your potential employer, you’re ahead of the competition. Continue reading for tips and advice on how to write a winning cover letter properly.

What is the purpose of a cover letter?

The purpose of a cover letter is to introduce yourself and to explain why you are interested in and qualified for the job for which you are applying.

A cover letter should be included with your resume when you apply for a job. It should be tailored to the specific position for which you are applying and should highlight your skills, experiences, and accomplishments that are relevant to the role.

A compelling cover letter speaks to the hiring manager, telling them why you’re the best candidate for a particular job. It describes how you are suited for the job and what you’ll bring to the table when given the opportunity.

What to Include in a Cover Letter

Your cover letter can be divided into three sections: the introduction, an overview of your skills and expertise, and a conclusion.

Most employers often glance through a cover letter to get a taste of who you are, even before delving into a resume . Therefore, it’s crucial to keep things organized and concise so they don’t lose interest.

4 Steps on How to Write a cover letter for 2023

Writing a cover letter isn’t easy, but you could face a lifetime of opportunities by writing a great one. People who know how to write a cover letter generally have a better chance of getting hired.  Below are the four steps you should take to create a compelling cover letter:

1. Add Contact Information | Cover Letter Details

Your cover letter intro should include your name, official email, phone number, and perhaps LinkedIn profile.

Where applicable, include the hiring manager/organization’s contact information, address, and number. Providing your contact information allows the employer to reach you when they find you fit for the job.

Note: Nowadays, recruiters are using LinkedIn to find potential employees for their organizations. Feel free to add your LinkedIn profile URL if you would like.

2. Create The Salutation | Cover Letter Introduction

It’s always courteous to greet the hiring manager with an appropriate title. After all, they’re also human. You can research a little about the employer and discover who they are. This way, the salutation won’t be awkward, and there won’t be any mistakes. But if you can’t find out much about them, don’t worry.

Use “Dear Sir/Madam.” This is the most appropriate salutation in case you have no clue who the recruiter or hiring manager is.

3. How to Start a Cover Letter | Cover Letter Body

This is where the bulk of your cover letter content will go.

Opening Paragraph

• Start by writing down the job you’re applying for and inform the employer where you learned about it.
• Whether it’s on the Internet or from a newspaper advert, mentioning where you learned about the job opportunity shows your application’s seriousness.

2nd Paragraph

• The second paragraph should capture what you have to offer the organization.
• In this section, describe how you’re equipped to handle the responsibilities of the advertised position.
• Please write a concise summary of your skills, experience, and achievements, but don’t overdo it. The resume will cover the skills section.
• Use bullet points to break down the text to make it easy to read.

3rd paragraph

• The third paragraph should highlight what and how you know the employer.
• For example, an article posted on your favorite social media platform might have drawn your attention to the company. Or maybe it’s been a lifelong dream to work with them.
• Capturing this information shows the employer that you’re interested in the organization’s operations. 
• Don’t make up stories or give false information, which could ruin your credibility. Provide accurate details you could remember even when invited for an  interview .

Closing Paragraph

The fourth section is about closure. It’s a call to action for the employer to consider your application and interest in the job.

Ask them to contact you and give feedback. It’s also wise to leave final regard or a formal closure.

• Words like “Yours Sincerely” and “Best Regards,” are highly recommended because they offer a professional approach.

4. Proofreading | Cover Letter Review

A letter full of mistakes is a turn-off for most employers and will almost all but destroy your chances of an interview. It shows that the applicant didn’t take enough time to read through it and might not be serious about the job.

Always read through the letter to correct mistakes and make the message as clear as your intentions. Ask family members and friends to run through it or use a grammar-checking website like Grammarly to correct any mistakes.

The layout of a cover letter is fairly straightforward, but we’ve provided an easy-to-follow infographic to help make it a bit more visual. While the header, body, and closing sections are crucial, you can also see how we implemented the contact information into the letter.

Cover Letter Template

This template can be helpful for people who are not sure how to structure their cover letter or what information to include. It can be used as a starting point when writing a cover letter, with the idea being that you would customize the template to fit your unique background and skills.

Cover Letter Example

If you are unsure of what a cover letter looks like, this sample can be used as a guide or template for creating your specific cover letter. This is designed to give you an idea of the structure and content of a successful cover letter.

ResumeGenius has a large number of cover letters to utilize. Check them out here

Related Articles:

• Best Resume Writing Services
• How To Secure An Unfair Interview Advantage
• What Not To Say During An Interview

Frequently Asked Questions (FAQ)

What else makes a great cover letter, prior research the employer.

Always research the hiring organization and the job being offered. A good cover letter shows that you understand what you’re signing up for.

In most cases, the employer will prioritize applicants who demonstrate a good understanding of the organization’s mission and the responsibilities they’ll be allocated.

Optimize The Cover Letter With Related Keywords

This will increase your visibility to the employer. For example, if a job opening entails journalism, use terms related to journalism, such as editing and writing.

Many recruiters are busy and have limited time to read the entire cover letter. Most will only go through the first few lines (or use the “ctrl F” find function) to get a picture of who you are.

Make the introduction short, precise, and engaging to encourage the employer to read more about you.

Making it Relevant

• Your cover letter should be relevant to the job you’re applying for.
• Some recruiters use an Applicant Tracking System (ATS), software designed to filter applications and present the best matches for a particular job. These systems are primarily used for resumes, but cover letters are filtered through.
• Many applicants don’t pass the ATS, especially if they didn’t read through the job posting. 
• If you don’t want to get filtered out by the ATS, ensure that the cover letter is relevant and rich with keywords related to the job.
• Since it goes with the resume , the cover letter will have given more space to add those keywords and increase the chances of getting discovered.

How Long Should a Cover Letter Be?

Cover letters should be half a page to a full page long (nothing beyond that). Look to limit your cover letter to around 3 to 6 paragraphs, and try not to go beyond 500 words. The recruiter or hiring manager should be able to quickly glance through the content (15 seconds or less).

• Page Length: Should be 1/2 – 1 page long
• Paragraph Count: Stick to 3 to 6 paragraphs long
• Word Count: Have no more than 500 words

Are Cover Letters Still Relevant in 2023?

Yes, cover letters are still relevant and can be an important part of the job application process 2023. While many companies don’t require a cover letter, and others may only give it cursory consideration, a well-written cover letter can still be a valuable tool for introducing yourself to an employer and explaining why you are a good fit for the job.

Wrapping Up | What Should a Cover Letter Include

Your cover letter is an introduction that you can’t miss on. Understanding how to write one specifically for the targeted employer properly will leave an amazing first impression!

Remember, the main purpose is to capture the hiring manager’s attention. You want to convince them that you’re the person they’ve been looking for. To recap our key takeaways, we ran through the following :

• What to include in a cover letter, such as the introduction, main content, and closing
• The cover letter template to help make your own
• The cover letter examples to reference when writing your own
• The suggested length of a cover letter

We hope this helps, and good luck out there!

Your cover letter is only as good as the content of your resume. Here are some resources to help write your own resume or resume writing services to pass off the task to a professional.

Title: Cover Letter Layout 2023

Category: theDocuments

Tags: how to write a cover letter in 2023, how long should a cover letter be, writing cover letter, what is included in a cover letter, how do I write a cover letter for a job, cover letter template, cover letter sample

Author : Reid is a contributor to theJub . He’s an employment and marketing enthusiast who studied business before taking on various recruiting, management, and marketing roles. More from the author. | Author Profile

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